Intellect™
REGISTRATION MENU OPTIONS
Regular
Patient
Add Patient
Note: There should be only one Add PATIENT screen open per workstation.
This option allows the addition of a new patient and new insurance coverage for a patient. The information entered, or modified, as a patient account is vital to effectively process this account through the various stages of clinic management.
For practices that utilize more than one clinic, Intellect provides the capability to share patient demographics, thus minimizing time spent on certain registration process (see Utility --►Set Up --►System). These fields are NOT shared between clinics and must be updated separately in each clinic: <Category>, <Referring Name>, and <PCP Name>.
This option may also be used to set up staff members in order to schedule staff vacations on the Appointment Schedule. And, it may be used to set up 'BLOCK' as a patient for use on the Appointment Schedule. For additional information, contact your trainer.
See details on adding a new patient.
Video Available: Click Patient Registration to access the link. Depending on the system set up, the media player may need to be activated. Speakers need to be attached to the workstation to hear the instructions.
Note: To view the videos, log-in through the www.primeclinical.com website. Current support is required.
Updates:
Effective version 20.11.16, a new pa_hl7_id field was added to hold the CLIENTS EMR ID/Number when messages are imported. This field is used to accommodate vendors who are sending HL7 messages and are unable to including the Intellect PA_ACCOUT in the PID-2. For this field to read in Intellect, a Patient Demo file must be provided from the EHR Vendor and loaded into OSI.
NOTE: These changes affect the any messages received in the Import folder NOT the ADT created by Intellect and added to the HL7 folder.
Effective version 17.06.09, an [Additional Demographics] button was added to the bottom of the PATIENT screen to accommodate adding extra patient demographic information needed to meet Meaningful Use requirements. See [Additional Demographics] for details.
PCM users only. Effective version 16.10.11, when an Intellect client purchases PCM, a new feature called 'Create Chart' automatically creates a chart in PCM for every existing patient in Intellect. No action is required by the user.
PCM users only. Effective version 15.02.17, whatever is selected in the <Payer SOP Code> field on the Utility --►Insurance --►Insurance Add INSUR_CO screen is set internally to the patient’s PA_PAYER_SOP_CODE when adding or modifying the primary insurance of either a regular or worker’s comp patient. Note: There is not a <Payer SOP Code> field on either of Intellect’s patient or worker screens, but the information is used by PCM.
Effective version 14.09.29:
Pediatric clinics only. As of this update, two screens are available for clinics serving pediatric patients. The first screen is a patient screen which includes the patient and guardian information. The second screen contains information for the guarantor. To use the pediatric screens, please contact PCS Support.
To add a new patient in Intellect, go to Registration --► Regular --► Patient --► Add.
Note: When setting up a new patient, the <First Name>, <Last Name>, <Guarantor>, and <Category> fields are mandatory and MUST be filled-in.
The Add PATIENT screen displays:
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Note1: As information is entered, use the keyboard [Enter], [Tab], [↓] keys, OR use the mouse to advance the focus to the next field. Use the mouse OR [↑] to move the focus to the previous field.
Note2: This screen, like many in Intellect, has several optional fields, and the placement of fields in this documentation may vary slightly from clinic to clinic. See the optional fields at the bottom of this document and/or the documentation on adding/removing fields.
1.1. The focus automatically starts here.
1.1.1 If the system is set to assign numbers automatically (see Utility --►Set Up --►Parameter <Auto Patient No>), Intellect displays the next available account number.
1.1.2 When the account number is not automatic, assign a unique number (up to 10-digits).
1.1.3 If an attempt is made to assign a number when the system is set to automatically provide an account number, an error message displays:
Select [OK] to return to the <Patient Account No> field.
1.1.4 This field is mandatory and must be completed. The system cannot continue without a unique patient number. If left blank, an error message displays:
1.2 If Utility --►Set Up --►Parameter <Check Duplicate Pt> = 'Y,' the system checks for duplicate accounts (which is highly recommended). A search screen appears when [Enter] is pressed in the <Patient Account No> field:
Press [ESC] to bypass this search.
See more on Duplicate Patient.
2. Chart Number 
2.1 This is an optional field and may be left blank.
2.2 The field accepts up to12 alphanumeric characters.
2.3 The Chart Number may be printed on custom Superbill or Registration forms.
Chart Number examples:
• Account number from a previous system.
• For group practices, the initials of the physician this patient sees.
• For worker's comp patients, their date of injury.
• The language of the patient.
• The name or initials of the lab covered by this patient's insurance
3.1 Type the patient's last name.
Effective Version 13.01.11
As of October 1, 2012, Medicare contractors reject any claim with ANSI reason codes MA130 and MA61 when the beneficiary name and Health Claim Number do not match the information listed in the Common Working File record for the beneficiary (i.e., as shown on the Medicare card). Because of this, Intellect now accommodates suffixes for beneficiary last names. Examples of suffixes are: I, II, III,1, 11, 111, i, ii, iii, 1v, 1V, IV, iv, JR, JR., Jr, Jr., SR, SR., Sr., or Sr. Clinics who use suffixes that are not listed here, may be sent to PCS Support to have them added to the program.
If a patient/beneficiary has a suffix, it must be added to the patient <Last Name>; the name should be entered into Intellect exactly as it is shown on the Medicare card.
For example, if a patient has the name of John Jones, Jr., then Jones, Jr. should be entered in the <Last Name> field. If a comma is entered after the suffix (Jones, Jr.,), the suffix of Jr. is not included. It is OK to have a comma between the last name and the suffix.
If a hyphen is included between the last name and the suffix Jones-Jr), Intellect includes the suffix.
3.2 This field is mandatory and must be completed. If left blank, an error message displays:
Select [OK] to return the focus to the <Last Name> field.
3.3 Note: The combined character length of the names entered in the <Last Name> and <First Name> fields should not exceed 70 characters. If the 70-character length is exceeded, the patient name displays on the appointment schedule, but the right-click menu may not be accessed.
3.4 Effective version 14.08.25, any Intellect report may be exported to PCM for storage. The reports can be stored in PCM indefinitely. Reports are exported in .pdf format.
