Tracking Board Functionality > Patient Location Maintenance > EDIS Temporary Registration from the Tracking Board

The registration component of the Tracking Board gives authorized staff members the capability to create a new patient profile and new visit or a new visit from an existing profile.

NOTE: All visits created, whether from a new patient profile or an existing patient profile, will be a Temporary Registration and must be completed by Registration or Business Office staff. Any incomplete EDIS registrations will pull to the Temporary Registration Reports, the Exceptions Report, or the Incomplete Register Report, unless a full registration has been completed on the patient.

Creating a New Visit for a New Patient Profile or from an Existing Profile

1.	Double-click an empty room on the Tracking Board. This displays the profile lookup screen.

If the patient has visited the facility previously, enter their name in the Patient Name search field; then double-click to select the appropriate patient from the search results.
or
If the patient does not have an existing profile, select New Profile; then enter the following information on the Patient Profile screen:

o	Last Name: Enter the patient's last name (REQUIRED).

o	First Name: Enter the patient's first name (REQUIRED).

o	Middle Name: Enter the patient's middle name, if known.

Social Security Number: If a Social Security Number is not entered, the newly created profile is assigned a 10-digit number beginning with a "1." If a Social Security Number is entered, the newly created profile is assigned a 10-digit number consisting of the Social Security Number preceded by a "0."

o	Date of Birth: Enter the patient's date of birth, in mmddyyyy format, or select the calendar icon to enter the date using the date picker (REQUIRED).

Medical Record #: The system will assign the next available medical record number loaded in the Automatic MR # field on page 5 of AHIS. This field is editable so the number may be changed if needed. If AHIS page 7, Check Duplicate Numbers field is set to Y, the system will check for visits with a duplicate Medical Record number.

o	Birth Sex: Using the drop-down, select the patient's sex assigned at birth (F-Female, M-Male, or U-Unknown) (REQUIRED).

o	Insurance Coverage: To complete the Insurance Coverage area, select the Add Insurance button on the action bar, search for and select the patient's insurance coverage, then select OK.

3.	If you selected an existing patient, New Visit from the Action Bar. or If you created a new profile, select Update from the Action Bar.

4.	Complete the Visit Information screen as follows. (NOTE: If you created a new profile, but a patient profile already exists with the same first and last name and DOB, the Visit Information screen populates with the patient's existing profile information.)

o	Visit Number: The visit number will default to Auto Generation. Selecting the Assign Manually check box to the right of the Visit Number field will make the Visit Number field accessible so that the visit number may be manually assigned.

o	Patient Name, Birth Date, and Birth Sex: This information pulls from the Patient Profile screen.

o	Physician: Select the attending physician from the Physician lookup (REQUIRED).

o	Admit Date: Defaults to the current date, but may be edited via the calendar lookup or entered manually in mmddyyyy format.

o	Admit Time: Defaults to the current time, but may be edited.

o	Patient Type: This should default to E.R. Select the E.R. stay type from the drop-down list, if it does not auto-populate.

o	Patient Sub Type: When the E.R. stay type is selected, the Sub Type field is grayed out (unavailable).

o	Service Code: The default service code for the Emergency Department may be edited by entering a desired service code or selecting the magnifying glass icon to select from a list of service codes. Double-click the service code to add it to the Visit Information screen.

Financial Class: Select the appropriate insurance coverage(s) from the insurance list to the right (if present), then choose Select FC from the action bar. Multiple insurance coverages may be selected all at once by holding down the <Ctrl> key on the keyboard while selecting each one. Choose Select FC, or select each insurance coverage separately and choose Select FC after each selection. If the desired insurance coverage is not listed or there are not any insurance coverages listed, select the magnifying glass icon in the Financial Class field to access the Insurance List screen. Highlight the desired insurance coverage(s) and select OK or double-click the Insurance Name to return to the Visit Information screen.

5.	Select Update. Address other fields as necessary from the Patient Location Maintenance screen.

NOTE: If the patient already has an account for the current date of service, a duplicate date of service prompt will display, stating, "Patient already has account XXXXXXXX for today's date of service. Continue?" with Yes/No options.

NOTE: Each new profile is assigned a default country of "US."