Entering Patient Insurance Information

1. Accessing the Patient Registration Section

1. Log In to Your Account:
   • Sign in to your iClinic account using your credentials.
2. Navigate to the Registration Section:
   • Click on the Register icon located on the dashboard.
3. Search for an Existing Patient:
   • In the search window, select “Look Up Existing Patient.”
   • Enter one of the following: 
     • Last Name
     • First Name
     • Date of Birth
   • Click “Go” to search for the patient.
   • From the search results, select the appropriate patient and click “Retrieve.”

2. Adding Primary Insurance Information

1. Open the Insurance Section:
   • On the patient’s registration page, click on “1st Insurance.”
2. Select the Patient’s Insurance:
   • Click on “Insurance List.”
   • To quickly find the insurance provider: 
     • Click the first letter of the insurance company’s name (e.g., “C” for Cigna).
     • The list will filter, displaying only insurance companies that start with that letter.
   • Select the appropriate insurance from the filtered list.
3. Enter Insurance Plan Information:
   • Plan Name: 
     • If not auto-filled, click “Copy Insurance Name” to fill the plan name based on the insurance selected.
   • Group Number: 
     • Enter the group number found on the insurance card.
     • If no group number is listed, enter “0.”
   • Plan Type: 
     • Click the dropdown menu next to “Plan Type” and select the correct option.

3. Entering Insured Information

1. Relationship to Insured:
   • Click the dropdown next to “Relationship to Insured.”
   • Select one of the following: 
     • Self: If the patient is the insured person (common for Medicare/Medicaid).
     • Spouse, Child, Dependent, etc.: If the insurance belongs to someone else.
2. Filling Insured’s Details:
   • If the relationship is “Self,” click “Copy from Patient Demographics” to auto-fill the insured’s details with the patient’s information.
   • If the relationship is not self: 
     • Manually enter the insured person’s name, date of birth, and other required details.

4. Uploading Insurance Card Images

1. Locate the Upload Section:
   • Scroll to the “Insurance Card Image” section.
   • You’ll see options to upload the front and back of the insurance card.
2. Uploading a Scanned Image:
   • Click “Upload” under the Front or Back section.
   • In the “Image Upload” box, click “Choose File.”
   • Select the scanned image of the insurance card from your computer.
   • Click “Begin Upload” to upload the image.
3. Using a Webcam to Capture Insurance Card:
   • Click the “Webcam” button under the Front or Back section.
   • Allow iClinic to access your webcam when prompted.
   • Hold the insurance card up to the webcam and click “Capture” to take the photo.
4. Reviewing the Uploaded Images:
   • Once uploaded: 
     • Click “Display” next to Front to view the front image of the card.
     • Click “Display” next to Back to view the back image of the card.

5. Saving the Insurance Information

• Review All Entered Information:
  • Double-check that all required fields (marked with a red asterisk) are filled correctly.
  • Verify the accuracy of the insurance details and uploaded images.
• Save the Information:
  • Click the “Save” button to finalize the insurance entry.

6. Best Practices for Entering Insurance Information

• Verify Details from the Insurance Card:
  • Always cross-check the insurance ID, group number, and insured person’s name with the physical card.
• Ensure Clear Images:
  • When uploading images or using the webcam, ensure the card is well-lit and in focus.
• Regularly Update Insurance Information:
  • Verify insurance details during every patient visit, especially if coverage might have changed.
• Handle with Care:
  • Treat insurance information as sensitive data, following HIPAA and privacy regulations.

7. Troubleshooting Common Issues

• Insurance Not Found in the List:
  • Confirm the spelling of the insurance company’s name.
  • Try searching using different letters if the insurer’s name starts with an acronym.
• Missing Required Fields:
  • Ensure all fields with a red asterisk (*) are filled before saving.
• Image Upload Issues:
  • If images won’t upload: 
    • Check the file format (recommended formats: JPEG, PNG, PDF).
    • Ensure the file size is within the system’s upload limit.

Let me know if you'd like further adjustments or additional details!