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Add A New Patient in CareStack

Faris Peerukannu Mohamed Kasim
  • Updated
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Let’s walk through the simple steps to add a new patient profile in CareStack.

Topics Covered

  • Add a New Patient
  • Optional Information
  • Manage Duplicate Patient Records 
  • Add an Insurance Plan to a Patient
  • Add Another Patient
  • Set Responsible Party and Add Account Members
  • Convert Ortho Patient to General Patient

Watch this video for a concise summary.

To add a new patient, perform the following steps:

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

Note: You can also add a new patient while scheduling. To do that, select your appointment slot > click Create New Patient from the New Appointment slide-out.
Add np.gif
  • Enter the mandatory details on the Add New Patient slide-out. Check below for a description of the items.
Note: The mandatory details are marked with an asterisk.
  • 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, authorized contacts, or independent members who are insurance policy holders. Actions like booking appointments or receiving treatments are not applicable to non-patients. 
    • Note: Migrated transactions are accessible for non-patients. 
  • Relationship to RP: Select Self if the patient is self-responsible.
    • If the patient is a dependent child or spouse to the responsible party, then select the patient's responsible party.
    • If none of the above, choose the Other option.
  • Name: Select the Prefix and enter First Name and Last Name.
    • Make sure to verify the name for any typos as this will affect insurance claims and clinical imaging processes.
  • Date of Birth: Be sure to double-check these fields as well, as they are also used to index the patient's clinical images.
  • Gender: Select the patient's gender.
  • Patient Type: Select whether this is a General Patient or an Orthodontic Patient.
  • Default Location: Enter the office location of your practice where this patient will be receiving treatment.
    • This will serve as the patient's default location.
    • The dropdown displays only the locations the user has access to. 
  • Click Save.
  • To start booking immediately, click Save & Add Appointment.
Tip: To update a patient's details, click Edit Info on the Patient's Overview page and make the necessary changes.

You can add optional information as needed and click Save. A high-level summary of the optional information is provided below.

  • Preferred Name: Enter an alternate name that the patient would like to be addressed by.
  • Biological Sex at Birth: Select the patient's biological sex at birth. 
    • Has Disorder of Sexual Development (DSD): Select this box if the patient has any disorder of sexual development. A note can be added for clarity.
    • Note: The above 2 fields are applicable for practices with at least one location in Texas to comply with regulatory requirements (such as the Texas Senate Bill). If your practice qualifies but does not see these fields, contact support@carestack.com to have them enabled.
  • Marital Status: Enter the marital status of the new patient.
  • Facility: Here you can add the details of the Facility such as Billing Type, Facility, Facility Address, Mobile, and Email as needed.
  • Referral Source: Here you can add the Primary Referral Source and up to two Additional Referral Sources. 
  • Contact Information: Enter the contact touchpoints of the patient such as Mobile, Address, Email, etc.
    • Subscribe For (Enable Communications)
      • Text: Enable this option if the patient would like to receive text communications from your office.
      • Email Notifications: Enable 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: Enable this option if the patient would like to receive review or survey requests.
    • Check the options for 'Update selected fields for all family members' if you would like to update Mobile, Address, or Email for all account members at once.
  • Authorized Contact: Select a member of the patient's family who is supposed to receive duplicate copies of the campaign messages.
  • Additional Contact Information: Here you can enter an additional Phone number for the patient, a Work number, and a Fax number.
  • Other Information: Here, you may enter the patient's SSN #, Driver's License number, and Chart No. if necessary.
  • General Practitioner (GP): You can enter the details of the General Practitioner, if available, such as Name, Phone, Email and Address.
  • Assignments: Here, you can specify the patient's Default Location, Dentist, Hygienist, Fee Schedule (such as in the instance that the patient does not have an insurance plan), and Pharmacy.
  • Emergency Contact: Here, you can enter the contact details of the patient's emergency contact.
    • This includes the contact's Name, Mobile number, and Relationship to Patient.
  • Preferences: Enter the patient's Provider Gender or Preferred Language, if required
Note: Users can view details of the referral provider while selecting a Referral Sub Category if the Primary Referral Source is set as the Referral Provider.
Note: Once you add a Preferred Name, it will appear on the Patient Top Card, Appointment slide-out, and while hovering on the appointment on the Scheduler.
Tip: While filling up personal or facility Address details, enter a keyword on the Address Line 1 to display a dropdown menu with suggestions. Once you select a suggestion, the ZIP, City, and State fields will be auto-filled.

