Adding & Editing Patients
How to create and update patient records
Adding a New Patient
- Navigate to a binder's patient list
- Click "Add Patient"
- Fill in the required fields:
- First Name and Last Name
- Date of Birth
- Payor (auto-filled if you're already in a binder)
- Medicaid Number and/or Insurance Number (at least one required)
- Authorization Number
- Add medical info: ICD-10 code and description, Physician name and NPI
- Optionally add a pinned patient note
- Click Save
Schedules are not part of this form. A schedule belongs to a patient, so it is added once the patient exists: saving opens the Schedules window straight away, on whichever page you were already working. See Managing Schedules.
You can close that window and add the schedule later. Until one exists the patient's calendar shows a notice saying so, and their row in the binder is marked No schedule — so nothing is lost track of. RNA visits can still be logged and billed in the meantime.
The ICD-10 code is the diagnostic code (e.g., I10 for Hypertension). If you're not sure, check the patient's referral paperwork.
Editing a Patient
Click the pencil icon in the patient calendar navigation bar. The same form opens for editing all fields.
Patient Fields Reference
| Field | Example | Notes |
|---|---|---|
| Medicaid Number | OH12345678 | Required for most payors |
| Insurance/Client # | BC-2024-001 | Insurance-specific ID |
| Authorization # | AUTH-2024-001 | The payer's authorization number |
| ICD-10 | I10 | Diagnostic code |
| ICD-10 Description | Hypertension | Human-readable diagnosis |
| Physician | Smith, John | Ordering physician |
| Physician NPI | 1234567890 | 10-digit NPI number |
Not all users will have access to editing patient data. To grant access, edit the user on the /admin/users page.