Patient Screen Index

Import & Scan Tools

• Scan Button: Click the "Scan" button (top right) to capture a physical ID document.
• Import Menu: As shown in the "Scan modal" view, the "Import" dropdown allows you to upload an Insurance Card or Driving License. The system extracts data from these images to auto-fill the form fields. From here system will auto fetch the patient image from the driver license and update it in patient demographics.
• Auto Update Patient Image: From import from driver license feature system will auto fetch the patient image from the driver license and update it in patient card.

Patient Details

• Auto-Age: Entering the Date of Birth automatically calculates and fills the Age field.
• Patient Color: Assign a specific color to the patient for quick visual identification in the scheduler.
• Smart Search: Fields like Provider, location, and Pharmacy include search functionality to link existing records.

Patient Color Hyperlink

• When the user clicks the Patient Color label, a card appears showing color-coded messages.
• Each message is denoted by its specific color.
• Note: This information was previously accessed via the comments field.

Add Patient Color

• Clicking the + icon expands the color management options.
• Here, you can define a new color and assign a specific meaning/message to it.

Color Tool

• Clicking the color input field opens the system Color Tool.
• Select any custom color to visually tag the patient.

Sidebar

• A sidebar is present which lets the user quickly jump to a specific section of the screen.

Patient Information

• The main screen for viewing and editing all patient demographic, contact, and background information.
• Age is now autofilled when user adds date of birth
• A patient color field has been added to assign colors to patients.
• Previously colors were assigned to patients using the comments field.
• The zip code field has been divided into two input fields for simplicity so the users know they have to populate the 4 digit extension along with the 5 digit zip code. This is only for the frontend, in the backend the zip and extension should be stored as one number in the zip code variable
• Added the option "Asked but declined" to the Sex field. (No SNOMED code linked)

Date Range Field

• A date range field has been added under extra info that fulfills the role of From Date and To Date fields.

Patient Color Hyperlink

• When the user clicks the Patient Color label, a card appears showing color-coded messages.
• Each message is denoted by its specific color.
• Note: This card/information was previously shown upon clicking the comments field.

Add Patient Color

• When the user clicks the + icon, more information expands below.
• This section allows the user to add a new color and define its specific message.

Color Tool

• Upon clicking the color input area to add a color, the system opens a Color Tool.
• The user can select or customize the color using this tool.

Patient Advance Payment

• Allows for recording and managing advance payments made by the patient.

History

• Displays a log or history of changes and activities related to the patient's record.

Patient Emergency Contacts

• A form to add or edit the patient's emergency contact information.

Immunization Registry Info

• Used to manage the patient's immunization registry information and status.

Letter Printing

• Provides options to select and print different types of letters for the patient.

Enroll Patient Portal

• Modal to manage the patient's portal account, including activation, sending reset emails, and deactivating.

Add Advance Directive

• Modal for adding a new advance directive for the patient.

Add New Family Member

• Modal to add a new family member to the patient's record.

Plan Address Detail

• Modal for viewing or adding address details for a specific plan.

Search Pharmacy

• Modal for searching and selecting a patient's pharmacy.

Add New Referring Provider

• Modal to add a new referring provider's details to the system.

New Task

• Modal for creating a new task, linking documents, and assigning it. This modal is opened from Open RCM button

Upload Files

• Modal for uploading patient-related files and documents.

Patient Chart (Main)

• Draggable Sections: Each section can be dragged to change its position allowing users to rearrange the patient chart according to their liking
• Action Buttons (Top Right): Quick access to 'Message', 'Walk-in Check In', and settings.
• Message (Top Right): The message button navigates the user to the patient messages window
• Patient Overview (Top): Displays most recent 3 alerts (e.g., 'Penicillin Allergy', 'Fall Risk'), preferred pharmacy, and primary care provider.
• Smart Search: A smart search bar is present at the top of the visit section along with 3 filters for providers, types and a rolling date filter
• Visit List: The main central card. Lists all past and upcoming visits, showing the chief complaint, date, provider, type, icd descriptions in red and hovering over a description shows its corresponding icd code in the form of a tooltip on hover and status (e.g., 'Signed Off/Billed').
• To Do Card: A task list for the patient, showing tasks based on the filter selected from the right with assigned users and priority levels (High, Medium, Low). By default, All filter/tab is selected that shows all messages/tasks of the patient.
• Vitals & Measurements Card: A summary of the latest vitals (BP, Heart Rate, Temp, etc.) and measurements (Weight, Height, BMI). Includes buttons/hyperlinks for adding vitals, viewing history and viewing measurement trends. The user can click on any of these buttons to open the corresponding modal for that section
• Insurance & Financial Card: Shows Primary and Secondary insurance details (Plan, Member ID, Copay). If a secondary insurance is not added then the user can click on the add secondary insurance button to add the secondary insurance which will navigate the user to the new plan window, plus a financial summary(Last Payment, Patient Aging). Clicking on the add Patient Payment opens the Patient Payment modal
• Problem List & History Card: Lists active problems (e.g., 'Essential Hypertension') with date added and status. Includes '+ Add Problem' which opens the Add Problem window. Active Problems and History can be sorted based on date added.
• Summary Cards: Separate cards summarize 'Allergies, Meds & Immunizations', 'Lab Results', 'Appointments', 'Case Management', and 'Health Maintenance', each with quick-add or management links.
• Clicking on the allergies Add hyperlink opens the add allergy modal while clicking on the medications add button navigates to the medication window
• Clicking on the +Order Labs button navigates to the Order Lab window
• Appointments Card: using the appointments card, users can create patient appointments directly from the patient chart. In this case the patient field will be disabled in the create appointment window as it will be autofilled

Immunization Chart (Child)

• A grid-based view of the patient's immunization schedule, typically for pediatrics.
• Rows represent vaccines (Hepatitis B, DTaP, Hib, etc.).
• Columns represent the recommended age for doses (Birth, 1 mo, 2 mo, 4 mo, etc.).
• Icons indicate status: a red 'Overdue' icon for missed doses, a green 'Completed' checkmark for administered doses, and a blue 'Due' icon for upcoming doses.

Growth Chart

• Displays pediatric growth charts with filters for age range (e.g., 'Up to 36 months').
• Graphs (Top): Three graphs show trends for Height (cm), Weight (lbs), and Head Circumference (cm).
• Each graph plots the patient's data against standard percentile curves (P3, P10, P50, P90, P97).
• Data Table (Bottom): A table lists the raw data points (Date, Age, Height, Weight, Head Circumference) that feed the graphs. Includes an 'Add Entry' button.
• This screen also shows other summary cards below the chart, such as 'Case Management' and 'Lab Results'.

Add Vitals Modal

• A modal for entering new vital signs.
• Vitals Section: Fields for Heart Rate (bpm), Respiratory Rate (rpm), O2 Saturation (%), and Temperature (°F).
• Blood Pressure: Separate fields for Systolic (Systolic/Diastolic) and Diastolic.
• Measurements & BMI: Fields for Weight (lbs), Height (Feet, Inches), and Waist Circ. (Inches). The BMI is automatically calculated and displayed in a read-only field.

Problem List Modal

• A modal displaying the patient's complete Problem List, accessed from the main chart.
• It features a search bar at the top to filter the list.
• Each row in the list shows the problem description (e.g., 'Derangement Of Anterior Horn Of Lateral Meniscus...') and its corresponding ICD code (e.g., 'M23.24').
• This modal is a focused view, obscuring the rest of the patient chart.

Immunization Chart (Adult)

• A timeline-based view of the patient's immunization history
• Rows list the vaccine type (Diphtheria, Tetanus, Pertussis; Hepatitis A; Influenza; etc.).
• Timeline: Doses are plotted horizontally by date. Each colored block shows the date, vaccine name (DTaP), provider, and site.
• Legend (Bottom): Color-coded icons explain the status of each dose (History, Received, Due Now, Overdue, Invalid/Refused, Future).

