Add New Patients and Accounts

Attempt to Find the Patient

Before adding a new patient, you must first perform a search to make sure they do not already have a chart record.

Click the “Create Patient” Button

After you search for a patient, review the search results for a match. If the patient doesn’t have a record, click “Create Patient” at the bottom of the Patient Finder results window.

Add a Patient While Scheduling: If you are scheduling in the Appointment Book, you can also add a new patient while searching in the Schedule Appointment tab.

Got a Fax or Form for a New Patient?: Sometimes your practice receives documents before a patient’s first appointment. As you import documents, you can create a patient on the fly, once you search for their name in the Import Documents tool.

Fill Out Basic Patient Information

On the Create Patient screen, you can fill out patient information and add family accounts. PCC EHR will auto-fill the patient name fields with the search text, including first, middle, alias, and last names (in that order).

Follow Your Practice Standards: Some medical practices do not assign a primary care physician. Some practices have rules for how to record a patient’s full name. Others assign certain Patient Flags for new patients. You should follow the standards that your practice uses when entering data.

Customizable Fields: The four fields beneath the “PCP” field within the Patient Information section are customizable. Your office may use them for a special purpose.

Relation to Bill Payer: By default, PCC EHR will fill out the “Relation to Bill Payer” as “Child”. This prevents a common claim error later in billing. If the patient has their own Billing Account and their own insurance plan, or is covered by another individual, you should adjust this field. Note that Medicaid plans are configured to handle the claim appropriately (you do not need to change this field when a patient goes on Medicaid).

Click the “Assign Account” Button

You must add an account to the patient’s record when you create a new patient. You can add a single account as the patient’s Home and Billing Account, or add separate accounts.

Find or Create the Account

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

Fill Out Account Information

If you are creating a new account, fill out the family name and basic information and click “Save”.

Your practice may have guidelines for what information you collect and what status flags you add when you create a new account.

For example, if your practice bills for home visits, remember to add the complete “Zip +4” Zip Code, as insurance carriers usually require all nine digits.

Verify and Optionally Add Another Account

After you select or create an account, you will be returned to the Create Patient screen. Verify that the selected account is correct.

The Account will be added as the Home and Billing Account (Custodian and Guarantor). If you need separate accounts, click “Reassign Account” to find or create another account. Read the procedure below for more details.

Add an Insurance Policy for the Patient

As you create a new patient’s record, you can optionally add their insurance policy immediately with the Policies component.

The Account will be added as the Home and Billing Account (Custodian and Guarantor). If you need separate accounts, click “Reassign Account” to find or create another account. Read the procedure below for more details.

Click “Save”

When you are finished entering information for the new patient, click “Save” to create and open the patient’s chart.

Edit the Demographics Section of the Patient’s Chart

Click “Edit” at the bottom of the Patient Demographics component and then click the “Reassign Account” button next to the currently associated account.

Search for the New Account

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

Assign the Account

Select whether the account is the patient’s Home Account, Billing Account, or both.