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.
How do you Search for that Patient? 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 there are fields for Last Name First Name if they have a Prior Name, Maiden Name or an Alias – you can enter that. Title – choose from the drop-down list if Patient has a Suffix – such as Jr. or MD it must be in the Suffix box not the Last Name box. Street address and Zip Code Zip will pull in City and State. Date of Birth just enter the numbers – you don't need any dashes or slashes Deceased Date If you have a Patient that is Deceased put in the date the next time you pull up this Patient it will show Deceased. Social Security Number type in without spaces or dashes If the Patient is a Student choose Full or Part-time if the Patient is not a student leave at None Marital status choose from drop-down list Gender Male or Female rarely will you choose Organization this is for a Company sending prospective employees for drug testing Phone Numbers – you don't have to type dashes or slashes Home Cell E-mail address goes here to send an email to a patient click on the email address choose your email client log in to your email the To: will be populated with the patient's email address
Preferred Language select from the drop-down list English Spanish Other
Employment Information Employment Status: choose from the drop-down list None, Full Time, Part Time, or Retired. Employer, Employer Phone / Ext and Occupation are additional information fields you may want to use.
The next page is the Billing Information, Other Information and HIPAA Information
the Primary Location where the Patient will be seen choose from the drop-down list the Primary In-house Provider is the Physician Patient will be seen by choose from the drop-down list Referring Provider if you enter part of the name and choose the tab key it will bring up your search and you can select the correct Provider. If it is not in the system you can Add it at this time. There is a box to check if the Primary is also the Referring Provider if not, enter the Primary Care Provider in the appropriate box.
Statement Billing Code: G – means the patient will receive a statement after the insurance has paid. I – Insurance Payments only no statement sent. Example: if it is the Dr's mother and you want to make sure she never gets a bill you can change this to I G is the default everyone gets G to start with.
Financial Class: is a free space you can use it for anything you like. If you want 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 if you want to track self-pay you might enter self pay or SP in Financial Class 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: if the Patient has made payment arrangements you can put the details here.
Other Information Race Choose from drop-down list Ethnicity Choose from drop-down list
Religion space to free type if you want to enter additional information.
Other Race information space to free type if you want to enter additional information.
Emergency Contact Information Name Emergency Contact Phone Emergency Contact Relation
Chart Number if you are using Chart Numbers from paper charts enter the number here. It will appear on 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 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.
Choose Next Page to go the Messaging Screen 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 the only time this box is checked Yes is if the person is NOT a Patient
If you have entered a Patient as a duplicate you have the ability to Delete this record.
If everything is correct and you are happy with it – choose Save.
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: you can insert a Driver's License or photo of Patient here. Scan the front 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: