Add a Comment on a Patient File

There are several places to leave different types of notes on a patient's file. This article gives an overview of appointment alerts, administrative and clinical reminders, patient comments, and billing comments. 

Appointment Alerts

Appointment Alerts attach to a single appointment on the Scheduling screen. They appear as a bell within the appointment box (in day, week, and month view) or appointment line item (in agenda view). Hover the mouse over the bell to view the Appointment Alert details.

 

To add an Appointment Alert to a new appointment:

Click Scheduling > + New Appointment.  Enter comments into the Appointment Alert field of the dialog, then click the Save New Appointment button.

To add an Appointment Alert to an existing appointment:

• Click Scheduling > Click on the appointment. Enter the comments into the Appointment Alert field, then click the Save Changes button. 
• If it is a recurring appointment, a dialog will appear. To add the alert only to the appointment selected, click the Just [Month/Day/Year] button.
• To add the alert to the entire recurring series of appointments, click the [Month/Day/Year] and Later button.

Visibility

Appointment Alerts appear as bells on the calendar under Scheduling. 

• Users assigned the role of Clinician, Clinical Administrator, and Practice Scheduler can see appointment alerts.  
• Practice Schedulers and Clinical Administrators see the schedule and appointment alerts on all patients, whereas Clinicians only see schedule and appointment alerts for their own patients.  
• Users assigned roles that do not see the Scheduling tab at the top of the page cannot see the appointment alerts.  This includes Practice Biller, Practice Administrator, and Supervisor.    
   

Administrative and Clinical Reminders

Reminders attach to all past and future appointments for a patient on the Scheduling screen. Like the appointment alert, reminders also appear as a bell within the appointment box (in day, week, and month view) and appointment line item (in agenda view). Hover the mouse over the bell to view the reminder details. Reminders are also visible on the patient’s chart under the To Do and Schedule tabs.
 

To add a Reminder to a patient’s chart:

Click Patients > Patient name > To-Do tab + New Reminder button

In the Who can view this reminder? dropdown, select either Clinicians Only or All Users. Enter comments into the Reminder Text box, then click the Save New Reminder button. 

Visibility

Reminders appear as bells on the calendar under Scheduling and as an entry in the patient’s chart under the To-Do and Schedule tabs. 

• User roles that can add and view Reminders visible to Clinicians Only and All Users:
  • Clinical Administrators
  • Clinicians
• User roles that can add and view Reminders visible to All Users:
  • Practice Schedulers
  • Practice Billers
• User roles that cannot see or add Reminders:
  • Practice Administrator
  • Supervisor

Patient Comments

Users can store comments in the Patient Comments box, located in the patient’s chart under the Info tab. 

To add a Patient Comment:

• Click Patients > Patient name > Info tab
• Click anywhere on the Patient Comments box to open it for editing.
• Type the comments in the text field then scroll to the bottom and click the Save Changes button. 

Visibility

• Users assigned the following roles can view, add, and edit Patient Comments: 
  • Clinician
  • Clinical Administrator
  • Practice Biller
  • Practice Scheduler
  • Supervisor
• Users only assigned the role of Practice Administrator cannot view, add, or edit Patient Comments. 
   

Billing Comments

Users can store comments in the Billing Comments box, located in the patient’s chart under the Billing Settings tab. 

To add a Billing Comment:

• Click Patients > Patient name > Billing Settings tab
• Click anywhere in the Billing Comments box to open it for editing. Type comments in the text field then scroll to the bottom and click the Save Changes button.

Visibility

•  Users assigned the following roles can view, add, and edit Billing Comments: 
  • Clinician Biller for Assigned Patients Only
  • Practice Biller
  • Practice Scheduler
• Users assigned the following roles cannot view, add, or edit Billing Comments: 
  • Clinician
  • Practice Administrator
  • Supervisor