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Edit Patient Information  

Patient information is entered on the Edit Patient Information window. A summary of this information shows in the Family and Chart modules. 

  • To edit information, double click in the Patient Info summary area of the Family or Chart module. 
  • To enter new patient details, click Add Pt on the Select Patient window, or Add from the Family module.

Enter all patient information. You can prompt staff to complete certain fields using Required Fields marked with an *. If required fields are incomplete when staff clicks OK on the window, a message will notify them. Incomplete fields are marked by a red exclamation point. Click OK to save.

Appointment scheduling is restricted: If checked, appointments cannot be scheduled for the selected patient. This includes scheduling new appointments, sending existing or planned appointments to the pinboard, moving an appointment to another time slot, or scheduling an appointment from the unscheduled list. If unchecked, appointment scheduling is not restricted.

Patient Number:  Assigned automatically by the system and shown for reference. Numbers are assigned sequentially and there is no way to "fill in" gaps. Gaps can occur when a database split is performed or when patients are "deleted." To find out how many patients you have, use a Query.

Names:  All name information is entered in the upper left. For easy reference, the Preferred Name will show before the first name in most areas of Open Dental. The Salutation is not used anywhere, but can be useful for offices that use Letter Merge.

Status: The statuses are as follows:

  • Patient: This is the default.
  • NonPatient: Someone who is not a patient, e.g. the parent of a child, a guarantor, or an insurance subscriber.
  • Inactive: Patient who is no longer active. Will still show in Select Patient window.
  • Archived: Patient who is not coming back. Will not show in Select Patient window unless Archived/Deceased is checked, so might accidentally end up with a duplicate chart some day.
  • Deceased: A deceased patient. Will not show in Select Patient window unless Archived/Deceased is checked. Consider zeroing out the account at the same time if you do not wish to collect amounts due. To lock the patient's age as of the deceased date, see EHR Misc Tab.
  • Prospective: Someone who has never been in before, but might become a patient. This status can be automated in Operatory Setup.
  • Deleted: A hidden status that the user will never see. The patient will no longer show anywhere in the program and the integrity of the database is maintained.

Gender: The biological sex of the patient. 'Unknown' is for HIPAA compliance in case a patient does not wish you to record or track their gender. To record gender identity or sexual orientation, see Public Health Tab.

Position: Marital status of the patient.

Family Relationships: Indicates this patient's family relationship (e.g. guardian, spouse, father, mother) to other patients. See Family Relationships. For EHR, this is used when sending immunization data.

Birthdate/Age: The patient's birth date. Age will automatically calculate when you leave the field. Birth dates entered on select patient window automatically carry over when adding new patient(s).

Medicaid ID, State: This field is only visible when Medicaid is turned on in Show Features. If entered here, also enter the number in the Insurance Plan as the Subscriber ID. Enter the two-letter State Abbreviation for the Medicaid State. Entering the first letter of the abbreviation will prompt a dropdown of choices beginning with that letter.

Chart Number: Optional, but not recommended. Useful when you need a place to enter patient ID numbers if you converted from another program, or if you put numbers on your paper charts. Click Auto to assign the next available numeric chart number to the patient. It will not work for mixed letters and numbers. The only place the chart number will show is in the Family module.

Ask to Arrive Early: If a value (in minutes) is entered, a reminder message, with requested arrival time, will appear each time an Appointment is made for this patient. See Time Ask to Arrive for more information. If 'Same for entire family' box is checked, when information in this area changes for one family member, the information changes for all family members. If you create a new family member, this box will not automatically be checked.

Prefer Contact/Confirm/Recall Methods: How the patient prefers to be contacted for each action.
Contact: Preferred general contact method. This option will show in bold in the Family module, Patient Information area.
Confirm: Preferred method when confirming appointments. The selected information will list for the patient in the Contact column of the Confirmation List.
Recall: Preferred method when scheduling recall appointments. This selected information will list for the patient in the Contact column of the Recall List.

There are eight options:

  • DoNotCall: DoNotCall will show.
  • HmPhone: Lists the patient's Home Phone number.
  • WkPhone: Lists the patient's Work Phone number.
  • Wireless: Lists the patient's Wireless Phone number, preceded by Cell (typically used for calling a wireless number).
  • Email: Lists patient's email address(es).
  • SeeNotes: SeeNotes will show.
  • Mail: Mail will show.
  • TextMessage: Lists the patient's Wireless Phone number, preceded by 'Text' (used for text messaging which is available from the Confirmation List).

