Step 3: Chapter 4 - Patient Registration

Training Video

Once you have scheduled the appointments, the next part of your assignment is completing the Patient Registrations.

     Following are the page numbers for each Patient Registration section:

 Rocky Shore, pg 11West Point, pg 11 Crown Valley, pg 11 Sunset Springs, pg 13 
 Maple Hills, pg 11Hidden Cities, pg 13 Prime Smile, pg 11 Harbor Lake, pg 11 
 Cherry Hills, pg 11   

Select the Patient  icon to register the patients.  


Type of Patient, New or Existing?
It is key to know the difference in how to create a new patient verses updating an existing patient record.   


Search by Patient: Place your cursor in this field and type in partial or full, the patient’s first or last name. The results will filter all patients with these specific characters found in the database and display them alphabetically in an organized table. Always search here first to determine whether the patient is already in the system to prevent duplicate patient entries, such as the patients who had previously scheduled an appointment.

New Patient: Click this button to begin adding a new patient. If you did not schedule a specific patient an appointment, then add the patient here.

Review the Tabs

The 9 tabs and descriptions are:

        1.     Patient: Enter basic patient information that is provided on the Patient Registration forms.
         2.    Additional Info: If provided, enter defaults (such as the provider), referring/PCP physician, and emergency contact
         3.     Insurance: The Insured tab is specific to the primary insured personal, payer, and employer information. The Payer
                 fields labeled Primary and Secondary specify the patient insurance order and must be entered here correctly. If the same
                 primary insured also holds the secondary insurance, complete that information here, in Secondary fields. Enter in any
                 other insured’s personal and employer information and payer information in the Other Insured tab. This Other Insured tab
                 does not include the primary insurance; only the secondary and the Payer fields are labeled Tertiary.
                 Select to “Update claims to use current insurance information” when changes have been made on the Insured or
                 Other Insured tabs. Last, check insurance benefits eligibility per payer.
        4.     Claim Defaults: Enter defaults such as the provider, referring / PCP physician, and accident information.
        5.     Patient Billing: If provided, the Guarantor, otherwise known as the responsible party, should be entered in this tab.
        6.     Activity: Generate a report of specific claim activity for the patient (such as paid, unpaid, pending, etc. claims).
        7.     Eligibility: Check insurance benefits eligibility is performed only in tab 4 Claim Defaults.
        8.     Appointment History: View the listing and status of patients’ appointments.
        9.     Documents: Not applicable.


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

Find an Existing Patient

If you have already scheduled this patient an appointment, you have added minimal patient information into ClaimGear and you need to Search by Patient this patient’s account.      


Whether you enter partial or full patient names, the system will display all patients with those characters in the Patient Selection window. The result table is organized by the content you searched for; however, be sure to locate the correct patient by the last and first name displayed by clicking on it to select.  


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

    1. The patient name was spelled incorrectly during the search; try to type only the patient’s first initial of the first or last name.

    2. The patient name was spelled incorrectly while scheduling the appointment; try to type only the patient’s first initial of the first or last        name during the search.

    3. Or, this patient was not scheduled an appointment; continue to add patients by clicking the New Patient button.

1 Patient Tab
This screen emphasizes the patient information with its Completion status and a checkbox to make an account Inactive. Now,
begin completing the fields starting with Last Name. Toggle through the fields using the Tab key on your keyboard. Once this tab is
completed and before you click on the next tab 2 Additional Info, it is important to check for duplicate patients and make sure this
is not a duplicate entry.

REMEMBER: DO NOT USE ANY COMMAS ( , ) OR PERIODS ( . ) IN THE PATIENT SECTION. The purpose is to transfer the
information from your Patient Registration form into ClaimGear completely and correctly.

          If you created a duplicate patient account and need to remove one from the database, simply check the                           Make this patient inactive box and click the Save button.
         Once the patient information has been entered and before proceeding to enter additional information, click to                     check for duplicate patient records.
          Be sure the Record is Complete (you may have to manually select this because the patient was saved as                               “incomplete” during the appointment scheduling process).             
2 Additional Info Tab

There are six tabs and only the Demographic and Emergency Contact tabs are to be completed with this workbook .

