Create a New Patient Profile

Let's explore the two ways to create a new patient profile in CareStack:

• While you are scheduling an appointment, OR
• Using the + Patient quick link at the top.

Topics Covered

• Add a New Patient
• Manage Duplicate Patient Records
• Add Insurance to a Patient

Dive deep with this detailed walkthrough video.

Add a New Patient

Perform the steps below to get started.

• Navigate to the Scheduler.
• Click and drag on the intended time slot. 

• Click Create New Patient on the left side of the appointment slide-out that opens.
  • This will open the Add New Patient slide-out.

OR 

• Click the + Patient quick link from the top to open the Add New Patient slide-out.

On the Add New Patient slide-out, enter the following details.

• Set up profile as a: Select whether the new profile is to be created for a Patient or Non Patient.
  • Non-patients can be responsible parties, authorised contacts, or independent members who are insurance policy holders. Actions like booking appointments or receiving treatments are not applicable to non-patients.
• Mark as dependent: Select ‘Yes’ for dependents and ‘No’ for responsible parties.

• Responsible Party Name: Select the Responsible Party of the dependent patient (This option only appears if the new patient is a dependent).
  • To add a new responsible party, click + Add New Responsible Party. (You can add multiple responsible parties for a patient in the same family).
• Name*: Be sure to check these fields for any typos, as this will affect insurance claims and clinical imaging processes.
  • You can also enter a Preferred Name (nickname) here if so desired.
• Date of Birth*/Gender*: Be sure to double-check these fields as well, as they are also used to index the patient's clinical images.
• Marital Status: Select the marital status of the patient.

In the Family section,

• Click the Link Members drop-down to select and link a patient or non patient to the family.
• To remove the linked member, click the Delink icon.

• Facility: Here you can add the details of the Facility, such as Facility, Facility Address, Mobile, and Email, as needed.
  • If you need to use the facility address as the patient address, check the Copy to Patient Address box.
• Referral Source: If the patient was referred to your practice, you will have the opportunity to enter that information here.
  • You can add additional referral sources by clicking + Add Referral Source.

Note: Hover over the referral providers on the dropdown list to view their details, such as Speciality, Business Name, and other Additional Information.

• Mobile: Entering the patient's mobile number is only mandatory if the patient would like to receive text communications.
• Address: Enter the patient's mailing address in this section. This field is required to start billing the patient but may be entered at a later time.
• Email: Entering the patient's email address is only mandatory if the patient would like to receive email communications or utilise the Patient Portal.
• Subscribe For (Enable Communications)
  • Text: Select this option if the patient would like to receive text communications from your office.
  • Email Notifications: Select this option if the patient would like to receive email communications from your office.
  • Marketing Emails, remain unchecked by default and can be manually selected only if the patient has provided explicit consent to receive promotional communications. 
  • Enable Portal Notifications: Check this option to enable notifications from the Patient Portal.
  • Review/Survey Request: Select this option if the patient would like to receive review or survey requests.

Note: After clicking Edit Patient and modifying the Contact Information or Additional Contact Information, you can apply the changes to one or multiple family members.

• Authorised Contact: Select a member of the patient's family who is supposed to receive duplicate copies of the campaign messages.

• You can add more details as given below if needed.
  • Additional Contact Information: Enter an additional phone number for the patient, a work number.
  • Other Information: Enter the patient's Driver's License.

• General Practitioner (GP): Enter details of the patient's GP, such as Name, Mobile, Email, and Address.
• Assignments: Specify the patient's default provider, hygienist, and fee schedule (such as in the instance that the patient does not have an insurance plan).

• Emergency Contact: Enter the contact details regarding the patient's emergency contact. This includes the contact's name, phone number, and relationship to the patient.
• Preferences: Add the patient preferences, such as Preferred Provider Gender and Preferred Language.
• Click Save Patient to save the new patient.
  • Click Save Patient & Add Appointment to schedule their first appointment right away.

Note: You cannot add an appointment for a Non Patient.

Manage Duplicate Patient Records

When adding or editing a new patient, CareStack checks for any potential matches. 

• If the First Name, Last Name and Date of Birth are similar to an existing patient, a banner appears at the bottom of the Add/Edit Patient slide-out stating, 'X records with similar details already exists. Please review existing records before proceeding'.
• Click View on the banner to review similar records.

On the Similar Records Found modal, 

• Similar details that match your entry will be highlighted in yellow.
• After reviewing, you can choose to:
  • Skip and Create New: Click this button to continue adding a new patient.
  • Book Appt for this Patient: Click this button after selecting an existing record from the list to directly book an appointment for the patient.
    • If the record matches a Non Patient, you can choose to Convert to Patient to finalise their details and proceed.
  • Profile Overview: Click this button to access the Patient Overview to review details of the selected existing patient.

To learn how to merge duplicate patients, click here.

Add Insurance to a Patient

To add insurance to the new patient, click Add Insurance.

• Enter the following details.
  • Insurance Name (Private Health Insurance Name)
  • Membership No.
  • Patient IRN (Individual Reference Number)
  • Plan Validity (not essential and can be left blank)
  • Notes (enter any relevant patient notes that may be necessary)
• Click Save.

Note: CareStack offers easy methods for creating new patient profiles during appointment scheduling or through a quick link. Both options streamline the entry of essential details, ensuring efficient patient onboarding and management.

Practices can use this resourceful guide to learn about creating a new patient profile in CareStack.