Demographics

Description

Use the Demographics page to view, create, or edit patient demographic information, as well as access patient insurance and order information. You must first select a patient using the search feature before you can perform any of those tasks. See the "Selecting a Patient" section below.

When reviewing patient demographics, the program applies either the system default Demographics page layout template or the template selected for your signed-in location in the Locations administration page.

If there is a system default custom layout or your signed-in location is using a custom layout for the Demographics page, some of the features described below may not be available, may be in a different location on the page, and/or may be labeled differently. In this case, please contact your system administrator if you have difficulty finding information on a feature.

Access

Select the Demographic link on the Patient Name sub-menu.
Select the Demographics link below the Find Patient search field (after a patient is found and chosen) on the Insurance, Order History, Collect Samples, or Order Patient Samples pages. If the Use pop-ups for patient Demographics and Insurance on Order Patient samples and Collect Samples pages option is enabled on the Application page or the Users administration page, then the Demographics page appears as a pop-up from the Order Patient Samples or Collect Samples pages.
Select New Patient on the Patient Search page.
Select the name of a patient after selecting Recent next to Search at the top of the page.
Select the name of the desired patient, and then select Demographics in the pop-up list on the Find Patient or Order page or the Lab Orders administration page.
Scan a patient or order bar code while the default page is set to open the Demographics page when scanning a setting on the Locations administration page.

Technical Manual

Navigating this Page

As with any program or web page displayed in an Internet browser, you may always use your mouse to select buttons or to make fields active (ready to accept input).

You may also press the Tab key on your keyboard to move through the available elements (fields or buttons) and change which element is currently active. Some users find this method faster than using a mouse. The system allows administrators to set the tabbing order for this page (based on location or system default settings), so that the fields become active in the order most useful to the facility. When setting the tabbing order, administrators may also set one or more elements of the page so that the system skips them when determining what field or button receives the cursor focus. Upon entering the page, the system places the cursor at the first element not set to skip or the first unpopulated element if all the preceding elements are populated. See the Tabbing Order topic.

Even if a tabbing order is set, you may still use your mouse to access the desired page elements, including those skipped in the tabbing order.

Selecting a Patient

Before you can perform tasks on the Demographics page, you must first select a patient.

The Find Patient search field is at the top of every page of the system. Enter into the search field one or more characters of a:

Patient name
Date of Birth (MM/DD/YYY)
Note
You must enter a four-digit year for the system to search correctly. For example: 1988
Social Security Number (exactly as it appears in the patient's record)
Medical Record Number (three or more digits)
Patient ID
Alternate patient ID
Master patient ID (of a linked patient record)
Sample ID (from the system or from an EMR or other incoming electronic order)
Order ID

Select Search to perform the search. The system displays the results of the search in the Find Patient or Order list. Select the desired patient from the list. Once you select a patient, select Demographics from the menu. The patient and their demographics will display on the Demographics page.

If you did not find the correct patient in your search, search again after checking the patient's info. You can also select New Patient in the Find Patient or Order list to create a new patient record.

