Patients

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Patients

From the Patient maintenance screen, you can manage patient accounts and store patient information. You can find this screen by clicking on the Maintenance menu item and selecting Patients.

 

Topics

How Do I Add a New Patient?

How Do I Edit an Existing Patient's Information?

How Do I Enter Addresses for a Patient?

How Do I Enter Additional Phone Numbers?

Can I Add a Patient to an Interface?

How Do I Attach Insurance to a Patient's Account?

Can I View Privacy Policy Signature Records for this Patient?

How Do I Add a Note for this Patient?

How Do I Edit a Patient's Allergy Information?

How Do I Add a Group/Household?

How Do I Take a Picture of the Patient (or the Patient's Insurance Card, etc.)?

How Do I Attach a Patient to a Charge Account?

How Do I View User Logs?

 

 

How Do I Add a New Patient?

1.Click on the Maintenance menu item.

2.Select Patients. The Patient Maintenance screen will open.

3.Click on the Create New Patient option. The patient's blank Record Info fields should appear.

 

Fields shown in bold are required.

 

4.Enter the name of the patient being added (Last, First, and Middle Name).

5.If necessary, you can also enter a Preferred Name. This name will appear along with the patient's legal name in many places throughout ProPharm (e.g., on the patient's "card" in the Script Filling screen, in searches, etc.).

6.Enter the patient's Date of Birth.

7.You can select the patient's Gender.

8.You can use the Language drop-down arrow to select the patient's primary language.

9.Enter any necessary identification numbers for the patient (SSN, Military Number, Driver's License, ID Number or Account Number).

 

If this patient will need to have access to the Customer Portal, be sure to enter a SSN and Account Number.

 

10.Select the patient's Type (e.g., Employee or Dependent).

 

To add an address for the patient, you can click on the Addresses tab.

 

11.Enter the patient's Preferred Phone number. This is the number that will be used to contact the patient. (You will need to enter a number here if you plan to send text messages to the patient.)

12.Click on the Communication Method drop-down arrow. Choose the method you will be using to contact this patient (Email, Text, etc.).

13.You can also enter the patient's Email Address. (If you choose to send email messages to the patient, this information will be needed.)

14.The Eligibility checkbox should be marked by default. If this patient is eligible to receive medication from your pharmacy, leave this box checked. (Ineligible patients are usually those that have been created through the Customer Portal. Scripts should not be filled for these patients and you will receive a warning if you are attempting to fill for an ineligible patient.)

15.If the patient needs safety caps on their bottles, make sure the Safety Caps checkbox is marked.

16.Make sure the Active checkbox is marked. (If this option is not checked, you will not be able to fill scripts for the patient and they will not appear in most search lists.)

17.Click Save.

 

 

How Do I Edit an Existing Patient's Information?

1.Click on the Maintenance menu item.

2.Select Patients. The Patient Maintenance screen will open.

3.Start typing in the Search Patient field to find your patient. (If the search field is not shown, click on the magnifying glass icon to display it.)

 

You can search by a patient's Name, Account Number, etc.

 

4.A list of patients matching your search will appear. Select the correct patient from the list.

5.Select the fields that need to be changed (e.g., Last Name, Date of Birth) and enter the new information.

6.Click Save.

 

 

How Do I Enter Addresses for a Patient?

1.Once you have selected the patient and entered any needed information, click on the Addresses tab.

2.Click on the Add New option.

3.Enter the street address in the Address field (and Address Continued, if needed).

4.Enter the Zipcode, City, and State.

5.In the Address Type field, click on the drop-down arrow and select the appropriate option (Billing, Shipping, etc.).

6.If this is the patient's primary address, mark the Primary checkbox. This will be the default address used for the patient.

 

When an address is marked as Primary, that address will be used for the patient (on reports, labels, claims, etc.). If no address is currently marked as Primary, ProPharm will use the most recent address that was added.

 

7.To make this address an available option for the patient, mark the Active checkbox.

8.When you have entered the needed information, click Save.

 

 

How Do I Enter Additional Phone Numbers?

If you need to store alternate phone numbers for the patient, you can enter these numbers in the Contact Info section.

 

1.Click on the Contact Info tab.

2.Click on the Add New option.

3.In the Type field, click on the drop-down arrow. Select the correct type of number (Cellular, Fax, etc.).

4.In the Value field, enter the patient's number. This will not be the "Preferred" number for the patient, but will be logged as an alternative. It will NOT be used for texting the patient, etc.

5.Click Save.

6.Add as many numbers as needed.

 

 

Can I Add a Patient to an Interface?

If you are receiving patient records from another system through a demographic interface, many of your patients may not need to be entered manually. In some cases, you may need to manually enter a patient and begin filling scripts before the interface has added that patient to your system. In that case, follow the instructions below.

 

1.Enter the patient's basic information in the Record Info section.

2.Click on the Save button.

3.Click on the Interfaces tab.

4.Click on the Add New option.

5.In the Interface field, begin typing the name of your demographic interface. Select the correct option from the search list.

6.Enter the Alternate ID for the patient. (This is the ID that is used for the patient in the other system.)

7.Click Save.

