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.

Register a New Patient

Version 14.19

Version 14.19.6  |  Version 14.19.5

Version 14.19.6

Path: Patient Chart > Patient Search > New Patient

Overview

Creation of a new patient chart should only occur after confirming the patient's information has not already been entered into your system. Follow the instructions below to register a new patient from the patient chart. For more information on registering a new patient while scheduling their appointment, click here.

Register a New Patient

  1. Access the Patient Chart by following the path above. 
  2. Click the Patient Finder button. The patient search window comes up. Always search for the patient before adding them as a new patient.
  3. If the patient is not located in your search, click the New Patient button .  The Patient Register window opens.

  1. Required fields are highlighted in RED (all fields in red must be completed to save the record) and include the following: 
FieldDescription
Last / SuffixPatient's full last name. Suffix is optional.
FirstPatient's full first name.
Birth DatePatient's date of birth.
SexClick the drop-down arrow and choose from the list. Male, Female, Unknown (for expecting mothers that do not know the sex of the child).
Primary AddressWhen filling in the patient's address, skip the city and state fields and enter only the zip code. The system will automatically provide the corresponding city and state.
Primary phonePatients Primary telephone number.
Primary ProviderIn a single-provider practice, this field will automatically populate. In a multiple-provider practice, click the Address Book buttonand select the Primary Provider if one is not initially assigned.


For clients attaining Meaningful Use, the Meaningful Use required fields have a redand will turn blue when satisfied.
  1. Additional fields include the following:
FieldDescription
Middle NamePatient's middle name.
Gender IdentityDefault is Unknown. Click the drop-down to choose from the following options: Male, Female, Female-to-Male (FTM)/Trans Man, Male-to-Female (MTF)/Trans Woman, Genderqueer (not exclusively M or F), Other, Unknown, Declined to specify. If Other is selected and details are needed, enter them as General Notes in the patient chart. If this information is considered sensitive in nature, select Unknown and enter information with a privacy constraint in the Problem List.
Orientation (sexual)Default is Unknown. Click the drop-down to choose from the following options: Lesbian, gay, or homosexual, Straight or heterosexual, Bisexual, Other, Unknown, Declined to specify. If Other is selected and details are needed, enter them as General Notes in the patient chart. If this information is considered sensitive in nature, select Unknown and enter information with a privacy constraint in the Problem List.
Language(s)The first field is for the child's first/primary language and the second field is their secondary language (if applicable), to select click on the dropdown arrow.
County/CountryCode used for some Immunization Registries. To edit the valid list of counties, navigate to Practice Management tab > More button (in Reference Data group) > Vaccine Registry Codes and select County in the drop-down.
Day/cell phonePhone numbers for the patient, if applicable.
Email addressEmail address for the patient, if applicable.
Emergency contactEnter the name of the Emergency Contact for the patient.
VFC Eligibility (Vaccines for Children Program)The system default setting is 5: Not Eligible. To select an alternate eligibility status, click on the dropdown arrow and select the correct eligibility status. This field is automatically populated when the insurance has been added to the patient's record.
Medical homeThe office location that will be primarily where the patient is seen.
TeamIf the patient has been assigned to a care team, indicate which team here. The Demographic Analysis and Recall report can be used to find all patients that have been assigned to Teams.
Risk GroupIf the patient has been considered part of one of the practice's Risk Groups, indicate which Risk Group here.The Demographic Analysis and Recall report can be used to find all patients that have been assigned to Risk Groups.
Alternate IDIf the practice is converting to Office Practicum from another system the legacy number will appear here.
Alt last nameThe alternate last name can be used to indicate if a patient has an alias.
Alt first nameThe alternate first name should be populated with a patient's preferred first name. Any entry here will appear on the Calendar, in Patient Appointment window, and in the Tracking tab.
EthnicityPatient's ethnicity. Click the drop-down to select from: Unknown, Hispanic or Latino, Not Hispanic or Latino, Declined to Specify.
Details (Ethnicity)Enter Ethnicity details as they are provided by the patient/parent. The details in this field are intended to provide more detail to Hispanic or Latino origin. This is a type-ahead field that holds multiple selections. To remove selections, click the corresponding X. Clicking the X will reset the Ethnicity selection.
RacePatient's race. Click the drop-down arrow to select from: American Indian or Alaskan Native, Asian, Black or African American, Hawaiian Native or Pacific Islander, White, or Declined to Specify.
Details (Race)Enter Race details as they are provided by the patient/parent. The details in this field are intended to provide more details to the racial origin of the patient. This is a type-ahead field that holds multiple selections. As selections are made, the Race will automatically update. To remove selections, click the corresponding X. Clicking the X will alter the Race(s) selection.
StatusWhen creating a new record for a patient they will automatically be listed as "Active." The patient is now an active member of the practice.
  1. Select the Preferred Contact Method for the patient. Contact methods include:
  • No contact
  • Mail Address (not included in Patient portal)
  • Home Phone (not included in Patient portal)
  • Work Phone (not included in Patient portal)
  • Cell Phone (not included in Patient portal)
  • Text to Cell
  • Fax (not included in Patient portal)
  • Home Email
  • Work Email
  1. Click the Save button to save the record.

