You can check patients in using PCC EHR’s Patient Check-In.
However, if you use the Partner
checkin program, you can use the screen reference below to understand the different features that appear on each checkin step.
- 1 Partner Checkin Reference Notes
- 2 The Demographics Screen in Partner Checkin
- 3 The Additional Demographics Screen in Partner Checkin
- 4 The Insurance Screen in Partner Checkin
- 5 The Patient Eligibility Screen in Partner Checkin
- 6 The Copay and Balance Screen in Partner Checkin
Partner Checkin Reference Notes
As you check in a patient, you can press Page Up or Page Down or F1 to cycle through each screen in
Patient Selection: The first screen you will see when you run
checkin is the Appointment List. To learn more about the patient selection screen in Partner, read Appointment Lists.
Quitting checkin: You can press F12 to quit checkin at any time. You can also complete the checkin process by pressing F1 to the final screen.
The Demographics Screen in Partner Checkin
The first screen in
checkin shows demographic information and allows you to jump into other basic Partner programs. This screen is a great benefit to anyone using Partner, especially if they are at the front desk, answer phones, or need to use several different Partner programs with a patient at once.
Read and Update the Demographics Screen
The Demographics screen shows the patient’s name, age, primary care provider, sex, and status line as well as four customizable patient fields. The screen also includes the status line, address, phone, and email for any family account(s) associated with the patient.
Status Lines: Status lines contain status flags that you can assign to patients or accounts. In the example above, Pebbles Flintstone has the status of “Medicaid” and “Needs Extra Time,” and his guarantor (Fred Flintstone) has the status of “Budget.” To see the list of statuses on your system, enter an asterisk (*) in any Status field. PCC can teach you how to create new status flags that will help your office identify certain patients or accounts.
Use the Enter and Backspace keys to move among the fields and make changes. Press End to erase the text after the cursor. In some fields, you can use an asterisk (*) to get a list of possible choices.
For example, if you learned that Pebbles Flintstone is really the patient of Dr. Crusher, you could press Enter until your cursor was in the Physician field, press End to erase Dr. McCoy’s name, and then enter a “C” for Crusher.
Get an Updated Encounter Form: After changing important information about a patient, press F7 – Reprint Enc Form so the encounter form for the visit has the most up-to-date information. You may want to confirm insurance information on step two of
One or Two Families?: If your patient has only one family serving as both the guarantor and custodian, you will see only one family listed on this page. If the patient has one account as a custodian but a different account as a guarantor, you will see both accounts at the bottom of the screen. A two-account patient would look like this:
Function Keys on the Demographics Screen
From this screen, you can jump into the patient or family editors (
fame), assign the patient a new guarantor or custodian, or reprint the encounter form. You can also run many basic Partner programs, including scheduling, charge posting, and billing programs. Whatever task you jump into, you can always return to this screen by pressing F12. Read the function key descriptions below to learn more.
F1 – Next Step
F2 – Edit Patient
Press F2 to run the Patient Editor (
notjane) for the patient shown. From
notjane you can view and edit immunization information, run reports on the patient’s diagnosis and procedure history, and perform other patient related functions.
F3 – Edit Account
Press F3 to run the Family Editor (
fame) for the guarantor or custodian of the patient. If the patient has two different accounts as custodian and guarantor, Partner will ask you which account you wish to edit.
fame you can review and revise complete account information, run various reports on the billing history, and perform other account-specific actions.
F4 – Reassign Account
Press F4 to change the child’s custodian or guarantor account. You will see the following:
After making your selection, Partner will ask you to find the new custodian or billing account. If the account is not in your system yet, you can add it immediately.
F5 – CUSTOMIZABLE
The F5 key can be set to any tool or function in Partner. For example, if your office uses the Phone Encounter Note (
pen) program, PCC can change F5 so that it runs
pen for the current patient.
F6 – Make Appt
Press F6 to run
sam, the Partner scheduler. If your office does not use
sam, or you need a function key for generating instant encounter forms, PCC can configure F6 to run encount instead.
F7 – Reprint Enc Form
Press F7 to print an encounter form for the appointment. Encounter forms are generally printed a day or more in advance of a visit, but if you have changed the patient’s name or other important information, you may want to reprint the encounter form.
F8 – Billing FKey Set
Press F8 to change the function keys on the screen to billing-related programs.
Page Down/Up –
Press Page Down to continue to the Additional Demographics screen. Press Page Up to go backward to the Balance and Copay screen. All changes on this page will be saved. If you do not wish to save changes, you should press F12.
