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Kareo Help Center

Add and Edit Patient Case

There are two scenarios where you can add one or more cases to a patient record: Either at the time of creating a new patient record, or adding a case at a later time to an existing patient record.

Information associated with a case is organized under three tabs: GeneralCondition and Authorizations. While the General tab of a new case includes basic information about the case, it's also where you would add one or more insurance policies that may provide reimbursement of medical services related to the case. Note that there are certain payer scenarios (such as Attorney Lien or Workers' Compensation) that will prompt the addition of the Attorneys and/or Workers' Compensation tabs.

If you are a Kareo Suite user, primary and secondary insurances are synced between Kareo EHR and Kareo PM. Adding or editing a new insurance in Kareo EHR adds or edits the insurance on the case in Kareo PM.

To add a case from the New Patient window

  1. On the New Patient window, click Save & Add Case.
  2. On the New Case window, enter general information. See below.
  3. If applicable: Click on one or more of the following tabs to enter additional information for the case.
  • Click the Condition tab to enter information about the cause that prompted treatment.
  • Click the Authorizations tab to enter authorization numbers from insurance companies that document the approval for medical services. 
  • If the Payer Scenario is related to an attorney lien, click the Attorneys tab to add attorney information.
  • If the Payer Scenario is related to workers' compensation, click the Attorneys and Workers' Compensation tabs to add attorney and workers' compensation information.
  1. When finished, click Save.

To add a case to an existing patient record

  1. Click Patients > Find Patients.
  2. Once you find the patient, double-click the record to open it.
  3. Click the Cases tab.
  4. Click Add on the right of the window.
  5. On the New Case window, enter the general information. See below.
  6. If applicable: Click on one or more of the following tabs to enter additional information for the case.
  • Click the Condition tab to enter information about the cause that prompted treatment.
  • Click the Authorizations tab to enter authorization numbers from insurance companies that document the approval for medical services.
  • If the Payer Scenario is related to an attorney lien, click the Attorneys tab to add attorney information.
  • If the Payer Scenario is related to workers' compensation, click the Attorneys and Workers' Compensation tabs to add attorney and workers' compensation information.
  1. When finished entering all information for the case, always click Save on each window until you are back at the Find Patient window.

General Tab

New Patient Case.jpg

 

  1. Name: Enter a name for the case that will help you distinguish it from other cases for this patient.
  2. Description: Optional. Enter a description that best describes the condition for which the patient is being seen.  
  3. Referring Provider: Automatically populated from the patient record. If blank, click the button to choose a provider.
  4. Active: Checked by default. If at any time you want to make this case inactive, uncheck this box.
  5. Send patient statement: Checked by default. This will prompt statements regarding this case to be sent to the patient. Uncheck to exclude statements relating to this case from being sent.
  6. Payer Scenario: Select a scenario from the drop-down menu.
  7. Show expired policies: Unchecked by default. Check this box if you want to see expired insurance policies for this case.
  8. Insurance: Manage insurance policies for this case.
  • Add: To add an insurance policy to the case, click Add. See Add Insurance Policy.
  • Edit: To edit an insurance policy for this case, click once on the policy and click Edit.
  • Remove: To remove an insurance policy from this case, click once on the policy and click Remove. A policy cannot be removed if related to a claim.
  1. Order: Two or more insurance policies for a case are listed in the order in which they are to be billed. To change the order, highlight the policy you want to move and click Move Up or Move Down.

To edit a patient case 

  1. Click Patients > Find Patients.
  2. Once you find the patient record, double-click to open it.
  3. Click the Cases tab.
  4. Click once on the case you want to edit and click Edit. See New Patient Case for more information.
  5. Make your changes and click Save on each window until you are back at the Find Patient window.
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