To used this feature, set up a new patient with INTELLECT_REPORTS in the <Last Name> field. A first name and DOB is also required. Any value can be used for the <First name> and <DOB> fields, such as 'Reports' or 'Intellect' for the first name and today’s date for the DOB. Note: When entering INTELLECT_REPORTS, case does not matter; i.e., it may be all upper case, all lower case, or lower case with beginning capitals.
Additional set up is required in both Intellect and PCM as instructed in Notes for PCM Users --►Export Intellect Reports to PCM.
4.1 Type the patient's first name.
4.2 This field is mandatory and must be completed. If left blank, an error message displays:
Select [OK] to return the focus to the First Name field.
4.3 Note: The combined character length of the names entered in the <Last Name> and <First Name> fields should not exceed 70 characters. If the 70-character length is exceeded, the patient name displays on the appointment schedule, but the right-click menu may not be accessed.
5.1 Type the patient's middle initial.
5.2 Optional, but recommended.
5.3 Effective version 13.12.12, on the HCFA 1500 form, the name appears separated by commas; i.e., last name, first name, and middle initial. A hyphen may be used for hyphenated names. Periods are not used within the name.
6. Prefix 
6.1 Accept the default ' blank' to not list a prefix for the patient, OR use the drop-down list to make an alternate selection:
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7.1 The <Patient's Account No> automatically displays here.
7.2 This field is mandatory and may not be left blank. If the field is cleared but a replacement account number for the patient's guarantor is not entered, after pressing [Enter] Intellect re-inserts the <Patient Account No>.
7.3 If the patient is responsible for paying all non-insurance charges, press [Enter] to accept.
The <Guarantor> field determines the account that is responsible for any balances. This affects only patient statements and prints the guarantor's name on the CHDP PM160, but it does not affect paper or electronic billing. For example, if the patient is a minor and it is desired to have his or her charges be billed on a statement to the parent, first register the parent and insert his/her account number in the patient’s Guarantor field.
7.4 If the patient being added is a minor:
7.4.1 If a separate guarantor account is not going to be added for this patient but the parent/guarantor needs to appear on the statement, enter the <Patient's Account No> and use the <Second Address> field for the name of the responsible party.
7.4.2 If a Guarantor account is going to be created for both the parent/guarantor, then press [F2] to search for the Guarantor account which may be added from the search screen if not found.
7.5 Effective version 18.02.27, when 'X' is selected for the Utility --►Set Up --►Parameter <Cycle> field, 'O' is selected for the Utility --►Category <Statement> field, and a guarantor account has been set up for the patient, Intellect updates all the accounts under the guarantor/family to the same cycle number.
8. Guarantor Name 
8.1 The name of the Guarantor displays. This is a read-only field and may not be accessed for modification of data.
9.1 If <Guarantor> is the same as the <Patient's Account No>, enter the patient's complete home street address (or mailing address), including apartment number.
9.2 If the <Guarantor> is not the <Patient's Account No>, then the guarantor's address defaults.
9.2.1 Press [Enter] to accept the default, if the patient resides at the same address as the guarantor.
9.2.2 Press [Space] to clear the field and enter the patient's address, if the patient does not reside at the same address as the guarantor.
Note: This address is used for patient Statements, Recall Letters, and Follow Up Letters. When <Guarantor> is not the patient's account number, statements are sent to the address on the account for the <Guarantor>.
10.1 If requested, the <Second Address> may be added to the patient's address on the Recall and Follow Up letters, Patient Statements, Registration Form, or any other custom form.
10.2 This address is not used for billing.
10.3 If the patient being added is a minor, and if this screen is being created for just the patient, fill in the <Second Address field with 'C/O Guardian's Name'.
11.1 If <Guarantor> is the same as the <Patient’s Account No>, enter the zip code for the <Address>.
11.2 If the <Guarantor> is not the <Patient’s Account No>, the guarantor’s zip code defaults.
11.2.1 Press [Enter] to accept the default, if the patient resides at the same address as the guarantor.
11.2.2 Press [Space] to clear the field and enter the zip code for the patient’s address if the patient does not reside at the same address as the guarantor.
11.3 If the Zip Code is unknown:
11.3.1 Press [F2] to search by city and/or state. For more information, see Adding Zip Codes.
11.3.2 If left blank, press [Enter] through <City> and <State>. IMPORTANT NOTE: NEVER enter <City> and/or <State> when the <Zip Code> field is blank.
11.4 Effective version 9.12.24, a task named 'ZipCode9' runs every night and can update any zip code fields with a 9-digit value using the current 5-digit zip code value and its' address field. As of December 2011 it only updates the patient zip code, but in the future it can be expanded to other fields as well. It does not update the field if the source from which it fetches the data (www.usps.com) does not recognize the combination of zip code and address as a legitimate one.
12.1 The city name displays from the Zip Code, if it is known to Intellect.
12.2 Otherwise, type the city attached to the Zip Code.
12.3 NEVER enter a city and state while leaving the Zip Code field blank.
12.4 For more information, see Adding Zip Codes.
13.1 The State name displays from the Zip Code, if it is known to Intellect.
13.2 Otherwise, select the state code from the drop-down list.
13.3 NEVER enter a city and state while leaving the Zip Code field blank.
13.4 For more information, see Adding Zip Codes.
14. Fax 
14.1 If completed, Intellect can fax the information to the patient rather than print it when generating Patient Statements, Follow Up and Recall Letters, or Forms.
14.2 For more information on Faxing from Intellect, refer to the section on Faxing.
15.1 Type the patient's home phone number.
Note to CallSTAFF users: If the patient's area code is not the same as the <Default Phone Area> field in Utility --►Set Up --►Parameter, Intellect dials the 1 and area code. If the patient's area code DOES match the <Default Phone Area> field, it does NOT dial 1 and area code.
16.1 Type the patient's Email address.
16.2 If this field is completed, Intellect can email the information to the patient rather than print it when creating Patient Statements, Follow Up and Recall Letters, or Forms.
For more information on emailing from Intellect, refer to the section on Emailing.
16.3 Attention PCM Users: As of version 9.12.18, email address changes made in PCM are automatically made in Intellect. In versions prior to 9.12.18, email addresses changed in PCM would not be changed in Intellect.
17.1 Type the patient's cell phone number. This is a required field in order to send this patient text message appointment reminders.
