Patient Summary

Use Patient Summary to find, select, or add patients. The screen is divided into sections: patient demographic fields, patient insurance plan fields (which are important for 1500 Claim Form billing and reports), guarantor/contact fields, and external system mappings for use with HL7 messages.

Note: The patient's Social Security Number (SSN) is not a required field. The primary identifier is Patient ID.

The Patient ID field is a required field and can be created in more than one way. See Creating Patient IDs for details. You can control how the patient identity is displayed on reports; see Determining the Appearance of Patient Identifiers for details.

Always check to see if a patient is already in SYSTOC before adding a new record. Use the search area at the top of the screen to retrieve the patient by name or ID and verify that critical information (especially birth date) matches to ensure you have the correct record.

If you discover an incorrect Patient ID, you must correct the error using the Special > Change ID> function; do not re-enter the person's data. If you are too busy to correct the error at the time you find it, do not add the patient again with the correct number, continue to use the incorrect number and change the ID later! See Change ID for instructions on correcting the problem.



Label Description
Patient Summary
Patient ID Patient's unique identifier (required) established by clinic or auto-generated by SYSTOC. See Creating Patient IDs for details.
Name Patient's last name, first name, middle initial, and suffix (for example, Jr. III, Esq.).
Alternate Name Previous or another name used by patient, if applicable.
Med Rec # A number that your facility has assigned to this patient's medical record.
SSN Patient's Social Security Number (optional). Duplicate SSNs are not allowed.
Address Patient's address. Per US Postal standards, use line one for mailing address unless the mailing address is different from the physical address. In this instance, use line one for the actual physical address and line two for the mailing address such as PO Box or Rural Route address. Zip automatically fills in the City and St fields.
Photo

Patient's photo (optional). See Adding a Patient Photo.

PCP ID Primary Care Provider for this patient (the family physician); links to Staff table.
Home Phone Patient's home phone number.
Birth Date Patient's date of birth. SYSTOC calculates the age and displays it in the adjacent field.
Gender Patient's gender. The default is blank; use the drop-down list to select either M (Male), F (Female), or U (Unknown). This is a required field.
Cell Phone Patient's mobile phone number.
Email The email address of the patient. Click to open an email message. The patient's email address displays in the Send Email To field (if an email address exists in the Email field).
Note: This function does not perform the encrypted PDF attachment method as described in Staple and Send Charts. Whatever is in or attached to this message is unsecured. See Staple and Send Charts.
Email Password Enter a password for use in the transmission of password-protected PDF-eXPLODE reports that contain patient data. Additional information about PDF-eXPLODE is available from the Customer Resource Center (login required).

The password should be a combination of upper and lower case letters, numbers, punctuation or special characters (do not use < > : " / \ | ? *), no longer than 10 characters in length. Using a combination of characters makes the password more secure.

Company ID ID code (from Company > Companies) for the company where the patient currently works. If patient holds multiple jobs, enter the one the patient considers the primary job.
Dept Department code (from Company > Department) for the patient's current job.
Job ID Job code for the patient's current job (from Company > Jobs).
Work Phone Phone number, with extension for contacting patient at work.
Employment Status Numerical code that describes the employment status of the patient. This field is used on 1500 Claim Form (HCFA)s and UB Claim Forms. Choose from the following options:
  • 1 Employed Full-Time (UB and HCFA)
  • 2 Employed Part-Time (UB and HCFA)
  • 3 Not Employed (UB)
  • 4 Self-Employed (UB)
  • 5 Retired (UB)
  • 6 Active Military Duty (UB)
  • 9 Unknown (UB)
  • a Full-Time Student (HCFA)
  • b Part-Time Student (HCFA)
  • c Employed and Full-Time Student (HCFA)
  • d Employed and Part-Time Student (HCFA)
Comment Use as you wish.
Driv Lic # Patient's driver's license number.
State State that issued driver's license.
Exp. Date Date the driver's license expires (MMDDYYYY format).
Marital Status A drop-down list provides the following codes: S Single, M Married, D Divorced, W Widowed, P Separated, K Not Specified, or leave blank.
Race A code and corresponding description of the patient's racial classification. Select from the look-up list - if the code you need is not in the list, add it.
Date Death If the patient is deceased, a date of death should be recorded if known.
Discount %, Discount Table Standard discount percentage or discount table to apply to all invoices for this patient, when the patient is responsible for payment. For a complete discussion of discounting methods, refer to Discount Information in the Billing chapter.
# Dependents Indicates the number of persons the patient claims as dependents, may be used by human resources (optional).
Next Injury Displays the next available injury number, increments automatically. Helps to quickly identify if the patient has injury records.
User Field Field to store additional information; an F3 memo field is also available. You might, for example, want to track a broader category of employment status such as Unemployed, Employed, Retired, etc.
Alternate ID Use this alternate number to identify patients in privacy cases. You cannot search by this ID from this screen. If you need to search by Alternate ID, go to the Patient Folder > Medical History screen. Drag the top of the screen down a little to expose the search fields, and enter the desired number.
Warning Flag The message you type in this field appears in a pop-up window that is seen by staff when scheduling this patient. Use this field to convey crucial information such as account overdue or Spanish-speaking only.
Go to Accounts This button accesses the patient account, where insurance and billing information is stored. See Patient Accounts.
HL7 Information Displays information about the transmission status of an HL7 ADT outbound message. See HL7 ADT Outbound Interface.
Insurance Information This area allows you to quickly add, verify, correct, or delete account insurance information (Insurance Types 1 and 2 on the Account screen). Data contained in the white cells can be edited on screen. Data in grayed-out cells cannot be edited here; however, they can be changed on the Account screen (those changes, once saved, will be reflected in this grid). Use Tab to auto-scroll across these cells.
Clear Plan Click on this button to clear all data on the adjacent line of the grid. However, you cannot delete any listed WC plan via this button. Instead go to Company Folder > Accounts to make changes, and subsequently the Insurance Information section on the Patient Summary screen will update automatically.
Insurance Type Corresponds with the Insurance 1 and 2 sections of the Account screen.
Plan Links to the Benefit Organization Plan ID in File Maintenance > Benefit Organizations > Plans to select insurance plan for this patient.
Alt. Subscriber Links to the Patients table to select the ID of the subscriber of this insurance plan in situations when the patient is not the plan's subscriber. Add if subscriber is not already registered in SYSTOC.
Relation Relationship of the patient to the subscriber.
Policy Policy number of insurance plan.
Group Group number of insurance plan.
ID Corresponds to the Billing Address Type from the Accounts screen.
Bill ID Corresponds to the Billing Address ID from the Accounts screen.
Dept. Corresponds to the Billing Address Dept from the Accounts screen.
Form Enter H for 1500 Claim Form (HCFA) invoices, U for UB Claim Form, S for Standard. The type of invoice specified here will be the default when invoices are created for this responsible party.
Guarantor/Emergency Contact Stores identifying information on the responsible person and/or emergency contact person. This person receives invoices when the Responsible Party for the invoice is Self Pay.
Guarantor ID Enter the ID of the guarantor. Links to the Patients table; add new entry if necessary.
Patient Relationship Enter the patient's relationship to the guarantor; select from the options provided in the drop-down menu.
External System Mappings Stores external system and patient identifiers for use with HL7 messages.
Permissions Users with the correct permissions in Utility > Security > Permissions > frmPatientSumry > Allow Add or Allow Delete can select Add or Delete to make changes in these fields.
External System Imports the sending facility application ID (HL7 MSH-3).
External Patient ID Imports the sending facility patient ID (HL7 PID-3).