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

  • If the First Name, Last Name and DOB, SSN or Driver's License 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 finalize their details and proceed.
    • Profile Overview: Click this button to access the Profile Overview to review details of the selected existing patient.

To learn how to merge duplicate patients, click here.

Watch this video for a quick overview.

To add insurance plan details, perform the following steps.

  • Click Add Insurance to open the Add New Insurance slide-out.

Enter the required insurance details. Check below for the description.

  • You can add another member using Add Another Member option.
  • Subscriber: Select the subscriber. If the subscriber is the same person as the responsible party, select Same as Responsible Party. If not, select the correct subscriber from Existing Patients or Add New Subscriber to the Family.
    • If you are selecting Add New Subscriber to the Family, you can checkmark Same as Responsible Party’s Address to copy the address automatically.
    • When selecting a Subscriber from the existing patient list, the Age and DOB are displayed to quickly identify the correct subscriber.
  • Subscriber ID Type: Choose whether the plan uses a subscriber ID # or their SSN, then enter that number.
  • Effective Date: Enter the effective date of your patient's insurance plan.
  • Employer: Select the associated employer if this information is available. Note that this field is not mandatory. Selecting an employer will narrow down the list of plans to only the plans currently tagged by that employer.
  • Carrier: When you select a carrier, the system narrows down your list of plans so that only the plans belonging to the selected carrier will show. If the insurance carrier has not been added to your system yet, you can do so now by clicking Add New Carrier.
  • Plan: Select the patient's insurance plan. If the plan cannot be found because it is not yet in the system, click Add New Plan. 
    • When adding a Medicaid Insurance Plan, other family members will be automatically deselected, ensuring only the subscriber remains active on the plan.
    • Users can search for a Group No. without including special characters, and matching results will still appear.
  • Patient Insurance Notes: Enter any relevant patient/subscriber notes you deem necessary.
  • Selected Members to be covered under this insurance will be displayed at the bottom.
  • Click Save.
    • You can Mark Insurance as Verified before saving, as needed.
Note: An alternative touchpoint to add an insurance plan is to select the desired patient > Click Insurance on the Patient Overview. On the slide-out that appears, populate the different fields as required > click Save. For guidance on populating the fields, please refer to the field descriptions above.

To learn more about Insurance Plan, click here.

Watch this video for a comprehensive walkthrough.

Responsible Party refers to the individual who is accountable for a patient. This includes responsibility for bills, treatment decisions, communication, statements, and coordination efforts. When creating a new patient profile, the first piece of information you need is about who the responsible party for the patient is. In some cases, the patient may be responsible for themselves, but in other cases, it could be someone else.

To check if a patient is a Responsible Party:

  • Navigate to the Patient's Overview page.
  • Locate the flag RP which signifies that the patient is a responsible party.

To view all family members and their relation to the responsible party:

  • Navigate to the Patient Overview.
  • Under the Account Summary section, you can view all family members and their relation to the RP.
  • To add or edit family members of the account, click Add/Edit Members.
  • On the Add/Edit Members modal, select the Responsible Party from the drop-down to update the RP.
  • You can also Add New Members (Family) to the account.

Note:

  • You can move family members from one account to another account by clicking Add/Edit Members. Once the member is added, they will be automatically removed from the previous account.
  • A responsible party can be moved to another account, and all associated members will be transferred.

  • You can also add a new responsible party by clicking Add New Patient.

  • On the Add New Patient slide-out, click + Add New Responsible Party.

  • Enter the required information.
  • Click Save.

Watch this video for a concise summary.

Let's check out how to convert an ortho patient to a general patient or vice versa.

Perform the steps below.

  • Select the patient using the Global Search Bar.
  • An Ortho patient will be marked with an 'o' indicator on the Patient Overview page.
  • To change the ortho status, click Edit Info.
  • Select Patient Type as General Patient.
  • Click Save Patient.
  • A toast notification will appear on the top right, stating 'Patient updated successfully'.

Practices can use this simple guide guide to learn how to create a new patient in CareStack, add insurance, and add family members to the patient profile.

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