Adding A Patient

To Add a New Patient

Click on the Patient tab in the DuxWare Main Screen

Do a Search to make sure the Patient is not already in your DuxWare database.

Make sure the Show Deleted and Show Guarantors radio buttons are on Yes

Type in the

Last name

or comma then First name

or the Patient's Social Security Number

Choose the type of search (Name, SSN etc)

Choose Search

This will bring up a list of Patients that match either closely or exactly

If you do not find the Patient you are looking for

Choose the Add button

This will bring up the Patient Add/Edit Screen

Name/Address Information

Last Name	Required Field.
First Name	Required Field.
Prior Name/Alias	Used for Patient's maiden name or nickname. It is included in the last name search - if the patient is registered under a maiden name or nickname they will be found.
Title	Choose from the drop-down list
Suffix	If a patient has a Suffix it must be in the Suffix box not the Last Name box
Zip Code	Required Field. Enter the Zip Code for the address and the City and State will automatically be entered on the screen

Demographics Information

Date of Birth	Required Field. Enter the Patient's birth date without dashes or slashes int this format: 12121987(month, day, year. The program will add the proper slashes when it saves.
Deceased Date	The date listed here will appear on the Patient information page in large red letters to alert the staff as tot the status of this Patient.
Social Security Number	Required Field for proper claims filing and payment assignment.
Gender	Male - Female - Organization. Use Organization if the Patient is not a Patient but a nursing home, worker's comp or attorney's office.

Contact Information

Home Phone	Required Field. Enter the Patient's Home Phone or primary phone number. If the Patient's primary number is the Cell Phone, enter it as the Home Phone. Enter with no dashes or slashes.
E-mail Address	Not a required field but useful - you can send the Patient an E-mail directly from this field.

Employment Information

Employment Status

Choosing either Full or Part-time will allow entry of the Patient's employer in the Employer field.

Billing Information

Primary Location	Required Field indicating which location default will be used in both the claim creation and appointment scheduling screens.
Primary In-House Provider	Required field indicating which physician degault will be used in both the claim creation and appointment scheduling screens.
Referring Provider	Choosing the referral source here is defaulted to the Referring Provider in the claim creation process. If the claim being created was the result of another referring provider it may be changed at the time of posting.
Check if Primary is also Referring Provider	By checking this box you are saying the referring provider is also the Patient's PCP
Primary Care Provider	If the box was not checked indicating the referring provider is also the PCP, choose the Patient's PCP here. Defaults the Primary Care Provider in the claim
Statement Billing Code	Required Field. This field indicates whether or not a Patient will receive a statement if they ever have a Patient due balance. Select from the drop-down list. The default is Billing Code G - in which the person listed as the Patient's responsible party (Guarantor) will actually receive the statement. Billing codes are found in the Support Menu under the General Menu.
Financial Class	Optional Field to categorize Patient's into distinct financial or grouping classes. You can run a list of patients by Financial Class in the Patient Demographics Report Criteria screen. This is a list report only – it does not indicate any financial information.
Pay Terms	List any specific payment arrangements made with regards to any balance owed by this patient. This information appears only in the Patient Information Screen.

Other Information

Race	Choose from drop-down list
Ethnicity	Choose from drop-down list
Religion	Space to enter any additional information you would like
Other Race Information	Space to enter any additional information you would like
Emergency Contact Information	Contact Name, Contact Phone, Contact Relation
Chart Number	If you are using Chart Numbers from paper charts enter the number here. It will appear in the Other Patient Information section of the Patient Information screen. If you do not enter a chart Number no reference to Chart Number will appear in the Other Patient Information section.

HIPAA Information

Medical Records Release	Required Field. Checking this box prints "Signature on File" in block 12 of the HCFA form and enters the proper "Yest" designation in the ANSI 837 electronic claims format. NOTE: Leaving this box unchecked results in the claim not being paid.
Payment Release	Required Field. Checking this box prints "Signature on File" in block 13 of the HCFA form and enters the proper "Yes" designation in the ANSI electronic claims format. NOTE: Leaving this box unchecked results in the payment going to the Patient not the Provider.
Permission to leave a message on Patient's answering machine.	HIPAA required question to designate whether or not your practice may speak to a third party about this Patient's medical condition as well as the name of the person you are authorized to speak with and the relationship of that individual to the patient. Checking this box means the Patient has given permission.

This information comes from the Authorization Information section on the Face Sheet

Messaging

Show Message on Patient Information Screen

Yes if you want the Message to show every time anyone accesses the Patient's account

No if you want a record of the Message but do not want it to show on the Patient Information screen

If you have a special message you want to print on this Patient's Statement type it into the Statement Message box.

Is person a Guarantor Only?

Most of the time the person will not be a Guarantor Only.

You will leave this at No if they are a Patient.

If they are just coming to pay the bill and are not a Patient then they are a Guarantor Only

Check Yes only if they are NOT a Patient

Other

Deleted

Yes or No

If you have entered a Patient as a duplicate you have the ability to Delete this record.

Choose Save to save the information you have created.

This will bring you back to the Patient Information screen

If the Responsible Party:

Is someone other than the Patient

choose the Edit button on Responsible Party.

The Guarantor/Policy Holder Search screen will come up.

Choose Relationship from the drop down box

then enter the Responsible Party's (Guarantor's) Last Name – just a few letters will bring up a list to choose from.

If they are there select them.

If they are not, select Add New and proceed to complete the requested information.

Portrait:
To insert a Driver's License or photo of Patient here.

Scan the front of the Driver's License

Save the image as a .jpeg and remember where you saved it.

You can then browse for the file and place it here.

To put it into a Category you use this: