Locating Patients

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In this lesson, you will learn several ways on how to locate a patient in In Touch EMR. 

Top Page Patient Locator 

Wherever you are in In Touch EMR, you will be able to locate a patient easily since there is a patient locator in the upper right-hand corner of In Touch EMR. 

Type either the first name or last name of the patient you are looking for on the Patient Locator search box. The system will find a match in the list of patients that are saved in your database and show you a list of those matches. Click on the name of the patient to select it from the list. This will automatically open that patient's chart. 

 

Patient Locator Tab

Under the Patients tab, click on Patient Locator

The Patient Locator allows you to get a list of patients using several different filters. There are several tabs under this page:

  • Basic
  • Advanced
  • Segmenter
  • Plan Tracker 
  • Certification List
  • Productivity Tracker
  • Document Tracker

 

Basic 

  1. First Name - Search patient by their first name
  2. Last Name - Search patient by their last name
  3. Gender - provides a list of patients based on Gender - Male or Female 
  4. Patient Category. - Provides a list of patients based on their category
    • Active 
    • Inactive
  5. Referral Resources - provides a list of patients that have been referred by the selected referral resource
  6. Sort By - To sort the list provided either by first name, last name or date of birth
  7. Search - Orders the system to start searching for matches
  8. Clear - Removes all the current filters 
  9. Excel File Button - Downloads your current list into an excel spreadsheet 
  10. Exclamation Point - This is an inactive patient indicator. Active patients will not have an exclamation point
  11. P Button -  This indicates the number of documents in Progress
  12. C Button -  This indicates the number of completed documents
  13. CI Button -  This indicates the number of checked in appointments
  14. Select Action - will provide a drop-down selection. Clicking any of these options will direct you to the corresponding pages. 
    • Edit Patient 
    • Patient Dashboard
    • Previous Appointments 
    • Upcoming Appointments 
    • Uploads

 

Advanced 

1. Location Sort - for clinics that have more than 1 location and would like to get a list of patients for a certain location only

2. Appointment Sort - This allows the user to filter the searches based on how often and what type of appointments has been made by patients

3. Demographics - This allows the user to filter the search based on the patient's age           

                                              

4. Contact Information - This allows the user to filter the search based on what contact information is available on their patient's chart

5. Payer - This allows the user to filter the search based on the payer information on their patient's chart 

6. Documentation Status - This allows the user to filter the search based on the documents that has been created on their chart

7. Rendering Provider -  This allows the user to filter the search based on which doctor was assigned as the referring provider on the patient chart

8. Patient Category - This allows the user to filter the search based on whether the patient is active or inactive                     

9. Search - Orders the system to start searching for matches

10. Clear - Removes all the current filters 

11. Excel File Button - Downloads your current list into an excel spreadsheet 

 

Segmenter

In the patient chart, under edit patient, there is a segmentation section that will allow users to add additional information. This report allows the users to filter the searches based on the information entered in the segmenter section on the patient's chart. 

  1. Vehicle Make 
  2. Vehicle Type
  3. Annual income level  
  4. Activity Level 
  5. Preferred mode of contact 
  6.  Occupation 
  7.  Relationship status 
  8. Favorite holiday destination 
  9. Financial goal at retirement
  10.  Search List 
  11. Search - Orders the system to start searching for matches
  12. Clear - Removes all the current filters 
  13. Save Search 
  14. Delete Search
  15. Excel File Button - Downloads your current list into an excel spreadsheet 


 

Plan Tracker 

This reports allows the user to search for patients with similar physician prescriptions. 

  1. First Name
  2. Last Name
  3. Frequency
  4. Duration 
  5. Search - Orders the system to start searching for matches
  6. Clear - Removes all the current filters 

 

Certification List 

The certification list reports allows the user to track the documents that have been faxed and added to the certification list. This is the list of documents that have been sent out and waiting to be returned with a signature or the ones that were already returned. 

  1. First Name
  2. Last Name
  3. Certification List                                                                                                                                                                      
    • Documents List (Pending - ) - any document finalized document (e.g. Initial Evaluation, Reevaluation, Progress note or daily note) that was added to the certification list 
    • Documents List (Complete - ) - any document finalized document (e.g. Initial Evaluation, Reevaluation, Progress note or daily note) that has been marked as completed (received back with a signature) 
    • Plan of Care List (Pending - ) - Plan of care that are added to the certification list 
    • Plan of Care List (Complete - ) - Plan of care that has been marked as completed 

4. Search - Orders the system to start searching for matches

5. Clear - Removes all the current filters 

6. Excel File Button - Downloads your current list into an excel spreadsheet 


 

Productivity Tracker

This allows users to generate a list of patients basedon the type of appointment or Rendering Provider. 

  1. First Name
  2. Last Name
  3. Appointment Sort - This allows users to filter the report to show only patients with the same appointment  
  4. Rendering Provider - This allows users to filter the report to show patients with appointments that are assigned to certain providers 
                              
  5. Search - Orders the system to start searching for matches
  6. Clear - Removes all the current filters 
  7. Excel File Button - Downloads your current list into an excel spreadsheet 

 

Document Tracker

This allow users to generate a list of patients based on the types of documents that has been finalized on the patient chart. 

  1. First Name
  2. Last Name 
  3. Document Type -  choose the type of document that you want to filter 
  4. Rendering Provider - choose the rendering provider that finalized the document 
  5. Search - Orders the system to start searching for matches
  6. Clear - Removes all the current filters 
  7. Excel File Button - Downloads your current list into an excel spreadsheet 

 

Provider

This allow users to get a list of patients based on the selected categories.

1.Active or Inactive patients

2.Rendering provider

3.Document Type – Initial Eval, Daily Note, Progress Note, Re-eval and Discharge.

4. Episodes

5. Calendar Period

If you search with 2(Rendering provider) and 3(Document Type) – this will generate a list of patients that have a selected document type finalized by the selected provider.

2(Rendering provider) and 4(Episodes) – this will generate a list of patients that have finalized document(any type) under that episode.

2(Rendering provider) and 5(Calendar Period) – this will generate a list of patients that have an appointment within the selected calendar period under the selected provider

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