Instinct provides several tools to help users manage accounts and patient records effectively.
Utilize the Transfer Patient feature to move a patient to another client account in Instinct if a patient changes ownership or is surrendered during a visit. Staff can facilitate this transfer even if the previous owner no longer works at the hospital.
Patients cannot be transferred while they are checked in. To successfully transfer a patient, you must first check them out and close any active invoices. This ensures that all financial and visit records are properly managed during the transfer process.
Navigate to Business Office > Accounts
In the top-right search bar, search for and select the Account you’d like to transfer a patient to
Once opened, this screen will show all owner details as well as any existing patients within the account. Click Transfer Patient to look up by ID or name to transfer a patient to this account
Note: Transfers and merges can be performed seamlessly within the same hospital's application. However, transferring records between different hospital applications is not directly supported. To move a patient’s records to a different hospital application, you must recreate the patient in the new location’s system and manually upload all relevant documents from the previous location to the new patient’s chart.
How to Transfer a Patient
Check the patient out and close any active invoices. This is required to ensure all financial and visit records are properly managed during the transfer.
Navigate to Business Office > Accounts.
Use the top-right search bar to find and select the account you want to transfer the patient to.
On the account page, select Edit Account → Transfer Patient. Search for the patient by name or ID.
During the transfer process, you will have the option to include the patient’s financial records. Enable this option if the new account owner is taking responsibility for the invoice.
On the new account, check the patient back in to reopen the visit and continue care seamlessly.
Transfer Patient Invoices for Instinct EMR
When transferring a patient between Accounts, you may have the option to also transfer the patient’s financial records.
This is particularly important if the new account owner is assuming responsibility for the patient’s financial obligations.
Once the patient and their financial records have been transferred, you will see accurate updates of the patient’s invoices and payment transactions in the designated account’s ledger.
Active visits can be reopened on the new account after the transfer is complete, allowing care and invoicing to continue seamlessly.
If the transfer of the patient’s financial data is not possible, a tooltip will explain why the transfer cannot be completed. Either the patient’s invoice was partially paid using account credit funds, or an account payment for this patient’s invoice was also applied to another patient’s invoice.
Multiple Patients Invoice Alert
Account Credit Payment Alert
Treatment sheet transfers
Certain actions, such as moving treatment sheets between patient files, require assistance from Instinct's support team and admin approval. While entire treatment sheets can be moved, individual parts of a treatment sheet or separate notes cannot be selectively transferred.
Correcting Account Assignments
If a patient was checked in under the wrong owner account and already has active visits or orders, follow these steps:
Check the Patient Out: End the current visit by checking the patient out.
Transfer to the Correct Account: Use the transfer workflow to move the patient to the correct owner account.
Reopen the Visit: On the correct account, reopen the visit to restore the in-progress visit and continue any active orders or charges. Repeat this process for each affected patient.