Patient Information

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DuxWare Patient Information Screen

The Patient Information Screen is divided into 11 sections, each providing key "summary information" about the patient. It is designed to be a launching pad for all activity concerning the patient. Each section allows the user complete access to all stored patient information summarized in the section by clicking on the Edit button on the title bar of the section. By clicking the Edit button, the user will have the ability to review or change information contained within the patient record. Once completed, the user can exit the detailed information screen by clicking on the Quit button on the screen and will be returned to the Patient Information Screen.

How to use the Patient Information Screen features

Mouse Hovers

Mouse Hovers are used to provide the user with a peek behind the scenes to reveal additional key information about the patient as well. Hovers work when the user simply places the mouse cursor over the hover field without clicking any buttons on the mouse. As long as the mouse pointer is over the hover field, the information will be displayed in a pop-up window. When the mouse is moved away from the hover field, the window will disappear. The following field areas reveal hover information;

  • Hover the mouse over the Patient Home Phone Number to reveal whether or not the patient has signed a HIPAA required form stating that your practice has the permission to leave a message on the patients home answering machine and whether or not your practice may speak to anyone other than the patient about your patients medical condition, and, if allowed, who the person is and what relation to the patient exists. All of the detailed information is stored in the Patient Record and accessible when adding a patient or by clicking Edit on the Demographics section of the Patient Information Screen.
  • Hover the mouse over the Referring Physician name to reveal the telephone of the referring physician. This information is contained in the Referring Physician Table located under the Support Menu Item under the Physician Menu called Referring Physician.
  • Hover the mouse over any of the Last Diagnosis Codes in the Other Patient Information section to reveal the name of the listed diagnosis for the patient. Note: New patients will not have a last diagnosis until a claim has been created on their first visit.
  • Hover the mouse over the Responsible Party section to reveal all patients for which the listed Responsible Party is linked as the responsible party. In a pediatric office this hover would reveal all children listed under a single responsible party. Clicking on the Go To button on the responsible party section will enable the user to reveal all of the stored information about the responsible party for this patient.
  • Hover the mouse over an existing Authorization to reveal the Notes recorded for the authorization listed on the Patient Information Screen. If there is not authorization on the screen there will be no hover shown. To add and Authorization click the Add button on the Authorization section. To view ALL current and past authorization for the patient click on the View All button.
  • Hover the mouse over the Next Appointment section to reveal any Future Appointments scheduled for the patient. The next appointment for the patient, if one exists, is displayed in the Next Appointment section. The hover will show any appointments schedule past the appointment listed in the section.
  • Hover the mouse over any of the patient's insurance policies to reveal the internal carrier code for the payer, the Name of the payer, the Address of the payer, the Phone Number of the payer as well as any stored messages for the payer. Clicking on the payer in the Patient Information Screen will bring the user to the Payer Edit screen where stored information can be reviewed and changes could be made to the payer if necessary. To add a new policy for the patient the user will click Add a new Policy on the right of the Insurance Policies section. To view all current and old insurance policies for the patient, click the View or Edit Policy Information on the left of the Insurance Policy section.

Patient Information Screen Sections Defined

Patient Contact Information - Locate the patient fast with all available telephone numbers

Demographics - Age, Social Security Number, Emergency Contact Name and number and more

Default Billing Information - Defaults used in scheduling and charge entry

Other Patient Information - Last patient payment, last visit date, prior diagnosis and other helpful information

Responsible Party - Who pays the bill for this patient if we send out a statement? Who else are they responsible for?

Authorizations - Automatically track and count down prior authorizations from insurance companies

Recall Information - Schedule the patient to receive a phone call or a letter some time in the future for follow-up

Portrait - Upload a picture of the patient or a copy of their drivers license for proper patient ID

Ledger - Select Patient Ledger to see all patient financial activity. Select Guarantor Ledger to see the entire family ledger

Next Appointment - At a glance see what date, time, physician, location and appointment reason of the patient's next scheduled visit. Select the All button to see a detailed appointment history for the patient and whether or not appointments were kept, canceled, re-scheduled or missed. To jump to the scheduled appointment for the patient, select the Go to button where the user can re-schedule, delete or edit the appointment quickly and easily

Insurance Policies - Enter complete billing information for the patient's insurance including co-pay and policy holder information. Select View or Edit Policy Information to see a complete history of insurance policies for the patient. Include a scanned copy of the front and back of the patient's insurance cards to each record for fast access using a card scanner.

Patient and Carrier Message - Use the "sticky note" feature to pop-up a patient message for important reminders. Carrier messages also can be entered globally to appear on ALL patients with that insurance as primary as well.

Other Advanced Patient Information Screen Features

Patient E-mail - A really neat feature of the Patient Information Screen is the ability to send an e-mail to the patient just by clicking on the patient's e-mail address right on the screen. By doing so, DuxWare will automatically launch your default e-mail program and allow you to send an e-mail to the patient right from the screen. (This feature requires the end user to have access to e-mail from their workstation)

Patient picture or drivers license image - In the Portrait section, a scan of the patient's drivers license may be stored in the patient record by using a scanner and uploading a .jpeg image. Card scanners are perfectly suited for this function and some even scan both sides of the card for quicker imaging. To upload a scanned image, simply click on the Add button in the Portrait section, click on Browse and browse to the folder where images are stored on your computer. Select the proper image by clicking on the image and selecting Open. That's it.

Patient Information Screen Action Buttons

Located at the bottom of the page is a series of Action Buttons which can be used for the patient on the screen. The Action Buttons are;

  • New Search - Select to search for a different patient
  • Appointment - Select to schedule this patient for an appointment for the physician listed in the billing defaults section
  • Enter Charges - Enter charges for services rendered
  • Statement - Print a walk-out statement for the patient
  • Superbill - Print a custom demand superbill or encounter form
  • Face Sheet - Print a face sheet for demographics changes or to share information with a referring physician or hospital
  • Receipt - Print a receipt for payments received from this patient
  • Message - Post a pop-up patient message for this patient
  • Quit - Select Quit to exit

DuxWare has several optional components designed to make DuxWare a complete solution for offices.

Optional Action Buttons are as follows;

  • Kidmed Charges - Process Louisiana KidMed charges
  • Dental Charges - Process Dental charges
  • Rx - Create or review a prescription for this patient
  • Med Notes - Print a paper Med Notes page for doctor notes
  • Export (HL7) - Manually output patient data to an EMR or other third party application