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Adding Contacts to a Patient's Register Record

Version 14.19
Path: Patient Chart > Family Contacts

Overview

Contacts are entered into a patient's chart to keep record of who is responsible for the patient. It also may be used to list any individuals, either family or non-family, that may bring the patient in for their appointments and/or receive information regarding the patient. The instructions below will guide you on how to enter contacts into a patient's chart. Patients ages 18 years or older, that would like to receive their own communications, should be set up as their own contact with the Role/Reason set to Self. Additionally, they should have the Preferred Contact Methods selected. Any previous primary contacts should also be updated to No Contact.

Adding Contacts

  1. From the Patient Chart, click Family Contacts. 
  2. Click the Add button. The Contact Finder displays contacts with the patient's last name.
  • If the contact has a different last name, search for it in the Contact Finder window. If it appears, click the Select button.
  • If no match appears, click the New button to add a new contact.

Note: If multiple entries for the same contacts are displayed, the records need to be merged. See Merging Contacts for more information.

  1. Enter as much information as possible in the blank fields for the contact. If the patient resides with the contact, do not reenter the address. Click Save and select the Res? checkbox. You will receive a confirmation popup asking if you would like to synchronize the address for the contact with the patient's address. The primary phone number will also be synced.
  2. Indicate the contact's relationship to patient: 
  • Role/Reason: The contact's relationship to the patient.

Note: If the relationship needed for the contact you are adding is not displayed in this listing, it will need to be added to the Contact Relationship code table. For information on how to make this addition, click here.  

  • Authority: The type of authority this contact holds regarding the patient's care.
  • Res: (Resides with) Indicates whether this contact resides with the patient.
  • Start/End date: Indicates access dates for the contact to the patient portal.
  • Portal: There are three options for the contact regarding access to the portal.
    • None: no access. 
    • Minor: access until the patient is 18 years of age. 
    • Full: access for patient who are over 18 years of age. 

Note: The Meaningful Use symbol is displayed for the Preferred Contact Methods. Selecting the method of No Contact satisfies the MU requirement for these fields.

  1. Once all information has been entered, click the Save button.
  2. After saving, answer the following popup to indicate if the contact is the genetic mother or genetic father. This will begin to build the patient's family history. If this is a genetic parent, click Yes. If this is not a genetic parent, click No. If you are unsure, click the X to close the warning window. 

  1. The newly saved contact will be automatically given the next sequential sort number in the list of contacts. If the sort order should be corrected to list the correct primary contact first, select the primary contact and click the Up or Down arrow and then click 'Fix Sort #'. Non-sequential sort orders may prevent the contacts from displaying while in the patient search window. Following this step can correct the order in which the Contacts are displayed.
Version 14.10
Path: Smart Toolbar > Register Button

Overview

Contacts are entered into a patient's register to keep record of who is responsible for the patient. It also may be used to list any individuals, either family or non-family, that may bring the patient in for their appointments and/or receive information regarding the patient. The instructions below will guide you on how to enter contacts into a patient's register record.

Adding Contacts

  1. Click on the Contacts tab in the Patient Register.
  2. Click the Add button. The Contact Finder will display contacts with the patient's last name.

  • If the contact has a different last name, search for it in the Contact Finder window. If it appears, click on the Select button.
  • If no match appears, click the Insert Recordbutton to add a new contact. 
Note: If multiple entries for the same contacts appear, the records will need to be merged. See Merging Contacts for more information.
  1. Enter as much information as possible in the blank fields for the contact. If the patient resides with the contact, do not reenter the address. Click Save and select the Res? checkbox. You will receive a confirmation popup asking if you would like to synchronize the address for the contact with the patient's address. The primary phone number will also be synced.
  2. Next, indicate the contact's relationship to patient: 
  • Role/Reason: The contact's relationship to the patient.
Note: If the relationship needed for the contact you are adding does not appear in this listing, it will need to be added to the Contact Relationship code table. For information on how to made this addition, click here.  
  • Authority: The type of authority this contact holds regarding the patient's care.
  • Res: (Resides with) Indicates whether this contact resides with the patient.
  • Start/End date: Indicates access dates for the contact to the patient portal.
  • Portal: There are three options for the contact regarding access to the portal.
    • None: no access. 
    • Minor: access until the patient is 18 years of age. 
    • Full: access for patient who are over 18 years of age. 

Note: The Meaningful Use symbol appears for the Preferred Contact Methods. Selecting the method of 'No Contact' does satisfy the MU requirement for these fields.


Note: Patients ages 18 years or older, who would like to receive their own communications, should be set up as their own contact with the Role/Reason set to 'Self'. Additionally, they should have the Preferred Contact Methods selected. Any previous primary contacts should also be updated to No Contact.
  1. Once all information has been entered, click the Save button.
  2. After saving, answer the following popup to indicate if the contact is the genetic mother or genetic father. This will begin to build the patient's family history. If this is a genetic parent, click Yes. If this is not a genetic parent, click No. If you are unsure, click the X to close the warning window. 

  1. The newly saved contact will be automatically given the next sequential sort number in the list of contacts. If the sort order should be corrected to list the correct primary contact first, select the primary contact and click the Up or Down arrow and then click 'Fix Sort #'.
Note: Non-sequential sort orders may prevent the contacts from showing while in the patient search window. Follow Step #7 above to correct the order in which the Contacts appear.