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vtortho
Canine II

Scheduling a New Patient process

We would love to see a way to add a sibling as a patient without having to re-key all of the demographic information and re-link all of the responsible parties and insurance data. It's frustrating when adding a new patient and your phone rings. You have two options: 1. sacrifice all of the data you've entered and start over after you've taken the phone call OR 2. not answer your phone because you can't get into another patient's chart while in the middle of adding a new patient. Neither option is a win for the user or the patients. WAVE and CLOUD9 both allow you to add a patient to a chart and the only new info you add is patient name and DOB, the rest of the data just automatically populates AND you can also stop in the middle to answer a call or schedule a patient then come back and finish with adding your new patient without losing any data you've started entering. 

Please address Orthorac's future plans for becoming up to date on adding a new patient in ways that your competition is already doing.

5 Replies
Moderator
Moderator

Re: Scheduling a New Patient process

Good day Dalyn (vtortho‌),

OrthoTrac does already offer this functionality with the "Family Member is a Patient (Link Responsible Parties)" menu option.  

1.  Select to add a new patient.  On the Patient tab, enter the patient's name, location, status and sex (and DOB if you wish). 

2.  From the Special menu at the top, select "Family Member is a Patient (Link Responsible Parties)."

3.  The Patient Lookup screen appears.  Double-click the existing patient who has the responsible parties that you want to attach to this patient. 

4.  The Responsible Party Selection screen appears.  Select which parties you wish to attach to this patient and select their relationship to this patient  (all parties that you set to Yes to attach must have a Relationship defined; parties for which you selected No may leave the Relationship blank).  Then click OK. 

5.  A separate window will appear asking you to choose the relationship between this new patient and the second patient you selected. Set that and click OK.

6.  The responsible party and insurance information for this patient will then populate based on the RP information you selected in step 4.  You can then click OK to complete the patient add process. 

This feature is rarely used and it does need to be overhauled (for example, depending on your office setup and depending on how many insurances you have attached to the RPs, you may see duplicate RP names in step 4; if you do, select Yes for only the first instance of each RP and proceed as normal).  It is being reworked in a future version, but at least you know now that the function does already exist currently.

As for your second question (not being able to minimize the new patient add process to attend to other OT functions), that is definitely a valid concern and I will make sure Management sees your feedback. 

Tagging uriyahrobinson‌,  r.alfieri‌,  jdickens‌  .  

Regards,

Phil Carter / OrthoTrac Escalations

vtortho
Canine II

Re: Scheduling a New Patient process

We already do that but you still have to key in all of the patient demographic info (address, phone(s), em, etc) then link and you can't go out of that to do something else in Orthotrac which is problematic when you're entering a np and your phone rings or someone needs scheduled. The current system is ok but it does require several different steps which other software systems automatically do when you add a patient to a family. Just seems there should be a simpler and faster way to add new patients to existing families. 

I'd encourage your development team to get onto your software and add a new patient and see how long it takes and imagine the phones calls and patient interruptions that you might encounter during the time it takes to enter that information. It's rare to not get interrupted when adding new patients. So when you have to stop what you're doing a re-enter all of the data you have just entered because you can't leave it and come back to it, factoring in that you might have to do it multiple times, it can honestly take 15-20 minutes to enter a new patient when in reality, you should be able to enter a patient's name, DOB, click add and have all of the family information automatically populate. 

Moderator
Moderator

Re: Scheduling a New Patient process

Good day Dalyn (vtortho‌), 

I misunderstood and thought your primary concern was that you were not able to import existing family / RP / insurance info into a patient that you are adding.  If you're already aware that you can do that in OrthoTrac, excellent!  

I understand now and your concern on not being able to do anything else in OT while the Patient Add screen is open is definitely a valid point.  I am making sure Management is aware of your concern. 

Regards,

Phil Carter / OrthoTrac Escalations

sundberg101
Premolar I

Re: Scheduling a New Patient process

We have bright green New patient phone slips just so everyone around us knows that we are on a NP phone call and will basically be unavailable to do anything for at least 5-10 minutes. Or else we have to stop where we are cover our keyboard with the green sheet and go to a different computer...

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hwhtara
Canine II

Re: Scheduling a New Patient process

We have streamlined our new patient intake to make is more efficient for us as well as our patients. We enter the required fields and get the most important contact information ie: name, dob, phone, email, dds. The we email the new patient forms and upload the rest of the information in the system when they are submitted. Our intake calls take less then 5 minutes and has seriously made a huge difference. I would highly recommend anyone who hasn't utilized the new patient emailed forms to do so! Life saver!!!

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