Vitals History Modal

• Timeline of recorded vitals with values and timestamps.

Add New Medical Case

• Create and link a new medical case to the chart.

Walk-in Check-In

• Quickly register and start a visit for a walk-in patient.

Visit History “ Statement

• Patient-facing statement details for the visit.

Visit History “ Audit

• Audit trail of edits, status changes, and submissions.

AI Editing Error/Warning “ Visit Detail

• Inline AI suggestions, warnings, or rejections for this visit.

AI Editing Error/Warning “ Modal

• Standalone modal showing AI-detected issues and guidance.

Relationship to Subscriber ” Modal

• The New Insurance Plan modal includes the "Relationship to Subscriber" dropdown matching the main form.
• Dropdown options (code ” display): FAMDEP, HANDIC, INJ, SELF, SPON, STUD, FSTUD, PSTUD.

Source of Payment ” Modal

• The New Insurance Plan modal includes the "Source of Payment" dropdown. Data: https://phinvads.cdc.gov/vads/ViewCodeSystem.action?id=2.16.840.1.113883.3.221.5#

Start New Visit Modal

• Modal titled "Start Process" that appears when clicking "New Visit".
• Patient Details: Displays read-only name, MRN, and Patient Balance.
• Insurance & Plan Details: Dropdowns to select the 'Plan' and 'Plan Copy' (e.g., 5/30/2025).
• Provider & Visit Information: Contains dropdowns and fields for:
  • - Provider
  • - Location (e.g., 'Telehealth')
  • - Ref. Provider (with a search icon)
  • - Category (e.g., 'Home Care')
  • - Specialist (e.g., 'Dermatology')
  • - Chief Complaint
  • - Past Visit (to copy from)
• 'Auto Check-In' toggle is available. Click "Start Visit" to proceed.

Referral Management Modal

• Accessed via the search icon next to "Ref Provider" in the New Visit modal.
• Search Ref Providers: A table to search for and select an existing referring provider. Columns include NPI, Name, Specialty, Address, etc.
• Referrals Management: A second table listing all existing referrals for the patient (both 'Inbound' and 'Outbound').
• This screen allows associating the new visit with an existing referral or provider.

Physical Exam

• Form for capturing detailed physical exam findings by system (e.g., General, Head, Eyes).
• Each system is a collapsible section with structured data entry (checkboxes, text fields).
• A "Print" button is available, opening a menu to print the letter or fax the exam notes.
• AI Scribe can be launched directly from this screen.

Print Menu

• Printing options have been grouped in a print + icon.
• Provides convenient access to multiple printing and exporting functions.
• Allows users to quickly print letters, fax documents, or export patient information.

Assessment

• Manages diagnoses for the visit.
• Problem List: Shows all active problems for the patient.
• Today's Assessment(s): Lists diagnoses added specifically for the current visit.
• Includes a "Notes" section for a free-text summary of the assessment.
• ICD and problem status show in pill shape with specific colors, the user can change the problem status by clicking the dropdown icon present in the problem pill

Encounter Form

• Interface for adding billing codes (CPT and ICD) to the visit.
• CPT (from Service): Selecting CPTs from the Service field will also auto-fill these CPTs in the Patient Encounter form.
• Charges: A grid at the bottom shows all added charges, linked ICDs, modifiers, and financial details.
• Actions to edit, delete, or link diagnoses to charges are available in the grid.
• Charges can be rearranged by dragging them up or down via the handle.
• ICD codes within a charge can be repositioned by dragging the blue pill area.
• ICD dropdown opens when you hover above the ICD number

Edit CPT

• Opens the charge editing view for an existing CPT entry in the encounter form.
• Users can update billing details such as linked diagnoses, modifiers, and charge-specific values before saving.

