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Kareo Help Center

Patient Records

Updated: 01/27/2020
Views: 31849

Patient records are used to manage patient information (e.g., demographics, insurance policies, account details) under several tabs at the top of the record. Once the General information has been entered and saved, click the tabs to enter Cases and patient Alerts, view Account information and Tasks, and attach Documents. You can also perform real-time eligibility checks on one or more insurance policies within the Patient record.

You will always begin with finding the patient before creating, editing, deactivating, reactivating, or deleting a patient. 

Find Patient

  1. On the top menu bar, click Patients > Find Patients. The Find Patient window opens.
    Tip_Icon.pngTip: For faster navigation, click the Find Patients icon, click Patients under the Navigation Shortcuts, use the search box on the icon toolbar, or press F7 on your keyboard.
  2. In the search bar, enter all or part of a keyword for the patient then click Find Now. The search results are listed.

Note: A maximum of 20 results per page is listed. Click the arrows on the bottom right of the window to navigate between pages, or click in the page number field, type a page number, and press Enter on your keyboard.


New Patient

  1. To prevent duplication, verify the patient is not in the system then click New at the bottom. The New Patient window opens.
  2. Enter the General information:
    1. The patient's Full Name, Social Security Number and Date of Birth
    2. Click the drop-down arrow to select the patient's Gender.
    3. If applicable, the Medical Record Number for the patient. 
    4. Click the drop-down arrow to select the patient's Marital Status and Employment Status.
      • If applicable, click Employer to search and select an employer. If the employer is not listed, click New at the bottom of the Find Employer window and enter the information. Then, click Save
    5. Click the drop-down arrow to select the Referral Source.
    6. The Address for the patient. Kareo supports United States and Canadian addresses.
    7. "Send Email Notifications" is selected by default. To opt the patient out of email notifications (e.g., appointment reminders, email statements), click to clear the selection.
      • If applicable, enter a valid email address for the patient.
    8. The phone number(s) for the patient.
    9. To opt the patient into receiving automated phone call appointment reminders, click to select "Enable Auto Phone Call Reminders". 
      Note: The automated reminder will first search for a mobile number; if one is not entered, it will search for the home number. 
    10. The emergency contact information for the patient.
    11. If applicable, click Primary Care Physician and Referring Physician to search and select a physician. 
      • If the physician is not listed, click New at the bottom of the Select Physician window and enter the information. Then, click Save
    12. To auto-populate the Rendering Provider when creating new encounters, click Default Rendering Provider to search and select a provider. 
      • If the provider is not listed, click New at the bottom of the Select Default Rendering Provider window and enter the information. Then, click Save
    13. To auto-populate the Location when creating new encounters or appointments for this patient, click the drop-down arrow to select the Default Service Location
    14. To enter Responsible Party information, click to select "Person financially responsible is different than patient".
    15. To create a Default Case once the Patient record is saved, click the drop-down arrow to select the Default Payer Scenario. 
      The case created will only have the default information. Edit the case as needed to add details (e.g., specific name, policy). 
    16. Notes (Optional): Notes related to the patient. Patient record notes (also known as patient journal notes) are permanent and cannot be deleted, only hidden. 
  3. Click Save or continue to do one of the following as needed:
    • Click Save & Add Policy to save the record and add one or more insurance policies.
      Note: This option requires the selection of a Default Payer Scenario as the system creates a Default Case for the policy.
    • Click Save & Add Case to save the record and add one or more cases.
    • Click Save & Schedule to save the record and schedule an appointment for the patient.

Edit Patient

  1. Find the patient then double click to open. The General tab of the Edit Patient window opens by default.
  2. Make the desired changes.
  3. Click Save.

Deactivate/Reactivate Patient

Deactivate a patient's record so that it no longer appears when looking up patients in such tasks as Appointment Details or Encounter Details. Then, restore availability by reactivating the patient record when necessary.
Note: Deactivated patients still appear in the Find Patient window but are indicated with No under the Active column.

  1. Find the patient then double click to open. The General tab of the Edit Patient window opens by default.
  2. Locate the "Active" option on the top right of the window and deactivate or reactivate the patient.
    • To deactivate, click to clear the selection.
    • To reactivate, click to select.
  3. Click Save.

Delete Patient

  1. Find the patient then click to select > Delete. A confirmation pop-up appears.
  2. Click Yes to confirm the deletion. The patient is deleted. 

Note: Only patients with no other records associated, such as a case, an encounter or appointment, can be deleted.