Unlinking a contact or GP from your patient

There’ll be times that you’ll need to remove a contact from a patient. This is easy to do. You must first find your patient on your database and click Patient Details.

Unlinking a contact

• Click on the Contacts tab
• In the list on the left-hand side of the screen highlight the contact you want to unlink
• Click Unlink in the bottom right of the screen

Unlinking a GP

• Click on the GP tab
• In the list on the left-hand side of the screen highlight the GP you want to unlink
• Click Unlink in the bottom right of the screen

Want more support?

Our Service Delivery Associates at the Healthcode Academy can take you through a 20-minute 1-2-1 session on everything you need to know about your contacts database. Check out the module here.

The post ePractice | Unlinking a contact appeared first on Healthcode.

Linking a GP to your patient

Our guide on Getting Started takes you through the basics of ePractice, including adding a patient. Our guide on Adding contacts takes you through creating your contact database directly from Contacts on the main menu.

To look for a patient already in your database click on Patients on the main menu and then click Patient List. Use the filters to refine your search, select the patient from the list and click Patient Details at the bottom of the preview pane.

Adding an existing GP

• Click on the GP tab and then Click to Add
• The Contacts for Patient: Patient Name screen will appear showing a list of all the GPs already in your contacts database
• Find the relevant GP by scrolling through the list or search using the Filter by: box and typing in part of the name
• Select from the list on the left and the details will appear on the right-hand screen
• Click Link Contact to Patient

Adding a new GP

• Click on the GP tab and then Click to Add
• The Contacts for Patient: Patient Name screen will appear showing a list of all the GPs already in your contacts database
• If the GP you want isn’t listed click Switch To Edit Mode at the top right of the screen and follow the steps on Adding a person  in our Adding contacts guide.

Multiple GPs

You can link more than one GP to a patient. Follow the steps above to add more.

The first GP added will automatically be marked as the Primary GP. To change this just click on the GP you want to make primary and then click the blue arrow that will appear on the right-hand side.

Want more support?

Our Service Delivery Associates at the Healthcode Academy can take you through a 20-minute 1-2-1 session on everything you need to know about your contacts database. Check out the module here.

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Insurers and other linked contacts

When adding a patient to your database it’s important to know the people responsible for paying any invoices you raise. You can send electronic invoices to most of the insurers if you have recognition and a current subscription to the Clearing Service. Even if the patient is coming to you as a self-pay they may ask you to send the invoice to someone else – so you need to capture those details.

Contacts aren’t just for invoicing. There can be other practitioners involved in the patient’s treatment, embassies, next of kin or anyone else that you may need to contact. Some of these contacts will be unique to the patient and others can be chosen from your global list.

Our guide on Getting Started takes you through the basics of ePractice, including adding a patient. Our guide on Adding contacts takes you through the options of creating your contact list directly from Contacts on the main menu.

To look for a patient already in your database click on Patients on the main menu and then click Patient List. Use the filters to refine your search, select the patient from the list and click Patient Details at the bottom of the preview pane.

Linking an insurer

• Click on the Insurer tab and then Click to Add
• The Insurer Details screen will appear on the right-hand side
• Click the drop-down box next to Insurer: to choose the insurer – all those above the line accept electronic invoices
• Add the patient’s Registration Number (policy/membership number)
• Click Save

Linking a contact to a patient with no previous links

• Click the Contacts tab then Click to Add
• A pop-up screen will appear showing all available contacts in your database on the left-hand side with a handy index at the top and a filter – useful when you’ve lots to choose from
• If the contact you want is already in your list click on it – the details will appear in the preview pane on the right-hand side
• Click Link Contact to Patient on the bottom right of the screen
• You’ll be taken back to the Contacts tab and the linked contact will be on the left-hand side – highlighting it will display the details in the Contact Details preview pane on the right
• To add a contact that isn’t in your list click View/ Link/ Edit and follow the steps shown in Adding Contacts

Linking a new contact to a patient

• Click the Contacts tab then View/ Link/ Edit at the bottom right of the pane
• Follow the steps above

Want more support?

Our Service Delivery Associates at the Healthcode Academy can take you through a 20-minute 1-2-1 session on everything you need to know about your contacts database. Check out the module here.

The post ePractice | Adding linked contacts to your patient appeared first on Healthcode.

Building your contact database

Contacts aren’t just for invoicing. They can be other practitioners involved in the patient’s treatment, embassies, next of kin or anyone else that you may need to contact. You can even add departments to organisations to add another layer of customisation. Some of these contacts will be unique and only linked to a single patient and others will be linked to multiple patients. 