Creating or Editing Patient Demographic Records

Find Patient	Use the search field to find the patient, or search to ensure a patient record does not already exist. See the "Selecting a Patient" section above or the Orchard Enterprise Basics topic. If you are editing an existing patient record, the system displays the selected patient's name, age (or date of birth, depending on your Advanced Configuration Options), and patient ID at the top of the Demographics page once the patient is selected. You may modify demographic and insurance information; review the patient's order history; or place an order, collect samples or create a blank requisition for the patient by selecting the links listed below.
Demographics	Select this link (or press the Alt+U hotkey) to refresh the current page.
Insurance	Select this link (or press the Alt+I hotkey) to view or modify the patient's insurance information. See the Insurance topic.
Order History	Select this link (or press the Alt+O hotkey) to view the patient's order history or edit an order. See the Order History topic.
Options	Select this link to open a pop-up list of actions. Select the action you wish to take for the selected patient: New Order (to place an order for the patient in the Order Patient Samples page), Collect Samples (to collect samples for all orders for the patient that are ready for collection), Blank Patient Requisition (to view or print a blank requisition from the View PDF page), Patient Labels (to print the system default patient-type labels), or Change Log (to view the change log for the selected patient on the Change Log administration page, if you have the rights to do so). When creating blank requisitions, the program will attempt to use the format selected for your signed-in location, if available. If not, the program uses the system default format. If the location's format is set to use the system default, and if the system default format is set to None, then the program disables access to create blank requisitions. Enter or modify the patient's demographic information in the fields listed below to create or modify the patient's file. One or more of the demographics fields may be required, depending on the settings on the Locations or System Defaults administration pages, one or more of the demographics fields may be required. Required fields are indicated with asterisks, and they appear in red if the field is empty or the value is invalid. Depending on the settings for your practice, the program may enter information into one or more of these fields by default. If so, you may modify these default values as needed Note The system displays a tool tip for required fields that have a defined pattern or description.
Race	Select the race of the patient from the drop-down list.
Ethnicity	Select the ethnicity of the patient from the drop-down list.
Practice	This field displays the patient's associated practice. You may not modify this value for existing patients. For new patients, the program automatically enters the practice for your signed-in location, but you may type in the field to search for and select a specific practice from the drop-down list.
Last Name	Enter the last name. These fields may be required. Depending on the settings on the System Defaults administration pages, the program may record changes to the patient's name as aliases on the Patient Aliases page. See the Patient Aliases topic.
Prefix	Enter the prefix. These fields may be required. Depending on the settings on the System Defaults administration pages, the program may record changes to the patient's name as aliases on the Patient Aliases page. See the Patient Aliases topic.
First Name	Enter the first name. These fields may be required. Depending on the settings on the System Defaults administration pages, the program may record changes to the patient's name as aliases on the Patient Aliases page. See the Patient Aliases topic.
Middle Name	Enter the middle name. These fields may be required. Depending on the settings on the System Defaults administration pages, the program may record changes to the patient's name as aliases on the Patient Aliases page. See the Patient Aliases topic.
Suffix	Enter the suffix. These fields may be required. Depending on the settings on the System Defaults administration pages, the program may record changes to the patient's name as aliases on the Patient Aliases page. See the Patient Aliases topic.
Professional Suffix	Enter the professional suffix. These fields may be required. Depending on the settings on the System Defaults administration pages, the program may record changes to the patient's name as aliases on the Patient Aliases page. See the Patient Aliases topic.
Patient ID	Leave this field blank to have the system assign a unique identification number to the new patient. To manually create a new ID, enter the number in this field. This value must be unique.
More	Select to view the master patient ID, or to enter up to two alternate identification numbers for the patient in the Patient IDs page. You must have the necessary rights assigned to your security role to edit the patient ID and the alternate patient IDs. Note Depending on system default or location settings, the system may automatically fill this field with the patient’s MRN field.
Aliases	Select this button to view, add, or delete alternate names for the patient on the Patient Aliases page. See the Patient Aliases topic.
Date of Birth	Enter the month, day, and year of the patient's birth date in the format MM/DD/YYYY. If this field is required, you may have the security right to enter zeros in place of a date of birth to indicate that the date of birth is not known or required.
