General System Settings: Patients

  • Updated

This article will provide an over of the the Patient settings available in the General System Settings

 

Getting to General System Settings: Patients

  1. Go to Settings

  2. Under System & Company Settings, select General

  3. Click Patients

 

 

Patients 

Learn more about individual fields
Default Clinic
  • Select the clinic that will be automatically selected whenever a new patient is created or imported
  • Select No Default if you would prefer no clinic be automatically selected 
Auto-Assign Chart #
  • Ascending Numeric: Automatically assigns new patients a chart number based on the highest chart number in your system
  • No: Chart numbers will not automatically be assigned to new patients; you can assign chart numbers manually 
Use Transient #
  • Yes: Use transient numbers for patients who might not get a chart in the clinic 
  • No
Type-Ahead Name Format
  • Choose the format wit the information you would like to see when searching for patients 
    • Last Name, First Name DOB 
    • First Name Last Name DOB
    • First Name Last Name
    • Last Name, First Name
    • Chart #: Last Name, First Name
    • Chart #: First Name Last Name
    • Chart #: Last Name, First Name DOB 
    • Chart #: First Name Last Name DOB 
    • First Name Last Name - Default Clinic 
    • Last Name, First Name - Default Clinic  


💡Tip: If your organization has multiple clinics, select an option that includes the Default Clinic so staff can quickly identify where the patient should be booked 

Type-Ahead # of Results

  • Type how many results you'd like to display when searching for patients
    • E.g., Selecting 5 will show 5 results. If there are more than 5 patients with the information you are typing in, then the patient may not appear without adding additional information (e.g., Typing John might not bring up the patient you're looking for. You would then begin typing John's last name) 
Default Correspondence
  • Select a default for how patients prefer to be contacted for non-appointment related items 

💡Tip: This is the Preferred Correspondence field in the Patient Profile 

Patient Cleanup Automation
  • Yes: Activates an automated scheduled deactivation of patients based on their inactivity within the # of days specified in the Patient Cleanup Day Range field
  • No: Select if you do not want the system to automatically set the Patient Status to "Inactive" for patients after any period of inactivity 

⚠️Note: Inactivity is based on having no scheduled appointments or receivables. If the Patient Profile was created, but the patient never booked an appointment at the clinic, the patient will not be set to inactive until the number of days entered in Patient Cleanup Date Range is reached.  

Patient Cleanup Date Range
  • Only applicable if using Patient Cleanup Automation 
  • Enter the number of days that must pass before a patient will be inactivated due to inactivity
Phone Country Code  Formatting
  • Yes: Phone numbers will include the country code 
    • (e.g., +1 for North America) 
  • No: Phone numbers will not include the country code

 

 

Patient Profile

There are various fields in the Patient Profile that can be made visible, hidden, or required depending on your clinic's needs. 

In this section, you may see the following options available:  

  • Show: This field will be shown in the Patient Profile 
    • This field can be completed, but it is not required  
  • Mandatory: This field will be shown in the Patient Profile 
    • This field is required to be completed before the Patient Profile can be saved 
  • Hidden:  This field will not be shown in the Patient Profile 
⚠️Notes: First Name and Last Name fields will always be Mandatory and the Healthcare # will always be visible, but you can opt to make this Not Mandatory.  

 

 

Patient Lookup

This setting will allow the Patient Lookup to remain open

  • Yes: Patient Lookup will remain open on the home screen
  • No: Patient Lookup will not remain open 

 

 

Charts

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Learn more about individual fields
Copy Last Chart

Yes: Copy information from the previous chart into a new chart
No: Copy Last Chart feature will not be available 

Details Box Position

Select where the Details area appears when completing or viewing charts.

Edit Medical 
Profile in Charts

Select whether medical profiles are editable when completing charts.

Initial Open TabSelect from the drop-down menu which tab is displayed by default when a chart is created.
Resize TypeSelect whether the window that displays when creating a chart is matched to the chart template or if it opens in full-screen view.
Lock Chart ReminderEnable this to provide a warning pop-up to remind practitioners to lock their charts once completed and saved.

Include Digital Signature

Includes the practitioner digital signature if they have one uploaded in their profile, preferences page.

PDF Cover Page Address

Show the clinic address on the PDF cover page.

PDF Cover Page Birth Section

Show patient birth section on the PDF.

 

Treatment Plans

This setting turns on or off OCF links for HCAI treatment plans.

 

Insurance

  • Choose what information is visible on the patients insurance record
  • These fields will determine if each section is visible within the Patient Search tab
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Learn more about individual fields
Custom Insurance label

This displays a 'Descriptor' field in a patient's insurance details.
A Descriptor can be used as a 'nickname' that replaces the insurance company name when billing appointments or during the checkout process.

Descriptor Example: Sunlife Primary Insurance or GWL Secondary

All Data Visible

Select whether or not all sections of an insurance's details are visible by default. Otherwise, only the Policy Rules and Rules are visible, with the remaining sections closed and viewable when necessary.

Default Coverage Percentage

Enter a percentage (0-100) that will display by default when adding an insurance to a patient's profile. Percentages can be edited per insurance.

If using Telus to submit claims directly this should be set to 100%.

Data Type VisibilityThe fields that appear below this heading are the insurance details' sections that can be enabled or disabled to be viewable by default.
- AdjustersYou can select to show or hide this field in the insurance record
- Claim InformationYou can select to show or hide this field in the insurance record.
- DeductibleYou can select to show or hide this field in the insurance record.
- RulesYou can select to show or hide this field in the insurance record.
- Other InformationYou can select to show or hide this field in the insurance record.

 

Medical Profile

  • These fields can be enabled or disabled and

  • Determines if each section is visible within the Patient Profile's Intake tab (under Medical Health History)

     

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