Case Insurance

Associating insurance information with patient records is a two-step process that begins with (a) associating insurance plans with the patient demographic record and then (b) associating the appropriate plans with the case. Patients may have any number of policies associated with their demographic record, for example, but those that are relevant to a given case may vary.

1. Navigate to the patient demographic screens (create a new patient demographic record or select an existing patient to edit).
   1. Create a new patient demographic record.
   2. Select a patient to edit.
2. Click the Cases tab. Either
1. Click New as part of a new patient entry. The New Case for: [last name, first name middle name] screen will appear.
2. Click the Edit link next to the appropriate case line item. The Edit Case for: [last name, first name middle name] screen will appear.
3. Click the Insurance tab. This screen not only lists any plan that is currently associated with the case but also provides the means to associate additional plans.
4. Insurance plans that have been associated with the patient record will appear in the drop-down menu below the Case Insurance Information heading. Click the drop-down menu and choose the plan appropriate to the current case.
5. Click the Add this Plan button to associate the plan with the case.
• Alternatively, click the Copy Plans button to associate all the plans assigned to the patient's demographic record with the current case.
• If while editing the case insurance you find that the appropriate insurance record has not been associated with the patient, click the New Plan button. Select the appropriate carrier-plan combination and then complete the patient insurance record as if working from the Insurance tab in patient demographics.
6. Do either of the following:
1. Continue entering data in the other case demographic screens, or
2. Save the Patient. Click the Accept button for new patients. This will temporarily store the changes you have made in case demographics until the patient is saved. Click the Save button for existing patients. Your changes to the case will be recorded, and you will be returned to the Cases tab.
7. Choose whether to Go to Grid after Save and then click Save on the main demographic screens to commit the changes you have made to the patient record.

Key Considerations

• Insurance plans must be saved at the demographic level before they appear for selection at the case level. If insurance is recorded as part of the normal registration workflow, users should enter patient plan information on the patient Insurance tab prior to associating plans in case demographics. As users update plans, they are given the opportunity to copy the plan to all active cases. In new data entry, this has the effect of making the plan available as the case information is added. Whereas, if the case information is entered first, insurance will not yet be available, creating unnecessary navigation between the screens.
• If more than one plan is associated with a case, users have the option to sort the plans according to primary, secondary, etc. Simply select a plan on the case Insurance tab and click the Move Up or Move Down links to arrange them in the proper order.

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