18.1 This field is used to send text message appointment reminders to patients' cell phones.
18.2 Use the drop-down list to select the cell phone carrier.
18.3 For additional set up information for text message appointment reminders, click here.
(previously Emergency Contact)
19.1 Type in an emergency contact name.
19.2 The field accepts up to 40 alphanumeric characters and is an information-only field.
19.3 The field may be programmed to print on custom Superbill or Registration forms.
Note for PCM users: As of Intellect version 9.12.18, changing <Emergency Name> information in Intellect updates the fields in PCM. However, changing the <Emergency Name> information in PCM does NOT update the <Emergency Name> information in Intellect.
20. Emergency Phone 
20.1 Effective version 13.10.29
20.2 Enter the phone number for the person entered in the <Emergency Name> field (see above).
21.1 Use the drop-down list to make the appropriate selection.
21.2 Effective version 9.12.16: Select an option to have as a default for the <Gender> field; i.e., either 'M' (male), 'F' (female), 'U' (unknown), or to have it defaulted to 'Blank', as shown above.
Selecting 'Blank' as the default has some items to consider:
1 - Because claims billed without a valid gender may be rejected, PCS suggests the <Gender> field be set up as a required field. Meaning, if it is left blank when either [Add] or [Modify] are selected, this message displays:
The operator must select a gender before exiting the screen and saving the record.
To have this field set as a required field, please contact PCS Support.
2 - To schedule an appointment, a patient must have an account. For new patients, the scheduler needs to add the patient account record, which means they need to select a gender before they can save the new patient account record.
21.3 This field is used when generating Management Reports based on the patient’s gender, including Management --► OSHPD Report <Report Code> Utilization by Age and Gender and Management --► UDS Report --► Patients by Age and Gender. Note: Effective August 2021, OSHPD became HCAI (Department of Health Care Access and Information). Please see the HCAI website https://hcai.ca.gov/ for more information.
22.1 Type the patient's correct birth date formatted as MM/DD/YYYY.
22.2 This field is mandatory for insurance billing, as well as various Management Reports based on the patient’s age, including Management --► OSHPD Report <Report Code> Utilization by Age and Gender and Management --► UDS Report --► Patients by Age and Gender. Note: Effective August 2021, OSHPD became HCAI (Department of Health Care Access and Information). Please see the HCAI website https://hcai.ca.gov/ for more information.
23.1 Effective version 16.10.11, a patient's age is calculated at all times using the formula of today's date minus the patient's date of birth.
23.2 If modifying an existing patient, the age is recalculated after pressing the [Enter] key at the <DOB> field.
23.3 Systems are set to recalculate the patient age every night through automation.
24.1 Accept the default 'S' (single) OR use the drop-down list to make an alternate selection.
24.2 To view the list of codes with descriptions, press the [F2] key. To view the list of only the codes, either click on the arrow OR press the → (right arrow) on the keyboard. To select, double-click on the correct code OR use the ↑ (up) and ↓ (down) arrows to highlight the correct code, and then press the [Enter] key to select.
25.1 Effective version 9.12.14 - New field
25.2 This field is mandatory for the following:
25.2.1 PCM users: This field is required to meet the Meaningful Use requirements for the Medicaid Promoting Interoperability Program (formerly EHR Incentive Program) and/or MIPS under the Quality Payment Program. Note: Selecting ‘Declined to Specify’ satisfies the requirement to complete this field.
25.2.2 UDS Reports: This field is used for Management --► UDS Report --► Patients by Race and Language.
25.3 This field displays the code selected in the drop-down menu, which is 41 characters or less. Leave blank, if not applicable.
25.4 To view the list sorted in alphabetical order (except for the first 6 options which appeared in versions prior to 9.12.14):
25.4.1 Click on the field, press the [--►] arrow key OR press the [F2] key with the cursor in the field to display the code and description. To select, double-click on the correct code OR use the up or down arrows to highlight the correct code, and then press the [Enter] key to select. Note: Effective version 9.12.15, the numeric code was added to the description to match the race options for certified EHR technology (CEHRT) required by PCM users. See partial list:
25.4.2 Click on the arrow to display only the codes. Use the scroll bar, up or down arrow keys, OR press the first letter of the patient's race to highlight the correct code and then press the [Enter] key to select.
25.5 The <Race> field maps to the <Race> field in PCM.
26.1 This field is mandatory for the following:
26.1.1 PCM users: This field is required to meet the Meaningful Use requirements for the Medicaid Promoting Interoperability Program (formerly EHR Incentive Program) and/or MIPS under the Quality Payment Program. Note: Selecting ‘Declined to Specify’ satisfies the requirement to complete this field.
26.1.2 OSHPD Reports: This field is for use with Management --►OSHPD Report <Report Code> Utilization by Race. Note: Effective August 2021, OSHPD became HCAI (Department of Health Care Access and Information). Please see the HCAI website https://hcai.ca.gov/ for more information.
26.1.3 UDS Reports: This field is used for Management --►UDS Report --► Patients by Race and Language.
26.2 If not applicable, press [Enter] to leave blank.
26.3 Effective version 9.12.15, this field expanded to 26-characters and a numeric code was added to the description to match the ethnicity options for certified EHR technology (CEHRT) required by PCM users.
26.4 To view the list sorted in alphabetical order (except the first 2 options which appeared inversions prior to 9.12.14):
26.4.1 Click on the field, press the [--►] right key OR press the [F2] key with the cursor in the field to display the code and description. To select, double-click on the correct code OR use the up or down arrows to highlight the correct code, and then press the [Enter] key to select.
Effective version 17.10.20 - In prior software versions, the Intellect <Ethnicity> field choices did not match those of PCM and Patient Portal. As of this update, the drop-down options were changed in Intellect to correlate with PCM and Patient Portal:
Software versions prior to 17.10.20
26.4.2 Click on the arrow to display only the codes. Use the scroll bar, up or down arrow keys, OR press the first letter of the patient’s race to highlight the correct code and then press the [Enter] key to select.
27.1 This field is mandatory for the following:
27.1.1 PCM users: This field is required to meet the Meaningful Use requirements for the Medicaid Promoting Interoperability Program (formerly EHR Incentive Program) and/or MIPS under the Quality Payment Program.