Here you can initially set patient demographic defaults that will transfer to the Claim tab. Complete the fields on the Demographics tab for Marital Status, Employment Status, Student Status, and leave Residence Type.

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



3 Insurance Tab

After you have completed the patient’s demographic information under the 1 Patient tab and 2 Additional Info tab, complete the
3 Insurance tab, beginning with the “Assignment of Benefits.” Remember, the insured is the person who holds the insurance. Complete Insured tab for the primary insurance and possibly the Other Insured tab if information in the workbook 
 is provided. Also complete the Payers and Employer tabs. See below for an explanation of the Insured and Other Insured tabs.


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


Add Patients' Primary and Secondary Payer Information
Primary payer fields: Strictly for primary insurance.                                                                                                                              
Secondary payer fields: Strictly for secondary insurance by the same insured as the primary (the person listed on this screen).           Tertiary payer fields: Strictly for secondary insurance by a different insured other than the primary insured.

Understand the icons for entering the insurance information.

 New Payer: To quickly add a payer to the database, click this icon. 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 icon. If the desired payer’s name displays, click on the payer name and it will populate in Payer fields. If your payer is not listed, close the payer window and click the New Payer icon.

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

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

Insurance Card: Not applicable.

 Check Eligibility: Clicking this button will transfer you to a new tab where the eligibility results will display.

To complete the rest of the Payer fields, tab through the fields to complete the Member ID, Policy Type, Group ID, and remaining
fields. Remember, some patients don’t have group numbers, copays, or dates. The Policy Type is important for generating
management reports.

Check Benefits Eligibility 
To view the patient’s benefits and eligibility information, to the right of the Payer information, click on the Check Eligibility button.

You will be taken automatically to the Eligibility tab where you can view/check the eligibility report.

The following is an example of what the report produces. This is shown in two-column format, and is detailed and lengthy.
Remember for your assignment, the results represent live eligibility data; however, the data is fictional.

                                                    Eligibility Report                                    Eligibility report continued 
                                                   Eligibility report continued                      Eligibility report continued 

                                                   Eligibility report continued                     Eligibility report continued 

                                                   Eligibility report continued                    Eligibility report continued 

Add the Insured's Employer

Choose for the insured(s) the Employed Status, and complete the fields with what information is included in the workbook :
Employer name, address, city, state, and/or zipcode.

Add a New Payer into ClaimGear

If adding a New Payer , this screen will display. Be sure to add this payer manually until you understand how to correctly add
a payer electronically (see page 39). Complete the Payer Name, Address, City, State, and Zipcode. Click the Save button.

Add Other Insurance Information

Other Insured tab: Secondary 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 information, Payer fields, Employer tab (status and name). If your payer is not listed in the
database, click the New Payer  icon and see page 40 for directions.

4 Claim Defaults Tab
The most common fields to complete in this tab are:

        1.     Provider: Select the Provider that is circled in the workbook  at the top of the patient registration form.

        2.     Accident information: Check the box and complete the date, type, and state.

        3.     Referring / PCP information: Click to search for the referring providers already pre-entered into ClaimGear and click on                     the desired provider. If the referring provider is not listed, click the Referring icon to enter in the provider details provided at                     the beginning of each workbook  chapter.

        4.     Accident/Illness information: The date, accident type, and state abbreviation.     


Save Your Work

Practice Fusion (Electronic Medical/Health Record)

CollaborateMD would like to introduce its EMR interface with Practice Fusion (PF), which is a free, web-based electronic medical record (EMR) system and the country’s largest doctor-patient community! Practice Fusion’s mission is to connect doctors, patients and data to drive better health and transform U.S. healthcare. The following graphic summarizes the use of the system with a practice cycle. NOTE: Practice Fusion (PF) is not a product of CollaborateMD. Utilizing Practice Fusion is not a requirement and is not necessary to complete the workbook  assignment(s). All questions related to using Practice Fusion, should be directed to the Practice Fusion website (, especially its Help Center menu. Introducing Practice Fusion here is to provide students additional experiences that may be interesting and enhance their practice cycle experience. Students are able to use the workbook  information to enter into Practice Fusion.

What does Practice Fusion offer? Here is how thousands of practices currently use Practice Fusion.

(Note: All pictures of Practice Fusion are able to change without prior notice.)

