Patient Demographics

Adding a New Patient via Appointment Book

• Navigate to the day of the appointment, select the provider then click into the required time slot. Enter the first three letters of the patient’s ‘surname (space) first name’ then press Enter or Tab.
• If no patient matches are found, the colour of the patient’s name will change from black to brown font.
• To add this patient to your database, click on their name and click the new patient button 
• The New Patient window will display. Enter the relevant patient details and click Save.

Adding a New Patient via Patient List

• Go to Open > Patients.
• Search for the patient, or click the blue plus icon  to add them.
• Enter the details and click Save.

Editing Patient Demographics

• Find and click once on a patient’s name in either the Appointment Book or in the Patient List.
• Click the patient button  to open the patient’s demographics window. Make the necessary changes then click Save.

• Open the Edit Patient  window.
• Click the blue plus  to the left of the Referring Dr table to add a new referral.
• Search for the doctor’s name, or click Add and follow the prompts.
• Fill out the details including Date Issued, Date Started, Duration, and the doctor the patient was Referred To. Click OK to save.
• If the Usual GP has not yet been selected, an alert will display asking you to confirm whether the Referring Doctor is also the patient’s usual GP. If you click Yes the name of the referring doctor will display in the referring doctor table and beside Usual GP. If you click No, click the Select button next to Usual GP to manually select the usual GP.
• To edit an existing referral double-click on the referral in the Referring Dr table.
• To delete a referral, highlight the referral and click the trash can  icon.
• To edit the referring doctor’s/Usual GP contact details click the doctor  icon.

Account Type

• Open the Edit Patient window and click on the drop down arrow next to the Account Type field and select the patient’s most common billing type, e.g. Private, Bulk Bill, Pensioner, Veteran’s Affairs etc. This will then be selected by default when invoicing the patient.

Account Holder

• To make the patient their own account holder, click Self.
• To nominate a different account holder, i.e. a parent, click Other and enter the parent’s Surname and/or First name. Find the account holder in the list and click OK. If the person you want is not in the list, click Cancel, click Self then click once on the Account Holder box. The account holder record will display. Overtype the patient details with the nominated account holder details, i.e. title, first name, surname etc., then click Save.

Medicare Card, DVA, HCC/Pension Card details 

• Open the Edit Patient window and click into the Medicare No field. Enter the Medicare number, reference number and expiry date (if known).
• Click into the HCC/Pension No field and enter the HealthCare number or Pension card number and expiry date (if known).
• Click into the DVA No field and enter the Veteran’s Affairs card number. The disability and card colour are sometimes required to be filled out, dependant on the card colour. If you or your patient are unsure about the disability and colour, please see the DVA website on DVA Health Cards.
• Click Save to exit.

Private Health Fund

• Open the Edit Patient window.
• Click on the drop-down arrow next to the Private Fund field and select the patient’s health fund.
• If the patient is not insured, select Uninsured.
• Click Add Fund to add a health fund not available in the list.
• Click into the Membership No field and enter the patient’s membership number.
• Save to exit.

Patient Memos

• Open the Edit Patient window.
• Click into the Memo field and enter the message you wish to display as an alert.
• This alert will flash up on the screen in a red box the next time you access that patient’s file.

Administrative Notes

• If you wish to record an administrative note about the patient but do not want it to display as an alert, click Notes.

• Click into the white text area, type your message and click Save.

• The next time you access the patient’s record, Notes will be displayed.
• These notes can also be viewed in the patient’s clinical record by clicking the page icon as shown below.

• Open either the New Patient window or the Edit Patient window.
• Click on the Secondary tab.
• To add a new employer, click the blue plus  above the Employers table and enter the first 3 letters of the company’s name. Click OK.
• If the employer is already in the list highlight them and click Select.
• That employer will now display in the patient’s employer table. If you need to create a new employer record, click Add and follow the prompts.
• Click Save to exit.

• Open the Edit Patient window, click on the Secondary tab and click Claims.
• To modify an existing claim, highlight the claim and click Select. Make your changes and click Save.
• To add a new WorkCover claim, click Add. Enter the mandatory information; Injury/Disease, Date (of injury) and Employer. Optional fields are Claim Date, Claim No and Case Manager.
• Click Save then Cancel to return to the New Patient/Edit Patient window.
• Click Save to exit.

Partner and NOK

• Open the Edit Patient window and click on the Secondary tab. The Next of Kin and Partner details are kept in the NoK/Emergency/Family table.
• Click the blue plus to add a new entry. Enter all of the relevant details in the subsequent window and click Save.

Alias

• Enter alias details into the Alias First Name and Alias Surname fields.
• Click Save to exit.