Account Details
Complete at least the Mandatory and Suggested fields in the Account Details sectionAccount Details section of the Demographics screen. Click Save from the Sheet BarSheet Bar to save your changes. A prompt appears asking if you are sure you want to permanently change the patient's information. The changes you make in this section will not take effect until you click OK on this prompt.
Click each link below for an explanation of the fields in this section, including how the information entered in these fields is used in claims processing, where applicable.
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Entering an Account number makes this Person a Patient in the system. You can either enter an account number manually, or click the double arrows to the right of the field to have the system generate the next available account number for this patient. If a patient has an existing account number from an external system, do not enter that number here. Instead, if you have an interface that connects Office to your external system, you can import it.
Account number will be referenced in FL 26 (Patient’s Account No) on the paper HCFA-1500 form and FL 3a (Patient Control Number) on the paper UB-04 form.
Signature on File for Information ReleaseSignature on File for Information Release
This check box is selected by default, because most facilities will have permission on file to use the Patient’s medical information to file a claim or perform other necessary tasks.
When the box is checked, FL 52 on the UB-04 paper form will display Y (YES). If not checked, the field will be blank. HCFA-1500 paper forms will display “Signature on file” in FL 12 when the box is checked. When not checked, the field is blank.
Primary ProviderPrimary Provider
From the drop-down list, select the PCP (Primary Care Provider) or the surgeon performing the procedure. The physician listed in this field will remain the same for all cases going forward unless it is manually changed.
Referring PhysicianReferring Physician
For ASCs, this is always the rendering surgeon.
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Your facility may classify patients in ways that provide staff cues for addressing specific needs or protocols or special treatment (e.g. VIPs, hearing disabled, Advanced Directive on file, etc.). These classifications are built in a dictionary, which you can access clicking Alt + d.
This field is associated with some reports, patient statements, RCM, and dunning messages.
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This is a free text field. The Chart number can be searched on in the MPI, so it is a good practice to reference a legacy account number here for easy cross reference between systems.
Active check boxActive check box
This check box is selected by default. If you found a duplicate record in the system, (if, for example, you had merged a previous system with Office using an interface) selecting this check box will ensure that changes you make on the Demographics screen will only apply to an active account.
Third Party SignatureThird Party Signature
Check this box if someone is signing on behalf of the patient.
Check mark iconCheck mark icon
If you have a document (like a power of attorney) to scan into the system, click the check mark icon in the Account section. Click here for more information.
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Click the plus sign icon. The Patient status chooser dialogPatient status chooser dialog appears. Search for the patient status by name, quick code or both, or add a new patient status by clicking the plus sign icon on the Patient status chooser dialog. Edit a patient status by selecting it and clicking the check mark icon. You may assign several statuses to a patient. (e.g., Turnover to Collections, Study group patient, Summer resident only.) Access the Patient Status dictionary with Hot Keys [Alt + D] (to add a new Status) or [Alt + E] (to edit an existing item.)
This field is associated with some reports, patient statements, RCM, and dunning messages.
Unique Insurance IDUnique Insurance ID
Use this field if you need to add a payor- specific identifier to an insurance claim.
The field is referenced on UB-04 paper claims as FL 8a Patient ID.