Creating an Office Visit in iClinic

1. Introduction

This guide provides a step-by-step process for creating a new office visit (OV) in iClinic. It includes instructions for patient search, eligibility verification, setting patient location, and finalizing the office visit.

2. Accessing the Register

1. Log In: Sign in to your iClinic account.
2. Navigate to the Register: 
   • From the dashboard, click on the Register Icon.
   • A new window will appear for patient lookup.

3. Searching for an Existing Patient

1. Look Up Patient: 
   • On the left side, select Look Up Existing Patient.
2. Enter Patient Information: 
   • Type the patient’s Last Name, First Name, or Date of Birth.
   • Click Go to search.
3. Select Patient: 
   • From the search results, click on the patient you want to select.
   • Click Retrieve to open the patient’s registry page.

4. Creating a New Office Visit

1. Access Office Visit Section: 
   • In the patient’s registry page, click on the Create New Office Visit tab.
2. Setting Visit Date and Time: 
   • Default Date: If the visit is for today, leave the Now box checked.
   • Different Date: 
     • Uncheck the box.
     • Click the Calendar Icon to open the date picker.
     • Select the desired date.
   • Visit Time: Enter the appointment time manually.

5. Selecting Visit Type

1. Choose Visit Type: 
   • Click the Visit Type Dropdown.
   • Select the appropriate visit type from the list.

6. Linking Authorizations (if applicable)

1. Referral/Authorization Number: 
   • If the visit is related to an existing authorization, click the dropdown next to Referral/Authorization Number.
   • Select the corresponding authorization.

7. Eligibility Check

1. Enable Eligibility Check: 
   • To verify the patient’s insurance eligibility automatically, select Yes next to Eligibility Check.

8. Setting Patient Location

1. Select Location: 
   • Choose a patient location from the Patient Location Dropdown.
2. Customize Patient Locations: 
   • Click Customize next to the location dropdown.
   • A new tab will open. 
     • Add Location: Type the location name (e.g., "Exam Room 1") and click Save.
     • Edit Location: Click Edit next to the desired location, update the name, and click Update.
     • Delete Location: Check the box next to the location name, click Delete, and confirm by clicking OK.
3. Select Customized Location: 
   • After customization, select the appropriate location from the dropdown.

9. Special Patient Designations

1. New Patient: 
   • Check the box labeled This is a New Patient if applicable.
2. Transition of Care Patient: 
   • Check the box labeled Patient Comes with Transition of Care if relevant.

10. Finalizing the Office Visit

1. Create Office Visit: 
   • After filling out all required information, click Create New Office Visit.
2. Pass to Waiting Room: 
   • The office visit will be added to the Waiting Room automatically.

11. Best Practices

• Verify Patient Details: Double-check patient demographics before creating an office visit.
• Use Eligibility Check: Enable insurance eligibility checks to avoid claim denials.
• Organize Locations: Keep patient locations updated for better workflow management.

12. Troubleshooting Tips

• Patient Not Found: 
  • Confirm correct spelling and date of birth.
  • Use broader search criteria.
• Missing Locations: 
  • Ensure custom locations are saved under the Customize tab.
• Eligibility Check Failure: 
  • Re-verify insurance details and retry the eligibility check.

13. Support Resources

• In-App Help: Use iClinic’s built-in help feature for quick guidance.
• Technical Support: Contact the support team for system-related issues.
• Administrative Support: Consult clinic administrators for account or permission issues.

Following these steps ensures accurate and efficient office visit creation, improving patient flow and documentation in iClinic.