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Kareo Help Center

Add New Patient

Updated: 10/21/2021
Views: 14227

Patient records (charts) are used to schedule appointments and manage patient information, including demographics, contacts, and appointments.

When entering a new patient into the system, Kareo automatically begins checking the database for possible duplication of a patient record and presents a warning message if any are found. Kareo uses the following information to search for duplicates: first name, last name, date of birth, or phone number.

Important Note: Patient records cannot be deleted. Verify the patient record is not a duplicate before saving.

Add New Patient Record

  1. Enter the first 2–3 letters of the patient's name or date of birth (mm/dd/yyyy) in the top navigation bar search box.
  2. If the patient does not appear in the auto-populated results, click the link to create a new patient record. The Create Patient page opens.
  1. Enter the required patient information: First  and Last Name, DOB (date of birth), Sex, and Mobile Phone number.
  2. Optionally, click Show More to enter home or work phone numbers.
  3. Click Edit next to Billing Profile to add insurance information. The Billing Information page opens.
  1. Click to select if the Payment Method is Insurance or Self Pay.
    Note: If patient is Self Pay, skip to step 12.
  2. Begin entering the primary insurance plan name in the Insurance Plan field and select it from the auto-populated results.
  3. Enter the Policy Number as shown on the patient's insurance card.
  4. Billing module subscribers, click Check Eligibility.
    1. Click the drop-down arrow and choose the appropriate provider from the list.
    2. Click Run Eligibility Check. The Billing Information window re-opens and eligibility status displays under the policy number.
  5. Enter optional notes in the Note field.
  6. Click Add Secondary Insurance to enter secondary plan and policy number, if applicable.
  7. Click Save. The Create Patient page re-opens and the billing information displays in the Billing Profile section.
  1. Enter the patient's Email and Address in the Additional Contact Information section.
    Tip_Icon.png Tip: Populate the patient's email and address to prevent delays with patient communication, eLab orders (Clinical subscribers), and patient statement billing (Billing subscribers).
  2. Click Create Patient. The patient record is created and the patient's Demographics page opens.

Duplicate Patient Warning

If a duplicate patient warning message appears, hover over the duplicate patient name(s) to view more information to help you determine if the patient is a duplicate.

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