Patient Configurations
Patients Module – Configuration Menu
The Patients → Configuration menu contains the master data and administrative tools used throughout the Patients module. These settings control drop-down values, consent forms, external providers, patient merge tools, and other patient-related configuration options.
Note: This menu is typically available only to users with Patient Administration access.
Accessing the Configuration Menu
Navigate to:
Patients → Configuration
The Configuration menu contains several setup and maintenance options used throughout the system.
Configuration Menu Overview
Allergy Reaction
Path: Patients → Configuration → Allergy Reaction
The Allergy Reaction list is used to maintain the different reactions a patient may have to an allergen.
Examples
- Rash
- Hives
- Swelling
- Itching
- Anaphylaxis
Usage
These values are available when recording patient allergies.
Allergy Type
Path: Patients → Configuration → Allergy Type
The Allergy Type list defines the categories of allergies that can be assigned to patients.
Examples
- Drug
- Food
- Environmental
- Latex
Usage
Used when documenting allergy information within patient records.
Consent Form
Path: Patients → Configuration → Consent Form
This menu displays all consent forms that have been created and signed by patients.
Usage
- Review signed consent forms
- Verify patient consent records
- Manage active and historical consent documents
Consent Form Template
Path: Patients → Configuration → Consent Form Template
Consent Form Templates are reusable templates used to generate patient consent forms.
Usage
- Create new consent form templates
- Update existing consent forms
- Deactivate outdated templates
Examples include:
- HIPAA Consent
- Financial Agreement
- Contact Lens Agreement
Contact Titles
Path: Patients → Configuration → Contact Titles
Manage the titles available on patient and contact records.
Examples
- Mr.
- Mrs.
- Ms.
- Dr.
- Miss
SMS Templates
Path: Patients → Configuration → SMS Templates
SMS Templates allow staff to quickly send standardized text messages to patients.
Examples
- Appointment Reminder
- Recall Reminder
- Prescription Ready Notification
Usage
Create reusable templates to save time and ensure consistent communication.
Localization
Path: Patients → Configuration → Localization
The Localization menu contains geographical and language-related data used throughout the system.
Examples
- Countries
- States / Provinces
- Languages
- Country Groups
These values are typically configured once and rarely modified.
Rx Usage
Path: Patients → Configuration → Rx Usage
Rx Usage defines the intended purpose of a prescription.
Examples
- Distance
- Reading
- Computer
- Sports
- Safety Glasses
These values are used when creating and managing prescriptions.
Document
Path: Patients → Configuration → Document
Document Types are used to categorize patient attachments and uploaded files.
Examples
- Insurance Card
- Driver's License
- Referral Letter
- Clinical Photo
- OCT Scan
Categories
- Clinical
- Administrative
Proper categorization helps keep patient documents organized.
Merge Patients
Path: Patients → Configuration → Merge Patients
The Merge Patients tool allows administrators to combine duplicate patient records into a single patient profile.
Usage
Use this feature when:
- Duplicate patient records exist
- A patient was accidentally created more than once
Important
The selected source patient will be merged into the destination patient record.
Always verify the correct patient records before performing a merge.
[Insert Screenshot: Merge Patients Wizard]
External Providers
Path: Patients → Configuration → External Providers
External Providers are healthcare professionals outside your organization who may refer patients or participate in patient care.
Examples
- Referring Physicians
- Primary Care Physicians
- Specialists
Usage
Maintain provider contact information and referral sources.
Import External Provider
Path: Patients → Configuration → Import External Provider
This tool allows administrators to import provider information from the NPI/NPPES registry.
Usage
- Enter provider search criteria.
- Click Find.
- Select the providers to import.
- Complete the import process.
This helps quickly populate the External Providers list without manual data entry.
Occupations
Path: Patients → Configuration → Occupations
Maintain the list of occupations available on patient records.
Examples
- Teacher
- Software Engineer
- Construction Worker
- Retired
Usage
Occupation information may be used for reporting and patient profiling.
Employers
Path: Patients → Configuration → Employers
Maintain a standardized list of employer names used throughout patient records and insurance information.
Usage
- Add new employers
- Correct employer names
- Archive inactive employers
This helps maintain accurate reporting and insurance data.
Log Notes
Path: Patients → Configuration → Log Notes
Log Notes are reusable note templates that staff can quickly add to patient records.
Examples
- Left Voicemail
- Insurance Verified
- No Answer – Will Retry
- Requested Insurance Card
Benefits
- Faster note entry
- Consistent communication records
- Standardized patient interactions
Best Practices
- Archive records instead of deleting them whenever possible.
- Keep drop-down lists clean and relevant.
- Review templates periodically to ensure they remain current.
- Verify patient information carefully before performing merges.
- Use Import External Provider when importing multiple providers instead of creating them manually.
Summary
The Patients → Configuration menu contains the core administrative settings used throughout the Patients module. Proper maintenance of these configuration records ensures accurate patient data, consistent workflows, and improved reporting across the system.