DEFAULT PATIENT SETUP
01. Setting up a default patient in Lytec can save time on future patient entries by having certain pieces of information Automatically populate. For example, if all of your patients see the same doctor, or are located in the same state, those pieces of information can appear automatically in new patient entries.
02. On the main menu bar, click Lists, then Patient then Default Patients.
03. On the next screen, you will see the same screen you would see when entering a new patient, or editing an existing patient.
04. Anything entered on the 8 tabs here will automatically carry over to any new patient that is entered.
05. It is recommended to place a check mark in the Bill Patient Automatically box on the Patient Information tab, and in the Bill Insurance Automatically boxes on the Primary, Secondary, and Tertiary tabs.
06. You may also want to place a check mark in the Accept Assignment boxes on those insurance tabs if your practice does accept assignment (payment to practice).
07. It is also recommended to place check marks in the Signature on File / Assign Payments and Release of Information Authorized boxes on the Claim Information tab.
08. Selecting a default Provider on the associations tab might also be a good idea if all patients see the same doctor, or if you have a single-provider practice.
09. Click OK when finished.
ADDING A NEW DEFAULT PATIENT
01. To enter a new patient, click Lists, then Patient, then Patients, on the menu.
02. At the top of the window there is a Patient Chart field. You can either specify your own chart number, or leave it blank and allow the program to automatically generate one. If left blank the chart number is generated by taking the first 6 characters of the last name, and combining it with a 4-digit number starting with 0000. For example, George Washington would be assigned the chart WASHIN0000. See item 3c in the Setting Up General Preferences section above for more options.
03. Starting with the Patient Information tab, at minimum enter the Last Name, First Name, Address 1 (street address), City, State, Zip Code, Home Phone, Sex, Co-Pay (if necessary), and Birth Date. It is also recommended the Bill Patient Automatically box be checked. Optionally, select up to 2 Race values, Ethnicity, and Language.
04. Next click on the Primary Insurance tab. Select an Insurance Carrier by clicking the magnifying glass icon next to Insurance Code field, then make the appropriate selection and click OK. If the patient’s Insurance Carrier is not already in the list, you can add it on-the-fly by clicking the Add… button. Next select the Type that best describes the insurance. Enter the Insured ID Number/MBI (Policy Number) and if applicable the Group Number. The Legacy Medicare ID is for patient’s old pre-MBI ID. If the patient is not the insured party, click the Set Insured… button and change the Relation to Insured to the appropriate selection.
05. Note that if the patient is not the insured, and you click the Set Insured… button, you are given 3 choices: Self, Another Patient, and Guarantor. A Guarantor is a person who is not a patient at your practice.
06. It is recommended Bill Insurance Automatically and Accept Assignment (if this applies to your practice) be checked.
07. Optionally or when applicable, you can also enter Prior Authorizations in the Authorization field, and a claim number if the insurance carrier has issued one.
08. If the patient has a secondary, and possibly a tertiary insurance, click on those tabs
and repeat steps 4 through 7.
09. Next is the Associations tab. Here you can specify Provider and if applicable, what Facility services are being rendered at. Any entities specified here will automatically populate future charge entries in the Billing: Charges and Payments screen.
10. Next click on the Claim Information tab. At minimum its recommended Signature on File / Assign Payments, and Release of Information Authorized be checked. The information on this window, and under the More Information… button can be entered later (in Billing: Charges and Payments). Do note that information entered here on the Patient, will automatically carry over into future Charge entries.
11. Next click on the Diagnosis/Reminders tab. Here you can specify “Permanent Diagnosis Codes” which can automatically populate Charge entries. This option is specified at Admin, Preferences, on the Charges and Payments tab.
12. On the Contacts tab you can enter general and emergency contact information for the patient.
13. If a patient has been scheduled an appointment in Lytec, you can see any past or future appointments on the Appointment tab.
14. Last is the Patient Images tab. Here you can view any attached images. To attach an Image, click the Patient button, on the right-hand side of the Patients window, then click the Images… button. In the next window you can Scan (using a TWAIN Compatible scanner), or Import an already scanned file.
15. Click the Save button, on the right-hand side of the screen when finished.