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 on their demographics page.   

• For new patients, start a new chart using the New Chart button 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.

Either way, you will be taken to the demographics screen:

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

• Name (First and Last)

• Date of Birth

• Patient ID

• Gender

• “Refer to Patient As…”

• Assigned Provider

If these fields are not properly filled out, you will not be able to proceed.

The first tab you see above gives you basic information about the patient. If you need to update or add insurance information for the patient, simply click on the Insurance Information tab. 

If the patient is uninsured, or doesn’t want/need to pay through insurance, hit 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 it from the list.

However, if nothing is listed, or you need to add new coverage, hit the  button on the left side. 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  field, which will also populate down below in Insurance Provider, where you'll provide the payer's information. If you want to add it to your group’s short list, just hit the Add to Short List button (seen on the left in ) and it will push it to your group’s list.

Most of the fields on this tab are relatively self-explanatory, however if the insurance runs through the patient themselves, you can just hit the Copy from Patient Info button.

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

Either way, select an option to save (or cancel) the Demographics record and continue to your next destination.