Add a New Patient Manually

1 From any page, click at the top of the page.

2 On the Demography tab, fill in any of the following sections, as appropriate:

• Patient Information. Type the patient’s name, and birth date, and then click the patient’s sex in the list. You can also optionally specify the patient’s birth name, gender identity, marital status, sexual orientation, mother’s maiden name, and Social Security Number.

Notes:

• When adding a patient’s last name, you can include spaces or hyphens. For example, De Monye or Doe-Smith.

• Patients under 18 years of age must have a guardian or next of kin specified on the Contacts tab. For more information on specifying a guardian or next of kin, see step 3.

• If your organization is configured for EPCS, the patient’s address must include the street, city, state, and zip code.

• Ethnicity/Race/Language. To specify a patient’s ethnicity, race, and/or language:

• For the patient’s Ethnicity, select the appropriate reason for not reporting the patient’s ethnicity, Not Hispanic or Latino, or Select Ethnicity (if the patient is Hispanic or Latino).

If the patient is Hispanic or Latino, you can select the Hispanic or Latino check box and/or click the Select More Specific Ethnicity(s) link to provider further detail about the patient's ethnicity (and select up to three check boxes, as necessary).

• For the patient’s Race, select the appropriate reason for not reporting the patient’s race, or select up to three check boxes to specify Race.

If the appropriate race is not listed, click the Select Races(s) Not Listed Above link to view additional options within each race category.

• In the Preferred Language list, click the language the patient uses most often to communicate or click Declines to specify preferred language.

If you need to specify additional languages, you can do so using the Additional Language lists.

The first twenty languages in the list are the most commonly spoken languages in the United States. If the appropriate language is not visible, click Select Language Not Listed Above... to view more languages.

Note: The Unsupported Language box provides a location where you can record languages that are not available in the database. Any languages listed in this box are not easily shared with others using electronic formats such as CCD.

• Administrative Details. Provide the following information:

Note: The Health ID box cannot be modified. It is a Quest Diagnostics Patient Account number. When labs are ordered through Lab Orders, this number is automatically populated.

• In the Primary Provider list, click the name of the provider who is primarily responsible for the patient’s care within the organization.

• In the PID box, type the patient’s PID. This is a unique identifier that is used to identify the patient within a practice.

• In the Retrieve External History list, click Not Specified, Yes, or No. This indicates whether or not the patient has given consent for eligibility checking and access to PBM history.

• The Consent given to share clinical documentation check box is automatically selected for all new users being added to a Quanum™ Electronic Health Record (EHR) organization. This indicates that the patient grants you permission to share clinical information with other providers, such as attaching the patient’s lab result to a message that is sent to another provider. You can clear the box if the patient does not consent to share clinical information.

Note: A patient’s consent to share clinical data externally expires after one year, unless the patient’s consent is manually changed throughout the year. For example, if a new patient is added to your organization on 05/01/2017, then the consent expires on 05/01/2018. If the patient’s consent is changed on 06/01/2017, then the consent expires on 06/01/2018.

• In the Immunization Registry list, click Patient Consents, Patient Does Not Consent, or Consent Uncollected.

Notes:

• The Immunization Registry list is only available to organizations signed up for Immunization Reporting.

• The consent option that you choose determines whether or not your organization's associated immunization registry shares the patient's data with Quanum™ Electronic Health Record (EHR). When permission (or consent) is granted, you will be able to review forecasted vaccinations for the patient on the View All Vaccinations page and add historical vaccinations provided by the registry into the patient's summary (via the Immunizations History list on the Reconcile Medications dialog box).

• A default consent status can be set for all patients in an organization, but any consent set on the Demography tab overrides the consent set at the organizational level. For more information see, Set Immunization Registry Preferences for an Organization.

• Immunization registries define consent rules at the state level, and some states share patient immunization data unless the patient specifies Non-Consent. Therefore, some registries may share a patient's data with Quanum EHR when a patient's consent is Uncollected.

• A patient’s consent to share immunization registry data with Quanum EHR expires after one year unless the patient’s consent is manually changed throughout the year. For example, if a patient provides consent on 05/01/2017, then the consent expires on 05/01/2018. If the patient’s consent is changed on 06/01/2017, then the consent expires on 06/01/2018.

• In the Payer Type (primary) list and, if applicable, in the Payer Type (secondary) list, click the appropriate category.

If you selected Medicare-Traditional or Medicare-Commercial as the Payer Type, an HIC box appears. If applicable, type in the patient's Medicare health insurance claim number.

Note: If you are participating in Quality Measures reporting and you want your Medicare patients appropriately identified, you should enter HIC numbers for your traditional Medicare patients.

• Patient Pharmacies. To specify up to 5 pharmacies for a patient:

a Click Manage.

b On the Search tab, type a value in one or more of the search fields, and then click Search.

c Click Add to Favorites.

d If you want to specify a primary (default) pharmacy, click the Patient Pharmacies tab, and then click the Primary option button next to the appropriate pharmacy.

e Click Save.

• Contact Information. Provide the following information:

• Patient’s address, phone number(s), and email address.

• Patient portal address, if available.

• A Contact Preference for patient reminders. If the patient does not want to receive reminders, click Patient Declines all Reminders.

• The patient’s preferences for receiving Vaccination Reminders and their preferred method for receiving them.

Note: Only organizations with Immunization Reporting, and at least one registry, have access to Vaccination Reminders and Delivery Methods. Any preferences recorded for the patient are sent to the registry. Please contact customer support or your registry for additional information on how these preferences are used.

For more information on signing up for Immunization Reporting, contact your support representative.

3 Click the Contacts tab if you want to specify an agent, caregiver, emergency contact, guardian, next of kin, or personal contact for the patient.

Notes:

• If the patient is under 18 years old, the patient must have a Guardian or Next of Kin contact.

• If you need to specify additional contacts, click Add More Contacts.

a Click a contact type (agent, caregiver, emergency contact, guardian, next of kin, or personal contact) in the Contact Type list.

b Complete the required contact information and any other information, as needed.

Note: Click Copy Patient Address to populate the address and phone boxes with the patient’s contact information.

4 When you have completed the fields for the Demography and Contacts sections, click Save.

All patients that are added to the system have an Active status. If you need to change the patient status, click the Edit/View Details link from the patient banner, and then click the Active status link to make your changes.