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Add A New Patient in CareStack

Radhalekshmi SS
  • Updated
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Let's explore the two ways to create a new patient profile in CareStack:

  • While you are scheduling an appointment, OR
  • Using the + Patient quick link at the top.

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Explore this video for an in-depth walkthrough.

Add a New Patient

Perform the steps below to get started:

  • Navigate to the Diary.
  • Click and drag on the intended time slot. 
  • Click Create New Patient on the left side of the appointment slide-out that opens.
    • This will open the Add New Patient slide-out.

OR 

  • Click the + Patient quick link from the top to open the Add New Patient slide-out.

On the Add New Patient slide-out, enter the following details:

  • Set up profile as a: Select whether the new profile is to be created for a Patient or Non Patient.
    • Non-patients can be responsible parties, authorised contacts, or independent members who are insurance policy holders. Actions like booking appointments or receiving treatments are not applicable to non-patients.
  • Mark as dependent: Select ‘Yes’ for dependents and ‘No’ for responsible parties.
  • Responsible Party Name: Select the Responsible Party of the dependent patient (This option only appears if the new patient is a dependent).
    • To add a new responsible party, click + Add New Responsible Party. (You can add multiple responsible parties for a patient in the same family).
  • Name*: Be sure to check these fields for any typos, as this will affect insurance claims and clinical imaging processes.
    • You can also enter a Preferred Name (nickname) here if so desired.
  • Date of Birth*/Gender*: Be sure to double-check these fields as well, as they are also used to index the patient's clinical images.
  • Marital Status: Select the marital status of the patient.
  • Ethnicity: Specify the patient's racial or cultural background, if applicable. 

In the Family section,

  • Click the Link Members drop-down to select and link a patient or non patient to the family.
  • To remove the linked member, click the Delink icon.
  • Payor Information: Select a Payor type for the patient. There are three options: NHS (if enabled), Private, or Payor. By default, Private is selected.
    • Selecting Payor triggers the dropdowns to Choose the Payor and Ethnicity.
  • When the Payor selected is NHS,
    • Choose the Ethnicity, Legal Sex, and NHS Status of the patient. Note: When the NHS Status is set to ‘Patient has an NHS number’, the NHS Number field becomes mandatory.
    • Enter the NHS Number and NI Number.
  • When the Payor selected is Private, choose the Ethnicity.
  • Referral Source: If the patient was referred to your practice, you will have the opportunity to enter that information here.
    • You can add additional referral sources by clicking + Add Referral Source.
  • Mobile: Entering the patient's mobile number is only required if the patient would like to receive text communications.
  • Address: Enter the patient's mailing address in this section. This field is required to start billing the patient but may be entered at a later time.
  • Email: Entering the patient's email address is only required if the patient would like to receive email communications or utilise the Patient Portal.
  • Subscribe For (Enable Communications)
    • Text: Select this option if the patient would like to receive text communications from your practice.
    • Voice: Select this option if the patient would like to receive voice communications from your practice.
    • Email Notifications: Select this option if the patient would like to receive email communications from your practice.
    • Marketing Emails, remain unchecked by default and can be manually selected only if the patient has provided explicit consent to receive promotional communications. 
    • Enable Portal Notifications: Check this option to enable notifications from the Patient Portal.
    • Review/Survey Request: Select this option if the patient would like to receive review or survey requests.
Note: After clicking Edit Patient and modifying the Contact Information or Additional Contact Information, you can apply the changes to one or multiple family members.

  • Authorised Contact: Select a member of the patient's family to mark them as the authorised contact who will receive duplicate copies of campaign messages.

  • You can add more details as given below if needed.
    • Additional Contact Information: Enter an additional phone number or work number for the patient.
    • Other Information: Enter the patient's Driver's Licence.
  • General Practitioner (GP): Enter details of the patient's GP, such as Name, Mobile, Email, and Address.
  • Assignments: Specify the patient's default location, clinician and hygienist.
  • Emergency Contact: Enter the contact details regarding the patient's emergency contact. This includes the contact's name, relationship to the patient and mobile number.
  • Preferences: Add patient preferences, such as Preferred Clinician Gender and Preferred Language.
  • Click Save Patient to save the new patient.
    • Click Save Patient & Add Appointment to schedule their first appointment right away.
Note: You cannot add an appointment for a Non Patient.

To add another patient:

  • Click Add Another Patient.
    • Clicking Add Another Patient will save the information for the first patient profile you have created and reset the form for you to enter details for an additional patient.
Note: CareStack offers easy methods for creating new patient profiles during appointment scheduling or through a quick link. Both options streamline the entry of essential details, ensuring efficient patient onboarding and management.

Manage Duplicate Patient Records

When adding or editing a new patient, CareStack checks for any potential matches. 

  • If the First Name, Last Name and Date of Birth are similar to an existing patient, a banner appears at the bottom of the Add/Edit Patient slide-out stating, 'X records with similar details already exists. Please review existing records before proceeding'.
  • Click View on the banner to review similar records.

On the Similar Records Found modal, 

  • Similar details that match your entry will be highlighted in yellow.
  • After reviewing, you can choose to:
    • Skip and Create New: Click this button to continue adding a new patient.
    • Book Appt for this Patient: Click this button after selecting an existing record from the list to directly book an appointment for the patient.
      • If the record matches a Non Patient, you can choose to Convert to Patient to finalise their details and proceed.
    • Profile Overview: Click this button to access the Patient Overview to review details of the selected existing patient.

Practices can use this resourceful guide to learn about creating a new patient profile in CareStack.

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