Having the most up to date and accurate insurance information for your patient allows you to streamline the medical billing process and improve healthcare quality. With the ability to upload images of your patient's insurance cards directly into their Patient Demographics and collect insurance card images from Patient Forms, you will have immediate access to the information you need to recommend the best care plan for your patients and ensure you get paid for the services rendered.
Contents
The Insurance Card Image Upload feature is a function
- in the Patient Demographics "Insurance, Payment & Membership" section that allows you to upload up 2 (two) insurance card images into each of the Primary Insurance and Secondary Insurance sections.
- in Patient Forms that allows you to collect up 2 (two) insurance card images each, from patients, regarding their Primary Insurance and Secondary Insurance sections.
The supported image file types are JPEG (JPG/JPE), PNG and PDF (single page only).
Having the most up to date and accurate insurance information for your patient allows you to streamline the medical billing process and improve healthcare quality. The Insurance Card Image Upload feature will allow you to store the front and back images of the patient's insurance card directly in their demographics to allow you to:
- easily reference the data that is displayed on insurance cards such as the patient's group and policy numbers as well as copay, coinsurance, deductible, claims mailing address, phone numbers for billing or authorizations and insurance electronic Payer ID
- reconcile new insurance cards with existing cards on file during the check-in process.
The Insurance Card Image Upload features will gradually be made available to Elation customers beginning January 2022. Keep an eye out for this updated experience in your EHR.
- Open the patient's chart and click on their name to open the Demographics window.
- Go to the Insurance, Payment & Membership section and click "Insurance Card Side 1" or "Insurance Card Side 2" button depending on which one you want to upload
- Select the JPEG (JPG/JPE), PNG and PDF file from your computer and click "Open"
- The Edit Photo window will allow you to crop or rotate the image you uploaded to adjust the image. When you are ready, click "Confirm"
- Once the images are uploaded, they will be visible in the Demographics Window. Click "Save & Close" to save the images to the patient's chart.
Once an insurance card image is saved to the Demographics box, you can
- Click on the card to view a larger image
- Click on the "pencil" to crop or rotate the image
- Click on the "trash can" to delete the image OR move the image file to the Reports section of the patients chart
To print the images of the insurance cards uploaded to the patient's demographics, click the "Print & Close" button at the bottom of the demographics window. The insurance card images will print at the end of the demographics as displayed below:
- Go to "Settings" >> "Patient Forms" and edit the Patient Form you would like
- Click "Add" question to find the Insurance Card Images - Primary and Insurance Card Images - Secondary questions and click to add.
- Default Question Text is included with the questions to help guide patients on how to update good quality images. Feel free to adjust this text as needed.
- Each question can only be added once.
- Click "Save Changes" to save the new questions to your Patient Form
Learn about the
Patient Forms feature in more detail here.
Once patients receive forms with the insurance card questions, they can use a file selector on the computer or mobile device to select and submit images of their insurance card. Patients will be able to see what the images look like and attach better images if the quality is not ideal.
- If the patient is using a mobile device with a camera, they can take pictures of their insurance cards from the form to attach them.
Submitted forms will appear in the
Outstanding Items section of the patient's chart as usual. When you open a form with insurance card images, you will be able to
- Compare the information in the images to what you already have on file for the patient
- Click "Update Insurance" to update the information in your patient's chart with the information on the new card(s)
- You can click "Edit" again if you need to make any changes after updating.
- Select (check off) the box for insurance card images and click "Export Selected" to export the images to your patient's demographics.
- Important information:
- You must update the Insurance Carrier Name, Plan Name, Group ID or Member ID information on file before you can export the images to the patient's demographics. This is to make sure your patients always have the correct insurance data stored in their chart.
- Historical insurance card images will be filed into the Reports section of the patient's chart for record keeping if new images replace historical images.
- Images can only be exported to the Demographics section; regardless if you select Clinical Profile or Visit Note during export.
Can I upload other file types like .doc?
The Insurance Card Image Upload feature only supports JPEG (JPG/JPE), PNG & PDF files at this time. PDF files must be single page PDFs. We recommend converting existing document files to one of the supported files and then you will be able to upload the image to the Demographics window.
If you are using a scanner, try to adjust the scanner options to scan documents as an image file or a PDF.
Can I drag and drop the image directly into the Demographics window?
The drag and drop functionality is not available for this feature.
Can I move a copy of the insurance card from Reports into the Demographics?
There currently is no direct way to move an existing insurance card from the
Reports section of the patient's chart into the Demographics window. We recommend viewing the insurance card in the
Reports section and then right clicking on the image to click "Save Image As..." to save the image onto your computer. Afterwards, you can upload the .JPG file for the card to the Demographics window.
I can't select the insurance card images from the completed forms to export, why?
You must update the Insurance Carrier Name, Plan Name, Group ID or Member ID information on file by clicking "Update Insurance" before you can export the images to the patient's demographics. This is to make sure your patients always have the correct insurance data stored in their chart.
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