PATIENT REGISTRATION
Chapter 7
Objectives
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Register a patient from the scheduler
Register a patient from Patient Registration
Add a patient’s demographic information
Select the patient’s company(payer responsibility
relationship)
Create a new case
Confirm the patient’s payers
Add a patient visit
Select the presenting problem
Key Concepts
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Scheduled appointments
Walk-in patients
Disciplines of medicine
Problem-focused system
Clinical decision support (CDS)
Blended checklists
Multiple presenting problems
Add a new patient
Established patient
Patient responsibility
Occupational medicine
Payer responsibility relationship
Patient Registration
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Registering a scheduled patient:
Access the Scheduler Module from MedTrak Main
Menu by clicking the Scheduling Button
Registering a walk-in patient:
Access the Patient Registration module from
MedTrak Main Menu by clicking the Patient
Registration button
Registering a Patient from the
Scheduler
Scheduled
Patient
Walk-in’s
Scheduling Screen
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If the patient has an appointment, you can register
them directly from the Scheduler.
Click the Scheduler button from MedTrak Main
Menu.
Scheduling screen automatically sets to location
view for that days schedule.
Do This! Pg. 93
Adding The Patients Demographic
Information
With cursor in command field next to patient’s
appointment
 Click the Patient Showed button
 If the patient is a new patient, the only demographic
info present will be info recorded when patient made
their appointment (name, phone number, primary
payer)
 On Patient Screen enter demographic info found on
patient registration form
 See textbook figure 7-2
Do This! Pg. 93
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Creating A New Case
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Click Submit button to add patient to the database.
New Case Screen appears
Record reason patient is seeing physician
Do This! Pg. 96
Confirming The Patient’s Payers
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If patient has health insurance scan his photo
identification and health insurance card and attach
them to his record in MedTrak.
Adding The Visit
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Do This! Pg. 96
Visit Add screen is next.
MedTrak can support a variety of medical disciplines including:
Primary care doctors
Urgent care doctors
Occupational medicine doctors (workers’ compensation and
employee health)
Rehab services(physical/occupational therapy)
Emergency room doctors
Chiropractic doctors
Do This! Pg. 97
Selecting The Presenting Problem
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Clinical Note Add screen
MedTrak is a problem-focused system
You select the reason(s) the patient is visiting the
clinic from a list of presenting problems
MedTrak is designed to create for the clinical staff
and the doctor blended checklists of history and
exam questions of the presenting problems from
head to toe
When patient has multiple presenting problems,
select all of them
Clinical Note & Doctor’s Checklist
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Contains suggested questions of the presenting
problems in one list of questions, starting at the
head and working down to the toes
MedTrak displays most likely orders for the types of
presenting problems on the initial order entry
screens for the physician to select
CPOE=Computerized Provider Order Entry
This saves the physician valuable time in searching
for orders to place for the patient
Clinical Note Add
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The lists will contain questions related to the presenting
problem
Both problem-focused checklists and most likely orders for
CPOE facilitate clinical decision support(CDS) and comply
with Core Measure 11 of Meaningful Use
Once the checkbox is completed click Submit
Clinical Note Add screen refreshes with the problem
selected at the top of the screen
You may then click Exit to return to Scheduling screen
MedTrak marks scheduled patients who have been
registered for their appointments with an equal (=) in front
of their name indicating they showed for their appointment
Do This! Pg. 100
Registering Patients Using Patient
Registration
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If patient is walk-in
Register by clicking Patient Registration button from
MedTrak Main Menu
Established patients who demographics are already
in patient database click next to patient name
Verify demographic information and make needed
changes
Click Submit button to record changes and return to
Patients database screen or click Exit if no changes
Do This! Pg. 102
Selecting The Patient’s Company
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MedTrak is designed to manage patient’s
responsibility cases(self pay, guarantor, group
health, Medicare, Medicaid, etc.) where patients
are responsible for payment of services through
their group health coverage or out of pocket
As well as occupational medicine cases (workers’
compensation and employee health) where
employers are responsible for payment of services
through their workers’ compensation insurance or
their employers checkbook
Creating The New Case
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Complete New Case Screen with complaint
After entering complaint click Submit button
Do This! Pg. 104
Selecting The Patient Payer
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Scan insurance cards, drivers license and attach
scanned information to the case in MedTrak
immediately after registering the patient
Patient/Payers screen displays for review against
insurance card information provided by the patient
Place cursor next to payer you want to review click
Change Payer button
If accurate, click Confirm Payers button, if not, correct
information
Remember payer order is order they will be billed
Do This! Pg. 105
Adding The Visit(Encounter)
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Review Visit Add screen
MedTrak automatically fills in the Reason for the
Visit based on the information in case record
If reason is different, make correction, then select
Doctor or Type of Visit drop down list
MedTrak will require you to enter an amount
collected(or a note about the payment collection) to
complete screen
Do This! Pg. 106
Selecting the Presenting Problem
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Clinical Note Add Screen (figure 7-16)
Front desk person selects the reasons the patient is
visiting the medical office from a list of presenting
problems
MedTrak allows you to select all of the presenting
problems and affected body parts at the same time
(parallel) or one at a time(in series) depending on your
preference
For efficient operations you need to be able to register
your scheduled or walk in patients with minimal effort
Do This! Pg. 111
Printing The Clinical Notes
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Upon completion of the patient registration process,
MedTrak automatically prints the clinical notes for
the clinical staff.
They can place these notes on a clipboard to use as
a reminder of questions they should ask patient
regarding their presenting problems
Do This! Pg. 112