Creating Patient Records

To create Patient Records

1. If the Patient File window is not already open, click the Patients button on the Tool Bar to open it, or select File > Patients...
2. Click the +1 button on the Patient File toolbar, to open the Add Patient window:

   

3. Enter the name of the patient in the First, Sec. Name and Family Name fields as appropriate. If you have already checked for the existence of the patient record in the previous step, there should be no problems at this stage. However, if a patient with the same name does exist, a message will display:

   

4. If the details are the same, click Close; this will take you back to the Patient Details window. You may now either opt to exit from the Details window, or if the patient is a person with the same name as the existing record, continue adding details.

   NOTE: Some fields may have been designated as mandatory. These fields have a highlighted background (yellow, in the following examples) and must have information entered in them in order to save the contents of the window with the OK button. If not filled in, a message will appear stating which fields:

   

   TIPS:
   - Use the Tab button on the Keyboard to move between fields in this window. This will activate each field ready for your entry.
   - It is not necessary to use uppercase (capitals) since the program will capitalise letters where needed. However, you can force upper/lower case where required (e.g., in “van den Heuvel”) by overtyping the defaulted values.

5. Enter information as follows in the Add Patient window:

   	In First Name enter the patients first or given name. In the second field enter the patients middle or second given name if required.
   	In Family Name enter the patients last or family name.
   	In Title enter an appropriate title of Mr, Master, Mrs, Miss, Ms, Dr, etc. The Initial field will be automatically defaulted from the First, Sec Name.
   	TIP: Entering a title will automatically add the appropriate gender to the Sex field for most titles. If a Title was entered the Sex field will already contain Male or Female. If not, type M for male or F for female in the Sex field and the program will complete the entry when you move to the next field. In Birth Date enter the patients date of birth, e.g. 200172. Separators are not required as they will be inserted automatically.
   	This field allows entry of the home address (the default), the work address, or both. Click the appropriate button to change between the two. Note that for work address, there are no mandatory address fields.
   	Enter the patients mailing address in the Street field.
   	If required, use the button to choose the patients suburb of residence, use the button to scroll through existing suburb records, or enter the patients suburb if not listed.
   	Use the button to choose the city the patient resides in, or use the button to scroll through existing records, or enter the patients city if not listed.
   	If required, enter the state of residence.
   	If required, select the post code using the or buttons, or if the post code does not already exist, enter the code in numeric format in the Post Code field.
   	In Home Phone enter the patients residential phone number, e.g. 612 777777.
   	In Mobile enter the patients cell phone number if required. If the patients phone account supports short message service (SMS) text messaging, activate the checkbox to the right.
   	In Work Phone enter the patients phone number during work hours, e.g. 965 777777. If required, add a contact name (or extension number) in the field to the right.
   	In Alternate Phone enter the patients alternative phone number. Add a contact name if required in the field to the right.
   	Enter Fax and/or Pager numbers for the patient as required.
   	Contact Preference: Click on the down arrow next to No Preference and select the patients preferred means of being contacted for recalls, etc., from the following list.
   	Click in the Types fields and use the use the or buttons to choose up to two Types for this patient from a predefined list.
   	If required, enter any previous surname that the patient may have had; for example a maiden name.
   	If required, enter any other name the patient is known by; for example a nickname. This allows letters to be more personally addressed.
   	The Misc. field can be used for miscellaneous items related to the patient that the practice wishes to record. If required, select the appropriate code from the list.
   	If required, click in the Occupation field and use the or buttons to choose from a predefined list.
   	Use the or buttons to select a dentist to assign this patient to.
   	Use the or buttons to select a hygienist to assign this patient to.
   	Use the or buttons to select the name of the patients doctor.
   	In the Referred By field, enter the means by which the patient heard about the practice. If it was from another patient, select the name using the or buttons. Click on the button to choose Other, and select the appropriate source using the or buttons and the View Referral Sources list.
   	Enter a Price Code for the patient. Click on the button and select the price code from the list.
   	Ana Pref: If the patient has a preferred method of anaesthesia, enter it in Ana. Pref field. This will display on the screen during treatment.
   	Payor: The normal payor for the patient is entered here. This is selected from a list of payors by using the or buttons. The payor number can be entered into the field to the right.
   	Enter the normal Paying Patient here. Select from a list of patients by clicking on the selector buttons or . If the button to the right is clicked, the relationship of the Paying Patient to the patient can also be selected from the following list.
   	Family Members: This field records the relationship between the patient and their family members. Click to open another instance of the Add Patient window to add a new patient record for the family member. Click to add an existing patient to the Family Members list. Click to remove a patient from the Family Members list.
   	Inactive: Click the checkbox if the patient record is to be flagged as “Inactive”. Use the or buttons to select the appropriate Inactive Reason code.
   	Code: The patient is uniquely identified by this system-assigned code, which cannot be edited.
   	The Alt. Reference field is an optional field that can be used to categorise and sort patients. It is used in the Sort By field in the left-hand end of the toolbar in the Patient Details screen, and may also be used in reports.

6. Once you complete all mandatory fields, click OK to save the record to file. You can, however, enter any other information that is available if you wish to.