Add New Patients and Accounts

Before you can schedule a patient, you need to add the patient and their family account(s) to PCC.

Read the steps below to learn how to add new patients and accounts. Whether you work in PCC EHR or practice management, you will always begin by trying to find the patient (or the family account), and then creating them.

Add Once: PCC EHR and the practice management share the same database of patients and accounts. When you add a patient or account, you are adding them to all the tools and functionality provided by PCC.

Add New Patients and Family Accounts in PCC EHR

Read the procedure below to learn how to add new patients and families using the tools and screens in PCC EHR.

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 when you create a new account.

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.

Reassign or Add Another Account

At any time, you can change the Home (Custodian) and Billing (Guarantor) account(s) for a patient. If a child is adopted by a new household, a family now has two households, or another account change is made, click “Reassign Accounts” to change the patient’s accounts.

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.

Can I Add New Patients Through the Practice Management Tool Instead?

Once you’ve added a patient and account to PCC EHR using the procedure above, they are ready for scheduling, charting, and billing across all of PCC’s tools.

If you prefer to work in PCC’s Partner Practice Management system, you can enter new patients and families in the Practice Management system instead of PCC EHR.

Attempt to Find the Patient

Before you can add a patient, you must make certain that the patient is not already in the system. You may already be searching for the patient while scheduling in sam or some other program.

If not, run the Patient Editor (notjane) and enter the first few letters of the patient’s name. If the patient has already visited your office, they should be in the system.

Press F2Create Patient

If the patient does not appear, and you are satisfied that you searched by the patient’s real name, press F2Create Patient.

Fill Out Basic Patient Information

Fill in each field, pressing Enter or Tab to move from field to field.

In the “Born” field, you can type the birth date in many different formats; “082401” will be translated into August 24th, 2001. The “Physician,” “Status,” and “Referring Physician” fields are look-up fields. In a look-up field, you can use an abbreviation or enter an asterisk (*) to view a list of possible entries.

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. Other practices assign certain Status flags for new patients. You should follow the standards that your practice uses when entering data.

Fill In the Four Custom Boxes

The four boxes below the patient’s basic information are customizable. Your office may use them for a special purpose.

Press F7New Cust Account to Assign an Account

You must tell Partner who the Custodian (Home) and Guarantor (Billing) accounts are for this patient. The patient’s family account may already exists in Partner, or you may need to create a new family account. In either case, press F7New Cust Account to start the process.

Find Existing Account or Add a New Account

Enter the name of the family with whom your new patient lives.

If the family already exists in Partner, you will be brought back to the notjane screen and the account you selected will be listed under the “Patient Lives With” and “Send Bill To” sections.

If you can not find the account, press F2Create Account.


Fill Out Account Information

If you are adding a new account to Partner, fill out the family name and basic information.

When you are finished adding account basics, press F1Save to save the new account and assign it to your new patient.

Review Custodian and Guarantor, Change if Necessary

After selecting or saving the patient’s Custodian account, Partner will return you to the Add Patient screen. You will see your chosen family assigned as both the Custodian and Guarantor account.

If necessary, you can now select a different family as the guarantor account by pressing F8New Bill Account. Later, you can reassign either or both accounts.

Add Other Information

Press Page Down to view the other pages of the notjane program. For example, you can add major diagnoses and allergies as well as any important notes about the patient. You can also press F3Imms Record to enter the patient’s immunization history, or F2Edit Policies to add insurance policies.

Press

F1 – Save

Once you are finished entering patient information, press F1 to save and quit. You are now ready to schedule the patient, post charges, or perform other functions.

Two Methods: As shown above, you can add a patient and Partner will guide you through adding or selecting the patient’s Guarantor and Custodian accounts as you create the patient. However, if you are entering a whole family that has never before visited your Practice, you may find it faster to add the family account first, using the Family Editor (fame) and then add patients.

  • Last modified: November 5, 2019