Adding Patients to Practice Mate and EHR

You can add patients in either Practice Mate or EHR 24/7.  This common task can be done in either application in several different workflows.  Follow the steps below to add new patients to your account

Where to Access the Add Patient Page

There are several ways to access the “Add New Patient” page. Here are the most common methods:  

1. From Practice Mate:

• Click on the Manage Patients tab.

• Then click the Add New Patient button.

2. From EHR 24/7:

• Click on Patient Charts.

• Then select the Add New Patient button.

Adding the Patient (from Manage Patients or Patient Charts)

After clicking the Add New Patient button in Practice Mate or EHR 24/7, follow the steps below:

1. The Patient Record Page Overview:

The patient record is divided into two tabs:

• Patient Data

• Insurance

2. Patient Data Tab:

Fill out the patient’s basic information.  

Note: Any fields that are required will be indicated with a red asterisk. The required fields can be customized by navigating to the Manage Office tab and then selecting Preferences.

• Patient Demographics: Required fields are set by your administrator. Information entered here may populate the claim in Practice Mate.

• Patient Contact Information: Enter address and phone details. These may also be required depending on admin settings.

• Reminder Mate Settings: If using Reminder Mate, you can configure patient-specific preferences here.

• Smoking History: Optional section to document smoking status.

• Employment Information: Optional section for employment-related info.

• Emergency Contact: Identify the person to contact in case of emergency.

• Next of Kin: Add next of kin details.

• User Defined Fields: Custom fields set in System Preferences will appear here.

• Registry Information (EHR only): Record any applicable immunization or cancer registry info.

• Account Status: Add Start/End dates, mark the record confidential, or exclude the patient from reporting.

3. Insurance Tab:

Enter insurance-related details:

• Eligibility & Benefits Insurance Information: For Eligibility Verification purposes.

• Primary Insurance: Select and enter the patient's primary insurance information. Fields include subscriber ID and primary insured, if different.

• Authorization (By Insurance Co): Add authorization numbers and numbers of approved visits, if applicable.

• Secondary Insurance: Add secondary payer details for secondary billing.

• Third Insurance: You can add a third insurance but note that Office Ally does not submit tertiary claims electronically.

• Guarantor Information: Assign a guarantor if different from the patient.

4. Final Steps:

• Click Add Patient to save the record.

• Or click Add + Enroll in PHR if you want to send an email invitation to your patient for them to join Patient Ally.

Adding a Patient from the Add Appointment Screen

If you would like to add a patient into the system while scheduling their first appointment, you can follow these steps to do both.

1. From the Appointments Tab:

• Click Add New Appointment.

2. Under the Patient Information section:

• Click the Browse button next to Patient ID.

3. In the Pop-Up Window:

• Click the Add New Patient button.

4. A Simplified Single-Page Form Will Appear With the Following Sections:

• Patient Info: Enter basic demographics.

• Contact Information: Enter address and phone number.

• Insurance Info: Add payer and subscriber ID.

• User Defined Fields: Enter any custom fields configured by your administrator.

5. Final Step:

• Click Add Patient at the bottom of the screen to save the patient and return to the appointment.

Alternate Options for Adding a Patient

There are a few more ways you can add to your patient list.  

1. Keyboard Shortcut:  

• Use the F2 key to open the appointment screen quickly.

• A full list of keyboard shortcuts can be found at the bottom of any page in the system.

2. Patient Data Transfer:  

• You can upload multiple patients at once via a CSV file from the Manage Office tab.

• This process is best done with assistance. Schedule a one-on-one support session for help with proper formatting and upload.

After Adding the Patient

Once a patient is added in either Practice Mate or EHR 24/7, they will appear in both applications. The systems share a unified patient list, so there's no need to duplicate records.

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