8.Now the patient is tied to the chosen interface. When the interface delivers more information about the patient, it will be added to this record rather than creating a duplicate patient.

 

When a patient is created through an interface, his or her information will be entered automatically and the correct interface will be listed under the Interfaces tab.

 

 

How Do I Attach Insurance to a Patient's Account?

You can add an insurance account to a patient's record, tying a particular insurance provider to the patient and adding specific account information. To add insurance for a patient, follow these instructions:

 

1.Once you have selected the patient, click on the Insurances tab.

2.Click on the Add New option.

3.If this third party will be used when filling scripts for the patient, make sure the Active checkbox is marked.

4.Select the correct insurance provider in the Insurance field.

5.Enter a number in the Billing Order field. If you have multiple insurances attached to this patient, when a user searches for the correct insurance for the patient in the Script Filling screen, each insurance will be listed in their chosen Billing Order in the search list (Billing Order 1 on top, followed by Billing Order 2, etc.).

6.Choose the patient's Relation to the insured (e.g., Cardholder, Spouse).

7.Enter the Card Holder ID and any other necessary identification (Plan Number, Group Number, or Other Number).

 

The Other Number field is used for a specific ID Qualifier type. In the ID Qualifier field, you can choose which type of identifier will be used for the patient (SSN, Driver's License, etc.). If you select the "Other" option, you will need to enter a specific number in the Other Number field.

 

8.Choose the correct type of Patient Residence (Correctional Institution, Group Home, etc.).

9.Choose the correct ID Qualifier for this insurance company. This is the type of identification that the insurer will use to identify the patient.

10.Enter the name of the Primary insured (Last, First, and Middle Name).

11.Choose an Expiration Date (the day the insurance will no longer be in effect) and an Effective Date (the day insurance coverage begins).

12.If the patient is Eligible for this insurance, mark the Eligible checkbox.

13.If necessary, you can enter the patient's Date of Birth. (This may be useful if the insurance provider has the wrong birthday listed for the patient.) If no date is entered here, the insurance will use the patient's Date of Birth as it is listed under the Record Info tab.

14.If this is the patient's default insurance, mark the Default checkbox. (There is a setting in the Options screen to choose how a patient's insurance is selected in the Script Filling screen. If you choose the "Default Insurance" option, this insurance will be entered automatically when you begin filling a script for this patient.) You should only make one insurance the patient's default. Otherwise, ProPharm may select the wrong option.

 

The patient's Default Insurance will be shown in bold when searching for an insurance in the Script Filling screen.

 

15.Enter any needed account information in the following fields: Place of Service, Coverage, Special Coverage, Person Code, and Home Plan. (Specific information for these fields may be required by the provider.)

16.Click Save.

 

 

Can I View Privacy Policy Signature Records for this Patient?

After you have selected a patient, you can click on the Privacy Policies tab to view any records of the patient signing Privacy Policies. If the patient signed to confirm that they received a copy of the HIPAA policy (during the Checkout process), a record of that event will be displayed in this section. Any policies that were signed will be listed here, along with the date they were signed.

 

 

How Do I Add a Note for this Patient?

You can add notes to a patient's record. These notes will display when you are filling scripts for the patient and can also be accessed from the patient's "card" on the left side of the screen when you open the patient's profile.

 

To add a note:

 

1.Select the correct patient in the Patient Maintenance screen.

2.Open the Notes tab.

3.Click on the Add New option.

4.Enter a Title for the note, then enter the note's Text.

5.You can choose a color for the note if you want to categorize certain types of notes with certain colors. Click on the Color drop-down arrow to select an option.

6.Click on the Behavior drop-down and choose one of the following options:

a.Normal: If you choose this option, the note will appear in the Script Filling screen but will not be displayed in a pop-up.

b.Interrupt*: If you choose this option, a pop-up will appear in the Script Filling screen to show this note. (The note will be displayed along with allergy information, etc.)

c.Confirm Interrupt*: This option will not only include the note in a pop-up, but will also force the user to slide a scroll bar before closing the note. This will help ensure that the user sees the note before dismissing it.

d.Deleted: You can also set the note's status to "Deleted," which means the note will no longer be shown (e.g. in the Script Filling screen). The note will NOT be completely removed from your system, but it will no longer be shown to users except in this maintenance screen.

7.Click Save.

 

*If you are filling multiple scripts for the same patient, an "Interrupting" Patient Note will only pop up on the first script that you are filling for the patient.

 

 

How Do I Edit a Patient's Allergy Information?

You can edit a patient's allergy information from the Allergies tab. In the Allergies section, you can also enter information about other medications a patient is taking and any existing medical conditions.

 

1.After you have selected a patient, click on the Allergies tab.

2.Any of the patient's existing allergies, medications, and medical conditions will be displayed.

3.To add a new item, click on the Add New button. A drop-down will appear. Choose Allergy, Medical Condition, or Other Medication.

4.If you are adding an Allergy, search for the correct option in the Allergy Class field (or Drug Allergy or Non-Screened). Then you can mark one of the checkboxes to identify a specific reaction, such as "Rash" or "Nausea."

