Users will not have access to the Business Office without at least one of the permissions below. Depending on which Business Office permission they have, their access to Patient/Client Account data may be limited.

The business_office_manage_referrers permission will only affect features available for our EMR customers.

business_office_manage_accounts_and_patients

business_office_read_only

None of the 2 Business Office Permissions
If a user has none of the above business_office permissions, the Business Office icon does not display in the left navigation bar and is not accessible anywhere in Instinct

The Patient Registration tab in the Business Office is where you can register new patients, look patients up by their ID, patient name, or owner’s name, merge duplicate patients, and check patients in or out.

Under the “Patient Registration” tab, click “+ New Patient” at the top of the screen to add patient and account details.

Note: If you prefer to add the Account (owner) details first, click on the face icon next to search accounts to pull open the Account Registration.

When registering a new patient, the following patient fields are required before Saving or Checking In the patient:

If you know the patient’s Birth Date, filling in this field will automatically populate the patient’s Age. Alternatively filling in the Age field will automatically populate the Birth Date using the current day’s date.

Patient Alerts, alerts that stay with the patient, can be added at this time to by clicking on the “+Add” button and selecting Alerts from the drop-down menu. To remove an existing alert, simply hover over the alert and click on the ‘X’ that appears to the right of it.

If your hospital uses Instinct's EMR the patient registration screen show a RHOSPS section:

Note: Instinct EMR will generate the Patient ID for you.

To edit an existing patient, use the search bar to find existing Instinct patients, using patient first and/or last names, patient PIMS code, account PIMS code or phone number. The search bar will provide not only exact matches, but also close matches, in case of accidental misspellings!

ITP hospitals that are unconnected can edit a Patient ID manually. Connected ITP hospitals can edit IDs of patients that have been created manually. For those patients that are synced (check in and check out driven by your practice management system), the Patient and Account ID fields will be grayed out. Updating the IDs in your practice software will automatically update Instinct.

Use the search bar to find existing Instinct patients, using patient first and/or last names, patient PIMS code, account PIMS code or phone number. The search bar will provide not only exact matches, but also close matches, in case of accidental misspellings!

Once you have found your patient, you can use the 3 dot menu next to the Patient ID to perform various actions such as:

ITP hospitals can:

EMR hospitals can:

ITP hospitals can:

EMR Hospitals can:

For Patients in EMR, who have not been previously seen, you can:

ITP Connected Hospitals: Patients will automatically be checked into Instinct on the OP Board when the patient is checked into your practice management system. If you are experiencing a temporary outage with your practice management system connection, you can always manually check patients in to Instinct following the Unconnected Hospitals manual check in process. Once your connection is restored, the check in will sync back up.

ITP Unconnected Hospitals: Patients will need to be manually checked into Instinct. 

For Existing Patients, simply search for the patient by their ID, name, or owner last name. Then use either the 3 dot menu next to the Patient ID or the Check In button to check the patient in.

Alternatively, you can use the patient look-up to check in existing patients too!

EMR hospital have a few different ways to check in patients 1) Appointment Calendar, 2) Patient Registration, 3) Rapid Registration, or 4) Patient look-up.

If you’ve ever had a critically ill patient brought to the clinic in a hurry, you understand the importance of swiftly entering their information into the system in order to begin treatment immediately. Introducing Rapid Registration! This fantastic tool allows you to efficiently input some basic details into the system. By doing so, your staff and doctors will have a solid starting point for providing treatment.

⚡ You can find the Rapid Registration icon in the left hand navy side bar.

As you start typing in the Patient Name field, Instinct will search your database for patients who have already been seen at your hospital. Alternatively, you can choose the option of New Patient if they have not visited your hospital before.

Similarly, when you type in the Account Last Name field, Instinct will search your database for any existing client accounts. You can also choose the option to create a New Account.

If you have chosen a patient or client who is already in our system, Instinct will populate your registration with information that is already on file.

After filling in all the details in the Rapid Register box, you can either choose to continue to Rapid Check-In or you can instead move to the Fully Register option. Rapid Check-In is intended to gather a quick snapshot about the patient and client.

Once a patient and account has been created you can use the "Save & Check In" option to continue the Check In process for both New and Existing Patients.

This will allow you to select a Status (Inpatient, Outpatient, Boarding or OTW) followed by any other applicable information and then click ‘Check In’.

You should now see your patient on the Status Board you selected!

ITP Connected Hospitals: Patients will automatically be checked out of Instinct when the patient is checked out of your practice management system. However, if the patient is checked out of your practice management system and still remains in Instinct, you have the option to Force Check Out.

Force Check Out Process

ITP Unconnected Hospitals: Patients will need to be manually checked out of Instinct. 

To manually check out a patient in Instinct through the Business Office, simply search for your patient on the Patient Registration screen and once found, click on the ‘Check Out’ button.

Patients can also be manually checked out by utilizing the 3-dot menu to the left of the patient’s name anywhere in Instinct.

With EMR, patients can be checked out from 1) Patient Registration, 2) 3-dot menu next to the patient's name, or 3) when taking a payment on the patient's invoice.

2. 3-Dot Menu

3. Payment Panel

You will see three different options when checking out a patient.

Cancel – This cancels the check out process.

Check Out – This checks the patient out and the invoice remains open. You will then be able to go back to the patient invoice and either Close Invoice or Cancel.

Check Out & Close Invoice – This checks the patient out and changes the invoice status to closed.
​