How Can I Enroll a New Patient?

Looking to enroll a new patient in your clinic? Great! There are actually multiple ways that you can do this depending on how you like to work.

Let’s take a look at the different options:

Manually

If you’d like to manually enroll a patient, you can do so by:

• Head to the Active Patients page by clicking Patients on the top navigation
• Next, click on the plus icon in the upper right corner
• Here, fill out the patient’s details such as their name, date of birth, health history, medication, contact information, and more
• Once you’ve filled out the details, click Next
• Review all of the information and once you’re happy with it, click Save and Go to Patient Chart, otherwise click Continue Adding Details

Using the Patient Enrollment Form

This feature allows clinics to use an iframe to embed a patient enrollment form in their own websites – similar to the way you would embed a YouTube video.

You can get your embed code by heading to Account, then Settings, then scrolling down to the Patient Enrollment Form section.

Click View and Update Settings, make sure that the box next to Enrollment Enabled is checked, then copy your Embeddable enrollment form code.

If you’re worried about safety, don’t sweat it – your patient’s information is secure when they enroll online. Get the details on that over here.

The patient enrollment form is also available in Spanish. Upon landing on the enrollment page, the patients will have the option to select a checkbox for the Spanish version – English is the default language.

Handling Unconfirmed Enrollments

Once the patient enrolls, their registration goes into the Unconfirmed Enrollment section on the Active Patients page.

To validate the entry as approved, and legitimate, you must do so from this page. Once it’s confirmed, the patient will be listed as a legitimate patient, and edits can be made to their chart from the patient profile section.

Until the clinic has approved the enrollment, the patient who has submitted the enrollment form through the clinic’s website will remain unconfirmed, and will not enter the billing cycle.

You’ll be notified of unconfirmed enrollments in two ways. In addition to an email notification, you’ll also see an alert in your EMR interface. This looks like an exclamation point next to your Patients tab, as well as a red “Unconfirmed Enrollments” listing in the settings cog dropdown of your Active Patients page.

Billing Unconfirmed Enrollments

On this page, you can also decide if and how you’d like to bill new unconfirmed enrollments immediately.

To do this:

• Under the list of unconfirmed patient enrollments, click Charge and Collect Payment
• Select the dropdown menu under Subscription Charge Options and choose between charging the full subscription or charging a prorated subscription
• You can also optionally collect payments now by checking the appropriate box, which will charge all outstanding fees to the credit card provided by the patient
• Once you’re happy with your selection, click Confirm Enrollment Billing Options and the subscriptions will be applied to those new enrollments

You can see how the subscriptions were applied in more detail by selecting the full billing profile of each patient.