Patient Administration

Patient Administration Overview

The Patient Administration section enables you to manage your patient list, add and edit patient details, and apply filters to access frequently used subsets of the patient database.

Accessing the Patient List

To access your patient list, navigate to Connect in the top menu of any page and select Patients. Alternatively, you can search for a specific patient using the search box located in the upper right-hand corner of any page.

Main Patient List View

The main patient list displays all patients in alphabetical order. For each patient, the list includes:

• Name
• Gender
• Date of birth
• Icons indicating whether their address, email, or notes are on file
• Primary contact phone number

Active patients appear at the top of the list, while inactive patients are displayed at the bottom. You can sort the list by either first or last name or filter the list by the first letter of the patient's name. To view patient prospects, click Show Prospects.

You can add visits and encounters directly from this list by hovering over the patient's name. More details on adding visits and encounters will be provided in a later video.

On the left-hand side, additional filters are available to view specific patient lists, such as:

• New Patients
• Patients who haven’t been seen recently
• Patients with missing information

Adding a New Patient

To add a new patient, click the + icon at the top of the list or select Add A Patient from the left-hand menu.

• Each patient must have a unique full name. If the full name already exists in the system, a “Name Conflict - Not Unique” message will appear. You can resolve this by adding a middle name or initial.
• Enter the patient's gender and date of birth. Adding a provider is optional.
• In the Patient Information tab, enter contact information, including any relevant notes.
• In the next tab, you can add demographic information, emergency contacts, and upload a patient photo.
• The Shipping tab allows you to store a shipping address for product shipments.
• In the Insurance tab, you can indicate whether medical and financial release signatures have been collected for sending insurance claims.

Editing a Patient

To edit a patient’s information, click the pencil icon at the end of the patient’s row. The Edit Patient window includes all the same fields as the Add Patient window, along with additional options for managing billing cases in the Insurance tab. Billing cases will be covered in a separate video.

Patient Detail Sheet

Clicking on a patient’s name from the main patient list opens the Patient Detail Sheet, where you can access the patient’s complete information and perform various patient-related actions.

At the top of the window, you’ll see:

• Patient's name, date of birth, gender, and age
• Total balance owed

The contact information is displayed below this, along with tabs that allow access to:

• Past and upcoming visits
• Associated documents
• Financial transactions
• Purchased products
• Billing cases and claims
• Vital statistics history
• Recent chart notes

If the patient has an outstanding balance, an Accounts Receivable (AR) History tab will also appear. Unscheduled notes and patient alerts are located below these sections.

Additional Actions

The left-hand menu in the Patient Detail Sheet provides links to additional patient-related tasks, including:

• Adding visits, encounters, notes, messages, reminders, or payments
• Processing returns or refunds
• Generating billing statements
• Uploading documents or downloading the patient chart or entire file

Other features on the left-hand menu include a list of the patient’s current problems and medications, the ability to create family groups for more convenient payment processing, and options to print address or chart labels using a connected Label Writer. For practices processing credit card transactions through BluePay, you can store patient credit cards and process payments directly from this page.