Version 14.19.5

Path: Patient Chart > Patient Search > New Patient

Overview

Creation of a new patient chart should only occur after confirming the patient's information has not already been entered into your system. Follow the instructions below to register a new patient from the patient chart. For more information on registering a new patient while scheduling their appointment, click here.

Register a New Patient

  1. Access the Patient Chart by following the path above. 
  2. Click the Patient Finder button. The patient search window comes up. Always search for the patient before adding them as a new patient.
  3. If the patient is not located in your search, click the New Patient button .  The Patient Register window opens.

  1. Required fields are highlighted in RED (all fields in red must be completed to save the record) and include the following: 
FieldDescription
Last / SuffixPatients full last name. Suffix is optional.
First / M.I.Patients full first name. Middle initial is optional.
Birth DatePatients date of birth.
SexClick the drop-down arrow and choose from the list. Male, Female, Unknown (for expecting mothers that do not know the sex of the child).
Primary AddressWhen filling in the patient's address, skip the city and state fields and enter only the zip code. The system will automatically provide the corresponding city and state.
Primary phonePatients Primary telephone number.
Primary ProviderIn a single-provider practice, this field will automatically populate. In a multiple-provider practice, click the Address Book buttonand select the Primary Provider if one is not initially assigned.


For clients attaining Meaningful Use, the Meaningful Use required fields have a redand will turn blue when satisfied.
  1. Additional fields include the following:
FieldDescription
Alternate IDIf the practice is converting to Office Practicum from another system the legacy number will appear here.
Alt last nameThe alternate last name can be used to indicate if a patient has an alias.
Alt first nameThe alternate first name should be populated with a patient's preferred first name. Any entry here will appear on the Calendar, in Patient Appointment window, and in the Tracking tab.
County/CountryCode used for some Immunization Registries. To edit the valid list of counties: From the Utilities menu, select Manage Codes. Select Registry Look up codes. Choose County from the dropdown arrow.
Day/cell phoneAlternate phone numbers for the patient, if applicable.
Email addressAlternate email address for the patient, if applicable.
Emergency contactEnter the name of the Emergency Contact for the patient.
Language(s)The first field is for the child's first/primary language and the second field is their secondary language (if applicable), to select click on the dropdown arrow.
EthnicityPatients ethnicity, for Meaningful Use this is a required field. Click the dropdown arrow to select.
RacePatients race, for Meaningful Use this is a required field. Click the dropdown arrow to select.
StatusWhen creating a new record for a patient they will automatically be listed as "Active." The patient is now an active member of the practice.
VFC Eligibility (Vaccines for Children Program)The system default setting is 5: Not Eligible. To select an alternate eligibility status, click on the dropdown arrow and select the correct eligibility status. This field is automatically populated when the insurance has been added to the patient's record.
Medical homeThe office location that will be primarily where the patient is seen.
TeamIf the patient has been assigned to a care team, indicate which team here. The Demographic Analysis and Recall report can be used to find all patients that have been assigned to Teams.
Risk GroupIf the patient has been considered part of one of the practice's Risk Groups, indicate which Risk Group here.The Demographic Analysis and Recall report can be used to find all patients that have been assigned to Risk Groups. 
  1. Select the Preferred Contact Method for the patient. Contact methods include:
  • No contact
  • Mail Address (not included in Patient portal)
  • Home Phone (not included in Patient portal)
  • Work Phone (not included in Patient portal)
  • Cell Phone (not included in Patient portal)
  • Text to Cell
  • Fax (not included in Patient portal)
  • Home Email
  • Work Email
  1. Click the Save button to save the record.
Version 14.10
Path: Smart Toolbar > Register Button

