Demographics and Insurance Setup

Whether you are starting a new chart from the Chart Face, or entering information for an existing patient, a patient’s demographics and individual insurance information may be found In their demographics tab.   

• For new patients, start a new chart using Make a New Chart drawer in the Chart Room, then enter in an appropriate first name, last name, and DOB.

• For existing patients, navigate to their Chart Face and click on the Demographics tab at the far-left.

Whichever method you are using, you will be taken to the demographics screen, the first tab in this area covers Personal Information:

The following fields are required before you can continue out of the Demographics area:

• Name (First and Last)

• Address including first line and Zip Code

• At least one phone number

• Date of Birth

• Patient ID

• Gender

• “Refer to Patient As…”

• Assigned Provider
• Where Seen
• Unique Patient ID

If these fields are not filled out, you will encounter an alert to enter this information.

If you need to update or add insurance information for the patient, click on the middle tab,

If the patient is uninsured, or doesn’t want/need to pay through insurance, mark the Self Pay checkbox on the bottom-left.

For existing patients, any insurance for this patient that has previously been entered may be visible under the  list on the left. If you need to edit existing insurance information, select the insurance from the list and make the necessary changes.

If nothing is listed, or you need to add new coverage, click the button.

From there, look to your right and start entering information about the coverage.

The first tab you will see is Coverage Details. Here is where you will enter basic information about the patient’s coverage. If the insurance you are adding has previously been entered in Settings and Directories, select from the Insurance dropdown at the top. Make sure you are selecting from the proper list    ().

If the insurance is not in the system anywhere, enter the information in the area at the bottom. If you want to add it to your group’s short list, just click the Add to Short List button  and it will push it to your group’s list.  

If the patient is the Insured Party, you can use the button to auto populate the patient information.

Next, make sure to enter coverage details under the and   tabs.

If you have Medical, Family, Guarantor, Initial Contact or Emergency Contact information for this patient, switch over to the

 tab and enter it.

When you have entered all the information you need across all the tabs, look to the bottom-right of the screen.

If this is an existing patient, you will simply see a  button.

If this patient is new to ICANotes, you will see the following buttons:

You have additional options if you’re creating a new patient, using these buttons on the top-left:

Select an option to save (or cancel) the Demographics record and continue to your next destination.