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.

Perform the steps below to get started.

• Navigate to the Scheduler.
• Click and drag on the intended time frame for your appointment. 

• Click Create New Patient.
  • This will open the Add New Patient slide-out.

Note: Ortho patients can be quickly identified using the (O) indicator, helping practices distinguish them from General patients.

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, 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.
• Marital Status: Enter the marital status of the new patient.

• Patient Type: Select General, Ortho, or both patient types (for Ortho + GP practices).

Note: A pop-up will be displayed when you add a patient with a similar Name and Date of Birth, to avoid patient duplication. To continue with the existing profile, click Select on the existing patient. To continue with a new patient profile, click Create New Patient. Click here to learn more.

• Facility: Here you can add the details of the Facility such as Facility, Facility Address, Mobile, and Email as needed.
• 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 drop-down list to view their details such as Specialty, 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 utilize the Patient Portal.

• 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: Enable this option to receive marketing emails.
  • 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.

  

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

• Authorized 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 as needed.
  • 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): Enter details of the patient's GP such as Name, Mobile, Email, and Address.
• Assignments: 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: 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.

To add insurance to the new patient, click Add Insurance. Click here to learn more about adding an insurance.

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.

Duplicate Patient

To help prevent patient duplication, CareStack automatically checks for existing records while you create a new patient profile.

A Duplicate Patient pop-up appears if the system finds a potential match based on:

• Name and Date of Birth

• SSN or Driver’s License (if available)

• Click View to open the modal showing all similar records.

• The modal highlights matching records in yellow and displays essential details, including Patient Flags, Responsible Party name, Contact information (email and phone number).

  • This allows you to quickly verify whether the record belongs to the same individual.

Actions on the modal

Based on your review, choose one of the following actions:

• Skip & Create New: Select this option if none of the listed record(s) match the patient you are adding.

• Book Appt for This Person: Select this option if the pop-up displays the intended patient and you want to proceed with scheduling an appointment.

• Go to Patient Overview: Use this option to navigate directly to the existing patient’s profile.

• Convert to Patient: If the matched record is a Non Patient, select this option to convert the profile into a patient.

• Mark as Ortho Patient: If the matched record is a general patient, select this option to covert the patient into an ortho patient.

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