Age	Select to display the Calculate DOB From Age pop-up. This button is only available if the system administrator has set it up for your signed-in location. If available, the pop-up allows you to calculate the patient's date of birth with days. Enter values in the Years, Months, and Days fields to specify years, months, and days in order to make the calculation. Enter the patient's date of birth in the DOB fields. Select OK to close the pop-up and make the calculation, or select Cancel to close the pop-up without making any changes. This button is only available if the Locations administration page Signed-in Location tab drop-down list option Date Of Birth With Age Button is selected as the option for the Display Date Of Birth on Patient Demographics as drop-down list.
Sex	Select the sex of the patient from the drop-down list. When adding a new patient, this field is blank by default. If the field is required, you cannot save the patient record until you select an option. If the field is not required and you do not make a selection before saving the patient record, the sex will default to Unknown.
SSN (Social Security Number)	Enter the patient's social security number.
Primary Care Provider (PCP)	Enter one or more letters of the name of the patient's primary care provider and select Search to search for and select a provider from the list that matches your search criteria. See the User Search topic. Select the Show Advanced Search checkbox to display advanced filter fields you can use to search for a primary care provider.
Linked Location	Select a location from the drop-down list to link the patient to that location.
Auto-fill patient location information from past orders	Select to have the program use this location as the default ordering location on the next order for the patient.
Practice MRN	Enter a medical record number for the patient. If there is a value in this field, the program displays it on result reports and requisitions, and you may search for a patient using this value. Depending on the settings in the Practices administration page, the program may automatically fill this field from the practice's designated demographics source, and/or it may require a unique value in this field for all patients from a practice. If the system requires a unique value, it adds an underscore and number "_X") to the end of any non-unique MRN number (see the Practices topic). However, if the pattern requirements set on the System Defaults or Locations administration pages for the MRN field used on the Demographics page do not allow underscores, then users will not be able to save changes on the Demographics page without changing MRNs with the added underscore and number ("_X").
Phone Number 1	Enter the telephone contact information for the patient. Depending on the settings for your practice, the program may enter information into the Phone Number 1 field by default. If so, you may modify this default value as needed.
Phone Number 2	Enter the telephone contact information for the patient. Depending on the settings for your practice, the program may enter information into the Phone Number 2 field by default. If so, you may modify this default value as needed.
Email	Enter the email address for the patient.
Address 1	Enter the address information for the patient. If ZIP code checking is enabled in the System Defaults administration page, then, when you enter a ZIP code that exists in the database, the program automatically fills in the city and state associated with the ZIP code, and if the ZIP code update option is enabled, the program also updates the corresponding city and state data with any changes you make here, if appropriate.
Address 2	Enter the address information for the patient. If ZIP code checking is enabled in the System Defaults administration page, then, when you enter a ZIP code that exists in the database, the program automatically fills in the city and state associated with the ZIP code, and if the ZIP code update option is enabled, the program also updates the corresponding city and state data with any changes you make here, if appropriate.
ZIP/Postal Code	Enter the ZIP/postal code for the patient. If ZIP code checking is enabled in the System Defaults administration page, then, when you enter a ZIP code that exists in the database, the program automatically fills in the city and state associated with the ZIP code, and if the ZIP code update option is enabled, the program also updates the corresponding city and state data with any changes you make here, if appropriate.
City	Enter the city for the patient. If ZIP code checking is enabled in the System Defaults administration page, then, when you enter a ZIP code that exists in the database, the program automatically fills in the city and state associated with the ZIP code, and if the ZIP code update option is enabled, the program also updates the corresponding city and state data with any changes you make here, if appropriate.
State/Region/Province	Enter the state/region/province for the patient. If ZIP code checking is enabled in the System Defaults administration page, then, when you enter a ZIP code that exists in the database, the program automatically fills in the city and state associated with the ZIP code, and if the ZIP code update option is enabled, the program also updates the corresponding city and state data with any changes you make here, if appropriate.
Country	Enter the country for the patient. If ZIP code checking is enabled in the System Defaults administration page, then, when you enter a ZIP code that exists in the database, the program automatically fills in the city and state associated with the ZIP code, and if the ZIP code update option is enabled, the program also updates the corresponding city and state data with any changes you make here, if appropriate.
Nationality	Select the nationality of the patient from the drop-down list.
Display ABN in Spanish	Select the checkbox to set a default for the program to print all ABNs in Spanish for this patient. You may modify this default from the ABN Status and Print page.
