Patient registration Chapter 7

Objectives Register a patient from the scheduler Register a patient from Patient Registration Add a patient’s demographic information Select the patient’s company(payer responsibility relationship) Create a new case Confirm the patient’s payers Add a patient visit Select the presenting problem

Key Concepts Scheduled appointments Walk-in patients Disciplines of medicine Problem-focused system Clinical decision support (CDS) Blended checklists Multiple presenting problems Add a new patient Established patient Patient responsibility Occupational medicine Payer responsibility relationship

Patient Registration Registering a scheduled patient: Access the Scheduler Module from MedTrak Main Menu by clicking the Scheduling Button Registering a walk-in patient: Access the Patient Registration module from MedTrak Main Menu by clicking the Patient Registration button

Registering a Patient from the Scheduler Scheduled Patient Walk-in’s

Scheduling Screen If the patient has an appointment, you can register them directly from the Scheduler. Click the Scheduler button from MedTrak Main Menu. Scheduling screen automatically sets to location view for that days schedule. Do This! Pg. 93

Adding The Patients Demographic Information With cursor in command field next to patient’s appointment Click the Patient Showed button If the patient is a new patient, the only demographic info present will be info recorded when patient made their appointment (name, phone number, primary payer) On Patient Screen enter demographic info found on patient registration form See textbook figure 7-2 Do This! Pg. 93

Creating A New Case Click Submit button to add patient to the database. New Case Screen appears Record reason patient is seeing physician Do This! Pg. 96

Confirming The Patient’s Payers If patient has health insurance scan his photo identification and health insurance card and attach them to his record in MedTrak.

Adding The Visit Do This! Pg. 96 Visit Add screen is next. MedTrak can support a variety of medical disciplines including: Primary care doctors Urgent care doctors Occupational medicine doctors (workers’ compensation and employee health) Rehab services(physical/occupational therapy) Emergency room doctors Chiropractic doctors Do This! Pg. 97

Selecting The Presenting Problem Clinical Note Add screen MedTrak is a problem-focused system You select the reason(s) the patient is visiting the clinic from a list of presenting problems MedTrak is designed to create for the clinical staff and the doctor blended checklists of history and exam questions of the presenting problems from head to toe When patient has multiple presenting problems, select all of them

Clinical Note & Doctor’s Checklist Contains suggested questions of the presenting problems in one list of questions, starting at the head and working down to the toes MedTrak displays most likely orders for the types of presenting problems on the initial order entry screens for the physician to select CPOE=Computerized Provider Order Entry This saves the physician valuable time in searching for orders to place for the patient

Clinical Note Add The lists will contain questions related to the presenting problem Both problem-focused checklists and most likely orders for CPOE facilitate clinical decision support(CDS) and comply with Core Measure 11 of Meaningful Use Once the checkbox is completed click Submit Clinical Note Add screen refreshes with the problem selected at the top of the screen You may then click Exit to return to Scheduling screen MedTrak marks scheduled patients who have been registered for their appointments with an equal (=) in front of their name indicating they showed for their appointment Do This! Pg. 100

Registering Patients Using Patient Registration If patient is walk-in Register by clicking Patient Registration button from MedTrak Main Menu Established patients who demographics are already in patient database click next to patient name Verify demographic information and make needed changes Click Submit button to record changes and return to Patients database screen or click Exit if no changes Do This! Pg. 102

Selecting The Patient’s Company MedTrak is designed to manage patient’s responsibility cases(self pay, guarantor, group health, Medicare, Medicaid, etc.) where patients are responsible for payment of services through their group health coverage or out of pocket As well as occupational medicine cases (workers’ compensation and employee health) where employers are responsible for payment of services through their workers’ compensation insurance or their employers checkbook

Creating The New Case Complete New Case Screen with complaint After entering complaint click Submit button Do This! Pg. 104

Selecting The Patient Payer Scan insurance cards, drivers license and attach scanned information to the case in MedTrak immediately after registering the patient Patient/Payers screen displays for review against insurance card information provided by the patient Place cursor next to payer you want to review click Change Payer button If accurate, click Confirm Payers button, if not, correct information Remember payer order is order they will be billed Do This! Pg. 105

Adding The Visit(Encounter) Review Visit Add screen MedTrak automatically fills in the Reason for the Visit based on the information in case record If reason is different, make correction, then select Doctor or Type of Visit drop down list MedTrak will require you to enter an amount collected(or a note about the payment collection) to complete screen Do This! Pg. 106

Selecting the Presenting Problem Clinical Note Add Screen (figure 7-16) Front desk person selects the reasons the patient is visiting the medical office from a list of presenting problems MedTrak allows you to select all of the presenting problems and affected body parts at the same time (parallel) or one at a time(in series) depending on your preference For efficient operations you need to be able to register your scheduled or walk in patients with minimal effort Do This! Pg. 111

Printing The Clinical Notes Upon completion of the patient registration process, MedTrak automatically prints the clinical notes for the clinical staff. They can place these notes on a clipboard to use as a reminder of questions they should ask patient regarding their presenting problems Do This! Pg. 112