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Recording Patient Demographics

In the Demographics window, record patient contact information, personal information, and meaningful use (MU) information, and designate a responsible party for the patient. This section includes:

Recording Contact Information

  1. In the Demographics window, under Contact Information, record the patient’s name, address, telephone, and email information.
  2. Select a Communication Preference (MU).
  3. Select the following check boxes for the options for which the patient has given permission:
    • Use email for recalls if the patient has given permission to use their email for recall notices.
    • Use email for promotions if the patient has given permission to use their email for promotional messages.
    • Use text message for appointment notifications if the patient has given permission to use text for appointment notifications.
    • Use text message for order notifications if the patient has given permission to use text for order notifications.
    • Do not send mail offers if the patient prefers not to receive offers by postal mail.

    To continue recording patient information, go to Recording Personal Information.

    When you click Save, the system automatically generates a unique Patient ID for the patient. If you have Eyefinity EHR integrated with Eyefinity Practice Management, the Patient ID and contact information are automatically sent to Eyefinity EHR.

Recording Personal Information

  1. In the Demographics window, under Personal Information, record the patient’s MRN (medical record number).
  2. Select a Provider.
  3. If your practice has multiple locations, select a Home Office.
  4. Record the patient’s Date of Birth (MU).
  5. Select the appropriate Gender (MU).
  6. Select whether to use the patient’s full SSN (social security number) or the last four digits only, and record the number in the text box.
  7. Select the patient’s Occupation, Employment Status, Marital Status, and Activities as appropriate.

    To continue recording patient information, go to Recording Responsible Party Information.

    If you have Eyefinity EHR integrated with Eyefinity Practice Management, when you click Save, the patient information is automatically sent to Eyefinity EHR. The entry in the SSN field is sent only if it contains the patient’s full social security number.

Recording Responsible Party Information

The responsible party defaults to Self. You can change it by adding a new responsible party or selecting another patient as the responsible party.

Remember these tips when assigning responsible parties:

  • A responsible party is the person who is responsible for paying the patient’s account bills.
  • If the patient is responsible for paying his or her own account bills, the responsible party is Self.
  • You can assign only one responsible party to a patient.
  • Typically, family members have the same responsible party.
  • If you modify the responsible party’s address, the patient’s address is not modified.

For more information, see the following sections:

Searching for a Responsible Party

  1. In the Demographics window, under Responsible Party, click Change.
  2. Enter the Last Name, First Name, Date of Birth, and/or Phone number of the responsible party you want to locate.
  3. To include inactive patients in the search results, select Show Inactive.
  4. To include responsible parties that are not patients, select Show Responsible Party.
  5. Click Search.
  6. Click a name to select the responsible party.
  7. Click Save.

Adding a New Responsible Party

  1. In the Demographics window, under Responsible Party, click Change.
  2. Click + Responsible Party.
  3. Select one of the Copy From Patient? check boxes to copy address, phone, and/or email information from the patient’s profile to the responsible party’s profile.
  4. Record the remaining information for the responsible party.
  5. If the responsible party will also be a patient, select Save as Patient? to create a patient profile for the responsible party.
  6. Click Save.

Recording Meaningful Use Information

  1. In the Demographics window, under Meaningful Use, select one or more entries for the patient’s Race.
  2. Select the patient’s Ethnicity.
  3. Select the patient’s Preferred Language.
  4. If the patient has signed a HIPAA release form, select HIPAA Signature on file (MU), and enter the signature date.
  5. Select the patient’s Referred By (MU) method.
  6. Click Save.
    If you have Eyefinity EHR integrated with Eyefinity Practice Management, the information is automatically sent to Eyefinity EHR when you click Save.

Recording an Additional Address

You can record additional addresses for the patient. The additional addresses are available in Material Orders for shipping eyeglass and contact lens orders.

  1. On the left side of the Demographics screen, under Demographics, click Additional Addresses.
  2. In the Additional Addresses window, click + Address.
  3. Select the Address Type.
  4. Record the address information.
  5. Click Save.