Step 3 - Patient Registration

Training Video

After scheduling the appointments, the next part of your assignment is completing the Patient Registrations. 

 Following are the page numbers for each Patient Registration section:

West Point  pg 287 


Select the Patient –F2 to register the patients.    


Review the Buttons
It is important to become familiar with and understand the functionalities of the buttons in Patient –F2.  The buttons are:                               

Add: Use to add a new patient into the system.  If you did not schedule a specific patient an appointment, then Add them here.

Find: Use to find a patient who is already in the system.  If you scheduled the patient an appointment, click the Find button.

Open Active Patient: The name of the last patient you have opened or saved displays on the top blue bar.  Clicking the Open Active Patient button will open the patient listed in the top blue bar.  This eliminates searching for the last patient used.

Export: Not applicable.

Review the Tabs

1.     Patient: Enter basic patient information that is provided on the patient registration forms.  At the bottom, if provided, enter defaults (such as the provider), referring/PCP physician, and emergency contact information.

2.     Insured: Enter insured’s personal and employer information and payer(s) information.  This is also the Primary Insured’s tab, and is entered in Payer 1 fields.  If the same primary insured also holds the secondary insurance, complete that information here, in Payer 2 fields.

3.     Other Insured: Enter in any other insured’s personal and employer information and payer information.  This Other Insured tab does not include the primary insurance; only the secondary.

4.     Misc. Info: Enter in the Date of Injury/Onset/Illness if given on the patient registration form.  Also select B to update claims when changes have been made on the Insured or Other Insured tabs.

5.     Activity: Transaction activity of the patient.

6.     Eligibility: Not applicable.

7.     Appointments: View the listing and status of patients’ appointments.

8.     Documents: Not applicable.

9.     Messages: Not applicable.


Add a New Patient
If you have NOT scheduled this patient an appointment, click the Add button, as he/she has not been added to the ClaimGear system yet.


Find an Existing Patient 
If you have already scheduled this patient an appointment, you have added minimal patient information into the ClaimGear database and you need to Find this patient’s account.        

When you click the Find button, the Patient Selection Window displays.  You can enter the partial or full last name in the Patient Last Name field.  In addition, you can enter the patient’s first name.  Now click the Search button.  


If you get a message stating “No patients were found,” this indicates:

    1.     The patient name was spelled incorrectly during the search; 
    2.     The patient name was spelled incorrectly while scheduling the appointment;
    3.     Or this patient was not scheduled an appointment.        



Or, the Patient Search window will display for you to select the desired patient by clicking on the corresponding line item.

1 Patient Tab
This screen emphasizes the patient information, Complete status, a check-box to make an account Inactive, and the Defaults tab, Referring/PCP tab, and Emergency Contact tab.  Now, begin completing the fields starting with Last Name.  Toggle through the fields using the Tab key on your keyboard.  


REMEMBER: DO NOT USE ANY COMMAS ( , ) OR PERIODS ( . ) IN PATIENT –F2.  The purpose is to transfer the information from your patient registration form into ClaimGear completely and correctly.


Be sure that the Complete status says “Yes” (you may have to manually select this because the patient was saved as “incomplete” during the appointment scheduling process).
If you created a duplicate patient account and need to remove one from the database, simply check the Inactive box and click the Save button.


Here you can initially set defaults that will transfer to the Claim tab.  Complete the fields for Marital StatusEmployed Status, and Student Status

Select the provider that is circled at the top of the patient registration form by clicking the Set Provider button.


Referring/PCP Physician
If there is a referring/PCP (referring or primary care physician) listed on your patient registration form, you can go to the Referring/PCP tab and enter the physician there. 

Select the Set Referring/PCP button to default this provider.  If this physician is not listed in the database, see the chapter “Add Referring and Primary Care Physicians."


Emergency Contact 
If the Patient Registration form contains emergency contact information, enter what is provided on the form in the Emergency Contact tab.                                      

Add the Insured(s)
It is important to understand the difference between 2 Insured tab and 3 Other Insured tab.  For your assignment, you will enter patient’s insurance information under these tabs.


2 Insured Tab

After you have completed the patient’s information under the 1 Patient tab, complete the 2 Insured tab, beginning with the “Patient relationship to the insured?”  The Insured’s Account # field will auto-fill.  Remember, the insured is the person who holds the insurance.  Also, complete the Payers and Employer tabs (Insurance Tracking is not necessary for this exercise.


Add Payer 1 and Payer 2
Definition: Payer 1: Strictly for primary insurance.

Definition: Payer 2: Strictly for secondary insurance by the same insured as the primary (the person listed on this screen).

Understand the buttons for entering Payer 1 and Payer 2 information.

New Payer: To quickly add a payer to the database, click this button.  See the section “Add a New Payer into ClaimGear” (page 39) for details on completing this information.

Find Payer: To view a list of the payers in the database, click this button.  If the desired payer’s name displays, click on the payer name and it will populate in Payer 1 and 2 field.  If your payer is not listed, close the payer window and click the New Payer button.

View Payer: To view the basic information (payer name and address), click this button.

Clear: If you have selected a payer and you need to clear it to reselect it, click this button.

Check Ins: Not applicable.

Ins. Card: Not applicable.


To complete the rest of the Payer 1 and Payer 2 fields, tab through the fields to complete the Group NumberPolicy TypeMember ID#Copay, and Dates.  Remember, some patients don’t have group numbers, copays, or dates.


Add the Insured's Employer
Choose for the insured the Employed Status, and complete the fields with what information you have in your workbook Employer Name, address, city, state, and/or zip code. 


Add a New Payer into ClaimGear 

 If adding a New Payer  this screen will display. Be sure to add this payer manually.  Complete the Payer Name, Address, City, State, and Zip code. Click the SAVE button.                                                                                           

3 Other Insured Tab 
3 Other Insured tabSecondary insurance holder that is not the same as the primary insurance holder.  This screen should be completed with all information your workbook contains for the patient’s secondary insurance plan.  The information needed to complete this screen is: Insured informationEmployed Status, Employer Name and address, and Payer 3 fields.  If your payer is not listed in the database, click the New Payer button and see page 96 for directions.


4 Misc. Info.Tab 
The most common fields to complete in this tab are:

            1.     O B (Check B): if you updated any insurance/payer information on 2 Insured tab or 3 Other Insured tab.

 2.     Accident/Illness information:  The date, accident type, and state abbreviations.


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