Patient Registration

This article will provide instructions on how to register a patient in a program.

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Patient Search can be found in one of two ways: 

1. From the Day-to-Day drop-down menu, go to Patient Registration.
   
    
2. From the desktop menu, go to Day-to-Day > Patient Registration.
   

   NOTE: If you don't see Patient Search on the desktop menu, this must be set up in preferences. See Set Up My Preferences for more information. 

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Access Level Permissions

For all access levels that will need permission to use Patient Registration, follow the steps below:

1. Go to Administration > Access Levels.
2. Select an existing access level or create a new access level.
   
    
3. Select the 1st User Access tab.
4. Check the box for Patient Registration.
5. Save and repeat for each access level that will need permission to use Patient Registration.
   

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Register a Patient

1. Enter the name of the patient being registered.
   • As the name is entered, eCR will search the system to see if the patient already exists.
     
      
2. If the patient is not already in eCR, click Register.
   
    
3. Enter the patient's demographic information.
   • Any field with a green checkmark is a required field.
4. In the Payer/Subscribers grid, in the 1st line, enter the responsible party information.
   • Check the box in the Same As Patient column.
   • In the Copay/SS Fee column, enter the sliding scale fee if applicable.
   • Click Save.
5. In the Payer/Subscribers grid, in the 2nd line, enter the patient's insurance information.
   • This can be entered now or later via Patient Details > SS/Payer tab.
   • In the Name field, enter the patient's name.
   • In the Same as Patient column, check only if true.  If checked, the Name and Relation fields will auto-fill with the patient's information.
   • Do not use the Add Subsc/RP field.
   • In the Payer field, select the payer's name.  As you start typing, options will display in a drop-down menu.
   • In the Relation field, select the patient's relation to the insured.
   • In the Med ID field, enter the patient's insurance ID.
   • In the Med Suffix field, enter the suffix if required.
   • In the Copay/SS Fee field, enter the copay for the insurance.
   • In the Co Ins field, if a copay is a percentage of the total charge, enter what that percentage is.
   • In the Group ID field, enter the patient's insurance group ID.
   • In the Effective Start field, enter the date the payer became effective.  
   • When/if the insurance is no longer effective, enter that date in the Effective End field.
   • If the patient has multiple insurances, in the P column, enter 1 for the primary insurance, 2 for the secondary insurance, etc.
   • Click Save.
   • Add additional insurances if applicable.
6. Click Save/New Chart when done adding patient and payer information to complete the patient registration. and open the Allow/Block User Chart Access window.
   
    
7. In the User section,
   • In the User field, select the user to be assigned to the patient.
   • Check the box for Show on Chart to display the selected user on the patient's chart.
   • Check the box for Block Access to block the selected user from accessing the patient's chart.
   • Check the box for Inactive to make the user inactive.
   • Click Roles to assign a specific role to the user for this patient.
   • Click Clear to clear the user selected.
   • In the Comment field, enter any comments regarding the user.
   • Click Add to add the user to the patient.
     • The user will now display in the list below.
   • Repeat these steps to add additional users to this patient.
8. In the Chart section, you will design the patient's chart.
   • Select a Program from the drop-down menu.
   • Click Facility to select a facility closest to the patient's zip code.
   • Select the Location of the selected program from the drop-down menu.
   • Select the Unit for the program from the drop-down menu.
   • Enter a Referral Date.
   • Enter an Expected Discharge Date, if required.
   • Select a Billing Supervisor from the drop-down menu, if required.
9. The list of users shows all users that have been assigned to the patient as well as all users associated with the selected program.
   • By selecting any user, you can make them inactive, update their role or add comments.
   • Select the Show Users on Chart button to display only those users available to show on the patient's chart.
   • Select the Show Users History to display the user's history with the patient.
10. Click Save/Open Chart or Save/Close.

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