4. Master Demographic Records

[0] Chapter Contents

[1] Searching For A Patient

[2] Adding a New Patient

[3] Patient Detail Record

[4] Editing a Patient's Record | [5] Detail Record Menu Bar

Table of Contents

[1] Searching For A Patient

1. From the Appointment screen, click on the ‘SEARCH’ tab
2. The program will default to a ‘NAME’ search
3. Type in part of the patient’s last name, then a comma and then the 1st initial of the patient’s first name
4. Click the ‘SEARCH’ button or press the ‘ENTER’ key
5. When the list of names comes up, click on the ‘Demographic ID’ button to bring up the Patient Master Demographic information

TIPS:

1. You can search by Date of Birth, Name, Health Number, Address, Phone Number or Chart Number
2. For a General Search, leave the search box blank and click the SEARCH button to obtain the full list of patients in the database.
3. The smaller the amount of the name you type in for the search, the better chance you have of finding the patient without a typo error.

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[2] Adding a New Patient

1. From the Appointment screen, click on the ‘SEARCH’ tab
2. Click on the link “Create a new Demographic”
3. Fill in the patient’s information and click ‘Add Record’.

• You MUST, at minimum, fill in the following fields: First Name, Last Name and Date of Birth.

• NOTE: When entering a patient’s name, the characters < or > should not be used. These will cause errors in the database.
• For the rest of the fields and buttons, the instructions are the same as those for "Editing a Patient’s Record":http://www.oscarmcmaster.org/manual/manual2006/chapter4#ref4

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[3] Patient Detail Record

Other than using the Search Tab, Master Demographic Records are accessible on the Appointment Screen by clicking the ‘M’ or by clicking the word MASTER on the navigating bar to the left of the E-Chart.

SEARCH FUNCTION

Across the top of the window you can still access another patient’s record directly from this screen in the same way you search for a patient when in the SEARCH tab.

Type in part of the patient’s last name, add a comma and the first initial of the given name to bring up a list of patients to choose from. You can search by name, phone, address, health number or chart number in the same way.

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[4] EDITING A PATIENT’S RECORD

Click ‘Edit’ at the top of the patient’s record to correct, add or delete information to his/her record.

Swipe Card

Clicking on the ‘Card Swipe’ button will bring up a small window. Swipe the patient’s health card through the card swipe equipment and the information from the magnetic strip with download to the window. Compare the information on the Master Demographic Record and update the information, if appropriate.

Out-Of-Province Patients - (how to enter HIN#)

1. In ‘Patient Detail Record’ enter the out-of-province health number in the HIN box
2. In ‘HC Type’ click on the the drop down menu of the provinces & select the correct province

NOTE: There is a Reciprocal Health billing agreement with all provinces except Quebec. Quebec patients need to pay cash for the appointment and submit the receipt to the Quebec Health system for re-imbursement.

Alert & Notes Areas

Anything typed in the Alert box will show up in bright yellow in the ‘Make Appointment’ window to alert the receptionist during appointment booking. The notes area can be used for various functions from keeping track of family members to reminders of re-booking dates for tests.

ADD A RELATION

This feature can be used when the patient has relatives that are also patients at the clinic and already have active medical files in OSCAR.

1. Click the “ADD RELATION” link next to OTHER CONTACTS in the main patient detail record screen.
2. A table of the patients already labelled as relations appears below a Search field. You can delete any incorrect relative contacts, or search for new relatives.
3. After entering a relative’s last name and clicking ‘Search’, a list of possible matches will appear. Select the ID number of the correct patient.
4. Choose the type of relationship that this person has with your original patient. You can also mark him/her as the patient’s substitute decision maker or emergency contact.
5. Click ‘Add Relationship’. The next time you bring up the patient’s detail record, the person you just added will appear under the heading OTHER CONTACTS.

PDF LABEL

The ‘PDF Label’ button pulls up a pdf version of the patient’s label.

PRINT LABEL

The ‘Print Label’ button allows you to print any number of the 5 types of labels for the patient’s files, laboratory requisitions or mailing labels.

• Place a check box and enter the quantity for any of the types of labels you wish to print, and click ‘Copy to Clipboard’.
• Clicking “New Patient Label” will automatically enter in the number of labels that a new patient in your clinic needs for their file.
• The location of the text and the size of the label can be adjusted using the text boxes under the heading “Location”.
• Click ‘Print Preview/Print’ when you are ready to print the labels, then click “Print”.

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[5] DETAIL RECORD MENU BAR

The navigation bar on the left-hand side of the Patient Detail Record Screen allows you to access several other important features of OSCAR.

APPOINTMENT

Appointment History

This area allows you to view when the patient has been seen, who saw the patient and whether the appointment was cancelled or was a ‘no show”. Future appointments also appear in this window.

Waiting List

If you have selected a waiting list from the drop-down menu while editing the patient’s main demographic information, the list will appear here, along with the patient’s position on the list and the date and time at which he/she was added.

BILLING

Billing History

The Billing history allows you to view the billing history of a patient by billing date.

Add Billing

The ‘ADD BILLING’ button allows you to bill a patient directly from the Master Demographic area. See Chapter 6

Flu Billing

OSCAR has developed an easy billing function for special walk-in Flu Shot clinics to eliminate the need to book an appointment or search for the billing code. See Chapter 6- Flu Clinic Billing

Hospital Billing

You may bill a patient for a hospital visit from this link. Follow all the same instructions as any other kind of billing, as detailed in Chapter 6

Add INR

This feature is for billing the monthly G271A monitoring for long-term anticoagulant supervision. Set up the list of patients for each doctor by adding each patient via the clicking this link. See Chapter 6- INR Billing

Bill INR

After the patient has been added to the INR list, it is a simple matter of pulling up the list for each doctor and clicking the check box for patients who need to be billed. See Chapter 6- INR Billing

CLINICAL MODULES

Consultations

The consultation form allows you to request the booking of a specialist appointment for the patient quickly and easily. See Chapter 10

Prescriptions

With oscarRx you can write prescriptions quickly and easily and keep of record of past and present medications too. The program can also alert you to any allergies the patient has, and informs you if there is a known problem with mixing two different medications. See Chapter 7

E-Chart

E-Chart takes you back to the patient’s Electronic Chart, with all its features as described in Chapter 5

Tickler

The Tickler is a system is used to remind staff to call or book a patient for a ‘repeat procedure’, as well as alerting staff of unpaid bills or any other notes they might need to be reminded of. See Chapter 11

Send a Message

OSCARmsg is a secure messaging system within the intranet of the OSCAR clinic and between OSCAR clinic sites. The functions work like many common e-mail programs. See Chapter 11

CLINICAL RESOURCES

Documents

Viewing documents in the patient’s chart: This link allows you to view any patient’s documents that have been either scanned or received as a digital file and attached to the patients chart. Lab results, Consultation notes from other doctors and Annual physical forms are some the various papers you can attach as part of the patient’s electronic medical record in this area. You can also add documents or HTML code in the window directly.

Add Document

The ‘Add Document’ feature allows you to upload any Adobe Acrobat or html file into the patient’s Electronic Record. See Chapter 12

Current eForms

E-Forms is where you view the forms you have added to the patient’s record. It works in a similar way to the Documents function. This area would hold items like the AR1 and AR2 forms, the Baby Rourk form or any other forms that your office uses to document specific areas of the patient’s health record.

Add E-Form

This button gives you access to various pre-formatted forms, a chart summary or letterheads. Any letters and forms created in this area will be added to the patient’s Electronic File. See Chapter 12

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