Billing Function Key Set
Press F8 – Billing FKey Set to view the alternative billing function keys.
checkin program is a great for a biller who needs to hop among programs such as
checkout while still viewing important demographic information.
The new function keys that will appear look like this:
F1 – Next Step
Press F1 to save any changes and move to the Insurance page.
F2 – Correct Mistakes
Press F2 to run the
oops program, where you can modify previously posted charges and fix mistakes.
F3 – Post Charges
Press F3 to run the
checkout program and post charges.
F4 – Post Ins Payments
Press F4 to run the
pip program and post insurance payments or adjustments.
F5 – Post Reg Payments
Press F5 to run the
pam program and post personal payments or adjustments.
F6 – Form Letters
Press F6 to open the form letter screen for patients. You can generate an excuse letter or another patient form.
F7 – Refund
Press F7 to run the
refund program and post refunds or adjustments.
F8 – Checkin FKey Set
Press F8 to switch the function keys back to the standard set for this screen.
The Additional Demographics Screen in Partner Checkin
The second screen in
checkin shows extra demographic information and allows you to jump into other basic Partner programs.
Read and Update Additional Demographics
In addition to Name, date of birth, primary care physician, sex, and status, the screen includes race and ethnicity, preferred language, and confidential contact preferences.
Use the Enter and Backspace keys to move among the fields and make changes. Press End to erase the text after the cursor.
In some fields, you can use an asterisk (*) to get a list of possible choices.
You may only select a single Confidential Communication Preference. Once selected, fields particular for that selection will appear.
For example, if the patient has a private address distinct from their parents, you can select Mailing Address and enter that new address.
Why Track This Information?: Race and ethnicity, language, and confidential communication preferences help your practice in several ways.
- You can use the communication preferences to work directly with patients on confidential issues or on the maintenance of medical concerns that are their own responsibility.
- You can use any of these fields on form letters.
- You can limit some SRS reports by these fields.
- You can use the Patient Recaller (
recaller) to calculate patient population numbers, generate patient lists, or generate mailings for a certain demographic based on a set of criteria.
- These fields are related to both the ARRA incentive and PCMH programs.
Ethnicity, Race, and Language Lists: The Ethnicity, Race, and Language fields are limited to values accepted by the ARRA Meaningful Use standard. You may enter more than one race by using a comma between entries.
Configuration Options: These fields appear in both the Patient Editor (
notjane) and Patient Checkin (
checkin). You can use the Configuration Editor (
ced) to hide the Confidential Communication Preferences from
checkin if your office does not collect this information and the fields distract from your checkin workflow.
Function Keys on the Additional Demographics Screen
From this screen, you can jump into the Edit Policies (
policy) program, the patient’s immunization record (
imms), the Patient History program (
patinfo) and the list of patient form letters. Whatever task you jump into, you can always return to this screen by pressing F12. Read the function key descriptions below to learn more.
F1 – Next Step
F2 – Edit Policy
Press F2 to run Edit Policies (
policy) for the patient shown. From
policy you can review and update the patient’s insurance policies.
F3 – Imms Record
Press F3 to run the Immunization History (
imms) for the patient. You can review and update immunization history, or generate an automatic school form.
F5 – Patient History
Press F5 to run Patient History (patinfo) for the patient. You can review a history of a patient’s diagnoses, organized by visit date or by frequency of billed diagnosis.
F6 – Patient Forms
Press F6 to jump directly to the form letter generator found in the Patient Editor (notjane). You can generate any of your custom patient form letters for this patient.
Page Up –
Press Page Up to go to the previous step in the check in process and view the Demographics screen. All changes on this page will be saved. If you do not wish to save changes, you should press F12.
The Insurance Screen in Partner Checkin
The Insurance step in Partner’s
checkin program shows you a list of all insurance policies associated with the patient. You can review a patient’s active and expired policies. You can edit, add, move, delete, or expire any policy.
Insurance Policy Manual: For a complete guide to the insurance policy screen in Partner, read Manage Insurance Policies.
At the top of the screen is a list of all insurance policies for this patient. The list shows the copay, company name, and certificate and group numbers. Complete details about the selected policy are shown at the bottom of the screen.
Use the arrow keys to select a policy on the screen. Once you have selected a policy, full details appear at the bottom of the screen. You can then use the function keys to make changes to the selected policy or insert a new policy above it.
If a family has a long history of changing policies, you can use F2 – Scroll Backward and F3 – Scroll Forward to view the rest of the policies.
