Before you can create encounter notes, prescriptions, and so on, the patient must exist in your system.

💡 Tip: In Ontario, if you have a health card swipe reader, you can swipe the patient’s card to quickly add them. For more information, see Using a swipe card reader (Ontario).

After you add a patient, you can upload a picture of the patient, or assign them an avatar. For more information, see Updating patient avatars (chart pictures).

📌 Note: for PEI users, add the patient from the provincial Client Registry instead of the steps below. See Adding a patient from the Client Registry to the CHR for more information.

Steps

1. From the main menu, click Patients.

2. In the top-right corner, click New Patient. The New Patient window opens, where you can add all the pertinent demographic information for the patient.

3. From the General tab, enter the patient demographic information. First Name, Last Name, Date of Birth, Sex, and an Identification are required.

📌 Note: The patient age, date of birth and sex/gender also appear at the top of the patient chart. These items can be copied to your clipboard with one single click and then pasted where you need it using Ctrl{Cmd}+P on your keyboard.

Most of the fields are self-explanatory, with the following clarifications:

Field

Description

Title

Read-only; updates when you select a Prefix.

If you do not specify a prefix, the title defaults to Mr., Ms., or Mx. based on the gender identity or sex selected.

📌 Note: The CHR uses the Title as a patient variable in patient notifications.

Prefix

Select from a variety of titles, such as Dr, Miss, Rev. The prefix is added as the patient’s Title.

If you do not specify a prefix, the default titles Mr., Ms., or Mx. are used according to the patient’s gender identity or sex.

📌 Note: The CHR uses the Title as a patient variable in patient notifications.

Notification

Select the method in which the patient prefers to receive communications such as appointment notifications and Qnaires.

Options are None, Email and SMS, Email Only, SMS Only. You can change this at the time of sending the notification.

📌 Note: Make sure to ask the patient what is their preferred method of notification. If they are fine with just email, select Email Only. You can send an unlimited number of email messages for free. Sending SMS messages can come at a cost. For more information, see SMS overage charges.

Primary practitioner

The provider who cares for this patient in your practice.

Primary location

If you have more than one location set up, select the primary location where this patient will be seen.

Referring practitioner

If your clinic is a specialist clinic, or if you send consult letters to the referring provider, filling this field is important. Your bills will automatically insert the referring provider information, which is required by many provincial insurers in order for the provider to get paid.

In addition, when you fax a signed encounter letter, when you click the Letter button in the top-right corner, the Referring practitioner's fax number (if entered in your contacts list) is automatially inserted.

Identifications

Generally the patient's provincial health number.

⚠️ Important: Do not include spaces, hyphens, or slashes. If you include other characters or spaces, in some provinces the health number may be seen as invalid by the billing provider (e.g. MDBilling in Ontario).

You can add multiple identifications, such as if a patient recently moved from another province and is still covered under the old card until the new card becomes effective.

💡 Tip: Click the gear icon to change the default identification type.

💡 Tip: If there is an identifier you frequently use but it is not in the list, you can add new identifiers in Settings. See Adding additional patient identifiers.

📌 Note: The primary patient ID also appears at the top of the patient chart. This identifier can be copied to your clipboard with one single click and then pasted where you need it using Ctrl{Cmd}+P on your keyboard.

4. From the Address & Extra tab, record the patient's address, email address, emergency contact information, third party insurance, and language.

5. From the Portal tab, select whether to enable the patient's access to he patient has access to the patient portal and e-booking for appointments. For more information, see Enabling Patient Portal.

6. Click Save when you are done.

📌 Note: If the last name, first name, and identifier match an existing patient's, you are warned and prompted to confirm whether you still want to create the patient.

The patient chart opens.

Updated April 5, 2022

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