5.If you are adding a Medical Condition, you can search for the correct option in the Medical Condition field or select the appropriate ICD-10 code.

6.If you are adding an Other Medication, search for the correct option in the search field and then enter a Start Date and Stop Date. These dates will help determine the duration of the drug regimen.

 

If the patient does not have any allergies, you can click on the Add No Known Allergies button. There is also an option for "No Known Medical Condition."

 

 

Allergies:

You can manage the patient's allergy information in the Allergies portion of the screen. There are three allergy fields within this section:

 

Allergy Class: This field can be used to enter broad drug types or substances. (Specific drugs can be added in the Drug Allergy field.) For example, you could enter "Penicillin" in the allergy section as a broad allergy type.

 

Drug Allergy: In this field, you can add a specific drug to the patient's list of allergies (e.g., Penicillin V Potassium 250 MG).

 

Non-Screened: Use this field to input allergies that are not screened by Medi-Span (e.g., "Eggs").

 

 

Medical Conditions:

Any medical conditions affecting the patient can be entered in the Medical Condition section. You can either choose the correct condition in the Medical Condition field or select the appropriate ICD-10 code.

 

 

Other Medications:

Any medications that the patient is currently taking should be listed in the Other Medication section. All medications should be listed with a start date and stop date.

 

 

How Do I Add a Group/Household?

 

Patient Groups are used in conjunction with the Customer Portal. If your pharmacy does not use the portal, you will not need to assign patients to groups.

 

If you have patients who are part of the same group (e.g., employees of a company or members of a household), you can connect them in your records.

 

1.Once you have selected the patient, click on the Groups  tab.

2.Click on the Add New option. A pop-up window will appear.

3.Click on the Create New Group option.

 

If you are not adding a new group but adding the patient as a member of an existing group, click on the Add to Existing Group button. You can then search for the group that you will be adding this patient to.

 

4.Enter the Group Name.

5.Click on the drop-down arrow to select a Group Type. In most cases, you will want to add a "Household" group. (The "Access" Group Type is created through the Customer Portal and shows which patients' scripts can be viewed by the group owner.)

6.Click Save Patient Group.

7.The Group will be shown on the right-hand side of the screen. You can click on the Add New Group Member option to attach a new patient to this group.

8.Add as many patients as necessary.

 

There is a Locked checkbox that appears when you are adding a new member to a group. This is for dependents in the group who will be turning 18 in the future. When dependents become adults, they can choose whether or not to allow the group owner to view and manage their scripts. If the Locked option is checked, when the dependent reaches their 18th birthday, the group owner will still have access to the dependent's scripts. (Patients can also grant this permission through the Customer Portal.)

 

If a dependent has already turned 18 and the group owner has lost access, you can delete the dependent from the members list and add him or her back to the list with the Locked checkbox marked. When the group owner logs back into the Portal, they will be able to view the dependent's account information.

 

 

How Do I Take a Picture of the Patient (or the Patient's Insurance Card, etc.)?

1.Once you have selected a patient, click on the Picture tab.

2.Click on the Add Picture button. A photo screen will appear.

 

Your browser may ask if you want to allow the use of your webcam. Click "Allow" to proceed. (NOTE: You will need to be using an HTTPS website to use a webcam.)

 

3.Adjust your webcam to take the shot and click on the Take Picture button. (Rather than taking a new photo, you can also click on the Upload Picture button to select an image from your files.)

4.If you want to remove the photo and take a new one, click on the Try Again button and take a new picture.

5.If you are happy with the photo, click Save Picture.

 

If you have attached more than one image to this patient, you can scroll to the left and right to view all the photos. You can add pictures of the patient, their insurance ID card, their driver's license, etc.

 

 

NOTE: If you are having trouble getting your webcam to work, make sure your browser is set to use the correct camera. In Chrome, you can check these settings by clicking on the camera icon in the URL bar.

 

 

How Do I Attach a Patient to a Charge Account?

New Charge Accounts can be created in the Charge Account Maintenance screen. You can also attach patients to the Charge Account from that location. However, you can link a patient to a Charge Account from the Patient Maintenance screen as well.

 

To attach a patient to a Charge Account:

 

1.After you have selected the correct patient, click on the Charge Accounts tab. The Charge Account Maintenance window will open.

2.The patient's name will be selected in the Patient field.

3.Search for the correct Charge Account. For a new account, a message will display to tell you that no patients are currently attached to the Charge Account.

4.To add the account that you selected in the Charge Account field to the chosen patient, click on the Add Selected Account to Patient button. The new Charge Account will be shown on the screen with the patient listed on the account.

 

When you reopen this tab in the future, it will show the patient attached to the chosen Charge Account. You can edit the account as necessary from this window.

 

5.If necessary, you can select another Charge Account and attach the patient to that account as well. On each Charge Account, you can click on the Edit Billing button to choose whether or not the patient can charge to that account and select a Billing Order. (For example, you can set the first account to be billed with a Billing Order of "1" and the second account to be billed with a Billing Order of "2.") After you have chosen your billing options, click Save and Close.

 

 

How Do I View User Logs?

To view user log records, click on the Logs tab. The log shows changes that have been made to this patient's record.

 

See Also

System