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3.3 Patient Associations.

Understanding Patient Associations.

Patients can be added to SmartND by a practitioner, by admin staff, or by admin staff masked as a practitioner. To better understand the difference between admin staff and practitioners, see Help Guide 2.3

When a new patient is created, they are always associated first with the current office that the user is logged into. Depending on who is adding the patient, association to a practitioner may require other steps (see below). The way in which a new patient is added to an office determines whether the patient is associated with the office, with the practitioner, or both.

Admin Staff have the ability to perform tasks in SmartND as a practitioner. This is called masking. E.g Booking an appointment for a new patient when masked as a practitioner will only allow booking with that practitioner, also associates that new patient with that practitioner.

To Mask as a practitioner, At the top right select “View the page as the following user” This will open that specific practitioners work space.

 

Index 1: Admin Staff Adding New Patients.

A) Admin Staff Adding a New Patient Through The Calendar.

B) Admin Staff Masked as a Practitioner Adding a New Patient Through Calendars.

C) Admin Staff Importing New Patients while NOT Masked.

D) Admin Staff Importing New Patients while Masked as a Practitioner.

E) Admin Staff Adding New Patients To Master List while NOT Masked.

F) Admin Staff Adding New Patients To Master List Masked as a Practitioner.

 

Step 1: Admin Staff Adding New Patients.

 

A) Admin Staff Adding a New Patient Through The Calendar.

  • In the calendar click on a Time Of Day to create an appointment.
  • Select the OfficePractitioner, Room & Event
  • After selecting an Event, Click + Add beside Patient.
  • Fill out new patient information; First Name, Last Name, Phone Number & Email Address.
  • Click Save or Create Profile.

Clicking Save will book this appointment and the window will close and the appointment will be made. Clicking Create Profile will open the New Patient Work Space where you can add more information on this new patient right away. The appointment will not be saved. 

 

This new patient will now be associated with that office, as well as that practitioner selected.

 

3.3 Admin adding a new patient into calender selecting a specific practitioner

1 A) Admin Staff Adding a New Patient Through The Calendar.

 

B) Admin Staff Masked as a Practitioner Adding a New Patient Through Calendars.

Admin Staff have the ability to perform tasks in SmartND as a practitioner. This is called masking. E.g Booking an appointment for a new patient when masked as a practitioner will only allow booking with that practitioner. 

To Mask as a practitioner, At the top right select “View the page as the following user” This will open that specific practitioners work space.

When Masked:

  • Open Calendars on the left hand main navigation bar.
  • Click on a Time Of Day to create an appointment.
  • A Calendar Events page will open. You no longer have the option of choosing a different practitioner to book this new patient with. This is because you are masked as a specific practitioner, so any events added will be for this practitioner.
  • After selecting an Event, Click + Add beside Patient.
  • Fill out new patient information; First Name, Last Name, Phone Number & Email Address.
  • Click Save or Create Profile.

Clicking Save will book this appointment and the window will close. Clicking Create Profile will open the New Patient Work Space where you can add more information on this new patient right away. The appointment will not be saved. 

 

This new patient will now be associated with that office, as well as that practitioner selected.

 

3.3 Admin adding a new patient masked as a practitioner

C) Admin Staff Masked as a Practitioner.

 

C) Admin Staff Importing New Patients while NOT Masked

When admin is logged into an office and is importing a new patient list, those new patients are now associated with only that office.  No practitioner association is made.

  • Select Office on the left hand side navigation bar.
  • Select Patient Importer.
  • Drag & Drop or Upload CSV file of new patients.
  • Please make sure to verify the column assignments for your data.
  • Select the correct column names from each drop-down list to match the data in your import file.
  • The row that is in red is assumed to be a header row from your file. If it actually represents patient data, uncheck the check box marked “My File Has A Header Row“.
  • Click Proceed With Import.

 

3.3 Admin in Patient list for office.

D) Admin Staff Importing New Patients Working in Admin Account.

 

D) Admin Staff Importing New Patients while Masked as a Practitioner.

Admin Staff have the ability to perform tasks in SmartND as a practitioner. This is called masking. E.g Importing a new patient when masked as a practitioner will now associate those new patients with the current office that the admin is logged into, as well as that practitioner.

  • While masked as a practitioner, select Office.
  • Select Patient Importer.
  • Drag & Drop or Upload CSV file of New Patients.
  • Please make sure to verify the column assignments for your data.
  • Select the correct column names from each drop-down list to match the data in your import file.
  • The row that is in red is assumed to be a header row from your file. If it actually represents patient data, uncheck the check box marked “My File Has A Header Row“.
  • Click Proceed With Import.

 

3.3 Admin masked as practitioner showing new patient list

E) Admin masked as practitioner showing new patient list

 

E) Admin Staff Adding New Patients To Master List while NOT MASKED.

As admin you can see all the patients in the Patient Master List associated with this office as well as what practitioners they are associated with.

  • While logged in as admin, select Patients on the left hand side navigation bar.
  • At the top enter name, last name, phone number & email in Add New Patient
  • Make sure the email you are entering for the patient is an email that they are happy to use for their Patient Portal.
  • After entering the new patients name, last name, phone number & email you can select +Quick Add or +Create Profile. 

If you select + Quick Add the patient will be added to a Master Patient List below. This is just a quick way for you to enter them into your system right away (See Below)

If you select + Create Profile the Patient’s Work Space will open (See Below).

 

Any new patient added this way are now associated with only that office and NOT yet a practitioner.

 

3.3 Admin adding a new patients in patient workspace

E) Admin Staff Adding New Patients To Master List.

 

 

 F) Admin Staff Adding New Patients To Master List Masked as a Practitioner.

Admin Staff have the ability to perform tasks in SmartND as a practitioner. This is called masking. E.g Importing a new patient when masked as a practitioner will now associate those new patients with the current office that the admin is logged into, as well as that practitioner.

Also as a admin masked as a practitioner you can only see the Master patient List associated with this office and that specific practitioner.

 

3.3 Admin adding a new patients in patient workspace masked as practitioner

E) Admin Staff Adding New Patients To Master List Masked as a Practitioner.

Any new patient added this way are now associated with only that office and that specific practitioner.