27.1.2 CallSTAFF Automated Appointment Reminders: If a script has been added for a second language, then the system reads the selection in this field to determine which language script is used for the patient’s appointment reminder call.
27.1.3 Data uploaded to MIRCal: This field is mandatory for the primary language of the patient. See Charges --►Specialty Charges --►OSHPD MIRCal. Note: Effective August 2021, OSHPD became HCAI (Department of Health Care Access and Information). Please see the HCAI website https://hcai.ca.gov/ for more information.
27.1.4 UDS Reports: This field is used for Management --►UDS Report --► Patients by Race and Language.
27.2 Effective version 9.12.31, the languages were updated to display the first letter as upper-case and the rest of the word in lower case, which is the format used in PCM (i.e. ‘ENGLISH’ was updated to ‘English’). The default is set to a blank line followed by English, Spanish, and the remaining 184 languages sorted alphabetically.
27.3 Select the patient’s primary language, if applicable.
27.3.1 Press [Enter] to leave blank.
27.3.2 Click on the field, press the [ --►] right key OR press the [F2] key with the cursor in the field to display the code and description. To select, double-click on the correct code, OR use the up or down arrows to highlight the correct code, and then press the [Enter] key to select.
27.3.3 Click on the arrow to display only the codes. Use the scroll bar, up or down arrow keys, OR press the first letter of the language to highlight the correct code and then press the [Enter] key to select.
28.1 Type the patient's social security number in ######### format and Intellect places the numbers within the dashes (###-##-####).
Effective version 16.11.10, the SSN only displays the very last 4 digits and the rest are represented with asterisks (***-**-1234), unless the data in the database is malformed or incomplete.
Effective version 16.12.02: Options for masking the SSN (displaying only the last 4 digits) or not masking the SSN were added. For additional information, see Utility --►Set Up --►Screen Fields Mask/Unmask the Social Security Number (SSN).
28.2 Use the [Spacebar] or [Backspace] to remove values from the field, OR change the social security number by simply typing over the existing number.
29. DL # 
29.1 Type in the driver's license number of the patient (this is an optional field and may not be on all screens).
30.1 Type in the occupation of the patient.
30.2 This field accepts up to 26 alphanumeric characters.
30.3 This information appears on various Worker Compensation reports.
Attention PCM users: Although Intellect does not require clients to enter an Employer Name when registering patients, it is important to note that when importing information into PCM forms/documents, the database field inserter tree always requires the <Employer Name> to have been entered into Intellect during registration in order to import the employer information.
Note: Effective version 13.12.12 the <Employer Code> field was removed from this screen and it's information was incorporated into this field.
31.1 Effective version 13.12.12: Enter a name (or a portion of a name) and press [Enter]. Intellect displays a record search screen. The record search screen (similar to the [F2] screen) lists all the available options from which to choose.
31.1.1 Effective version 14.03.20, the display was changed for ease of use. In the prior version, only the name displayed. As of this update, both the code and name display, separated by a '/'.
31.1.2 Effective version 14.03.20, this field may be set to search either by Utility --►Business <Name> or <Company Code>. To search by code, please contact PCS support to request this change. Note: The <Employer> field on the Registration --►Worker --►Worker Insurance screen is set to the same search criteria.
31.2 To select the code from the displayed list, either highlight the record and press the [Enter] key, OR double-click on the record.
31.3 When a new or invalid employer name is entered, Intellect displays:
31.3.1 Click on [OK] to display the record search screen.
31.3.2 If this is a new Employer Name, click [Add]. Intellect displays the Utility --►Business --►Add -- Add EMPLOYER screen where the appropriate information may be entered and saved.
31.4 Entering an Employer Name automatically completes the <Address>, <Zip Code>, <City>, <State>, and <Phone No> fields based on information completed for the <Company Code> in Utility --► Business.
This is an example of information generated from an Employer Name:
31.5 Employer Names are generally used when registering Worker Compensation patients, or patients who are employed at a business near your office where many employees are treated at your facility. Employer names are not used when only one or two employees are seen at your office.
32. Address 
32.1 If an <Employer Name> was entered, the employer address displays and the focus does not stop at this field.
32.2 If an <Employer Name> was not entered, type the employer address, when applicable.
32.3 If not applicable, press the [Enter] key to leave blank.
33.1 If an <Employer Name> was entered, the employer Zip Code is displayed and the focus does not stop at this field.
33.2 If an <Employer Name> was not entered, type the employer Zip Code, when applicable.
33.3 If not applicable, press the [Enter] key to leave blank.
33.4 For more information, see Adding Zip Codes.
34. City 
34.1 If an <Employer Name> was entered, the city name is displayed and the focus does not stop at this field.
34.2 If an <Employer Name> was not entered, type the city name, when applicable.
34.3 If not applicable, press the [Enter] key to leave blank.
35. State 
35.1 If an <Employer Name> was entered, the state name is displayed and the focus does not stop at this field.
35.2 If an <Employer Name> was not entered, type the state name, when applicable.
35.3 If not applicable, press the [Enter] key to leave blank.
36.1 If an <Employer Name> was entered, the employer phone number is displayed and the focus does not stop at this field.
36.2 If an <Employer Name> was not entered, type the employer phone number, when applicable.
36.3 If not applicable, press the [Enter] key to leave blank.
37.1 This field is mandatory and must be filled-in. Category is the financial classification of the patient and determines many aspects of how the account is handled, including whether or not follow up letters should be generated, if the patient should receive statements and, if so, what messages should print, how the account balance should be aged, if the patient is part of a Capitated plan and, if so, should the charges be adjusted off at the time they are posted, whether or not finance charges should be applied to overdue balances, and if services should be billed to the insurance.
37.2 The most common default for this field is 'NEW PATIENT'. 'NEW PATIENT' in this field is a clue there is incomplete information for the patient.
37.3 Effective version 13.12.12: Enter a Category (or a portion of a category) and press [Enter]. Intellect displays a record search screen. The record search screen (similar to the [F2] screen) lists all the available options from which to choose.
37.3.1 Effective version 14.03.20, the display was changed for ease of use. In the prior version, only the name displayed. As of this update, both the code and name display, separated by a '/'.
37.3.2 Effective version 14.03.20, this field may be set to search either by Utility --►Category <Description> or <Category Code>. To search by code, please contact PCS support to request this change.
