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Patient Chart

The patient chart, also called the patient profile, shows everything related to a specific patient.

Updated over 7 months ago

Overview

The patient profile serves as a digital counterpart to traditional Manila folders, organizing all patient-related information into easily accessible sections:

  • Demographics: Basic patient info.

  • Billing: Insurance and eligibility.

  • Appointments: History across all cases.

  • Cases: Detailed info on individual cases.

  • Medications: Prescribed treatments.

  • Financial: Payment history and cards on file.

  • Documents: Uploaded records like PDFs.

  • Notes: Internal staff notes.

  • Communication: Logs of automated messages sent.

  • Activity Log: Timeline of actions performed on the profile.

To see a step-by-step walkthrough of this feature, watch the following video.

Demographics

The Demographics page stores critical patient details, including:

  • Basic info (e.g., name, contact).

  • Employer and emergency contact information.

  • Care team (assigned staff members).

  • Customizable fields for unique data needs.

Users can personalize visible fields, such as hiding irrelevant ones (e.g., pharmacy details). Updates can be made manually or automatically populated from patient intake forms.

To see a step-by-step walkthrough of this feature, watch the following video.

Insurance

The Insurance tab is a centralized hub for managing patient insurance information, including primary and secondary coverage.

  • Insurance Management: Easily edit insurance details and save changes that sync with active cases.

  • Eligibility Services: Verify active insurance, coverage details, and co-pays. Eligibility checks also display the most recent verification date, helping ensure accurate billing.

  • Integration with Online Intake Forms: Information is automatically imported when patients complete their digital paperwork.

  • One-Stop Shop: Updates made here streamline case management, ensuring accurate and consistent records.

To see a step-by-step walkthrough of this feature, watch the following video.

Appointments

The Appointments tab provides a comprehensive view of all scheduled, canceled, rescheduled, or completed appointments across multiple cases, providers, and locations.

  • Provider & Case Details: View the provider, case type, and appointment specifics, including status and location.

  • Administrative Insights: Check claim and note statuses for oversight purposes.

  • Audit-Friendly: Track appointment histories, including late reschedules or cancellations, to analyze patient patterns or operational efficiency.

  • Multi-Location Management: Ideal for organizations with multiple locations to monitor and manage appointments seamlessly.

This tab is especially useful for administrative audits and clinical operations oversight.

To see a step-by-step walkthrough of this feature, watch the following video.

Cases

The Case Management/View Screen is a versatile tool that streamlines case-specific operations for both administrative and clinical staff. Here's a detailed breakdown:

Core Functions:

  1. Case Overview:

    • Access all appointments linked to the case, their statuses, and associated visit numbers.

    • View or edit clinical notes and track authorizations or referrals for compliance.

    • Rename cases for clarity, ensuring that patients and staff easily identify the nature of care (e.g., "Right Shoulder Pain").

  2. Clinical Settings:

    • Configure reminders for progress notes, typically set for every 10th visit per Medicare standards.

    • Use the "Plan of Care" view to check the status of treatment plans and send them to other providers as needed.

  3. Administrative Adjustments:

    • Update payment methods, such as transitioning a patient from insurance to self-pay or vice versa. When changes are made, all affected visits are automatically updated.

    • Manage case discharge processes, ensuring accurate closure without impacting documentation.

    • Indicate whether a case requires authorization and monitor for lapses.

  4. Customization and Efficiency:

    • Each section, from appointments to payment details, is intuitively designed for quick updates and navigation.

    • Hover over fields for edit options, streamlining administrative tasks like renaming cases or modifying progress note intervals.

  5. Patient Transparency:

    • When the patient portal is enabled, patients can view their case details, including scheduled visits and associated care plans.

Use Cases:

  • Transitioning a patient’s insurance or payment method.

  • Managing authorization requirements to avoid delays in care.

  • Reviewing the plan of care before renewal or adjustment.

This screen centralizes essential information, reducing confusion and ensuring a smooth workflow for all team members. It aligns clinical and operational processes, fostering better patient care and administrative efficiency.

This tab is especially useful for administrative audits and clinical operations oversight.

To see a step-by-step walkthrough of this feature, watch the following video.

Medication

Financial

The Financial Section of a patient's chart provides a comprehensive view of their payment history, including individual payments, copays, and refunds. Each transaction shows the payment method and whether it was applied to a specific appointment. You can print receipts for individual payments or for a selected date range. Additionally, the section allows you to add or manage cards on file, as well as add new payments, streamlining the billing process by pre-selecting the patient for quick entry.

To see a step-by-step walkthrough of this feature, watch the following video.

Authorizations and Referrals

Documents

The Documents Tab in the patient's chart stores all relevant files, organized into customizable categories. You can drag and drop files into any section, except for patient forms, which are automatically grouped and timestamped when sent. The system allows you to preview documents without downloading them, saving time. If needed, documents can be added manually. Additionally, automatically uploaded patient forms, such as insurance cards, appear in the appropriate categories. The "Other" section serves as a catch-all for uncategorized files.

To see a step-by-step walkthrough of this feature, watch the following video.

Notes

The Notes section in the patient profile is for recording non-clinical information, such as phone calls or interactions with staff. Notes can be added, edited, or deleted based on user permissions. For example, a staff member might log that a patient is coming in to pay their bill. Each note displays who logged it and when. If the note isn't yours, you can only view it.

To see a step-by-step walkthrough of this feature, watch the following video.

Communication

The Communication tab helps track all automated messages sent to patients, such as appointment reminders and paperwork. If a patient claims not to have received a message, you can easily view the history of sent communications and resend specific ones, like welcome emails or paperwork reminders. This feature ensures all successful messages are stored and provides clarity on the patient’s communication history.

To see a step-by-step walkthrough of this feature, watch the following video.

Activity Log

The Activity Log tracks all actions taken on a patient's profile, such as cancellations or updates. It color codes changes to make it easy to see who made specific adjustments. For example, you can see if a patient canceled an appointment or if insurance details were updated, helping with audits and investigations.

This log serves as a useful tool to understand what happened and why a patient’s status may have changed.

To see a step-by-step walkthrough of this feature, watch the following video.

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