Overview

Follow the instructions below to register a new patient. This step should be done only after first confirming a patient needs to be registered. See Confirm a new patient needs to be registered for more information.

Register a New Patient

  1. Click the Register button on the Smart Toolbar.
  2. Always search for the patient before adding.
  3. Click the New Patient button. The Patient Register window opens.

  1. Required fields are highlighted in RED (all fields in red must be completed to save the record) and include the following: 
FieldDescription
Last / SuffixPatients full last name. Suffix is optional.
First / M.I.Patients full first name. Middle initial is optional.
Birth DatePatients date of birth.
SexClick the dropdown arrow and choose from the list. Male, Female, Unknown (for expecting mothers that do not know the sex of the child).
Primary AddressWhen filling in the patient's address, skip the city and state fields and enter only the zip code. The system will automatically provide the corresponding city and state.
Primary phoneIf the patient does not have a primary phone number, use the Generate ID button   feature. OP will then generate an ID for the family. If on the other hand, there is no primary phone number and the siblings have the same household parents, the "Resides with" checkbox in the contact record will link the siblings together and you may use different generated ID's.
Primary ProviderIn a single-provider practice, this field will automatically populate. In a multiple-provider practice, click the Address Book buttonand select the Primary Provider.


For clients attaining Meaningful Use, the Meaningful Use required fields have a redand will turn blue when satisfied.
  1. Additional fields include the following:
FieldDescription
Alternate IDIf the practice is converting to Office Practicum from another system the legacy number will appear here.
Alt last nameThe alternate last name can be used to indicate if a patient has an alias.
Alt first nameThe alternate first name should be populated with a patient's preferred first name. Any entry here will appear on the Calendar, in Patient Appointment window, and in the Tracking tab.
CountyCode used for some Immunization Registries. To edit the valid list of counties: From the Utilities menu, select Manage Codes. Select Registry Look up codes. Choose County from the dropdown arrow.
Day/cell phoneAlternate phone for the patient, if applicable.
Email addressAlternate email address for the patient, if applicable.
Emergency contactEnter the name of the Emergency Contact for the patient.
Language(s)The first field is for the child's first/primary language and the second field is their secondary language (if applicable), to select click on the dropdown arrow.
EthnicityPatients ethnicity, for Meaningful Use this is a required field. Click the dropdown arrow to select.
RacePatients race, for Meaningful Use this is a required field. Click the dropdown arrow to select.
StatusWhen creating a new record for a patient they will automatically be listed as "Active." The patient is now an active member of the practice.
VFC Eligibility (Vaccines for Children Program)The system default setting is 5: Not Eligible. To select an alternate eligibility status, click on the dropdown arrow and select the correct eligibility status. This field is automatically populated when the insurance has been added to the patient's record.
Medical homeThe office location that will be primarily where the patient is seen.
TeamIf the patient has been assigned to a care team, indicate which team here. The Demographic Analysis and Recall report can be used to find all patients that have been assigned to Teams.
Risk GroupIf the patient has been considered part of one of the practice's Risk Groups, indicate which Risk Group here.The Demographic Analysis and Recall report can be used to find all patients that have been assigned to Risk Groups. 
  1. Select the Preferred Contact Method for the patient. Contact methods include:
  • No contact
  • Mail Address (not included in Patient portal)
  • Home Phone (not included in Patient portal)
  • Work Phone (not included in Patient portal)
  • Cell Phone (not included in Patient portal)
  • Text to Cell
  • Fax (not included in Patient portal)
  • Home email
  • Work Email
  1. Click the Post Edit button to save the record.
Version 14.8
Path: Smart Toolbar > Register Button

