Adding Patients into Cloud9
The Add Patient functionality is used to add patients to your Cloud9 database. There are several scenarios to consider when adding patients including:
• New Patients and Responsible Party
• Siblings of a current or previous patient
• Adult patients
• Existing persons in Cloud 9 who become a patient
To add a new patient click Home> Add (under patient header)
The screen is divided into two components: Patient (left-hand side) and Financially Responsible
(right-hand side).
Before adding a patient into Cloud9, you will want to utilize the "Look up Tool" to make sure the person is not already in the system. This can be done from the Patient side, as well as the Financially Responsible side by clicking the "magnifying glass" icon. Next you will search for the person or patient record to make sure you do not enter a duplicate record. This is necessary to check anytime you add a new patient or relationship.
Adding a New Patient and Responsible Party
1. Select the Home menu.
2. Select Add under Patient. The Add Patient window displays.
3. Enter the REQUIRED FIELDS : First Name, Last Name, Orthodontist, Location - Financially Responsible: Relationship, First Name, Last Name. If you choose to add a professional for the patient, the relationship type for that professional MUST be added.
4. Enter any additional information. Note: If the patient lives with the responsible party, click Sharing Options in the Addresses section and select Share Address. Depending on your next task for the patient, select one of green save buttons in the upper right: Schedule, Edit, or Close.
Adding a Sibling of a Current or Previous Patient
When adding a sibling of a current or previous patient, start entering information on the financially responsible (right side) of the Add Patient window. Since the financially responsible party is already in your database, you can look them up and all information is entered automatically.
1. Select the Home menu.
2. Select Add under Patient. The Add Patient window displays.
3. On the Financially Responsible side of the window, click Lookup an Existing Responsible Party.
4. From the Lookup Person box, enter the last name first name and click Search. The matching results display.
5. Select the appropriate responsible party and click Select. The financially responsible party’s information displays. Note: If you change any information in this window, such as address or contacts, this information for all related patients is updated with the change. Make sure you have the correct individual before changing any modifiable information.
6. Complete the Patient side of the window. Note: Since there are people related to the added patient, all related people display in a dialog box.
7. Depending on your next task for the patient, select one of green save buttons in the upper right: Schedule, Edit, or Close.
Adding an Adult Patient
1. Select the Home menu.
2. Select Add under Patient. The Add Patient window displays.
3. On the Patient side, enter patient data, including the REQUIRED FIELDS: First Name, Last Name, Orthodontist, Location. If you choose to add a professional to the patient information, the relationship type for that professional MUST be added.
4. On the Financially Responsible side, select Self from the Relationship Type dropdown box. The information from the patient side automatically displays.
5. Depending on your next task for the patient, select one of green save buttons in the upper right: Schedule, Edit, or Close.
Existing persons in Cloud9 who become a patient
1. Select the Home menu
2. Select ADD under patient. The Add Patient window displays.
3. If the existing person is a related party, use the look up tool on the left hand side to look up the existing person.
If the existing person is a financially responsible person for another patient, use the look up tool on the right hand side under Financially Responsible to look up an Existing Responsible Party.
The relationship type should be marked as "self". Once this is done the information will automatically display.
4. Depending on your next task for the patient, select one of green save buttons in the upper right: Schedule, Edit, or Close.
Required Fields when adding a new patient
Your settings for Required Fields when adding a new patient are located in Edit > Practice Information > Add Patient. It is important to familiarize your staff with the settings as they are specific to your practice. These settings can be adjusted to fit the needs of your practice. As you can see in the screen there is a side for patient and responsible party. Depending on your practice's needs, you can select required fields in this section Edit > Practice Information > Add Patient. (screenshot below.)
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.