Add a New Client Record
When a new patient calls to make an appointment, you must first create a new client record so that you can track their information. In order to create an appointment, the patient needs both a client record and a case entered into INSIGHT.
As a best practice, Clinicient recommends that after you enter the new patient in the Client Editor, you also create a case. See Enter Basic Case Information for instructions to enter a new case.
Enter new client information
You only need the patient's name, gender, and date of birth in order to create a new patient record.
- Open the Client Editor. Click
on the toolbar, press F9, or on the Edit menu, click Clients.
- Click New Client, and then enter the client's date of birth in the New Client Information dialog box.
-
If there are other clients with the same date of birth, then a list of those clients appears for review. Check the list to make sure you are not entering a duplicate record. If the patient is already in the system, then select their name and then click Use Selected Client.
- Once you have confirmed that this is a new client record, enter the following patient information. Items marked with an asterisk (*) are required.
Field Enter Value Date of Birth* Click the drop-down arrow to display a calendar or type the date in M/DD/YYYY format. Last Name* Legal last name, used to electronically verify benefits. Legal First Name* Legal first name, used to electronically verify benefits. Make sure it matches the name on the insurance member ID.
Middle Name Middle name or initial. Gender* Female, Male, or Unknown. Email Must be in a valid email format - Click OK.
Tip: As a best practice, Clinicient recommends that after you enter the new patient in the Client Editor, you also create a case. See Enter Basic Case Information for instructions to enter a new case.
- Fill out optional personal information fields. They are described in the following sections. None of the fields in the following sections are required, but they provide important patient information.
Enter patient demographic information
Fill out fields in the Demographics section in any order. Fields that were filled out in Add a New Client Record are not displayed here.
| Field | Enter Value |
|---|---|
|
Preferred Name |
Name that the patient prefers to use if it is not the same as her legal first name. For example, if Micheal prefers "Mikey," note that here. The Preferred Name value prints on some patient letters and is displayed on the schedule. |
| Middle Name | Middle name or initial. |
| SSN | Nine-digit social security number. |
| Marital Status | Current marital status. For example, Divorced, Married, or Single. |
| Title | Preferred title of address. For example, Mr. or Mrs. |
| Employment | Employment status. For example, Employed Full-Time, Self-Employed, or Unknown. |
Enter the patient address
Fill out fields in the Address section in any order. Your clinic needs this information to send mail to the patient.
| Field | Enter Value |
|---|---|
|
Addr Line 1 |
Street address. |
| Addr Line 2 | Apartment or suite number. |
| Zip | Five- or nine-digit zip code. |
| City | INSIGHT automatically fills in the city based on the zip code that you entered, but you can override it by typing a different city. |
| State | INSIGHT automatically fills in the state based on the zip code that you entered, but you can override it by typing a different state. |
Enter patient contact information
Fill out fields in the Phone / E-Mail section in any order. Your clinic needs this information to contact the patient and send them automatic appointment reminders. Fields are listed in the order in which you tab through them. See Manage Appointment Reminders for more information.
| Field | Enter Value |
|---|---|
|
Home |
Patient's home phone number. |
| Work | Patient's work phone number, including extension (if necessary). |
| Reminder |
Click a list option to set the patient's automatic appointment preference. Be sure to get written consent first, as explained in Manage Appointment Reminders. None – INSIGHT does not send automatic reminders. Email – INSIGHT automatically sends appointment reminders to the patient's email. Requires a valid entry in the E-Mail field. Text Message (SMS) – INSIGHT automatically sends appointment reminders to the patient's cell phone number. Requires valid entries in the Cell and Provider fields. |
| Cell | Patient's cellular phone number. |
| Provider | Click the patient's cell phone provider. |
| Fax | Patient's fax number. |
| Patient's email; must be in a valid email format. | |
| Test | Click Test to send a test email message or text message to the patient. This button is not available if the patient's reminder preference is None. |
View account information
The Account Information section displays important account data.
| Field | Enter Value |
|---|---|
|
Account Balance |
The current patient balance. |
| Active Client |
Check box indicates whether the patient is an active client or not. Do not clear the check box unless all cases have been discharged. See Discharge Information for more information. INSIGHT excludes inactive patients from all reports and tracking. This is the closest that INSIGHT gets to deleting a patient record. |
| Add ID Card | See Attach a Driver's License or Picture ID for information on how to attach an ID card to the client record. |
| Clinicient ID # | The identification number automatically assigned by the INSIGHT. |
| External ID # |
An identification number for the same patient that is provided by a different system. |
Add additional patient information
The Additional Information section displays patient notes entered for this patient. Click in the field and then start typing to enter a patient note. See Use Notes in Insight for more information about entering notes in INSIGHT.
View cases
The Cases section displays a list of all cases entered for this patient. Double-click a case to open the case record in the Case Information tab.
If no cases are entered yet (which there won't be if this is a new client record), then double-clicking this field opens the Case Information tab with no data entered so that you can enter a new case. See Enter Basic Case Information for more information about entering cases in INSIGHT.
View appointments
The Appointments section displays all scheduled appointments for this patient. If you are adding a new client record, then no appointments will be listed. See Schedule Patients for more information about scheduling patient appointments.
When appointments are present, you can filter and sort by time, status, appointment type, staff, clinic, and whether or not the visit has been signed off.
View notes
The Notes section displays all notes associated with this patient, including case notes, appointment notes, and account notes. Click Add to add an account note. See Use Notes in Insight for more information about entering notes in INSIGHT.
Enter employment information
Fill out fields in the Employment Information section in any order. Your clinic needs this information for worker's compensation claims and it is useful when the patient gets insurance through work. Also, some claims require employment information.
| Field | Enter Value |
|---|---|
|
Company |
Start typing the company name and INSIGHT will show a list of options. Click the patient's employer. If the company is not shown in the list, then follow the instructions below this table to add or edit a company. |
|
Addr Line 1 |
Street address. |
| Addr Line 2 | Apartment or suite number. |
| Zip | Five- or nine-digit zip code. |
| City | INSIGHT automatically fills in the city based on the zip code that you entered, but you can override it by typing a different city. |
| State | INSIGHT automatically fills in the state based on the zip code that you entered, but you can override it by typing a different state. |
|
Phone |
Employer's phone number. |
| Extension | Extension at which the patient can be reached when one calls the employer's phone number. |
|
Department |
Department in which the patient works. |
| Job Title | Patient's job title. |
To add or edit a company
- If the patient's company is not in the list, then click
to open the Edit Company window. - In the Company Name field, type the name of the company. This is the only required field.
- Optional: Enter address, phone, and email information.
- Type any applicable notes about the company.
- Click OK when you are finished. INSIGHT closes the window and enters the company information that you entered into the relevant fields.
Enter emergency contact information
Fill out fields in the Emergency Contact Information section in any order. Your clinic needs this information so that you know who to contact for this patient if there is an emergency.
| Field | Enter Value |
|---|---|
| Last Name | Last name of the emergency contact. |
| First Name | First name of the emergency contact. |
| Middle Name | Middle name or initial of the emergency contact. |
| Relationship | Click the option in the list that best describes the contacts relationship with the patient. For example, Spouse. |
| Phone | Best phone number to reach the emergency contact. |
Best practice: Add case information
When you are adding the new client, Clinicient recommends that you complete the following fields on the Case Information tab:
- Case Description
- Facility
- Plan Name
- Subscriber
- Member ID
This allows you to verify benefits and schedule the patient. It allows the therapist to document with the appropriate billing rules. See Enter Basic Case Information for more information about entering a new case.