Hints: The preferred method can affect defaults in other areas including:

  • When emailing Web Sched Recall reminders (manual and automated). See Web Sched Recall.
  • When emailing recall reminders or printing recall postcards from the Recall List (text messages can only be sent individually, not via the Recall List).
  • When emailing or texting confirmation reminders or printing confirmation postcards from the Confirmation List.
  • When sending automated appointment reminders about scheduled appointments. See eReminders.

Trophy Folder: Only visible when using the enhanced Trophy bridge.

Language: Customize patient language options in Misc Setup.

Clinic: If using Clinics, this clinic will be the patient's default clinic for patient payments, claim payments, and adjustments. If 'unassigned', the default will be 'none'.

Referred From: Enter information about a Referral using the button . Entered referrals will be added to the Referral List. Double-click the Referred From field to view all referral sources for the selected patient.

Address and Phone
Contains fields that are normally the same for an entire family.

Same for entire family: If checked, when information in this area changes for one family member, the information changes for all family members. This box is normally checked. It is not a database field, rather it compares the existing values of all family members and applies any changes to all members so they match. If you uncheck the box, you must make a change for the setting to be saved. When unchecked, changes only apply to the selected patient, and family members will have different values. If, at a later date, you check the box, changes will be applied to all family members.

Same for entire super family: Only visible when the patient is the head of a Super Family and 'Allow syncing patient information to all super family members' is checked in Family Module Preferences. When checked, address and phone information for the super head will be applied to all super family members (not just guarantors).

City/State/Zip: Enter the Zip Code, and the City and State fields will fill in automatically. To speed up data entry, click the dropdown to select from frequently used zip codes. Or, click Edit Zip to associate cities and states with zip codes and add to them to the master list.

Show Map: Open the patient's address in Google Maps. Only shows if 'Show Google Maps in patient edit' option is checked in Family Module Preferences.

Address and Phone Notes
Make notes about when to call a patient, which number the patient prefers, extra phone numbers, extensions, bad phone numbers, bad addresses, alternate addresses, etc. Text will show in bold red in the Patient Information area of the Family module. These notes also show in the Unscheduled List, Recall List, and Appointment.

Same for entire family: If checked, when information in this area changes for one family member, the information changes for all family members. We recommend checking notes for other family members before applying to entire family so you don't accidentally overwrite another note.

Billing and Providers
Contains fields that are normally the same for an entire family.

Same for entire family: If checked, when information in this area changes for one family member, the information changes for all family members.

Credit Type: A one letter code that your office can use to track credit worthiness of patients based on credit reports, history of payment, or whatever criteria you prefer. These letters are simply for your information and are not used internally. One method is using A, B, or C. If credit is unknown, you can use a 0. The code displays in Appointments (when CreditType is added to an Appointment View), and in other places throughout the program.

Included in Super Family Billing: Only visible when the patient is a guarantor of a family included in a Super Family. If checked, this patient will show as the patient on super statements (statements that include the account activity for all superfamily members).

Billing Type: The patient's Billing type. Options can be customized in Definitions, Billing Types.

Primary Provider: Select the Provider who will usually see the patient. The default is the provider set as the Practice default. If using Clinics and providers are restricted to clinics in Security, only providers available for the patient's assigned clinic are options. To edit primary provider, the Patient Primary Provider Edit Permission is required.

Secondary Provider: The patient's secondary Provider, often the hygienist. If using Clinics and providers are restricted to clinics in Security, only providers available for the patient's assigned clinic are options.

Fee Schedule (rarely used): This is useful if you want to attach a discount (e.g. cash only) fee schedule for this patient. For example, if the patient doesn't have insurance and is given a 10% discount for paying in cash, create a discount fee schedule (copy your office fees, then reduce the prices 10%), then select that fee schedule here. Procedures will then look at that fee instead of the provider's fees. Usually this selection will be 'none' and the fee schedule will be determined by the Provider's default fee schedule, or the Insurance Plan fee schedule. See Fee Schedule logic.

Email and Phone
Add contact information for the patient. This information can also be set same for entire family (see above).

Same for entire family: If checked, and you change email or phone information for the patient, the information will also change for all existing family members. If this box is checked for other family members, and you create a new family member, email and phone information is not copied. If you check it when adding a new family member, any changes made will be applied to all other family members.

Wireless/Work Phone: Phone numbers automatically format as you type.

Text OK: Indicate if patient accepts Text Messaging. Yes enables text messaging, No disables text messaging, ?? indicates that the answer is unknown.
?? can indicate Yes or No, set in Family Module Preferences.

Email Addresses: The patient's complete and valid email address. To enter multiple addresses, separate each with a comma. At minimum one email address is required in order to enable the Email Toolbar button and send Emails.

Tabs
The following tabs may be available depending on what options are turned on in Show Features.

 

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