Our guide on Getting Started takes you through the basics of ePractice, including adding a patient. Our guide on Adding linked contacts to your patient takes you through the options of linking contacts in your list directly to a patient from the Patient Details.

Adding a new contact

Select Contacts from the left-hand menu or from the Quick Menu – you’ll be taken to the Contacts page. Once you have a few contacts in your database, you can easily search using the alphabet at the top of the page or by typing in part of their name and filter by contact type to find them.

You can select the type of contact you want to add by clicking one of the following from the right-hand side of the page:

• Add Organisation
• Add Department
• Add Person

Adding an organisation

• Click Add Organisation
• Create New (Organisation) will appear in the right-hand pane
• Enter details as required in the following fields:
  • Name
  • Payor – ensure you select either Yes or No to indicate if you’ll be sending an invoice to this contact
  • Address Type – choose from Home or Office
  • Address
  • Postcode
  • Telecom Contact – choose an option from the drop-down menu (e.g. email) and enter the details then click the disk icon to save it; repeat with other telecoms e.g. mobile
  • Contact Type – select from the options in the drop-down menu or click Add Customer Contact Type at the bottom of the list to add a new one and click the disk icon to save it
  • Preferred Contact Method – choose one of your telecom contacts to be the preferred method of getting in touch with the organisation
• When you’re adding details the system will automatically capitalise every word and drop capitals from hyphenated ones as you type e.g. Staines-upon-Thames and the surnames Hyde-White and da Vinci will become Staines-upon-thames, Hyde-white and Da Vinci
  • Click Title Case On in the top right-hand corner of the pane – the display will change to title case off and you can type in what you need in the correct format
  • Remember to click on title case off when finished to reinstate the automatic function
• After adding the address details you should also indicate whether these are Primary, Billing or both, by ticking the boxes next to the Postcode field – you must tick Billing if you have set the Payor field to Yes
• Once done, click Save on the bottom right of the screen

Adding a department to an organisation

If you’ve previously added an organisation to your contacts database, e.g. an embassy, you can add a department e.g. Accounts Department. Find the organisation from your contacts list and highlight it. The details will appear on the right-hand side of the page.

The Add Department option will become available – click on it and the display will change to Create New (Department). By default, the address will be inherited from the organisation but if the department has a different address you can click Add contact’s own address on the top right of the page.

Check and amend all the details as required as these could be different from the parent organisation e.g. a direct dial telephone number.

Click Save on the bottom right of the screen. The square symbol next to the organisation on the left-hand side of the screen will change to an arrow symbol pointing sideways. When you click on this, the symbol will change again to a downwards pointing arrow and all the departments/people linked to the organisation will show.

Adding a person

• Click Add Person
• Create New Person will appear in the right-hand pane
• Enter details as required in the following fields:
  • Title
  • First Name
  • Last Name
  • Initials
  • Payor – ensure you select either Yes or No to indicate if you’ll be sending an invoice to this contact
  • Job Title
  • Qualifications
  • Collection service paper only – to stop invoices being sent electronically to that contact (only used if you’ve registered for Online Payments)
  • Address Type – choose from Home or Office
  • Address
  • Postcode
  • Telecom Contact – choose an option from the drop-down menu (e.g. email) and enter the details, then click the disk icon to save it; repeat with other telecoms e.g. mobile
  • Contact Type – select from the options in the drop-down menu or click Add Customer Contact Type at the bottom of the list to add a new one and click the disk icon to save it
  • Preferred Contact Method – choose one of your telecom contacts to be the preferred method of getting in touch with the organisation
• When you’re adding details the system will automatically capitalise every word and drop capitals from hyphenated ones as you type e.g. Staines-upon-Thames and the surnames Hyde-White and da Vinci will become Staines-upon-thames, Hyde-white and Da Vinci
  • Click Title Case On in the top right-hand corner of the pane – the display will change to title case off and you can type in what you need in the correct format
  • Remember to click on title case off when finished to reinstate the automatic function
• After adding the address details you should also indicate whether these are Primary, Billing or both, by ticking the boxes next to the Postcode field – you must tick Billing if you have set the Payor field to Yes
• Once done, click Save on the bottom right of the screen

Want more support?

Our Service Delivery Associates at the Healthcode Academy can take you through a 20-minute 1-2-1 session on everything you need to know about your contacts database. Check out the module here.

The post ePractice | Adding contacts appeared first on Healthcode.