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

Primary Location (where the Patient will be seen)

choose from the drop-down list

Primary In-house Provider(Provider Patient will be seen by)

choose from the drop-down list

Referring Provider

enter part of the name and choose the tab key

you can then select the correct Provider.

If it is not in the system you can Add it at this time

check the box if the Referring is also the Primary Care Provider

if not, enter the Primary Care Provider in the appropriate box.

Statement Billing Code:

choose from the drop-down list

G is the default

Financial Class:

is a free space - you can use it for anything you like

to track a marketing campaign or yellow page ad you could choose a name for the marketing campaign and enter that

or YP to denote a yellow page ad

or SP if you want to track self-pay

This field will generate a list report only – it does not indicate any financial information.

Pay Terms:

Details of Patient payment arrangements are entered here

Other Information

Race

Choose from drop-down list

Ethnicity

Choose from drop-down list

Religion

optional field

Other Race information

optional information

Emergency Contact Name

Emergency Contact Phone

Emergency Contact Relation

Chart Number

Chart Numbers from paper charts are entered here (optional field)

HIPAA Information

You have two boxes that are checked so that you can process claims.

These boxes need to remain checked always.

If these boxes are unchecked the claim will not get through the clearinghouse and you will not get paid.

The next two boxes answer the questions of permission to leave a message on answering machine or voice mail, and who you can discuss their medical condition with and how they are related.

You can type in more than one name.

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: