Pediatric Guarantor

Unlike registration of new adult patients on one screen, 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 set them up.

This option allows the addition of a new guarantor for a patient. The information entered, or modified, on the guarantor 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). The following fields are NOT shared between clinics and must be updated separately in each clinic: <Category>, <Referring Name>, and <PCP Name>.

When Pediatric Patient screens are used for patient registration, a separate account should be set up/added for the Pediatric Guarantor. It is suggested that the Guarantor account be added while updating the complete information on the Pediatric Patient screen, since Utility --►Set Up --►Parameter <Guarantor> may be set up to auto-fill fields on the Pediatric Patient screen.

Video Available: Click Pediatric 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.

· Go to Registration --► Regular --► Patient --► Add to add a new Pediatric Patient

Registration --►Regular --►Patient --►Modify to update an existing Pediatric Patient.

· On the Pediatric Patient screen, complete the fields before the <Guarantor> field and then press [F2]:

With the cursor focus on the last line below the column headings, enter part of the guarantor's last name in either the <Last Name> or <Patient name> column (see red arrows above), and then press [F2] to search.

• If the guarantor account was previously added for another patient, use one of these methods to make a selection:

- Use the up and down arrows to highlight the correct guarantor account, and press the [Enter] key to select.

• If the guarantor account is not found, press the [Add] button to display the Add GUARANTOR screen.

Note: After highlighting an existing guarantor account, select [Modify] to allow updates to the Modify GUARANTOR screen.

Note: Information from the pediatric patient screen auto-fills fields on this screen where information is available. To remove fields that currently display on this screen, contact PCS to make the modifications.

1.1 This is the account number for the guarantor of the pediatric patient’s account. This is the person responsible for any statement balances.

1.2.1 If the system is set to assign numbers automatically (see Utility --►Set Up --►Parameter <Auto Patient No>), Intellect displays the next available account number.

1.2.2 When the account number is not automatic, assign a unique number (up to 10-digits).

1.2.3 Trying to assign a number when the system is set to automatically provide an account number displays an error message:

1.2.4 This field is mandatory and must be completed. The system does not continue without a unique patient number. If left blank, an error message displays:

1.3 If Utility --►Set Up --►Parameter <Check Duplicate Pt> = 'Y,' the system checks for duplicate accounts (this is highly recommended). A search screen appears when [Enter] is pressed in the <Guarantor Account No> field:

3.1 Type the last name of the patient's guarantor, including any suffixes (i.e., I, II, III,1, 11, 111, i, ii, iii, 1v, 1V, IV, iv, JR, JR., Jr, Jr., SR, SR., Sr., etc.) with a comma and space between the last name and the suffix.

For example: If the guarantor's name is John Jones, Jr., enter Jones, Jr. in the <Guarantor Last Name> field.

3.2 This field is mandatory and must be completed. If left blank, an error message displays:

4.2 This field is mandatory and must be completed. If left blank, an error message displays:

6.1 Accept the default 'Mr.' OR use the drop-down list to make an alternate selection.

8.1 If needed, this field may be used to add an additional line to the guarantor's address printed on the patient statements.

9.2.1 Press [F2] to search by city and/or state. For more information, see Adding Zip Codes.

9.2.2 If left blank, press [Enter] through <City> and <State>. IMPORTANT NOTE: NEVER enter <City> and/or <State> when the <Zip Code> field is blank.

10.3 IMPORTANT NOTE: NEVER enter <City> and/or <State> when the <Zip Code> field is blank.

11.3 IMPORTANT NOTE: NEVER enter <City> and/or <State> when the <Zip Code> field is blank.

12.1 If completed, Intellect can fax the information to the guarantor rather than print it when generating Patient Statements, Follow Up and Recall Letters, or Forms.

12.2 For more information on Faxing from Intellect, refer to the section on Faxing.

Note to CallSTAFF users: If the area code for the <Guarantor Account No> is not the same as the <Default Phone Area> field in Utility --►Set Up --►Parameter, Intellect dials the 1 and area code. If the area code for the <Guarantor Account No> DOES match the <Default Phone Area> field, it does NOT dial 1 and area code.

14.2 If this field is completed, Intellect can email the information to the patient’s guarantor 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.

15.2 This is a required field to send text message appointment reminders to the patient’s guarantor.

16.1 This information is necessary to send text message appointment reminders to the cell phone of the patients' guarantor.

16.3 For additional set up information for text message appointment reminders, click here.

17.1 This field is optional. A second contact name may be entered in this field.

17.2 The field accepts up to 40 alphanumeric characters and is an information-only field.

17.3 The field may be programmed to print on custom Superbill or Registration forms.

Note for PCM Users: As of version 9.12.18, changing <Emergency Name> information in Intellect updates the fields in PCM. However, changing the <Emergency Contact> information in PCM does NOT update the <Emergency Name> information in Intellect.

18.2 Enter the phone number for the person entered in the <Emergency Name> field (see above).

19.1 Use the drop-down menu to indicate the gender of the patient’s guarantor.

19.2 Effective version 9.12.16: Decide which option to have as the default for the <Gender> field; i.e., either Male, Female, or have it default to 'Blank.'

19.3 This field may not be left blank if <Gender> has been set as a required field. After completing this screen and selecting either [Add] or [Modify], a message displays when this field is required and left blank:

The operator must select a gender before exiting the screen and saving the record.

20.1 Enter the birth date of the patient's guarantor in MMDDYYYY format. Intellect inserts the slashes in the correct locations: MM/DD/YYYY.

21.1 The age of the guarantor automatically calculates based on the <DOB> field.

21.2 If modifying an existing guarantor, the age is recalculated after pressing the [Enter] key at the <DOB> field.

21.3 Systems are set to recalculate the guarantor’s age every night through automation.

22.1 Accept the default 'S' single OR use the drop-down list to make an alternate selection for the patient’s guarantor.

22.2 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.

23.1 This optional field is usually not updated for the race of the patient’s guarantor.

23.2 PCM users: This field for the guarantor is NOT a requirement for the EHR Incentive Program (aka Meaningful Use).

23.3 This field displays the code selected in the drop-down list, which is 41-characters or less. Leave blank, if not applicable.

23.4 To view the list sorted in alphabetical order (except for the first 6 options which appeared in versions prior to 9.12.14):

23.4.1 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:

23.4.2 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 guarantor's race to highlight the correct code and then press the [Enter] key to select.

24.1 This optional field is usually not updated for the race of the patient’s guarantor.

24.2 PCM users: This field for the guarantor is NOT a requirement for the EHR Incentive Program (aka Meaningful Use).

24.3 This field displays the code selected in the drop-down list, which is 26 characters or less. Leave blank, if not applicable.

24.4 To view the list sorted in alphabetical order (except for the first 2 options which appeared in versions prior to 9.12.14):

24.4.1 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 ethnicity options for certified EHR technology (CEHRT) required by PCM users. See partial list:

24.4.2 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 guarantor's ethnicity to highlight the correct code and then press the [Enter] key to select.

25.2 The default is set to a blank line followed by English, Spanish, and the remaining 184 languages sorted alphabetically.

25.3 Select the primary language for the patient's guarantor, if applicable.

25.3.2 Click on the field, press the [--►] right arrow key, OR press the [F2] key with the cursor in the field to display the codes 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.

25.3.3 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.

26.1 Type the social security number of the patient's guarantor in ######### format -- 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 of 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, Masking/Unmasking the Social Security Number (SSN).

26.2 Use the [Spacebar] or [Backspace] to remove values from the field OR change the social security number by simply typing over the existing number.

31.2 When a Zip Code is unknown, press [Enter] through <City> and <State>.
NEVER enter a city and state, while leaving the Zip Code field blank.

35.1 This field is mandatory and must be filled-in. Category is the financial classification of the account and, since family statements are generated under the guarantor account, determines if statements are generated for the family and what messages should print based on the age of the balances.

35.2 The most common default for this field is 'NP/NEW PATIENT'. 'NP/NEW PATIENT' in this field is a clue there is incomplete information for the account.

35.3 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.

35.3.1 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 '/'.

35.3.2 Effective version 14.03.20, this fields 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: 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!.'

35.4 To select the code from the displayed list, either highlight the record and press the [Enter] key, OR double-click on the record.

35.5 To select the code from the displayed list, either highlight the record and press the [Enter] key, OR double-click on the record.

35.6.2 If this is a new Category, click [Add]. Intellect opens the Utility --►Category --►Add screen where the appropriate information may be entered and saved.

35.7 When adding insurance, this field is mandatory and must be completed. If left blank, an error message displays:

35.8 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.

35.9 A default Category code may be set up in Utility --►Set Up --►Parameter <Default Category>. If there is a default value, pressing the [Space Bar] or the [Delete] key clears 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 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.

35.10 For clinics sharing patient demographics with other clinics, this field is clinic specific.

37.2 This information-only field allows tracking of the method by which the patient's guarantor prefers to be contacted. The options for this field are shown below:

37.2.1 Effective version 13.04.10: Options of E-mail/Cell and E-mail/Home were added.

• E-mail/Cell: If a guarantor chooses Email/Cell, it means he/she would prefer to be contacted via email, but if the clinic needs to call the guarantor, then the guarantor should be called on his/her cell phone number.

