Patient Section

The Patient section allows you to add and edit your patient demographics, insurance, claim information, and documents, as well as check eligibility and view patient appointments.

The following help pages are supported by the current version of CollaborateMD. Please follow the curriculum outline to receive the proper training associated with this section.

Patient

Additional Info

Insurance

Claim Defaults

Patient Billing

Activity

Eligibility

Appointment History

Documents


Button Overview

Below you will find a description of the buttons located within the Patient section:
  • Save: Selecting this button will save your patient information.
  • Close: Selecting this button will close the patient without saving the information.
  • Print: Selecting this button will display your print options. 
  • Merge: Selecting this button will open the Merge Accounts window.
  • Open in EMR: Selecting this option will open the Patient in the EMR if you have one.
  • Track: Selecting this button will allow you to track the patient's claims in the Control section of the application.
  • Review: Selecting this button will review the addresses on the patient record.

Demographics

Add Demographics

Once you've entered information under the Patient tab, continue creating the patients account, follow the instructions below to add Additional Demographic Info:
  1. Click on the Additional Info tab. 
  2. Click on the Demographics tab.
    • Enter the patients general demographics.
    • If applicable, select the patients meaningful use information.
    • If applicable enter the patient's Financial Status information.
  3. Click on the Save button to save your changes or continue editing the patients record.

Edit Demographics

Follow the instructions below to edit patient demographics:
  1. Go to the Patient section.
  2. You can search for patients one of four ways: 
    1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
    2. Click on the Open <Patient Name> button to open the active patient.
    3. In the Recently Opened pane, select the patient you wish to open. 
    4. Click on the Advanced Search button.
  3. Click on the Additional Info tab. 
  4. Click on the Demographics tab.
  5. Make the necessary changes. 
  6. Click on the Save button to save your changes or continue editing the patients record.

Notes

Use the Notes tab to enter free form notes regarding the patient's account. Notes are generally created upon admission, transfer, discharge or any time the patient has a change in status. In addition, you can create notes any time unexpected events occur this includes but isn’t limited to patient follow-up calls, when you contact the insurance company, or if the patient has an emergency (e.g. emergency room visit, etc).


Add Notes

Once you've entered information under the Demographics tab, continue creating the patients account, and follow the instructions below to add patient notes:
  1. Click on the Additional Info tab. 
  2. Click on the Notes sub-tab.
  3. Click on the Add Note button.
  4. When the Add Note window opens, enter a message and click on the Save button when you're done.
  5. When you're satisfied with your changes click on the Save button to save the changes you've made to the patient's account.

Edit/Delete Notes

Follow the instructions below to edit or delete a note:
  1. Go to the Patient section.
  2. You can search for patients one of four ways: 
    1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
    2. Click on the Open <Patient Name> button to open the active patient.
    3. In the Recently Opened pane, select the patient you wish to open. 
    4. Click on the Advanced Search button.
  3. Click on the Additional Info tab. 
  4. Click on the Notes tab.
  5. Double click on the note you wish to edit or check the Delete check box to delete the note. Note: Once the note is deleted it cannot be recovered. 
  6. Click on the Save button to save the changes you made to the patient's account.
Note: Only Admins, Authorized Reps, and the person who created the note can delete it. 

Notepad

Add Note

Once you've entered information under the History tab, continue creating the patients account, follow the instructions below to add patient History information:
  1. Go to the Patient section.
  2. You can search for patients one of three ways: 
    1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
    2. Click on the Open <Patient Name> button to open the active patient.
    3. In the Recently Opened pane, select the patient you wish to open. 
    4. Click on the Advanced Search button.
  3. Click on the Additional Info tab. 
  4. Click on the Notepad tab.
  5. Enter your note. 
  6. Click on the Save button to save your changes or continue editing the patients record.

Edit/Delete Note

Follow the instructions below to edit or delete a note:

  1. Go to the Patient section.
  2. You can search for patients one of three ways: 
    1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
    2. Click on the Open <Patient Name> button to open the active patient.
    3. In the Recently Opened pane, select the patient you wish to open. 
    4. Click on the Advanced Search button.
  3. Click on the Notepad tab.
  4. Edit the note or remove the information entered.
  5. Click on the Save button to save your changes or continue editing the patients record.

