Accounts tab in the Business Office is where you register new clients, 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
Follow these steps to create a new client account.
Click + New Account at the top of the page
Enter the client’s information
Click Save
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
Add multiple contact details
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 can:
Edit the label (ex., Wife’s phone)
Add or remove phone number, email, or addresses and mark the item as preferred or not (an orange star will appear in the field if preferred).
Optional account fields
Each account includes the following optional fields:
Contact Birth Date
Account Label
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. 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. Activity on test accounts—transactions, payments, edits—is excluded from financial reports, analytics, and A/R reports.
Add Alternate Contacts via the “Add Alternate Contact” button- Best Practices for Test Accounts:
Always enable the test account toggle for accounts used for testing.
Regularly review test accounts to ensure no production data is mistakenly included.
Move any test patients created under real accounts to dedicated test accounts.
Monitor automatic charges on test accounts and check out patients promptly to avoid unintended accruals.- If a test patient is mistakenly created under a real account, move it to a dedicated test account to maintain data integrity.- When the test account toggle is enabled, all patients within the account are automatically categorized as test patients.
Test accounts are excluded from subscription charges and financial metrics, making them ideal for testing workflows without affecting production data..
Note: Automatic charges may accrue on test accounts due to treatment-linked charges. To prevent this, ensure test patients are checked out promptly after testing is complete, as an account being a Test Account does not happen automatically. You must manually toggle this option to activate it. Once activated, all patients under the account are recognized as test patients.
Edit 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 open the account form for editing.
Tip: 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, account ID editing rules vary for ITP hospitals based on connection status and account sync behavior.
Unconnected ITP hospitals
You can edit an Account ID manually.
Connected ITP hospital
Account IDs can be edited only for accounts created manually. For those accounts that have synced (check-in and check-out are driven by your practice management system), the Patient and Account ID fields will be grayed out in Instinct. Updating the IDs in your practice software will automatically update Instinct.
Search for an account
Use the search bar in the Accounts tab to find clients by:
First name
Last name
Client ID
Email address
The search supports partial and close matches, helping you find accounts even with minor misspellings. 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.
Note: You can also utilize the Filter button next to the search bar to pull up any accounts with a certain Account Type.
You can also utilize the Search button at the top of any page in Instinct to search for an account. See How to Use Universal Search for more details.
Still need help?
Contact support via live chat or email [email protected].