Note 1: The default search is set to the Utility --►Category <Description> field, not the Utility --►Category <Category Code> field. For example, if the <Category Code> is CASH and the <Description> is PATIENT RESPONSIBILITY, entering 'CASH' in the <Category> field to perform a search displays a warning: 'Match Not Found!'.
Note 2: The <Category> field on the Worker screen is set to the same search criteria.
37.4 To select the code from the displayed list, either highlight the record and press the [Enter] key, OR double-click on the record.
37.5 To select the code from the displayed list, either highlight the record and press the [Enter] key, OR double-click on the record.
38.5.1 To register a Medicare Secondary Patient, select 'MCR2.'
38.5.2 To register an HMO Patient, select 'HMO.'
38.5.3 To register a Medi-Medi Patient, select 'MM.'
37.6 When a new or invalid Category is entered, Intellect displays:
37.6.1 Click on [OK] to display the record search screen.
37.6.2 If this is a new Category, click [Add]. Intellect opens the Utility --►Category --►Add screen where the appropriate information may be entered and saved.
37.7 When adding insurance, this field is mandatory and must be completed. If left blank, an error message displays:
37.8 When completing the screen, depending upon the set up of the Utility --►Category <Type> field, the system may or may not prompt to add insurance information.
37.9 A default Category code may be set up in Utility --►Set Up --►Parameter <Default Category>. If there is a default value, press the [Space Bar] or the [Delete] key to clear the field.
Note: The type of category assigned to the patient determines which screens (if any) should follow the patient’s demographic screen. For example, if the patient is given a cash type of category, no other screens follow the demographic screen. If the patient is given an insurance type of category, then an Add Insurance screen follows the demographic screen. Category types are determined through the Utility --►Category <Type (C/P/W/O/F/G)> field.
37.10 For clinics sharing patient demographics with other clinics, this field is clinic-specific.
37.11 Effective version 19.09.23, when a new patient is imported from an outside vendor via an ADT/DFT HL7 message and PV1-19 are valid Intellect Utility --►Category <Category Code>s, this <Category> field is updated to the value in the PVx file (where x = a number from 1 to19). The example below shows PV1 in an ADT/DFT HL7 message:
PV1|1|O|Radiology-RO|Elective|||||||||||||||MCAR
38.1 Effective version 13.12.12: Enter the LAST name of the patient's referring doctor (or a portion of the LAST name) and press [Enter]. Intellect displays a record search screen. The record search screen (similar to the [F2] screen) lists all the available options from which to choose.
38.1.1 Effective version 14.03.20, the display was changed for ease of use. In the prior version, only the name displayed. As of this update, both the code and name display, separated by a '/'.
38.1.2 Effective version 14.03.20, this field may be set to search either by Utility --►Referring <Last Name> or <Referring Code>.To search by code, please contact PCS support to request this change.
Note: The <PCP Name> and <STP Dr> fields on the Registration --►Regular --►Patient screen and the <Referral>, <PTP Name>, and <STP Dr> fields on the Registration --►Worker --►Worker screen are set to the same search criteria.
38.2 To select the code from the displayed list, either highlight the record and press the [Enter] key, OR double-click on the record.
38.3 When a new or invalid referring name is entered, Intellect displays:
38.3.1 Click on [OK] to display the record search screen.
38.3.2 If this is a new Referring Name, click [Add]. Intellect displays the Utility --►Referring --►Add screen where the appropriate information may be entered and saved.
38.4 If there is no referral source, press the [Enter] key to leave blank.
38.5 Referral codes entered here default to the Charges --►Charge <Ref Prv> field when posting charges. It may be modified or cleared there as needed.
38.6 Effective version 14.11.19: In prior software versions for Medicare paper claims, if the <Ref Prv> field on the Charges screen was not populated, and the <Referring Name> field was not filled on the Registration --►Regular --►Patient screen, the rendering provider was used as the referring provider on the EB file, as well as printed on Box 17 of the HCFA claims.
As of version 14.11.19, the referring provider only populates the EB file and the HCFA Box 17 if the Utility --►Insurance --►Insurance <Insurance Type> field is set to 'D', 'C', '1', '5' (WI Medicaid), or 'O' and a referring provider is added in the <Ref Prv> field on the Charges screen at the time of posting charges, or when the Registration --►Regular --►Patient <Referring Name> field is filled. Utility --►Set Up --►Parameter <Referring> determines if the Referring Provider is pulled from the Charges <Ref Prv> field or the Registration --►Regular --►Patient <Referring> field.
ATTENTION: This IMMEDIATELY affects billing and other daily tasks.
38.7 For clinics sharing patient demographics with other clinics, this field is clinic-specific.
Note: The order Intellect uses to determine the source of the referring doctor's information for billing and referral reports is controlled by Utility --►Set Up --► Parameter <Referring>.
39. PCP Name 
39.1 PCP is the patient's primary care provider.
39.2 Effective version 13.12.12: Enter the LAST name of the PCP (or a portion of the LAST name) and press [Enter]. Intellect displays a record search screen. The record search screen (similar to the [F2] screen) lists all the available options from which to choose.
39.2.1 Effective version 14.03.20, the display was changed for ease of use. In the prior version, only the name displayed. As of this update, both the code and name display, separated by a '/'.
39.2.2 Effective version 14.03.20, this field may be set to search either by Utility --►Referring <Last Name> or <Referring Code>. To search by code, please contact PCS support to request this change. Note: The <Referring Name> and <STP Dr> fields on the Registration --►Regular --►Patient screen and the <Referral >, <PTP Name>, and <STP Dr> fields on the Registration --►Worker --►Worker screen are set to the same search criteria.
39.3 To select the code from the displayed list, either highlight the record and press the [Enter] key, OR double-click on the record.
39.4 When a new or invalid PCP name is entered, Intellect displays:
39.4.1 Click on [OK] to display the record search screen.
39.4.2 If this is a new PCP Name, click [Add] on the search screen. Intellect displays the Utility --►Referring --►Add screen where the appropriate information may be entered and saved.
39.4.3 PCP records are entered into the same table as the referral sources.
39.5 If the patient does not have a PCP, press the [Enter] key to leave this field blank.
39.6 For clinics sharing patient demographics with other clinics, this field is clinic-specific.
NOTE: The <Hospital> field was removed from this screen effective version 13.12.12. Information for that field was incorporated into <Hospital Name>.
