We are currently updating the OP Help Center content for the release of OP 14.19 or "OP 19". OP 19 is a member of the certified OP 14 family of products (official version is 14.19.1), which you may see in your software (such as in Help > About) and in the Help Center tabs labeled 14.19. You may also notice that the version number in content and videos may not match the version of your software, and some procedural content may not match the workflow in your software. We appreciate your patience and understanding as we make these enhancements.

Patient Status

Version 14.19
Practice Management tab > Appointments button

Overview

Patient Status is used to indicate a patient's standing within the practice. The below areas can be changed to meet the needs of your practice:

  • Archive statuses that are not being used in your office 
  • Sort statuses so that they appear in a particular order in the Patient Chart > Basic Information > Status dropdown
  • Determine whether new appointments should be allowed for each status

The creation of additional patient statuses must be edited through the Code Table form (see below). Additionally, the Demographic Analysis/Recall report can be used to run a report based on a particular patient status.

View Patient Status

  1. From the ribbon, click Practice Management tab Appointments button.
  2. Click the Patient Status tab. You will see all of the patient statuses available for use.  Only the Archived, Sort, and Allow New Appointments columns can be edited from this window.

  1. Select the Archived checkbox for any patient status that will not be used in your practice. Archiving a status can be undone at any time if it is determined the status is needed. Selecting the Archived checkbox will also hide the status from the Patient Chart > Basic Information > Status dropdown list. 
  2. Select the Sort order of how you would like the patient status list to appear in the dropdown by clicking in the sort field and editing the sort number.
  3. Select whether or not you would like to allow new appointments for patients with each status. You have three options when making this decision:
  • Yes: This will allow new appointments to be made, without providing a pop-up showing the patient status.
  • No: This will not allow new appointments to be made. An error message will appear stating "Cannot book new appointments for patients with status...". The patient's status must be changed to one that would allow new appointments in order to continue scheduling but should only be done after confirming with a practice administrator or manager.
  • Warn: This will not immediately allow a new appointment to be made, but will first offer this warning, "Patient status = .... OK to continue?". 
Note: While considering the use of patient statuses in your office, it is important to know how your office runs their Clinical Recall reports. If reports are being run to recall Active patients only, you will want to use another status, such as Visitor, for patients who are not typically seen in your office, such as parents who receive flu shots or patients who may be visiting from out of town.

Add a new Patient Status

Practice Management tab > Coded Values button
  1. In the Code Tables form, locate Patient Status under Code Table Purpose.
  2. To add a Patient Status, click Add .
  3. Complete the following fields:
  • Description: The name of the Patient Status.
  • Guidelines / Other Data: Repeat the Description in this field. The entry should not excess 12 characters.
  • Numeric ID: A value of 0,1, or 2. A definition of each Numeric ID can be found below.
  • 0= Allow. The system will not prevent the scheduler from making the appointment.
  • 1= Disallow. The system will prevent the scheduler from making the appointment.
  • 2= Warn. They system will alert the scheduler of the patient status, but will allow the scheduler to proceed with the appointment scheduling.
  • Sort: Determines what order the Patient Status will appear on the drop down list.
  • Archived: Leave this unchecked for all new entries. Archive items no longer in use or to hide from view.
  1. Click the Save button to save.
  2. Once all items have been changed to fit your needs, exit by clicking the Exit button  button in the upper right hand corner of the form.

Edit a Patient Status

Practice Management tab > Coded Values button
  1. In the Code Tables form, locate Patient Status under Code Table Purpose.
  2. Select the Patient Status you want to modify.
  3. Click the Edit  button to edit. Make changes to any of the fields (Description, Guidelines / Other Data, Numeric ID, Sort, or Archive).
  4. Click the Save button to save.
  5. Once all items have been changed to fit your needs, exit by clicking the Exit button in the upper right hand corner of your form.

Report on a Patient Status

Practice Management tab > Demographic Analysis/Recall button

The Demographic Analysis and Recall Report displays all patients who have a particular status.

  1. Run the Demographic Analysis and Recall Report.
  2. Locate the column entitled 'Pat Status'.
  3. Sort the report.
  • Click the Pat Status column header and drag it to the dark-grey area.
  • Click the column header to sort the grid in ascending or descending order by patient status.
  • Hover over the column header and click the filter icon. Select the checkbox for the statuses you would like to see. 