Encounter Form - Visit Details

• Detailed view of visit-specific information related to the encounter form and billing.
• Discharge Status: A dropdown field has been added to capture the patient's discharge status. Refer to patient discharge status codes for valid dropdown values.

Encounter Form - Payment

• Visit Copay: The copay column has been removed and a new editable Visit Copay button is available beside Payment.
• Clicking Visit Copay lets users edit the visit copay amount.
• If visit copay is already applied (for example, 20.00) and a user enters a lower value, an error appears: "Visit Copay Already Applied".
• Users can only increase the already applied visit copay value.

Sentence View

• Provides a narrative summary of the visit notes (Screening, HPI, Subjective, Assessment).
• A rich text editor allows for manual edits to the note.
• Macros can be inserted (as shown with the "Head" macro popup) to quickly add structured templates or common phrases into the note.

Add/Edit Immunization

• A comprehensive form to record a new vaccination.
• Fields include Vaccine, Manufacturer, Dose, Site, Lot #, NDC, and VIS dates.
• Also captures administrative details like Financial Class, Provider, and Evidence of Immunity.

Chief Complaint

• Accessed from the gear icon of open visit
• Chief Complaints can be added by typing in the field or using the dropdown

Add Section

• Accessed from the gear icon of open visit

Audit Log

• Accessed from the gear icon of open visit
• Shows a record of all major actions taken on the visit.

Scan Document

• Accessed when the user clicks on the scan option from the gear icon of open visit
• Interface for scanning or uploading external paperwork directly into the current visit.

AI Scribe Configuration

• Accessed via microphone icon in Open Visit.
• Category Toggles: Select which sections of the note the AI should generate (HPI, Assessment, Vitals, etc.).
• Configuration: Set speaker recognition and enable/disable multilingual support.
• If Multilingual is on, a language selector appears (e.g., "Chinese").
• User can "Upload Pre-recorded Note" or "Capture Conversation".

Capture Conversation

• The recording interface shows audio visualization and controls (Pause, Resume, Discard).
• Transcript: Displays the live conversation transcript as it's captured.
• AI Suggestions: The AI identifies keywords (e.g., fatigue, dizziness) and provides suggested follow-up questions for the provider.

AI Scribe Settings (Gear Icon)

• Accessed via the gear icon within the main Scribe modal.
• Controls the output format for different note sections.
• Output Key: Choose between "Detailed" or "Brief".
• Output Format: Choose between "Paragraph" or "Bullet Points".

KPI Cards

• Showed information such as total outstanding, collected this month, advance payments and claims pending at the top using KPI cards for quick access

How KPI Values Are Calculated

• Total Outstanding - $245,680.45: Sum of all unpaid balances across aging buckets (Current + 30+ + 60+ + 90+ + 120+). This represents total accounts receivable by combining plan (insurance) and patient portions.
• AR Above 90 - $87,245.32: Sum of balances in only the 90+ and 120+ aging buckets. This highlights balances outstanding for more than 90 days as a collections risk indicator, and matches the Patient (blue) bars in those two columns.
• Advance Payments - $32,450.00: Total prepaid or unapplied credits held on patient accounts, sourced from the Advance Payments panel. Each entry is shown as $1,200.00 per case, and the KPI sums all qualifying credits across cases/providers.
• Average Patient AR - 60+: Weighted average age of unpaid patient balances by aging bucket. A 60+ result indicates unpaid balances are, on average, sitting in the 60-day-plus bucket before collection.

Aging Graph Background

• Divided the aging graph into 5 sections with each section having a different color for its fill.
• The color represents the severity, for example green is good and red is bad.
• The aging chart dropdown lets users switch between stacked bar chart and grouped bar chart views.

Advance Payments

• Rearranged the advance payment sections into a card view.
• Added an option for the user to add New Advance payments directly from the financial tab

Last Payment Details

• Merged the last payment and patient payments sections into one user-friendly section named last payment details
• Includes the recent 5 payments. Users can click on the expand icon to view the original patient payments grid with filterable icons in a modal.