Alerts

Alerts can be created to alert office staff of important circumstances related to a patient. This includes but isn’t limited to reminding staff to collect copays, or alerting the billing department to verify eligibility.

Add Alert

Once you've entered information under the Alerts tab, continue creating the patients account, follow the instructions below to add patient Alerts:
  1. Go to the Patient section. 
  2. Create  New Patient or Search for the patient you want to associate the alert to. 
  3. Once the patient is opened, click on the Additional Info tab. 
  4. Click on the Alerts tab, and then click on the Add Alert button. 
  5. When the New Alert window opens begin entering the alert information: 
    1. Message: Enter the Alert message
    • Global Alert: Show this alert any time this patient is used. 
    • Show Alert in Patient Section: Show this alert whenever the patient is opened in the patient section. 
    • Show Alert in Claim Section: Show this alert any time a claim is added or opened for this patient.
    • Show Alert in Appointment Scheduler: Show this alert any time an appointment is added or opened for this patient. 
    • Show Alert in Payment Section: Show this alert when a payment is added or opened for this patient.
    1. Alert Start Date: Enter or select the alert start date.
    • Alert End Date: Enter or select the alert end date.
  6. Once you are satisfied with your changes, click Save.

Edit Alert

Follow the instructions below to edit an alert:
  1. Go to the Patient section.
  2. You can search for patients one of three ways: 
    1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
    2. Click on the Open <Patient Name> button to open the active patient.
    3. In the Recently Opened pane, select the patient you wish to open. 
    4. Click on the Advanced Search button 
  3. Once the patient is opened, click on the Additional Info tab. 
  4. Click on the Alerts tab.
  5. Double click on the alert you wish to edit.
  6. When the Alert window opens, make the necessary changes and click Save.

Delete Alert

Follow the instructions below to delete an alert.
  1. Go to the Patient section.
  2. You can search for patients one of three ways: 
    1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
    2. Click on the Open <Patient Name> button to open the active patient.
    3. In the Recently Opened pane, select the patient you wish to open. 
    4. Click on the Advanced Search button 
  3. Once the patient is opened, click on the Additional Info tab. 
  4. Click the Alerts tab.
  5. Check the Delete box next to the Alert you wish to delete or double click on the alert and check the box called Delete Alert.
  6. Once you are satisfied with your changes, click Save.

Referral Source

Add Referral Source

Follow the instructions below to add a Referral Source: 
  1. Go to the Patient  section. 
  2. Create  New Patient or Search for the patient you want to associate the alert to. 
  3. Once the patient is opened, click on the Additional Info tab. 
  4. Click the Referral Source tab.
  5. Click on the How did you find us? drop down menu and make your selections.
  6. When you're satisfied with your changes click on the Save button.

Edit/Find Referral Source

  1. Go to the Patient section.
  2. You can search for patients one of three ways: 
    1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
    2. Click on the Open <Patient Name> button to open the active patient.
    3. In the Recently Opened pane, select the patient you wish to open. 
    4. Click on the Advanced Search button 
  3. Once the patient is opened, click on the Additional Info tab.
  4. Click the Referral Source tab.
  5. Make the necessary changes, and then click on the Save button when you're done. 

Emergency Contact

Add Emergency Contact

Follow the instructions below to add your emergency contact information:
  1. Go to the Patient section. 
  2. Open the patient or search for the patient you wish to add demographics to using the Search field or Advanced Search button. 
  3. Click the Additional Info tab.
  4. Select the Emergency Contact sub-tab.
  5. Begin entering in your Emergency Contact information.
  6. When you are done with your changes, click Save.

Edit Emergency Contact

  1. Go to the Patient section.
  2. You can search for patients one of three ways: 
    1. Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
    2. Click on the Open <Patient Name> button to open the active patient.
    3. In the Recently Opened pane, select the patient you wish to open. 
    4. Click on the Advanced Search button 
  3. Once the patient is opened, click on the Additional Info tab.
  4. Select the Emergency Contact sub-tab.
  5. Make the necessary changes, and then click on the Save button when you're done.