For more detail on report options, visit Grouping Data, Sorting Lists, Filtering Data, and Add, Remove, or Reorder Columns.

Version 14.10
Utilities > Manage Practice > Appointment Preferences

Overview

Patient Status is used to indicate a patient's standing within the practice. The below areas can be changed to meet the needs of your practice:

  • Archive statuses that are not being used in your office 
  • Sort statuses so that they appear in a particular order in the Register's status dropdown
  • Determine whether new appointments should be allowed for each status

The creation of additional patient statuses must be edited through the Code Table form (see below). Additionally, the Demographic Analysis/Recall report can be used to run a report based on a particular patient status.

Patient Status

  1. Click the Utilities button on the menu toolbar.
  2. Select Manage Practice.
  3. Select Appointment Preferences.
  4. Click the Patient Status tab. You will see all of the patient statuses available for use.  Only the Archived, Sort, and Allow New Appointments columns can be edited from this window.


  1. Select the Archived checkbox for any patient status that will not be used in your practice. Archiving a status can be undone at any time if it is determined the status is needed. Selecting the Archived checkbox will also hide the status from the Patient Status dropdown list. 
  2. Select the Sort order of how you would like the patient status list to appear in the dropdown by clicking in the sort field and editing the sort number.
  3. Select whether or not you would like to allow new appointments for patients with each status. You have three options when making this decision:
  • Yes: This will allow new appointments to be made, without providing a pop-up showing the patient status.
  • No: This will not allow new appointments to be made. An error message will appear stating "Cannot book new appointments for patients with status...". The patient's status must be changed to one that would allow new appointments in order to continue scheduling but should only be done after confirming with a practice administrator or manager.

  • Warn: This will not immediately allow a new appointment to be made, but will first offer this warning, "Patient status = .... OK to continue?". 


Note: While considering the use of patient statuses in your office, it is important to know how your office runs their Clinical Recall reports. If reports are being run to recall Active patients only, you will want to use another status, such as Visitor, for patients who are not typically seen in your office, such as parents who receive flu shots or patients who may be visiting from out of town.

Add a Patient Status

Utilities > Manage Codes > Coded Values 
  1. In the Code Tables form, locate Patient Status under Code Table Purpose.
  2. To add a Patient Status, click Insert Record  .
  3. Complete the following fields:
  • Description: The name of the Patient Status.
  • Guidelines/ Other Data: Repeat the Description in this field. The entry should not excess 12 characters.
  • Numeric ID: A value of 0,1, or 2. A definition of each Numeric ID can be found below.
  • 0= Allow. The system will not prevent the scheduler from making the appointment.
  • 1= Disallow. The system will prevent the scheduler from making the appointment.
  • 2= Warn. They system will alert the scheduler of the patient status, but will allow the scheduler to proceed with the appointment scheduling.
  • Sort: Determines what order the Patient Status will appear on the drop down list.
  • Archived: Leave this unchecked for all new entries. Archive items no longer in use or to hide from view.
  1. Click the Post Edit  button to save.
  2. Once all items have been changed to fit your needs, exit by clicking the Exit button  button in the upper right hand corner of the form.

Edit a Patient Status

  1. In the Code Tables form, locate Patient Status under Code Table Purpose.
  2. Select the Patient Status you want to modify.
  3. Click the Edit Record  button to edit. Make changes to any of the fields (Description, Guidelines/ Other Data, Numeric ID, Sort, or Archive).
  4. Click the Post Edit  button to save.
  5. Once all items have been changed to fit your needs, exit by clicking the Exit button button in the upper right hand corner of your form.

Report on a Patient Status

The Demographic Analysis and Recall Report displays all patients who have a particular status.

  1. Run the Demographic Analysis and Recall Report.
  2. Locate the column entitled 'Pat Status'.
  3. Sort the report.
  • Click the Pat Status column header and drag it to the dark-grey area.
  • Click the column header to sort the grid in ascending or descending order by patient status.
  • Hover over the column header and click the filter icon. Select the checkbox for the statuses you would like to see. 

For more detail on report options, visit Grouping Data, Sorting Lists, Filtering Data, and Add, Remove, or Reorder Columns.