Patient Registration Checklist

When the patient arrives for either a scheduled appointment or for a walk-in consultation, follow this checklist. Doing so ensures that HIPAA and best practices are followed, patient records are not duplicated, and that correct insurance, provider, and contact information is accurately recorded.

Step

Procedure

Detailed Steps / Demonstrations

Perform a patient lookup.

This will validate whether the patient is already in our system, including having been registered under aliases. Completing this step also ensures that duplicate patient records are not created.

If no patient record exists after following all steps in the patient lookup, create a new patient record.

Perform a Patient Lookup

Registering New Patients (if applicable)

Open the patient's record.

Opening an Existing Patient Record

Verify / update the patient's:

Address
Telephone contact numbers
Provider
Insurance coverage

Verifying Patient Demographics

Identify the visit type; i.e.:

Personal
Referral
Return
Auto accident
Workers' compensation

It is critical to select the correct visit type, as this impacts insurance coverage and co-pay procedures.

Adding an Auto Accident Account

Adding a Workers' Compensation Account

Print and have the patient sign the HIPAA authorization form.

HIPAA Authorization Form

For a printable, comprehensive version of these steps, please visit the Coverage Level Registration Lesson Guide.

Additional Resources