Chapter 2
PATIENT MENU

The PATIENT MENU screens will help you create a database of patients. This is both a step to record outpatient care recipients and a preparatory step for the admissions process.

Patient Menu
The first three items on the drop down menu allow you to input patient data. The next three permit reports on the data you created.

2.1 ADD NEW PATIENT
1. From the PATIENT menu (see above) click on ADD NEW PATIENT
2. The system will prompt you to enter a unique social security number, all nine digits, without spaces or dashes. Click OK to gain access to the patient menu screens.

1. The PATIENT screen has four tabs. The screens are designed to meet the maximum data required by the payer parties. For example, whereas Medicare billing requires a certain set of information, second party Medicare claims would require more extensive data entry. Please apply your knowledge of billing to capture information specifically required by each payer. 
2. Complete the name and address section, date of birth, and sex (M or F).
3. Proceed to "Medicare Info." Where available, use the down arrow button to select alternative payers for Medicare claims. HIC Number is the patient’s Medicare number.
4. Go to "Medicaid Info." If applicable, enter Medicaid data and the date DMA certification expires.
5. Depending on the status of the patient, determine the type of care a patient is entitled to receive, i.e., Skilled or ICF. Then enter the number of days of leave of absence allowed and number of days used. 
6. You may either proceed to the other tabs or click on <Save Patient> button. The system will prompt you to enter income information and effective date after you saved the patient.
7. Click on the ‘Private Insurance’ tab. 
8. Complete as much of the information as necessary and/or available. 
9. Proceed to "Contacts" tab and enter contact information for the patient.
10. Proceed to the ‘Demographic Info.’ tab. .
11. Complete the remaining information as required.
12. Return to the ‘Patient Info’ tab.
13. If the data you entered is not valid, click on ABANDON RECORD button, otherwise, press SAVE PATIENT button to accept the record.
14. A pop-up form will prompt you to enter patient income. If Medicaid does not cover all charges and the patient is required to exhaust a deductible, follow the pop-up form’s instructions to enter income and effective date. 
15. Repeat the process to add a new patient . 

2.2 MODIFY PATIENT INFORMATION
This screen allows you to

• Modify patient data you entered via ADD A PATIENT, 
• Enter beginning A/R (accounts receivable) balances (to accommodate transition from your legacy software to MedEasy), and 
• View information on personal charges for a given patient.

2. Then, select the patient from the drop down menu. You can select a patient by either using the up/down arrow or typing the first few letters of a patient name. The screens are identical to the ones you saw in ADD NEW PATIENT. See below and notice two additional tabs.

3. Edit the data as necessary. You can edit all data fields with the exception of social security number. If you wish to edit a social security number, go to PATIENT menu and select CHANGE PATIENT SOCIAL SECURITY NUMBER (instructions to follow).

4. At this time you may also complete the two remaining tabs, i.e., ‘A/R Beg Bal.’ (Beginning accounts receivable balances) and view ‘Personal Chgs ‘ (personal charges). 

5. Click on ‘A/R Beginning Bal.’ Tab. The tab is password protected. Enter your password if you are authorized to modify the beginning balances or click cancel. To add a beginning balance click the ‘Add’ button and enter the beginning balance, the effective date and choose the receivable type. To delete an amount, select an amount from the grid on the right-hand side of the form and then click the ‘Delete’ button.

6. To view personal charges, click on the ‘Personal Chgs.’ Tab, e.g., hair cuts, cable TV fees, etc. 

7. You may add or delete an income record from any tab. Click on the screen menu from any tab and click on PATIENT and select the desired action. However, note that if you add an income record, make sure you complete all of the information requirements to prevent corruption of your receivables. If you entered the information in error, make sure you delete the income record.

8. To enter the Days Used for Leave Days Allowed.  Click on the Patient menu and then select the Add Days Used Record menu item and then select the appropriate provider type.  You will then enter the year in the pop-up form and click enter.  The cursor will be placed in the appropriate grid at which point you will then enter the number of days into the corresponding column.

9. To delete a patient from the list, click on DELETE PATIENT button. If a claim exists, the system will not allow you to proceed. However, once you clear or delete the claim, you may return to this screen to delete the patient.

10. Use PREVIOUS and NEXT buttons to access other patient records. Alternatively, click on PATIENT menu and choose SEARCH option to enter a patient name.

11. Once you exit the file, the application will save the data
 

2.3 CHANGE PATIENT SOCIAL SECURITY NUMBER
From PATIENT menu, click on CHANGE SOCIAL SECURITY NUMBER to correct a patient social security number. From the drop down patient list, select a patient (use down arrow or begin typing patient name), enter the correct social security number and click OK. 

2.4. PATIENT STATEMENT
From PATIENT menu, click on PATIENT STATEMENTS to view and print patient out-of-pocket charges. Select a patient and a reporting month, then click OK and view or print the statement. You may use this functionality to generate individual statements, for example when a patient is ready for discharge. Note that you may generate a batch of statements from RECEIVABLE Menu (See Chapter 5), by activating PATIENT STATEMENT (PREBILL).
 

2.5. PATIENT ACTIVITY REPORT
The PATIENT ACTIVITY REPORT is a compilation of all the charges (personal or non personal) and payments for a given patient. The report captures a chronology of those charges and payments beginning with the first date of care in your facility. 
Once you activate the screen, select a patient (use down arrow or begin typing patient name) and OK. You have the option to either view the report on your screen or print to a printer. 

2.6. PRINT MAILING ADDRESSES
Prints a report of Mailing addresses for Financial Responsible Party.
The report is sorted by patient name and displays the following:

• Name of the Financial Responsible Party 
• Patient's name
• Address