Overview

Follow the instructions below to register a new patient. This step should be done only after first confirming a patient needs to be registered. See Confirm a new patient needs to be registered.

Register a New Patient

  1. Click the Register button on the Smart Toolbar.
  2. Always search for the patient before adding.
  3. Click the New Patient button. The Patient Register window opens.

  1. Required fields are highlighted in RED (all fields in red must be completed to save the record) and include the following: 
FieldDescription
Last / SuffixPatients full last name. Suffix is optional.
First / M.I.Patients full first name. Middle initial is optional.
Birth DatePatients date of birth.
SexClick the dropdown arrow and choose from the list. Male, Female, Unknown (for expecting mothers that do not know the sex of the child).
Primary AddressWhen filling in the patient's address, skip the city and state fields and enter only the zip code. The system will automatically provide the corresponding city and state.
Primary phoneIf the patient does not have a primary phone number, use the Generate ID button   feature. OP will then generate an ID for the family. If on the other hand, there is no primary phone number and the siblings have the same household parents, the "Resides with" checkbox in the contact record will link the siblings together and you may use different generated ID's.
Primary ProviderIn a single-provider practice, this field will automatically populate. In a multiple-provider practice, click the Address Book buttonand select the Primary Provider.


For clients attaining Meaningful Use, the Meaningful Use required fields have a redand will turn blue when satisfied.
  1. Additional fields include the following:
FieldDescription
Alternate IDIf the practice is converting to Office Practicum from another system the legacy number will appear here.
Alt last/ first nameThis can be used to indicate if a patient has an alias.
CountyCode used for some Immunization Registries. To edit the valid list of counties: From the Utilities menu, select Manage Codes. Select Registry Look up codes. Choose County from the dropdown arrow.
Day/cell phoneAlternate phone for the patient, if applicable.
Email addressAlternate email address for the patient, if applicable.
Emergency contactEnter the name of the Emergency Contact for the patient.
Language(s)The first field is for the child's first/primary language and the second field is their secondary language (if applicable), to select click on the dropdown arrow.
EthnicityPatients ethnicity, for Meaningful Use this is a required field. Click the dropdown arrow to select.
RacePatients race, for Meaningful Use this is a required field. Click the dropdown arrow to select.
StatusWhen creating a new record for a patient they will automatically be listed as "Active." The patient is now an active member of the practice.
VFC Eligibility (Vaccines for Children Program)The system default setting is 5: Not Eligible. To select an alternate eligibility status, click on the dropdown arrow and select the correct eligibility status. This field is automatically populated when the insurance has been added to the patient's record.
Medical homeThe office location that will be primarily where the patient is seen.
TeamIf the patient has been assigned to a care team, indicate which team here. The Demographic Analysis and Recall report can be used to find all patients that have been assigned to Teams.
Risk GroupIf the patient has been considered part of one of the practice's Risk Groups, indicate which Risk Group here.The Demographic Analysis and Recall report can be used to find all patients that have been assigned to Risk Groups. 
  1. Click the Post Edit button to save the record.