Patient Name and Address Information

Upon accessing the Patient Registration function, you will first need to identify the patient you want to register by typing, at minimum, the patient's last name, or social security number, or date of birth. CGM webPRACTICE automatically checks the patient referral file, the registered patient file, the un-registered patient file, and the deleted patient file to see if there are any accounts that match your search criteria.



Data Field Information
Prompt Response Req Len
Patient's Last Name Type at least the first letter of the patient's last name.   60
First Name Type at least the first letter of the patient's first name to further specify the search criteria, or leave the field blank.   35
Social Security# Type the patient's nine digit social security number with or without dashes.   11
Birth Date Type the patient's birth date in a MM-DD-CCYY format or click the calendar icon to select a date.   10
Patient's Sex Select the applicable option to indicate the sex of the patient to further specify the search criteria, or leave blank.   1

If multiple databases exist in the system and global patient look-up is activated, the database number will display in front of the account number. If any matches are found in the patient referral file (pre-registered patients), they are listed with an '(R)' in front of the number. If any matches are found in the registered patient file, they are listed next, with the account number. If any matches are found in the un-registered patient file, they are listed with an '(U)' in front of the number. Finally, if any matches are found in the deleted patient file, they are listed with a '(D)' in front of the number. You can either select one of the names listed or click New Patient in the Action Column to proceed with the new patient registration.



If you select a previously registered patient, you will be re-directed to the Change Patient Data function to update the information on the patient account.

If you select a deleted patient, a message appears stating you have selected a deleted account and asks if you want to reactivate it. After the patient account has been reactivated, you will be re-directed to the Change Patient Data function to update the information on the patient account.

If you select New Patient, CGM webPRACTICE automatically leads you through the basic registration screens to enter the required patient information. Many of the 'required' fields have default responses already displayed. You can change the default responses on an individual patient basis if necessary. For information about setting default responses, see CGM webPRACTICE Default Values and Defaults, Fixed, and Required Fields.

If you select a pre-registered patient or un-registered patient, the information stored in the referral file automatically defaults in the appropriate fields during the registration process. NOTE: The Date of First Visit field contains the date the patient was pre-registered and overrides any default response. In addition, if you schedule any future appointments for the pre-registered patient account (prior to registering the account), the future appointment date overrides any previous default date.

The Patient Name and Address Information section contains general demographic data and information. Complete the fields and click Save.

You can scan and save a driver's license, photograph, or other form of patient identification using the Attach Image button in the Action Column. For instructions on scanning, see Image Scanning.

If your practice has a current CGM webSCAN subscription, click CGM webSCAN in the Action Column to scan the patient's driver's license. For instructions on scanning, see Scanning with CGM webSCAN.

Because UDS reporting requires certain fields to be reviewed annually and a review date to be stored for auditing purposes, click Account Reviewed in the Action Column to automatically update and store the current date in the Date Acct Last Reviewed field for the patient account.



Data Field Information
Prompt Response Req Len
Name (L, S, F, M) Type the patient's Last Name, Suffix, First Name, and Middle Name in the corresponding boxes. The Last Name and First Name are required. 60 / 10 / 35 / 25
Address Line One Type the address for the patient.   35
Address Line Two Type any additional address information.   35
Zip Code Type the five digit zip code or the zip+four. If you type the zip+four, the dash is automatically inserted before the last four digits.   10
City The city automatically populates based on the Zip Code entered, or you can type the name of the city. When you change the City that defaults for the Zip Code entered, you have the option to save that City as the new default for that Zip Code.   20
State Code The state automatically populates based on the Zip Code entered, or you can type the state code or select from the drop-down list.

Click Validate Address to convert the address entered into the standard United States Postal Service format. The Address Line One will be converted; the information in Address Line Two (if standard) moves up to the end of Address Line One; the Zip Code is converted to Zip+4 and the City and State are converted based on the Zip Code. If a standard match cannot be found, messages display to explain. You can still choose to override what is converted by Validate Address by typing in any address information you choose.		   3
County Select the county code from the County list.   5
Country Code Type the country code or select from the Country list.   2
Subdivision Select the applicable subdivision from the list.   2
Telephone Type the patient's telephone number.   20
Patient Identifier Type an optional practice-defined identification number or alternate name to search for this patient when using Patient Look-up. For example, a patient's official name on his insurance is William, but the patient only goes by 'Bud'. Type 'Bud' in this field so this patient can be located with Patient Look-up.   20
Birth Date Type the patient's birth date in a MM-DD-CCYY format or click the calendar icon to select a date. The century will automatically be set to '1900' if only two digits are entered for the year and the year is later than the current year. For example, 06-25-58. 10
E-Mail Address Type the patient's e-mail address.   50
Cell Phone Type the patient's cell phone number.   20
Social Security# Type the patient's nine digit social security number with or without dashes.   11
DOD Type the patient's date of death in a MM-DD-CCYY format or click the calendar icon to select a date.   10
Race Select the applicable race from the list. This field is currently used for UDS reporting by Community Health Centers.   2
Race Other Select an additional race for the patient, if applicable.   2
Ethnicity Select the applicable ethnicity from the list. This field is currently used for UDS reporting by Community Health Centers.   2
Language Type the code you want or select from the Language list.

The available selections in the drop-down list are maintained in the Language Code Table.		   3
Patient Status Select the applicable patient status code from the Status list.

If the patient's Status is changed to Deceased, CGM webPRACTICE automatically deletes all future appointments and recalls.		   2
Rel to Guarantor Select the code for the patient's relationship to the guarantor from the Relationship list.

If you select '0 - Same' for the relationship, the patient's name, address, social security number, and e-mail address will automatically be stored in the Guarantor's information. If you make changes to any of these fields on the Patient Information screen, the Guarantor Information screen will automatically be updated. If you make changes to any of these fields on the Guarantor Information screen the Patient Information screen will automatically be updated.

If you select a relationship other than 0 Same and you make changes to any of these fields in the Patient Information screen, CGM webPRACTICE will ask if the Guarantor information should be updated. If you select a relationship other than 0 Same and you make changes to any of these fields in the Guarantor Information screen, CGM webPRACTICE will ask if the Patient information should be updated.		   2
Sex Select the applicable option to indicate the sex of the patient. 1
Sex Orientation Select the patient's sexual orientation from the list. This field is used for UDS reporting.   3
Sex Orientation - Other Type the additional sex orientation for the patient, if applicable.   30
Gender Identity Select the patient's gender identity from the list. This field is used for UDS reporting.   3
Gender Identity-Other Type the additional gender identity for the patient, if applicable.   30
Class Type the code you want or select from the Class list. The selection list includes items from the Patient Class Table.   3
Responsible Doctor Type the code you want or click the magnifying glass to search the table. 4
Primary Care Doctor Type the code you want or click the magnifying glass to search the table.   6
Referral Source Type the code you want or click the magnifying glass to search the table. 6
Referral Type Type the code you want or select from the Referral Type list. The selection list includes the referral source codes that have been marked as a Referral Type in the Referral Source Table.   6
Default Location Type the code you want as the patient's default location or select from the Location list.   6
Default Diagnosis Type the code you want as the patient's primary, chronic diagnosis code or click the magnifying glass to search the table.

If you do not want to store an ongoing primary diagnosis for this patient, type '0' for 'No Diagnosis Recorded'.

The diagnosis code stored in this field is used for reporting purposes and defaults in the 'Diag 1' field in the Procedure Entry Function unless you have the 'Default DX's at Chg Entry' check box selected in CGM webPRACTICE Default Values (System, Database Maintenance Menu). If you have this check box selected, then it overrides this 'Default Diagnosis' field and it places the last posted diagnosis code in the 'Diag 1' field in the Procedure Entry Function.		 10
Date of First Visit Type the date you want or click the calendar icon to select a date. This field defaults to the date stored in the Date of First Visit field in the CGM webPRACTICE Default Values function. If no date is stored there, then it defaults the current date (the date the patient is pre-registered or registered).

In addition, if you schedule any future appointments for the pre-registered patient account (prior to registering the account), the future appointment date overrides any previous default date.

The date stored in this field may also be used as the default date for the Ins Effective Date in the patient's Insurance Policy Information screen in Patient Registration - if you selected the Date of First Visit option for the Ins Effective Date field in the Patient's Insurance Information section of the CGM webPRACTICE Default Values function.		 10
Date Acct Last Reviewed Displays the date the patient account was last reviewed. Click Account Reviewed in the Action Column to update this field with the current date.   10