Patient is Orderable	Clear this option if you do not want the program to include the patient when users search for patients from the Order Patient Samples page. This option is only enabled if the system default setting for determining the patient's orderable status when copying a patient to a different practice is enabled. See the System Defaults topic. If the system default setting is not enabled, the program selects the Patient is Orderable checkbox by default, and you cannot edit the value.
Orderable	Depending on the Advanced Configuration Options (ACOs) for the system, the program may display the Orderable column on the Find Patient or Samples page, which indicates the current value of this checkbox. See the Find Patient or Order topic.
Patient is Deceased	Select the option to indicate that the patient has passed away. Once you mark a patient as deceased and save the patient record, the program creates an alert that it displays by default if you open the deceased patient's record using the Order Patient Samples page. You may use deceased as a filter option when archiving records. See the Archive topic.
Match List	Upon creation of a new patient record, the Match List will display potential patient matches found in the system via a Patient Match Rule. The list of potential patient matches will display each patient's Name, Patient ID, SSN, and the Patient Match Rule that found the patient. See Patient Match Rules. Select a name in the list to open a menu of options for the patient. Once the new patient record is saved, the Match List will display as N/A.
Comments	Select to access the Patient Comments pop-up where you may enter patient comments that are recorded on the patient's record. See the Patient Comments topic. If there are comments for the patient, the button text will be green and italicized. Select Add to open the Patient Comment pop-up to add a comment in the Add/Edit Comment field, or by selecting the ... button to add a quick comment from the Quick Comments pop-up. This text area also has text shortcuts functionality. For more information on using text shortcuts, navigate to the Using Text Shortcuts topic. Here you may select predefined comments in the program, and/or add multiple comments separating them with a comma, semicolon, colon, space, or vertical bar via the Separate Comments with drop-down menu. You may also select either postpend, prepend, or replace via the available drop-down menu. Select Insert Date/Time to insert the current date/time in the Add/Edit Comment field. Some comment text must be entered in order to save the comment. Select Save to add the comment, or select Cancel to close the pop-up without saving any changes. Select OK on the Patient Comments pop-up to return to the Demographics page.
Alerts	Select to access the Patient Alerts page where you may enter alert information for the patient that is displayed when an order is placed or a sample is collected. See the Patient Alerts topic. If there are alerts for the patient, the button text will be green and italicized. This text area has text shortcuts functionality. For more information on using text shortcuts, navigate to the Using Text Shortcuts topic.
Additional Information	Select to access and add additional information about the patient in the Additional Info Fields. You may add SSN, date/time, provider, etc., and add files to the patient by browsing your computer via Browse... Select OK to add the additional information. The button text will be green and italicized.
Encounters	Select to add or search for an encounter. The page will display the encounter number, opened time, and closed time. See the Encounter Search topic. The button text will be green and italicized.
Results To...	Select to define who receives results based on the patient associated with an order. By selecting this button, you are able to add and edit recipient types and save a recipients to patients. See the Patient Result Delivery and Add or Edit Recipient Pop-up topics. The button text will be green and italicized.
Links	Select to view linked documents attached to the patient. Show ___ entries: The page will show 10 entries by default in the field if available. The page will display date/time, name, and a description of the document. This page also gives you the ability to add a new linked document to the patient with a comment. See the Patient Linked Documents topic.
Diagnoses	Select to view or edit the patient's diagnoses on the Patient Diagnosis History page. See the Patient Diagnosis History topic. Edit patient information on the Patient Diagnosis History pop-up by selecting either the ICD-9 or ICD-10 tab. Add: Select to search for a specific diagnosis code on the Diagnosis Search pop-up. Select the code(s). Add All Selected Items: Select to add the diagnosis code to the patient. Cancel: Select to close the pop-up without saving any changes.
Sign In	Select to set or change the patient's password. User Name: Enter the patient's user name into the field. New Password: Enter the patient's new password into the field. Confirm Password: Confirm the patient's new password by entering it into the field. Assign User Name/Password: Select to randomly generate a new user name and password. Save: Select to save the changes. See the Change Password or New Password topic.
OK	Select to close the alert pop-up.
Load Image	Select to add, update, or delete the patient's photo.
Discard Changes	Select (if accessed from another page) to clear any changes made to the patient record.
< Back to	Select (if accessed from another page) to clear any changes made to the patient record.
Save	Select to record the changes. When you create a new patient file, the system changes the display from Demographics to the new patient's name, age (or date of birth, depending on your Advanced Configuration Options), and patient ID.
Close Window	Select this button to close the page and return to the preceding page.
X	Select this button to close the page and return to the preceding page.
? (Help)	Select the help button on the pop-up window to view the help for the Demographics page. If you use the help hotkey from the pop-up, it will open the help for the Order Patient Samples page.

