Review and Update Patient and Family Demographics

Use the Demographics section of a patient’s chart to review and edit patient and family demographics, such as patient information, contact information, insurance policies, and siblings.

Review Demographics

Click the Demographics button inside any patient’s chart to review their demographic information.


You can review and update patient status flags, update communication preferences, edit or re-assign family accounts, and perform other actions. The Demographics screen displays the primary care physician and (optionally) the customizable data fields also found in the Patient Editor (notjane) in Partner.

The Demographics section of the patient’s chart is a configurable ribbon. You can navigate up and down the ribbon by using the anchor buttons on the side menu.

You can use the PCC EHR Configuration Tool to add or remove components to customize the section layout.

Edit Patient Demographics

You can edit most aspects of the patient’s demographics. (Some items, like insurance policies, are recorded only in the Partner billing system.)

Click “Edit” to make changes.


Click in any editable field to enter a new value. For Preferred Language, and other fields with known values, you can begin typing to perform a search.

Preferred Language Tips: PCC EHR will track your language frequency and indicate your office’s top ten languages when you click on the field. Note that you can click the plus sign to indicate the patient has more than one preferred language.

Some fields, like patient and account status flags, use pull-down menus that allow multiple selections.

When you are finished editing demographics, click “Save” to save your changes and return to view mode.

PCC EHR and Partner Share Information: All Patient and Family information, such as statuses and contact information, are features of PCC EHR and Partner. Adding or editing a phone number, e-mail, or mailing address here will update the patient and family information in Partner, and will be visible in programs such as the Patient Editor (notjane) and Patient Checkin (checkin).

Picking From a List: Options in the Sex, Ethnicity, Race, and Preferred Language fields are limited to standardized national lists. You may not enter a custom race, for example. If you require an unusual language that is not in the standard set, contact PCC Support at 800-722-1082.

Edit Account Demographics

You can change the Home (Custodian) and Billing (Guarantor) account(s) for a patient, or add another account, if the family needs separate Home and Billing accounts.

While you are in editing mode in the Demographics screen, click the “Reassign Account” button next to the currently associated account.

Search for the account. If the account does not already exist, you can click “Create Account”.

Next, select whether the account is home, billing, or both.

Communication Preferences

By default, PCC EHR believes a patient’s primary contact information is determined by their custodian (home) account. You can enter a different contact preference by clicking “Edit” and filling out one or more of the fields for confidential communication preference.

You can record and store information for all fields. Select one field with the toggle button to indicate the patient’s preference. Click “Save” to save your changes. Patient Reminders and the Patient Notification Center both use the patient’s confidential communication preference.

Set During Checkin?: You can also set a patient’s communication preference in the Patient Checkin (checkin) program in Partner.

Immunization Registry Communication Preferences

Does your practice have permission to send patient immunization information to a registry? And how should an immunization registry contact a family? These questions may seem obvious: of course, and, why would they need to?

The “Immunization Registry Communication Preferences” appear in the Patient Contact component.

Your Immunization Registry may require that you answer these questions for each patient.

Usually, a practice includes permission for immunization registry submission in their standard paperwork, making it safe to answer that question with a “Yes”. Otherwise, your practice should confirm permission with the patient’s guardian.

Preferred Contact Method: Some registries (such as CAIR in California) state that the “Preferred Contact Method” field must be sent to the registry if it is collected, but the field may be empty. From past experience with immunization registries, PCC recommends that all practices, regardless of state, fill this field with the patient or family’s contact preferences for information related to immunization registries. For example, if the family does not wish to be contacted, select “No Reminders and No Recalls”.

For more information, read Submit Immunization Records to Registries.

View Siblings

Click “Open Chart” next to a sibling to open their chart as well. For more information on working with multiple sibling charts, read the Review and Edit Sibling Charts help article.

Deceased Patients in the Patient Chart

You can indicate if a patient is deceased in the Demographics chart section.


Users will see when a patient is deceased at the top of the chart. Instead of the patient’s calculated age, the word “deceased” appears. Reports, queues, and patient search results will also display that the patient is deceased.

You can also indicate a patient is deceased in the Patient Editor (notjane).

Optional Fields

The Patient Demographics component includes optional fields for birth order and the mother’s full maiden name. You can use the Component Builder inside the Protocol Configuration tool to turn these features on or off.

The component can also include other optional patient identifiers, such as driver’s license number or medical ID numbers.

Use the Component Builder to adjust the settings for the Patient Demographics component.

Policies Component

By default, the Policies component appears in the Demographics section of the patient’s chart. The Policies component might also appear on chart notes, phone notes, checkin, or other protocols in PCC EHR.

To learn how to review and update patient policies, read Update Patient Insurance Policies.

Personal Contacts Component

The Personal Contacts component is an optional chart-wide component that appears on the Demographics section of the chart by default. It can store a patient’s parents, guardians, or other relations.

You can move, remove, or add the component to any chart note protocol, the Medical Summary, or your Phone Notes protocol.

In edit mode, you can add a contact, or add a note, edit, or remove a contact.

Click on the blank pull-down field and to add a new personal contact. You can select “Add Patient Contact” to create a new contact, or select from the patient’s connected practice management accounts (Custodian, Guarantor) or MyKidsChart.com user accounts.

The First and Last name and Relationship fields are required for each personal contact.

Next of Kin: The Personal Contacts component is designed to work as the “Next of Kin or Associated Parties” segment of the HL7 standard and is a requirement for some state immunization registries.

Automatically Add the Custodian?: If you want every new patient’s custodian to be added as a contact automatically, you can turn that feature on in the Component Builder.

  • Last modified: November 20, 2018