40.1 This optional field is used to record which facility the patient should be referred to for non-emergency treatment or to indicate their preference of facilities.
40.2 Effective version 13.12.12, enter a name (or a portion of a name) and press [Enter]. Intellect displays a record search screen. The record search screen (similar to the [F2] screen) lists all the available options from which to choose.
40.2.1 Effective version 14.03.20, the display was changed for ease of use. In the prior version, only the name displayed. As of this update, both the code and name display, separated by a '/'.
40.2.2 Effective version 14.03.20, this field may be set to search either by Utility --►Facility <Name> or <Facility Code>. To search by code, please contact PCS support to request this change. Note: The <Hospital Name> field on the Registration --►Worker --►Worker screen is set to the same search criteria.
40.3 To select the code from the displayed list, either highlight the record and press the [Enter] key, OR double-click on the record.
40.4 When a new or invalid hospital name is entered, Intellect displays:
40.4.1 Click on [OK] to display the record search screen.
40.4.2 If this is a new <Hospital Name>, click [Add]. Intellect displays the Utility --►Facility --►Add screen where the appropriate information may be entered and saved.
40.5 If the patient does not have a facility where they need to be treated, or does not have a preference, press the [Enter] key to leave blank.
40.6 For clinics sharing patient demographics with other clinics, this field is clinic-specific.
41.1 Effective version 13.12.12: For this optional field, enter the LAST name of the patient's treating provider (or a portion of the LAST name) and press [Enter]. Intellect displays a record search screen. The record search screen (similar to the [F2] screen) lists all the available options from which to choose.
41.1.1 Effective version 14.03.20, the display was changed for ease of use. In the prior version, only the name displayed. As of this update, both the code and name display, separated by a '/'.
41.1.2 Effective version 14.03.20, this field may be set to search either by Utility --►Provider --►Provider <Last Name> or <Provider Code>. To search by code, please contact PCS support to request this change. Note: The <Treating Doctor> on the Registration --►Worker --►Worker Insurance screen is set to the same criteria.
41.2 To select the code from the displayed list, either highlight the record and press the [Enter] key, OR double-click on the record.
41.3 When a new or invalid treating provider name is entered, Intellect displays:
41.3.1 Click on [OK] to display the record search screen.
41.3.2 If this is a new Treating Provider Name, click [Add]. Intellect displays the Utility --►Provider --►Provider --►Add screen where the appropriate information may be entered and saved. WARNING: New provider codes should only be added to setup providers for scheduling or billing purposes within the clinic. The <Referring name> and <PCP Name> fields may be used for tracking outside providers for this patient.
41.4 This field is used with the Automatic Check-In feature when Utility --►Set Up --►Appointment --►Appointment Type <Self Sched Treating Provider> = 'Y.'
41.5 Effective version 14.07.01, the amount that is entered in the <Administrator Fee> field (added to the Utility --►Category screen in version 14.07.01) is applied to the Provider shown in this <Treating Provider Name> field.
42.1 Attention PCM users: Effective version 9.12.18 - New field.
Note: The Pharmacy table is managed by the Patient Chart Manager (PCM) program, therefore new Pharmacy records must be added through Patient Chart Manager. The Pharmacy ID is used in PCM to default the pharmacy for both written and Electronic Prescription; changing the Pharmacy ID in Intellect affects the default in PCM.
At this time, this field is not used in Intellect if you do not have PCM.
42.2 This field is optional and is informational only.
42.3 Those using PCM should enter the Pharmacy Name, as assigned in PCM.
42.4 Effective version 13.12.12: Enter a name (or a portion of a name) and press [Enter]. Intellect displays a record search screen. The record search screen (similar to the [F2] screen) lists all the available options from which to choose.
42.4.1 Effective version 14.03.20, the display was changed for ease of use. In the prior version, only the name displayed. As of this update, both the code and name display, separated by a '/'.
42.5 To select the code from the displayed list, either highlight the record and press the [Enter] key, OR double-click on the record.
42.6 When a new or invalid pharmacy name is entered, Intellect displays:
42.6.1 Click on [OK] to display the record search screen.
42.6.2 If the Pharmacy Name was entered incorrectly on Intellect's Add/Modify PATIENT screen, enter the correct information on the record search screen, press [Enter], and double-click on the correct entry.
42.6.3 New pharmacies may only be entered through PCM.
43. Preferred Communication Method 
43.1 PCM users only. Effective version 9.12.18 - New Field
43.2 This field allows clinics to identify the method by which patients prefer to be contacted. The options for this field are shown below:
Note: 'Declined to Provide' and 'Declined to Receive' are not available at this time.
43.2.1 Version 13.04.10: Options of E-mail/Cell and E-mail/Home were added.
NOTE: Due to the certification requirements for Promoting Interoperability in PCM, the Intellect options for {E-mail/Cell} and {E-mail/Home} are not available for use in PCM. However, if either of these options is selected in Intellect, the corresponding field is populated in PCM on the Patient Data Editor window.
• E-mail/Cell: If a patient chooses Email/Cell, it means he or she would prefer to be contacted via email, but if your clinic needs to call the patient, then the patient should be called on his or her cell phone number.
• E-mail/Home: If a patient chooses Email/Home, it means he or she would prefer to be contacted via email, but if your clinic needs to call the patient, then the patient should be called on his or her home phone number.
In the future, these options are to be shared with PCM. Until then, this field is defaulted to blank.
43.3 Select the preferred method to use when contacting the patient to meet the Meaningful Use objective for Patient Reminders.
43.4 Changing the Preferred Communication Method in Intellect affects the default in PCM.
Note: At this time, the field is not used in Intellect if you do not have PCM.
44.1 This optional field is for use with Management --►OSHPD Report <Report Code> Utilization by Poverty Level and Management --►UDS Report --►Patients Characteristics. Note: Effective August 2021, OSHPD became HCAI (Department of Health Care Access and Information). Please see the HCAI website https://hcai.ca.gov/ for more information.