Utilizing Next of Kin

Next of Kin	Select to open the Next of Kin pop-up and enter or modify the name, relationship, and organization of the patient’s next of kin.
Add	Select to add a next of kin to the Demographics page.
Type	Select an option from the drop-down list to select the type. Select either Individual or Organization from the drop-down list.
Relationship	Select an option from the drop-down list to specify the relationship type. Select either Unknown, Associate, Brother, Care giver, Child, Emergency contact, Employee, Employer, Extended family, Father, Foster child, Friend, Grandchild, Grandparent, Guardian, Handicapped dependent, Life partner, Manager, Mother, Natural child, None, Other, Other adult, Parent, Self, Sibling, Sister, Spouse, Stepchild, Trainer, or Ward of court from the drop-down list.

If Individual is selected from the Type drop-down list, enter information in the following fields:

Last Name	The individual's last name. This is a required field.
First Name	The individual's first name.
Middle Name	The individual's middle name.
Suffix	The individual's suffix.
Prefix	The individual's prefix.
Professional Suffix	The individual's professional suffix (if available).
Name Type	Select an option from the drop-down list to specify the type of name for the individual. Select either Adopted name, Alias name, Coded Pseudo-name to ensure anonymity, Display name, Indigenous/Tribal/Community name, Legal name, Licensing name, Maiden name, Name at birth, Nickname/"Call me" name/Street name, or Unspecified from the drop-down list.
Contact Info	Select the button to view contact information, such as addresses, phone numbers, and email addresses on the Contact Info pop-up.

If Organization is selected from the Type drop-down list, enter information in the following fields:

Organization Name	The organization's name. This is a required field.
Organization Name Type	The type of organization. Select either Alias, Display, Legal, or Stock Exchange Listing from the drop-down list.
Organization ID	The organization's ID.
Organization ID Type	The organization's ID type. Select either Employer Number, Facility ID, Organization Identifier, or Unspecified Identifier from the drop-down list.
Organization ID	Select the button to open the Edit Entity IDs pop-up.
HL7 2.5.1 Entity ID Type	Select Next of Kin Organization assigning authority from the drop-down list.
Universal ID	The universal ID for the organization.
Universal ID Type	The universal ID type for the organization.
Namespace ID	The namespace ID for the organization.
Save	Select the button to save any changes made on the pop-up
Search Existing Entity IDs	Select the button to search for entity IDs that already exist within the system on the Select Existing Entity ID pop-up. Select in each individual field to search, or select inside the table to select an existing ID. These are search-as-you-type fields.
Clear Entity ID	Select the button to clear all information out of the fields on the pop-up.
Cancel	Select the button to return to the Next of Kin pop-up.
Contact Info	Select the button to view contact information, such as addresses, phone numbers, and email addresses on the Contact Info pop-up.

Adding, Updating, or Deleting Photos

In order to use the patient photo feature, a system administrator must enable it in the System Defaults administration page. See the System Defaults topic for more information.

See the Images topic for more info on how to add, update, and delete photos.

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