Want to experience the largest cloud-based electronic health record company in the U.S.? Students have free access to this
software and can easily click on the Open in EMR button.

Practice Fusion will open in a browser. The following are steps to navigate you through the registration process. Remember the following print screens and website may change without notice, as they are not our ClaimGear  software but a our partner.

1. When Practice Fusion opens, it is simple to create yourself a free EHR account. Click on the Create your free EHR button located on the top menu bar.

2. Complete the required three steps.

    Step 1. Choose I am a teacher or student link.            Step 2. Enter your contact information and click the Continue button.  


(Note: All pictures of Practice Fusion are able to change without prior notice.)

    Step 3. Check your email for a message from Practice Fusion.


(Note: All pictures of Practice Fusion are able to change without prior notice.)

2. Open your email, locate the message from Practice Fusion. This email could be in your inbox or spam folder. It will ask you to click on the link to verify this email account. Click to verify.

3. Next, you will be prompted to enter a password for this email address (which is also your EHR log in.) Click the Create my EHR button. Be sure to write down your Log In and Password information so you can access this anytime, anywhere, with high-speed Internet.


(Note: All pictures of Practice Fusion are able to change without prior notice.)

4. Configure your EHR by selecting your role. What job type are you pursuing? Select your answer. Leave the referral code blank. Click the Get started button.

                                                   (Note: All pictures of Practice Fusion are able to change without prior notice.)

5. It takes a moment for your database to be set up.

                                                (Note: All pictures of Practice Fusion are able to change without prior notice.)

6. The User Agreements will display; if you would like to continue to set up your account, click the I Agree to All Terms button.

7. Next, click the Get Started button.

                                            (Note: All pictures of Practice Fusion are able to change without prior notice.)

8. When your Practice Fusion account opens, you can see the four test patients who have been pre-entered. You can explore these. Also follow the steps at the bottom to set up your educational database.

                                                        (Note: All pictures of Practice Fusion are able to change without prior notice.)

9. The common features that most offices use are Charts, eRX, Messages, Lab/Imaging, Documents, and Reports. 

At anytime in Practice Fusion, you can click on the top menu to navigate to the task you want to perform. Next, you must select to find your patient.

Finally, anytime you have a question, visit the Get Help menu, and select the Learning Center. You will have the ability to watch tutorials based on Category, preferably beginning with Charting.

                                                    (Note: All pictures of Practice Fusion are able to change without prior notice.)

10. You can begin entering in patient Charts using the workbook  Patient Registration forms.

Practice Fusion (Electronic Patient Health Record)

Everyone is a patient, including students and instructors. Experience Patient Fusion and book your next doctor visit online! Open the Internet browser and type the address: Note: There are additional features once your doctor allows you access to Patient Fusion, such as providing instant access to your health records. 

Begin by searching for your doctor or by specialty, and enter the location. Click the Search button and continue with the prompts to schedule your appointment.

Also become informed! Under the More menu dropdown, select Blog to read about current technology and how it is changing health care today.

Practice Revenue Cycle Activities: Patient Registration and Visit

The practice revenue cycle activities are a combination of discussion questions and activities using ClaimGear  and its workbook .

Entering the patient and insured information during the registration process is vital. It must be correct, up to date with the most
recent patient and insured information, complete, and efficient. After you have completed the patient registrations, complete the
following tasks to further enhance your revenue cycle experience as it relates to your current ClaimGear assignment.

        1.     Try searching for a patient by phone number.
        2.     Retrieve your last patient and check for duplicate patients.
        3.     A patient calls to schedule a follow-up appointment. Retrieve your last patient, at the bottom, right-click the Open Appointment
                button, and the appointment scheduler will display for you to change the date, time, and type, and then click the Save button.
        4.     It is simple to check the patients’ insurance eligibility and to inform them during their appointment the details about their cost
                portion. Experience this technology by checking several patients’ eligibility.
        5.     Why would it be important to gather information from the patient/responsibility party such as Meaningful Use data
                (ethnicity, language, race), how they were referred to this provider, and emergency contact?
        6.     Which patients have a birthday the following month? (Generate Patient Reports and a Patient Birthday Listing.) What
                could you do with this information to increase patient flow?