44.2 To view the list of codes with descriptions, press the [F2] key. To view the list of only the codes, either click on the arrow OR press the → (right arrow) on the keyboard. To select, double-click on the correct code OR use the ↑ (up) and ↓ (down) arrows to highlight the correct code, and then press the [Enter] key to select.
45. Registration Form 
45.1 Intellect defaults to the first option in the drop-down list, which is usually REGISTRATION.
45.2 If your office has multiple forms, select the correct form: Either click on the arrow in the field and then click on the appropriate item, OR press the → (right arrow) key, use the up and down arrows to highlight the appropriate item, and then press [Enter].
45.3 Clinics may choose to have multiple registration forms for different languages, multi-specialties, or types of patients such as Regular and Worker Compensation.
46.1 This field is used in conjunction with the <Remark> field on this screen.
46.2 Select 'YES' to display a pop-up box with the text entered in <Remark> with this entire patient's records in all screens.
46.3 Regardless of the setting selected, the Remark always displays in the Appointment Scheduling dialog box under Patient Info, as shown below:
47.1 Intellect provides space for a 1000-character message to enter miscellaneous information about the patient.
47.1.1 If the <Warning> field on this screen = 'Yes,' a popup message box occurs for every screen that involves this patient.
47.1.2 These fields may be programmed to print on super bills.
47.2 Various entries may be made in these fields in order to assist or alert the scheduler.
47.2.1 During the scheduling process, these fields are always displayed at the time an appointment is scheduled.
47.3 To exit the field, either use the [Control] [Tab] keyboard combination two times OR click on another field.
48.1 Effective version 20.02.17 - New field.
48.2 STP is the patient’s secondary treating physician for the injury. It pulls from the Referring Table and, when populated, also displays in PCM when PA_STP_DR is set up in the Patient Table. When a patient record is added or modified, Intellect updates the <STP Dr> in the account balance table.
48.3 This field may be set to search either by Utility --►Referring <Last Name> or <Referring Code>. NOTE: The default is to search by <Last Name>. To search by <Referring Code>, please contact PCS support to request this change.
48.3.1 By <Last Name>: Enter a LAST name of the patient's STP doctor (or a portion of a LAST name) in this field and then press [Enter to display a record search screen. The record search screen (similar to the [F2] screen) lists all the available options from which to choose.
Note: In some system set ups, or when a new or invalid STP name is entered, Intellect displays:
• Click on [OK] to display the record search screen.
• If this is a new Referring Name, click [Add]. Intellect displays the Utility --►Referring --►Add screen where the appropriate information may be entered and saved.
48.3.2 By <Referring Code>: To search by code, please contact PCS support to request this change.
Note: The <Referring Name>, <PCP Name>, and <STP Dr> fields on the Regular Patient screen and the <Referral> and <PTP Name> fields on the Worker screen are set to the same search criteria.
48.4 To select the code from the displayed list, either highlight the record and press the [Enter] key, OR double-click.
48.4.1 Click on [OK] to display the record search screen.
48.4.2 If this is a new Referring Name, click [Add]. Intellect displays the Utility --►Referring --►Add screen where the appropriate information may be entered and saved.
48.5 If there is no referral source, press the [Enter] key to leave blank.
49. Active 
49.1 Effective version 13.10.29: Indicate whether or not the patient is currently an active patient, or inactive at this time.
49.2 ATTENTION PCM Users: Changing this field to ‘INACTIVE’ affects reporting capabilities in PCM and disables some PCM functions for this account. Please refer to the PCM documentation for more details -- see Charts; Chapter: Creating/Editing Charts; Section: Patient Data Editor Window; Document: Pt Account Tab, III - Miscellaneous Fields, 6.
49.3 Effective version 19.09.23: When this field has been changed to ‘Inactive' and an attempt is made to make an appointment, a pop up message displays stating: 'This patient is marked as INACTIVE, unable to add new appointment'.
50.1 This is an optional field and may not display on all screens.
50.2 This field is used to override the patient's category statement printing setting to stop sending a statement to a patient, e.g., incorrect patient address.
50.3 Accept the default 'C' to not override and use Utility --►Category settings OR use the drop-down list to make an alternate selection.
50.4 Press the [F2] key to see the valid choices:
51. When the PATIENT screen is completed, select one of the Action Buttons:
See details for [Additional Demographics], [Add], [Clear], and [Exit]
51.1 [Additional Demographics] Effective version 17.06.09, the [Additional Demographics] button was added to accommodate adding extra patient demographic information shared with PCM to meet certified EHR technology (CEHRT) requirements. Click this button to pop up a window with the appropriate fields. Optional fields are available for this window. To get the additional fields, please contact PCS support. The screen below shows the default fields for this window.
Note: This screen contains optional fields which may not be required for all patients. If this does not apply, select a different Action Button.
In addition to Meaningful Use information, this option may be used to add family members such as grandparents, or other information applicable to your clinic. Go to Utility --►Set Up --►Screen Fields --►Add, enter Additional Demographics in the <Screen name> field, enter the name of the new field in <Field Name>, and complete the screen as needed. Contact PCS Support for any questions.
Note: Custom fields are not shared with PCM.
51.1.1 Sexual Orientation 
Accept the default OR use the drop-down list to make an alternate selection:
Note: If 'Other (describe)' is selected in the <Sexual Orientation Description> field (above), enter a description of the patient's sexual orientation in this free-form field.
This field is used with Management --► UDS Report --► Patients by Race and Language.
51.1.2 Sexual Orientation Description 
If 'Other (describe)' is selected in the <Sexual Orientation > field (above), enter a description of the patient's sexual orientation in this free-form field.
51.1.3 Gender Identity 
Accept the default OR use the drop-down list to make an alternate selection:
This field is used with Management --► UDS Report --► Patients by Race and Language.
51.1.4 Secondary Race 
If the patient has a secondary race, use the drop-down list to select the secondary race.
This field is used with Management --► UDS Report --► Patients by Race and Language.
51.1.5 Secondary Ethnicity 
If the patient has a secondary ethnicity, use the drop-down list to select the secondary ethnicity.
Enter the height of the patient as feet.inches; e.g., enter 5.11 for 5 foot 11 inches.
Enter the birth weight of the patient as pounds.ounces; e.g., enter 7.8 for 7 pounds 8 ounces.
