HOW TO ENTER/EDIT A NEW PATIENT

From the “Select a File to Open” menu choose Patient Information, or use the Navigation Bar Icons and click on the:

This will either take you to a list of all your current patients, or directly to a patients file (if you’ve already worked with a patient since opening TPS2000). If you’re still looking at the list, simply pick any patient, and double click on their name or hit enter to open their record. Now we’re looking at a patient’s record.

Click on the “+” icon on the Navigation Bar to add a new record. It will ask you “Do you want to add a BLANK Patient record?”. Select “Yes” to add a completely new record, or “No” to create a new record but copy all of the current patients data to the new one.

Now our New Patient has been created. Begin by filling out or updating the Title, First Name, Middle Initial, and Last Name. Once done, the next field is called the “Scheduling Name”. This is the name that will show on the appointment book for the patient, so if you wish to use something other than their name, such as a nickname, fill this in here. Fill in Address Line 1 and 2 of the patient, enter the City, State, and ZIP code. The Patient’s Home and work phone numbers are next, followed by the email.

If you have a patients picture available, either scanned into your computer or from a digital camera, you can use the “Load Photo/Picture” button on the right hand side to find it on your computer and select it. It will now display right in the patient information screen, on the appointment book, and even on some patient notes.

Right below this we have some information fields. Fill in the Sex, Occupation, Social Security Number, Birth Date (age will be calculated for you), Driver’s License #, and State of the License of the patient.

Now we are done with the first “page” of the New Patient setup. If you note at the top of our current work area, we have 3 more “tabs” or “pages”, and we have currently filled out the Patient Information area. Click on Additional Information to move on.

Now you will be able to select the primary Physician or Provider (they have to be entered into the system to be available here). To the right we have the amount of days before the patient will be charged a “Finance Charge” after a payment has been due for too long.

Below we have the Weight, Height, Date of First Visit, Date of Last Visit fields. The date of first visit will be filled in by the program as soon as you enter the first service. If the patient has already been seen, put in the correct date. Date of last visit will fill in with the last date where a service has been entered.

The next field, Auto. Disc. % should only be filled in if you wish to ALWAYS discount a certain patient, no matter what the circumstance. This can be used for V.I.P.’s or family members or friends.

Misc. Code 1 and 2 are basically memo fields, and do not have to be filled in, as we now have the User Definable Fields.

Next we have the Education Letter Sequence (A set of letters that can be set up to introduce the patient to Health Care or your office, to educate them on something), which can be set up in any order.

If the patient will be using a credit card, and you’d like to keep track of this in the system, enter the information here. Now we’ll move on to the third “tab”, “Relations and Contacts”. This should be fairly simple, the screen is divided into 4 main areas, “Spouse”, “Emergency Contact”, “Employer” and “Referral”. The data in each area corresponds to the area, so the Occupation under the Spouse area is asking for the Spouses occupation, etc.

The referral area in the bottom right can be set up to show how the patient found out about your office. If referred by another patient, the other patients name address, etc can be filled in. Referring Doctor information would NOT be filled in here. Refer to the How To “How To Setup the Physicians (Referring) List” for help on that.

The final “tab” will be used for custom entries, you can fill in anything you would like, keep memos, comments, or additional contact information here.

At this point your Patient is ready for you to attach claim information (cash, insurance, etc) so you can use them in the system, and you can move on to the How To “How To Add or Edit Patient Claims”.