You must have Clinical User,or Clinical Assistant permissions to perform these tasks.

Add Patient

The Add Patient wizard allows Clinical Users to add patients to the system.

To add a new patient:

1. Click the Patients tab.
   The Patient search and a list of all patients displays.

2. Click the Add Patient button .
   The Add Patient wizard displays.

3. In the Identity section, select the appropriate Location and enter the patient's First Name, Last Name, Date of Birth, Gender, Setup Date, External ID, Patient Reference or NHS Number (additional patient identifier), Payer and Member ID and External Services (optional). The External ID is any identification information you want to enter to identify a patient. For organizations with Patient Adherence Management Services (PAMS), AIM Benefits Managers, Long-Term Adherence Management (LTAM), or other external services, choose the appropriate service form the pull-down menu. You can also select a Start Time of Day for the patient. The Start Time of Day option is available in 1-hour increments.

Note:  When searching for a Location, only sub locations matching the entered search string will be displayed in the list.   

Note: In order to prevent duplicate patient records, your organization may require External ID as a required field.

Note: The patient's Location and Payer are pre-assigned by default. To clear the default Location or Payer, click the 'X' next to the name. To assign a new Location or Payer, type in a new search term and select the desired Location or Payer in the drop-down menu.

Note: All Philips Services patients are assigned a unique ID number during setup. You can edit the number, change its format, or delete it. The number is viewable under the patient's Identity tab (External ID field).

Note: The Setup Date is when the patient is entered and setup within their system. It is not used for compliance calculations and can be chosen based on the user's preference. It defaults to today’s date and can be set in the past or future.

Note: Only Location, First Name, Last Name, Date of Birth, and Setup Date are required to add a patient. Once this information has been entered, all other sections can be skipped now and updated later.

Note: Patients with external services (benefit management providers or Philips Services-enabled services) will display available options in the External Services section. Philips Services-enabled patients require a phone number.

Note: The Start Time of Day can be edited. Any changes to a patient's Start Time of Day are shown in the Patient Activity Log.

Note:  A secondary Payer may be assigned to a patient.

Note:  If an external duplicate match is identified, a message will indicate the match. Clicking the Transfer Patient button opens the patient record and allows the patient to be transferred to the user/user organization.

4. Once Identify information has been entered, click the Save button.
   Patient is created and Contact Information section displays.

5. In the Contact Information section, enter information for the patient as needed.
   
   Note: Multiple Phone Numbers can be added to a patient's Contact Information.  Click the "+" beside Phone Number and select Home, Mobile, Work, Caregiver, or Other.  Activate check boxes for Consent to receive text messages and Preferred Number if applicable.  Consent to receive text messages is only applicable to Mobile and the first Phone Number entry. Only one number can be selected as Preferred Number.  Click the "X" beside any phone number to delete it.

Note: Starting in the Contact Information section, users may see Previous, Skip, Skip All, Next, and Save buttons. Clicking the Previous button, returns users to the previous section in this Add Patient wizard. Clicking the Skip button, skips the current section in the Add Patient workflow. Clicking the Skip All button, skips all sections in the Add Patient wizard and closes the wizard (the patient has already been created in the previous step). Clicking the Next button, takes users to the next section of the workflow.

Note: Contact information is not required to create a patient. This information can be skipped now and updated at a later time. A phone number is required for Philips Services-enabled patients.

6. Once Contact Information has been entered, click the Save button.
   Patient is updated and Care Team section displays.

7. In the Care Team section, you can manage patient care team members.

By default, the clinical user is assigned as a Care Team Member. To remove this clinical user from the patient, click the - button at the right of the Care Team Member name.

To add new Care Team Members, choose the Internal or External search filter, enter the Care Team Member's first or last name in the search field, and click the Search button. Once you have located the Care Team Member in the search results, click his or her name, and then click the Assign Selected Members button to assign the Care Team Member to this patient.

Note: If you do not see a desired clinical user, note that users with administrative permissions can add new clinical users in the users section. Once added in the administrative section, they become available here.

Note: Administrators need to approve Care Team Members who are not authorized or who are in locations that are not authorized unless the implicit authorization toggle has been activated in Patient Access settings.

Note:  If implicit authorization has been activated, the level of authorization displays under each location.

Note: For Philips Service-enabled patients, Care Orchestrator auto-assigns a PAMS sub-organization.

Note:  When a Philips Service-enabled patient is being added (or edited), the user will not have the ability to unassign the Philips Service location.

8. Once the Care Team information has been entered, click the Save button.

Patient is updated and Equipment section displays.

9. In the Equipment section, you can add devices or accessories for the patient.
   To add a device for the patient, click the Add Device button. Enter the device Serial Number and specify a Source.  Click the Save button.

Note:  The Serial Number can be added later but a Source must be selected in order to activate the Save button.  The Device field will be Generic Device until a Serial Number is added.

Device is added for the patient.

Note: Device information populates based on the device Serial Number entered. The Issue Date will default to today's date, but it can be changed to another date, as necessary. The device will default to the patient's primary device if it's the first device added. The primary device is the device synced with EncoreAnywhere if a corresponding patient record exists in EncoreAnywhere.

Note: A generic device, one without a Serial Number, is created for each patient, even if one is not created in this section. However, therapy data cannot be downloaded to the patient's record without a Serial Number for the device. Once the Serial Number for the device is available, update the information.
To edit a device, click the Edit button located at the right of the selected device and make the desired edits. Click Cancel to withdraw any edits or click Save to save your updates.

Note: Serial Number and Primary options cannot be changed while editing a device. If Serial Number changes are needed, you need to add another device.

To unassign a device, click the Unassign button located at the right of the selected device. In the confirmation window, click Unassign to confirm that you want to unassign this device or click Cancel to withdraw the request.

To change the primary device, check the option in the Primary column for the device you want to designate as the primary device for the patient.


To add an accessory for the patient, click the Add Accessory button. Select the accessory information from the drop-down menus and click the Save button.

Accessory is added for the patient.

To edit an accessory, click the Edit button located at the right of the selected accessory and make the desired edits. Click Cancel to withdraw any edits or click Save to save your updates.

To unassign an accessory, click the Unassign button located at the right of the selected accessory. In the confirmation window, click Unassign to confirm that you want to unassign this accessory or click Cancel to withdraw the request.

10. Once Equipment information has been assigned, click the Next button.
    Patient is updated and Rules and Settings section displays.

11. In the Rules and Reminders section, select the Care Program,  Compliance Rule, Rule Set and Reminder Set for the patient.
    Every time therapy data transfers to the patient's account, Care Orchestrator checks it for compliance using the rules assigned in this step. Administrators have the ability to add new compliance rules to the system and Clinical Users can assign these rules to their patients during this Add Patient process.
    
    Note: By default, all new patients are assigned a Compliance Rule. Select No Rule if you do not want any rules added for the patient.

Note: For Philips Services-enabled patients, a Patient Follow-Up Reminder Set is automatically created. To remove this reminder set, click the "X" located to the right of the reminder set name.

12. Once Rules and Settings information has been selected, click the Finish button.
    Patient is updated, the Add Patient workflow is completed and closed, and the new patient is displayed.

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