The Patient Eligibility Screen in Partner Checkin
You can use the Eligibility page in
checkin to review and check eligibility for each of a patient’s active insurance policies.
You can review and edit eligibility status and enter notes about eligibility for the appointment, review the Partner-summarized eligibility report (if available), or send a new request for information to the insurance carrier (if they participate in real-time automated eligibility).
Review and Update Patient Eligibility
The eligibility step in
checkin looks like this:
The top of the screen shows patient and policy information, the middle shows fields for entering status, date, and notes, and the bottom of the screen shows Partner’s summary of information sent by the insurance carrier. The date of the most recent eligibility request, along with Active/Inactive status, appears in red.
After reviewing the eligibility information on the screen or using function keys to gather more information, you may update the status, date, or notes and press F1 or Page Down to continue to the next step.
Update the Information: You can request a new eligibility report by selecting the active plan and pressing F6 – Request Elig. Partner will also automatically request a new eligibility report whenever a patient’s key demographic information or insurance information changes.
If a patient has more than one active policy, you can press F8 – Next Policy to move down the list.
Function Keys on the Patient Eligibility Screen
F1 – Save, Next Step
Press F1 to save your changes. If you are viewing the Patient Eligibility screen in checkin, for example, you will continue to the next step in the checkin process.
F2, F3 – Scroll Backward, Forward
F4 – Edit Policies
Press F4 to visit the patient’s policy screen, where you may review or edit their insurance policies.
F5 – Edit Patient
Press F5 to visit the Patient Editor (notjane). Press F7 from notjane to edit the account.
F6 – Request Elig
Press F6 to check eligibility. If the patient’s primary insurance allows automatic eligibility requests, Partner will perform the check and update the eligibility information on the screen.
F7 – See Full Report
The screen includes a summary of the carrier’s eligibility report. To view the report, press F7.
F8 – Next Policy
If a patient has more than one active insurance policy, press F8 to move down the list and review eligibility for each policy.
The Copay and Balance Screen in Partner Checkin
The Copay and Balance screen shows the expected copay, an aging summary of outstanding balances, and any available eligibility information for the patient. Function keys provide access to additional information and a tool for posting a copay payment.
Read the Copay and Balance Screen
The fourth step of
checkin looks like this:
The guarantor account name and PCC number appear at the top of the screen. The guarantor for the account is usually a parent, but could also be an organization or the patient herself. The account shown is responsible for the patient’s bills; if you need to change the Guarantor account, press
Page Down to return to the first page of
checkin (Demographics) and press F4 – Reassign Account. See the Demographics screen article for more information.
In the main viewing window of the Copay and Balance screen, Partner shows:
Copay Amount: This is the expected copay for the patient’s primary insurance policy. It may be a new insurance policy, or it may expire tomorrow, but the amount is the patient’s current copay. Some insurance companies have special copay rules for sick and well visits; the copay listed is the default copay for the patient’s primary insurance plan.
Policy: The insurance policy from which the copay information is drawn.
Copay Note: The guarantor account’s Copay Note, stored in the Family Editor (fame). This note will only be shown if the insurance policy in question requires a copay.
Aging Balance Totals: Underneath the copay is a brief aging balance summary for the account. You can see outstanding balance amounts that are Personal (to the account holder), pending one or more insurance companies, or pending your default Medicaid company. The balances are aged into 30-day categories. Amounts are aged by payor responsibility, which means that old balances that just recently became personal will be under the 0-29 day column in the Personal line.
Function Keys on the Balance and Copay Screen
F1 – Finish Checkin
Press F1 to complete the patient check in. Partner will set the patient’s visit status to “Checked In” and inform any EHR or EMR that the patient has arrived.
F4 – Show Detail
Press F4 to run the Collection Report (
coll) and review a summary of the family’s outstanding balances. For more information, read the Collection Report manual.
F5 – CUSTOMIZABLE
If your staff frequently needs to run a specific program or report when they are finished checking in a patient, you can add a function key for that program on this screen. The F5 key is customizable and can be configured through the “Patient Check In” section of the Configuration Editor (
ced). Call PCC support at 1-800-722-1082 for assistance.
F6 – TOS Payments
Press F6 to visit the Personal Payment screen and post a time-of-service payment. See the section below for more information.
F8 – Print
Press F8 to print the contents of the display window, consisting of the copay, aging balance chart, and eligibility information.
Page Up –
Press Page Up to return to the previous step in
checkin. Any changes on this page will be saved.