A PDF containing step-by-step instructions with pictures is available to view or download at the bottom of the page.
There are multiple options to add a Patient to the HybridChart census, including accessing the hospital database for Practices with an ADT integration and accessing the EHR database for Practices with an EHR integration.
Add a New Patient to the Census – Basic Steps
1. Click Add Patient to start the Add Patient process. There are several places you may click to add a new Patient.
· From the QuickLinks on the Patients Dashboard
· From the Add Patient Function at the top of the Patient List in the SuperBill, QuickBill, QuickEdit, or SnapShot Views.
· From the Add Patient Function at the bottom of the Patient List in the SuperBill, QuickBill, QuickEdit, or SnapShot Views.
2. Search for the Patient’s name by typing the name in the LAST NAME and/or FIRST NAME fields. You may search for any combination of the Patient’s first and last name. NOTE: Customers with a Kareo EHR integration must enter the entire first and last name to find Patients in the Kareo database. Click SEARCH.
3. Check for a match on the right side of the screen. If the name searched for matches any results, they will be highlighted.
There are five potential options to choose from:
· ACTIVE CENSUS: Patients on the Active Census are already admitted to HybridChart.
· LINKED EHR: NOTE: Only applies to customers with an EHR integration. Patients in the Linked EHR tab are already registered as Patients in your outpatient EHR. Patients selected from this list will not need to be linked later.
IMPORTANT: Some Practices, such as those connected to Intergy and Allscripts, will find Patients from the EHR Database in the HybridChart Database tab.
· EXTERNAL DATA: NOTE: Only applies to customers with an External Data Feed. Patients in the External Data tab are registered as patients in the hospital. Patients selected from this list may need to be linked to the EHR later, if applicable.
· RECENTLY DISCHARGED: Patients in the Recently Discharged tab have been discharged from HybridChart in the past 60 days. When selecting a patient from this list, you will be given the option to REACTIVATE or READMIT the patient.
· HYBRIDCHART DATABASE: HybridChart retains a record of every patient that has been admitted to the system AND was linked to an EHR ID. If the patient has been seen by your Practice in HybridChart before but was discharged more than 60 days ago, they can be admitted from this tab.
4. Select an option by clicking on it, and the results will appear below.
5. If the Patient you are searching for is present, click the appropriate option.
· GO: If the Patient is already present on the Census, click GO to be taken to their existing admission.
· ADMIT: This admits the Patient to HybridChart.
· REACTIVATE: This is appropriate for patients who were signed off but never left the hospital. It reactivates the previous admission, and all previously entered Diagnoses and Charges will be present.
· READMIT: This is appropriate for patients who were physically discharged from the hospital and will begin a new admission.
6. If the Patient you are searching for is not already in the system, you may add them by clicking ADD PATIENT/NO MATCH.
7. Fill in the appropriate information. Mandatory fields are indicated by a red asterisk. What fields are present in the Add Patient screen vary by Practice and may differ from what you see here.
8. Once all mandatory fields are filled in, you may click + ADD PATIENT on the right side of the screen at any time to add the Patient.
There are several advanced options available when adding Patients to HybridChart; continue reading below to learn about them.
NOTE: Not all advanced options are available to all users. Options to add Charges are only available to Users with a Security Level of 3+.
Add a New Patient to the Census – Advanced Options
ALERT USERS OF ADMISSION
1. When selecting a Provider (e.g. Rounder, Secondary Rounder, Midlevel, etc.) from the drop-down lists in the Provider section, you may click the SEND MESSAGE checkbox to alert them of the Patient’s admission via Secure Message.
2. In the Message section, you may add other recipients by typing their name in the RECIPIENTS field. Adjust the priority of the notification to Routine, Urgent, or STAT using the PRIORITY drop-down menu.
ADD A FLAG
1. Add a Flag from the Add Patient screen by clicking the checkbox(es) next to the Flag(s) you wish to add.
ADD A CHARGE
If you are a Provider and wish to capture Charges for the Patient, you may do so in the Add Patient screen. See HOW-TO GUIDE – Patients – Capture Charges in the SuperBill View and HOW TO Guide – Patients – Diagnosis Details for more details about capturing Charges.
2. Use the Diagnosis selection tools to add Diagnoses for the Patient. Diagnoses will appear on the right side of the screen.
3. Enter any appropriate Charge Details, such as Modifiers or Start/Stop times.
4. Enter any Charges. Charges will appear on the right side of the screen.
ADD METRICS
1. Use the checkboxes to select any appropriate Metrics.
ADD DISCHARGE ORDERS
1. Enter any appropriate Discharge orders.
AUTODISCHARGE
1. The AUTODISCHARGE feature is appropriate for Patients who were added and charged, but will not remain on the Census (example: an ER consult or a stress test reading). Use the drop-down menu in the DISCHARGEORDERS section to select a Patient Disposition. Anything other than “Keep on Census” will activate the Auto-Discharge feature.
2. An indicator that the Patient will be auto-discharged will appear on the right side of the screen. Click CANCEL to turn off.
3. Click + ADD PATIENT to complete the process.