Add an Address Book Entry

Version 14.19

Overview

This page will instruct you on how to add entries into the Address Book. Entries in the Address Book can be easily accessed when adding a patient's PCP, composing letters, issuing referrals, adding a referring provider to a claim, and assigning staff as Care Coordinators. If you interface with CHADIS surveys, refer to CHADIS documentation for setup requirements in the Address Book.

Note: An Address Book entry will automatically be created when users are added to the Staff/Provider Directory. In certain cases, it may be necessary to review those entries and add additional information. The instructions below will walk a user through adding an entry for a Provider or Contact that is not part of the practice.

Add Name/Phone and Address Information

Tip: To prevent duplicate Address Book entries, it is Best Practice to search the Address Book before adding a new entry.

  1. Navigate to the Address Book: Clinical or Practice Management tab > Address Book button. 
  2. Click New. The Edit Address window opens to the Name/Phone tab.

  1. Enter the following information:
  • First/middle name
  • Last name/suffix
  • Company
  • Work Phone(s)
  • Fax
  • Cell phone
  • Home phone
  • Note
  1. Select the Active checkbox to indicate this is an active contact. 
  2. Click the Address tab. 
  3. Enter the following information:
  • Address
  • City, State, Zip
  • Country
  • Email address 1
  • Email address 2
  • DIRECT email
  • Web page
  • Custom 1-3 (other types of addresses that may pertain to a contact)

Add Staff/Provider Information

The Staff/Provider tab houses the following information:

  • The ability to include the individual in the Staff/PCP list
  • The Staff/Provider's initials
  • The Staff/Provider's NPI
  • Insurance affiliations

A provider's NPI # should be added to this tab if a referring provider's information is required on claims by any of your insurance payers. To add Staff/Provider information:

  1. Click the Staff/Provider tab. 
  2. Enter the above information as well as the following:
  • Initials 
  • NPI number
  • Insurance Carrier identifier(s) for the contact. 

Add Hospital Affiliation

  1. Click the Hospitals tab. 
  2. Click 'Click here to add a new hospital affiliation'.
  3. Using the drop down, select the hospital to which the contact is affiliated. Repeat the steps if affiliating physician to more than one hospital.

Note: If the affiliated hospital is not listed in the drop down list, it means that the hospital has not been added to the Laboratories and Hospitals table. Click the Add/Modify Hospital List button to be routed to that table. For more information on adding to that table, click here.  

Add Specialties

A specialty makes contacts easier to categorize and search. Specialties are also used for PCMH. For example, Care Coordinator, Urgent Care and Emergency Department are all PCMH measures that are calculated based upon the Address Book categorization. Refer to the PCMH Roadmap for specific information.

  1. Click the Specialties tab.  
  2. Click the grid indication 'Click here to add a new specialty affiliation' to display the drop-down field. 
  3. Using the drop-down, select a specialty that pertains to the contact. 

Note: If an appropriate specialty is not displayed in the menu, click the Add/Modify Specialty List button. The Address Book Specialty Descriptors window opens where you can add a specialty. For more information on adding to this table, click here.

When all known information has been entered, click the Save button  located in the tool bar at the top of the Address Book to save the contact.