Gear Menu & Options

• Moves less-used actions into a clean dropdown.
• Typical actions: export/print, payment plan, write-off/adjust, re-calculate, statement settings.

Last Payment Details

• Chronological list of recent patient/insurance payments and refunds.
• Filter by date/method; expand a row to see allocation across visits.
• Click the enlarge icon to open the full payment grid.

Patient Ledger

• Patient Ledger modal is shown when the user clicks on the ledger option from the gear icon

Visit Detail

• Shows CPTs, linked ICDs, allowed/paid amounts, adjustments, and remaining balance.

Add Patient Payment

• If a value is entered in Discount Amount, the Discount Ledger dropdown becomes visible; otherwise, it stays hidden.
• When multiple visits are selected, totals are shown as aggregated values, and the CPT field is disabled.
• Relevant columns have been added to the left visits grid including CPTs. When a user hovers on the three dots a tooltip is shown with the remaining CPTs of the visit.

Plan Management

• Added a drag icon next to the plans in the sidebar instead of the up and down arrows allowing the user to easily rearrange plans by dragging them up or down

Relationship to Subscriber

• Added a "Relationship to Subscriber" dropdown on the Insurance (Main) form.
• Dropdown options (code ” display):
  • FAMDEP ” family dependent
  • HANDIC ” handicapped dependent
  • INJ ” injured plaintiff
  • SELF ” self
  • SPON ” sponsored dependent
  • STUD ” student
  • FSTUD ” full-time student
  • PSTUD ” part-time student

Source of Payment

• Added a "Source of Payment" dropdown on the Insurance (Main) form. Data: https://phinvads.cdc.gov/vads/ViewCodeSystem.action?id=2.16.840.1.113883.3.221.5#

Plan Copay Colors

Plan and Verify Button

Added a verify button next to plans that are unlinked for the user to link and verify the plan

• The user can link a plan using the plan dropdown
• The user can proceed to plan verification by clicking the verify button

Insurance Card

• Shows the insurance card of the patient for manual verification of information
• When the user clicks on the insurance card container, an enlarged view of the insurance card is shown to the user in the form of a popup

New Insurance Plan

• Use View More to reveal additional/less-used fields.
• Supports adding primary/secondary plans and coverage details.
• Eligibility can be run after saving the plan.

Relationship to Subscriber ” Modal

• The New Insurance Plan modal includes the "Relationship to Subscriber" dropdown matching the main form.
• Dropdown options (code ” display): FAMDEP, HANDIC, INJ, SELF, SPON, STUD, FSTUD, PSTUD.

Source of Payment ” Modal

• The New Insurance Plan modal includes the "Source of Payment" dropdown. Data: https://phinvads.cdc.gov/vads/ViewCodeSystem.action?id=2.16.840.1.113883.3.221.5#

View More Hyperlink

• Moved the disabled inputs behind a View More button
• When the user clicks on the view more button the text changes to View Less, and it shows the extra fields beneath the button

New Referral ” 3 Steps

• Diagnosis: add ICDs and notes for medical necessity.
• Visit Details: referring/receiving providers, location, auth units/dates.
• Attachments: add/fax documents; prevents duplicate referrals; auto-fills from patient context.

Referral Alert

• System alert shown when required fields are missing or a duplicate is detected.

Search Plan Address

• Find and select the correct payer/plan address for claims and correspondence.

Eligibility Audit

• Shows a time-stamped trail of eligibility checks and responses.

Advanced Eligibility

• Run a more detailed eligibility check using specific parameters (e.g., service type/date).

