Enter the relevant information regarding the new patient into the appropriate boxes (see below for more details). Use the [Enter] or [Return] keys to move down through each of the boxes. If any information is not known it may be omitted and filled in at a later date.
Once the patients details have been entered, either click on the button to save the changes, or click to lose the changes. Clicking either button will return you to the Main Menu screen. The "Next" button is basically the same as clicking on "OK" (ie, any changes will be saved) but you will be taken back a blank Patient Details screen ready to enter another patient instead of returning to the Main Menu.
When saving a patient you may be asked if you wish to send this patient an invoice, a letter, or if you wish to print patient information labels. This depends on the settings in the Patient Preferences screen (located in Misc Menu, Preferences, Patient Preferences).
Surname
Enter the surname of the patient being added here. As will all names, the first letter will automatically be shown as a capital letter.
Forename
Enter the forename of the patient.
Salutation
Enter the salutation (title) of the patient, ie Mr, Mrs, etc. You can either type the salutation you require, or select one from the list. If the salutation you require is not listed, simply type the correct salutation and press [Enter]. Practice Manager will then ask you if you want the new salutation adding to the list for future use.
Patient No.
The next available patient number is automatically entered. Normally you would just press [Enter] to accept this number and move to the next field.
The way in which patient numbers are allocated can be changed to suit your needs.
For more information see Patient Preferences in the on-line help system.
If you try to enter a number that has already been allocated to another patient, Practice Manager will warn you that the number has been duplicated and ask if you want to use another number.
NHS
If known, enter the patients NHS number. If not needed, press [Enter] to leave the field empty. If a number is entered, Practice Manager will check to ensure that the number is valid. A warning message will be shown if an incorrect number is entered.
D.O.B.
Enter the patients Date Of Birth. If Practice Manager detects that a patient with the name surname and date of birth already exists on the system, you will be shown a warning screen asking you to check that the patient is not being duplicated. You can then either proceed to add another patient with the same surname and date of birth, to edit the original patient's details.
Note: At this stage, Practice Manager checks to ensure that there are no other patients already entered into the system with the same surname and date of birth as the patient you are currently entering. If a possible duplicate is discovered, you will be asked if you wish to continue adding the new patient, or edit the existing one.
Age
If a date of birth was entered in the previous field, the patients age will automatically be calculated and displayed. If the patient is under 18 years of age, the number of months will also be shown (ie, 7 years and 4 months). You can normally press [Enter] to accept the age shown and proceed to the next field.
Sex
This box records the patients gender, and can be set to either 'M' for Male, 'F' for Female or 'O' for Other. Practice Manager will attempt to insert the correct sex automatically, based on their salutation (ie: male for 'Mr' or 'Master', female for 'Mrs', 'Miss' or 'Ms' ).
If Practice Manager can not identify the patient's gender from their salutation (if, for example, they are a 'Dr') then the box is left empty an you will have to press 'M', 'F' or 'O' followed by [Enter].
Address
There are two lines for the beginning of the patient's address, although it is not necessary to use both. Try to ensure that you do not use these two lines for entering the town, county or postcode, as there are separate lines especially for these further down.
If the address is short, use only the first address line and leave the second line blank. Although this will leave a gap in the address on screen, the gap will not appear when printed out on invoices, receipts, letters etc.
Town
As you start typing the name of the town, a list of known towns will appear. If the town you require is highlighted on the list, press [Enter] to accept it, otherwise keep typing. If the town you require is not on the list, type it in fully and press [Enter]. You will then be asked if you want to add this new town onto the list for future use. If you do, select 'Yes', otherwise select 'No'.
County
If you entered a town into the address, Practice Manager may be able to determine which county the selected town is in, and will enter the county for you. If this is the case, then simply press [Enter] to proceed to the postcode line.
If no county appears, start typing the name of the required county and a list of known counties will appear. If the town you require is not on the list, continue to type the name of the county and press [Enter]. You will then be asked if you want to add this new county onto the list for future use. If you do, select 'Yes', otherwise select 'No'.
Postcode
Enter the postcode into the 'Postcode' box if known, otherwise press [Enter] to leave it blank.
If you do type in a postcode, it will automatically be shown in capital letters for you.
Telephone
You have two lines in which to enter telephone numbers for the patient. You may enter the telephone numbers is any format you desire (with or without dialing codes), and you may also enter words as well as numbers (such as EXT, WORK, HOME etc.).
There is also a button which, when clicked, will allow you to store additional details such as Mobile, Pager, Fax, and email address.
Alternative Billing Address
If the patient you are entering is under the 'adult' age (usually 18, but this can be changed via the Patient Preferences option) then you will be asked if you wish to record an alternative name and address for invoices and correspondence to be sent to.
If you answer 'Yes' then you will be asked to enter the name and address for the correspondence.
If the patient is not a child, and yet you still require correspondence to be sent to
having their treatment paid for by a son or daughter.
The 'Alternative Billing Address' box will be ticked if there is a alternate address recorded for this patient, otherwise it will be left empty. If ticked, you may also click on the magnifying glass icon to view or amend the alternative address details.
This can also be accessed by clicking on the "Alt Address" option along the top menu bar.
The 'Alternative Billing Address' box should NOT be used to record solicitor or hospital details. There are separate boxes to record such information.