• E-mail/Home: If a guarantor chooses Email/Home, it means he/she would prefer to be contacted via email, but if the clinic needs to call the guarantor, then the guarantor should be called on his/her home phone number.

38.1 This optional field is used to generate reports based on the patient's Poverty Level.

39.1 Intellect defaults to the first option in the drop-down list, which is usually REGISTRATION.

39.2 For offices with multiple forms, select the correct form by either clicking on the arrow in the field and then clicking 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].

39.3 Multiple registration forms may be chosen for different languages, multi-specialties, or types of patients such as Regular and Worker Compensation.

40.2 Select 'YES' to display a pop-up box containing the text entered in <Remark> for the patient's entire records in all screens.

40.3 Regardless of the setting selected, the Remark always displays in the Add/Modify Appointment Scheduling dialog box under Patient Info, as shown below:

41.1 Intellect provides space for a 1000-character message to enter miscellaneous information about the patient.

41.1.1 If Registration <Warning> = 'Yes,' a popup message box occurs for every screen that involves this patient.

41.2 Various entries may be made in these fields in order to assist or alert the scheduler.

41.2.1 During the scheduling process, these fields are always displayed at the time an appointment is scheduled.

41.3 To exit the field, either use the [Control] [Tab] keyboard combination two times OR click on another field.

42.1 Indicate the status of the patient's guarantor account; i.e., whether or not the account is currently active or inactive at this time.

42.3 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.

43.2 This field is used to override the patient's category statement printing setting to stop sending a statement to a patient’s guarantor, e.g., incorrect patient address.

43.3 Accept the default 'C' to not override and use Utility --►Category settings OR use the drop-down list to make an alternate selection.

44. When the GUARANTOR screen is completed, select one of the Action Buttons:

44.1 [Add]: Select the [Add] button to save the information. Additionally, depending on the set up of the system, the following may occur:

44.1.1 If any fields have been customized in the system as mandatory fields, the following type of message is displayed. In our example, the guarantor's <DOB> has been designated as a mandatory field:

44.1.1.1 Select the [Ok] button to return the focus to the designated field; i.e.: <DOB>.

44.1.2 If the guarantor's Category is set up as a CASH account, the focus returns to the <Guarantor Account No> field. There is NOT a prompt to enter insurance information.

44.1.2.1 A CASH category is defined by setting the Utility --►Category <Type> field to 'G' - Patients without any insurance.

44.1.3 If the guarantor's Category is set up as any type OTHER than CASH, a prompt displays:

44.1.3.1 Select the [Yes] button to open the Add PATIENT_INSURANCE screen for the guarantor's insurance information.

44.1.3.2 Select the [No] button to return the focus to the <Guarantor Account No> field.

44.2.1 Click [Modify]. If there is existing insurance, this message displays:

44.2.1.1 Click [No] to save the changes and return the focus to the <Guarantor Account No> field.

44.2.1.2 Click [Yes] to open the Modify PATIENT_INSURANCE screen for the guarantor's first insurance record with all previously entered insurance information display.

44.2.2 Click [Modify] if there is no existing insurance, AND Utility --►Category <Type (C/P/W/O/F/G)> = 'G' for guarantor's <Category> returns the focus to the <Guarantor Account No> field.

44.2.3 Click [Modify] if there is no existing insurance, AND Utility --►Category <Type (C/P/W/O/F/G)> is not = 'G' for guarantor's <Category> displays this message:

44.2.3.1 Select [Yes] to open the Add PATIENT_INSURANCE screen and allow insurance to be added for the guarantor.

44.2.3.2 Select [No] to clear all the fields and return the focus to the <Guarantor Account No> field.

44.3.1 Select the [Yes] button to save the information, and the system prompts to either complete mandatory data fields, or whether or not to add insurance information.

44.3.2 If selecting the [No] button, the information is NOT saved and the focus returns to the <Guarantor Account No> field.

44.3.3 Select the [Cancel] button to return the focus to the [Clear] button.

44.4.1 Select the [Yes] button to save the information and the system prompts whether or not to add or modify insurance information.

44.4.2 Selecting the [No] button does NOT save the information and the focus returns to the <Guarantor Account No> field.

45. After adding/modifying the guarantor information and exiting the GUARANTOR screen, the focus returns to the Pediatric Patient screen with the guarantor's account number populated in the <Guarantor> field.