Filter Popup

• Added a filter icon at the top of the document tree
• Clicking the filter icon opens a list of folders
• The user can choose to view or hide folders using the dropdown
• The dropdown has search functionality for the user to search a document or a folder

Filter Popup

• Added a filter icon at the top of the document tree
• Clicking the filter icon opens a list of folders
• The user can choose to view or hide folders using the dropdown
• The dropdown has search functionality for the user to search a document or a folder

Edit Document

• Allows the user to change document type and DOS, Case when enabled.

Patient Messages ” Grid

• Auto-Search grid with per-column filters and a quick search bar.
• Status pills (e.g., Unread/Read), linked item, assignee, and dates at a glance.
• Toolbar actions: New Message, Export/Print, and column filter reset.
• Blue filter icon on a column indicates an active filter.

SMS Conversation

• Threaded view with timestamped bubbles.

Workflows

• Shows all the workflows that the patient is enrolled in and allows the user to add the patient to other workflows. This will be implemented in Phase 2. For more information, see Workflows and Automation.

Message Detail

• Read-only fields are greyed/disabled until prerequisites are met (e.g., Linked).
• Shows delivery settings, preview, and audit (created by, sent time, channel).
• Use the gear menu for clone, schedule later, or archive.

Patient Communication Toggles

• Three toggles allow user to choose how the message is delivered, by default when patient is not selected these toggle buttons are in disabled state.
• By Portal (to patient portal)
• By Text (SMS)
• By Email (if supported)
• The toggles are disabled by default and will be enabled when the user fills the linked field.

Templates & Variables Dropdown

• Easily insert predefined message templates or dynamic variables into the message body.
• These dropdowns make composing structured messages much faster.
• The old UI showed a Variables button only, without template integration.

Rich Text Editor Toolbar

• Bold, Italic, Underline, Bullets, Attachment icon now available for writing better messages.
• Old UI lacked rich formatting; user had only a plain text box.

Order Lab Screen

• Accessed via the "Labs" subtab or "Order Labs" button.
• "View More" button hides/reveals less common fields.

Lab Flow Sheet

• Accessed via "Flow Sheet" option within the Labs screen.
• Displays graphical trends of test results over time.
• Individual test graphs are viewable via the icon next to each test name.

Primary DX Search

• Modal to search for and select ICD codes for the lab order.

Waiting for Results

• Shows orders that have been sent and are awaiting results.

Pending Dr. Review

• Filters the lab list to show results that need a physician™s review.

All Labs

• Displays all lab orders for the patient with status, dates, and quick filters.

Order Lab (Additional Info)

• View More reveals options like Fasting, Bill Type, Diagnosis pointers, priority, and special instructions.

Medication Main

• Current Medications grid status pills:
  Prescribed Ordered Renewed Cancel ReadyToSign
  Prescribed: BG #DBEAFE, FG #1D4ED8

  Ordered: BG #D1FAE5, FG #059669

  Renewed: BG #FEF3C7, FG #D97706

  Cancel: BG #FEE2E2, FG #DC2626

  ReadyToSign: BG #E0F2FE, FG #0369A1

Add Allergy Modal

• Quickly capture a new allergy with Type, Allergen, Reaction, Severity, and Onset.
• Search common allergens or add a custom allergen.

Online Rx History

• Shows medication history pulled from connected networks/PBMs.
• Import prior or current meds directly into the patient chart.

Medication History

• Timeline of prescriptions with start/stop dates, prescriber, and refill details.
• Useful for audit/review of changes over time.

Search Pharmacy

• Find and select the patient's preferred pharmacy for e-prescribing.
• Filter by name, phone, city/state, or distance.

Drug Browser

• Browse/search drugs and strengths when creating a new prescription.
• Shortcuts for common forms, doses, and SIGs.

Drug Details

• Shows additional drug information such as dosing guidance and warnings.
• Helps confirm the correct selection before prescribing.

Fill Status

• Field: Fill Status (single-select dropdown / short code)
• Allowed values (store code + display):
• (blank) ” Not specified / presumed full quantity
• P ” Partial fill
• C ” Completion of partial fill