Enter the weight of the patient as pounds.ounces;.e.g., enter 175.13 for 175 pounds 13 ounces.
51.1.9 Veteran 
Use the drop-down list to select 'Y' (patient is a veteran) or 'N' (patient is not a veteran):
This field is for use with Management --►UDS Report --►Patients Characteristics.
51.1.10 Birthplace City 
Enter the city where the patient was born. This is a free-form text-entry field so the city may be entered as determined by your office; i.e., in all caps (GLENDALE), or with a beginning capital letter (Glendale).
51.1.11 Birthplace State 
Enter the state where the patient was born. This is a free-form text-entry field so the state may be entered as determined by your office; i.e., in all caps (ARIZONA), with a beginning capital letter (Arizona), or the abbreviation used by the postal service (AZ).
51.1.12 Birthplace Country 
Enter the country where the patient was born. This is a free-form text-entry field so the country may be entered as determined by your office; i.e., in all caps (UNITED STATES OF AMERICA), with a beginning capital letter (United States of America), or abbreviated (USA).
Use the drop-down list to make a selection:
This field is for use with Management --►UDS Report --►Patients Characteristics.
51.1.14 Principal Insurance Type 
Use the drop-down list to make a selection:
This field is for use with Management --►UDS Report --►Patients Characteristics.
51.1.15 Date of Death 
Type in the date of the patient's death.
51.1.16 Multiple Birth 
PCM users only. Effective version 17.08.16. This field was added for the purpose of reporting for the National Center for Health Statistics https://www.cdc.gov/nchs/nvss/dvs_data_release.htm.
The default for this field is 'No.' Use the drop-down list to select 'Yes' if the patient was part of a multiple birth delivery.
51.1.17 Birth Order 
PCM users only. Effective version 17.08.16. This field was added for the purpose of reporting for the National Center for Health Statistics https://www.cdc.gov/nchs/nvss/dvs_data_release.htm.
Use the drop-down list to select the birth order for multiple birth deliveries:
-- 
--
51.1.18 [Apply]: Select this button to save the information added to the Apply Additional Demographics screen.
51.1.19 [Clear]: Select this button to clear the fields on the Apply Additional Demographics screen.
51.1.20 [Exit]: Select this button to close the Apply Additional Demographics screen.
51.2 [Add]: Select this button to save the information. Additionally, depending on the system set up, the following may occur:
51.2.1 If any fields have been customized in your system as mandatory fields, the following type of message is displayed. In our example, the patient's <DOB> has been designated as a mandatory field:
51.2.1.1 Select the [Ok] button to return the focus to the designated field, e.g.: <DOB>.
51.2.2 If the patient's Category is set up as a CASH account, the focus returns to the <Patient Account No> field. A prompt to enter insurance information is NOT given.
51.2.2.1 A CASH category is defined by setting the Utility --► Category <Type> field to 'G' - Patients without any insurance.
51.2.3 If the patient's Category is set up as any type OTHER than CASH, this prompt displays:
51.2.3.1 Select [Yes] to open the patient insurance screen.
51.2.3.2 Select [No] to return the focus to the <Patient Account No> field. The screen is cleared and ready to add another patient.
51.3 [Clear]: Select this button to display:
51.3.1 Select [Yes] to save the information. The system prompts to either complete mandatory data fields, or whether or not to add insurance information.
51.3.2 Select [No] to NOT save the information. The focus returns to the <Patient Account No> field.
51.3.3 Select this button to return the focus to the [Clear] button.
51.4 [Exit]: Select this button to display:
51.4.1 Select [Yes] to save the information. The system prompts to either complete mandatory data fields, or whether or not to add insurance information.
51.4.2 Select [No] to NOT save the information. The focus returns to the <Patient Account No> field.
51.4.3 Select [Cancel] to return the focus to the [Exit] button.
51.5 Click on the X 
in the screen's tab prompts:
51.5.1 Select [Yes] to save the information. The system prompts to either complete mandatory data fields, or whether or not to add insurance information.
51.5.2 Select [No] to NOT save
51.5.3 Select [Cancel] to return the focus to the field it was in when X was clicked.
For any new patient with a Utility --► Category <Type (C/P/W/O/F/G)> NOT = 'G,' Intellect prompts to add insurance:
img src="..\..\..\image3843.jpg" alt="" style="border: none;" border="0" />
Select [Yes] to open the Add Patient Insurance screen.
NOTE: When posting charges or payments, the Patient --►Registration (Worker or Regular) Add or Modify screens must be closed or an error occurs.
Optional Fields on the Patient Screen:
Contact PCS support to add/hide any of these fields on the Patient screen:
Ethnicity */p>
Language *
Poverty Level
Patient Statement Override
Active
*Note: The asterisked fields are required for those using Patient Chart Manager.
Optional Fields on the Apply Additional Demographics Screen:
1. Hispanic
1.1 Although added in version 9.12.1, this field is no longer used to indicate if the patient self-identifies as Hispanic/Latino. See the <Ethnicity> field.
2. Residing At
2.1 This optional field is no longer used for UDS Reports. See the <Population Type> field on the Additional Demographic screen.
2.2 Press the [F2] search key to display the valid choices:
Not applicable - leave blank
1 House/Apartment
2 Homeless Shelter
3 Doubling Up
4 Street
5 Substance Abuse Program
6 Transitional Housing Program
7 Other
3. Status
This optional field is no longer used for UDS Reports. See the <Population Type> field on the Additional Demographic screen.
Fields Removed from the Patient Screen:
1. Employer Code 
1.1 Removed from the screen effective version 13.12.12. Information was incorporated into <Employer Name>.
2. Description 
2.1 Removed from the screen effective version 13.12.12. Information was incorporated into <Category>.
3. Referral 
3.1 Removed from the screen effective version 13.12.12. Information was incorporated into <Referring Name>.
4. PCP 
4.1 Removed from the screen effective version 13.12.12. Use <PCP Name>.
5. Hospital 
5.1 Removed from the screen effective version 13.12.12. Information was incorporated into <Hospital Name>.
6. Treating Provider 
6.1 Removed from the screen effective version 13.12.12. Information was incorporated into <Treating Provider Name>.
7. Pharmacy ID 
7.1 Removed from the screen effective version 13.12.12. Information was incorporated into <Pharmacy Name>.