Balance
Next to the word "Balance" will be shown the patients current account balance.
For a new patient, this will be empty or zero.
A negative balance (shown in red) would mean that the patient owes you money, where as a positive balance (shown in green) indicates that their account is in credit, and effectively you owe them the money.
Clicking on the magnifying glass icon will take you to the Summary Statement screen for this patient, showing details of all of their invoices.
Deceased
This tick-box is used to record if the patient is deceased or not.
To record a patient as deceased, click the box to place a tick in it. You will be given a warning box saying "Warning - You are about to record this patient as deceased.
Are you sure? Yes/No" . If recorded as deceased, you will be warned before writing any letters or sending reminders regarding this patient. Also, any correspondence will automatically be addressed to "Executors to the Estate of The Late…."
GP
If you wish to record a GP, type in the SURNAME of the required GP, then press [Enter].
You will now be taken to GP Search Screen, in which you may either select an exiting GP from a list, or add new GPs onto the list.
If the name of the patients GP is not known, just press [Enter] to leave the box empty.
Solicitor
If the patient is a medico-legal patient, type in the name of the firm of solicitors
acting on his/her behalf, then press [Enter].
You will then be taken to the Solicitor Search Screen, in which you may either select an existing solicitor from the list, or add a new one onto the list.
If you wish to record more than one solicitor, click on the button. This will take you to an additional Medico-Legal Information Screen which will allow you to record two solicitors (Claimant and Defendant) plus any case reference numbers and the name of the Court. You can also record if the case has been settled or not, and if so the date of settlement.
Example of the Medico-Legal Information Screen
If the patient is not a medico-legal patient, press [Enter] to leave the Solicitor box empty.
Clinician
You may record one or more "Clinicians" against each patient. (ie, any other person with an interest in this patients treatment, such as a referring consultant, physiotherapist etc).
Type in the SURNAME of a clinician and press [Enter]. You will then be taken to the Clinician Search Screen, in which you may either select an existing clinician from the list, or add a new one onto the list.
each patient, this option can be activated in the via the Patient Preferences option called "Record Multiple Clinicians".
Example of recording multiple clinicians
If you do not wish to record a clinician, press [Enter] to leave the box empty.
Note: Anaesthetists may wish to use the Clinician box to record the name of the surgeon.
Also, it is possible to rename the clinician boxes, usually just called 1 to 10, to having names such as "Dentist" or "Physiotherapist". This is done via the Directory Preferences screen (Misc Menu, Preferences, Directory Preferences).
Insurance
If you wish to record the patients Insurance Company, type in the name of the company and press [Enter].
You will now be taken to Insurance Company Search Screen, in which you may either select an exiting company from a list, or add new company.
If you select an insurance company who accepts electronic invoices and your computer is set up to send EDI invoices, you will be asked if you wish to enter Insurance Claim Information. If you click 'Yes' you will be taken to the Claim Information Screen, where you can fill out the electronic claim form. This topic will be covered in more detail in the Billing section.
Invoice To
Use this box to select who (in general) you would like invoices relating to this patient to be sent to. Press the initial letter of the option required ('P' for Patient, 'S' for Solicitor etc).
Note that only options applicable to the current patient will be listed. ie, you will not have the option of invoicing to a Solicitor if this patient has no solicitor recorded. You will be given the option to change this setting each time an invoice is sent.
The rest of the Patient Details screen is divided up into 5 sections, accessed by clicking on one of the following headings:
Visits
Date Added
This field records the date on which the patient was entered onto the computer. It defaults automatically to today's date. Unless there is any specific need to change this, just press [Enter] to accept it.
Last Visit
Initially blank, this field will automatically be updated to show the date the patient last visited for treatment or consultation. It is updated each time the patient is invoiced. Press [Enter] and leave this field blank when entering a new patient.
Next Visit
The 'Next Visit' box shows the next appointment date for this particular patient, based on any appointments made in the Clinic List.
To see more details about the next appointment (and any other appointments for this patient) click on the calendar button .
Click this button to make a new appointment for the current patient.
User Defined Fields
The "Patient Details Screen" can store up to five additional information fields of your choice.
You can change the type of information to be stored via the "Misc Menu, Preferences, Patient Preferences" screen.
Suggested uses for these fields include hospital numbers, etc.
Type in the information relevant to these fields, the press [Enter].
Addition Information
Referral Source / Occupation / Ethnic Origin
Select an appropriate option from the lists provided, or type a new entry. If a new entry is give, you will be asked if you want to add the new entry into the list for future use.
Is the patient's visit the result of an accident?
If this patient has been referred to due an accident, tick this box. You will then be able to enter the date of the accident.
Marital Status
Select a marital status from the list, or free-type a new entry.
Maiden Name (Females only)
If the patient is married, enter their maiden name separately.
Location Of Notes
In order to keep track of where this patients notes are stored, select the current location of the notes from the list provided. If the notes are moved for any reason (ie, moved into storage), update this entry accordingly.
Next Of Kin
Use this section to record the Next Of Kin (N.O.K.) details for this patient.
Comments
Type any comments relating to this patient here. Any comments typed into the
"Urgent" section will flash on screen each time this patient is selected. This may be of use if there is important information that you want to be reminded about each
time the patient is seen. Non-urgent comments can be entered into the "Other Comments" section.