The Accounts tab in the Business Office is where you can register new clients, look clients up by their client ID or name, update client or patient information, transfer patients to a new account and depending on user permissions merge duplicate accounts (EMR only).
Register a New Account
Under the “Accounts” tab, click “+ New Account” at the top of the screen to enter a client’s information.
When registering a new account, the following account fields are required before saving:
Account ID – (For ITP hospitals only) should match the client id from your PIMS
Last Name
First Name
If your client has multiple addresses, emails, or phone numbers, you can easily add these by clicking on the 3-dot menu next to these fields. From the menu, you will be able to edit the label (ex. Wife’s phone), add or remove the a phone number, address or email, and mark the item as preferred or not (orange star will appear in the field if preferred).
Three optional fields are available for each Account: Contact Birth Date, Account Label and Account Notes. If something is filled out in the Account Label field, this will replace the First Name and Last Name of the Account when being displayed (ABC Rescue Group, for example). Account Notes are private notes only your practice can see and are not included in any printed/downloaded medical records.
You can also add Account Alerts, Account Types, Mark the Account as a Test Account, or add Alternate Contacts to any Account via the “Add Alternate Contact” button.
Editing an Existing Account
To edit an existing account, search for the account using either the client’s id or name. From the list that populates, simply click on the client’s name to pull open the account form for editing.
💡ProTip: From the Account Editing form you can add new patients to the account, edit an existing patient’s information, or check in an existing patient! (Only one patient can be checked in at a time through this screen.)
For ITP hospitals, that are unconnected, you can edit an Account ID manually. Connected ITP hospital can edit the Account ID for any accounts that were created manually. For those accounts that have synced (check in and checked out are driven by your practice management system), the Patient and Account ID fields will be grayed out in Instinct. Updating the ID's in your practice software will automatically update Instinct.
Search For an Account
Use the search bar to find existing client accounts by using the client’s first and/or last name or client ID. The search bar will provide not only exact matches, but also close matches, in case of accidental misspellings!
💡ProTip: Once the account is located, you can easily access the patient’s visits by clicking on the patient’s name! Clicking and nothing is happening? This means that the patient has not had a visit in Instinct.
You can also utilize the Filter button next to the search bar to pull up any accounts with a certain Account Type.