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.
| 1 | Open the patient's chart and click on their name to open the Demographics window. |
| 2 |
Go to the Insurance, Payment & Membership section and click Insurance Card Side 1 or Insurance Card Side 2 depending on which one you want to upload.
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| 3 | Select the JPEG (JPG/JPE), PNG, or PDF file from your computer and click Open. |
| 4 | 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. |
| 5 |
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.
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Troubleshooting insurance card upload errors
If you encounter an error while uploading an insurance card image, use the guidance below to identify and resolve the issue.
Identifying the type of error
- Validation errors display a clear message describing the problem (for example, "unsupported file type"). These errors indicate an issue with the file you are trying to upload.
- System errors display a long alphanumeric code without a clear explanation. These errors indicate a temporary technical issue.
Resolving validation errors
If you see a clear error message:
| 1 | Confirm the file is a supported type: JPEG (JPG/JPE), PNG, or single-page PDF. |
| 2 | Reduce the file size if the image is very large. |
| 3 | If using a scanner, adjust the scanner settings to save the document as an image file or PDF. |
Resolving system errors
If you see a long alphanumeric code without a clear explanation:
| 1 | Refresh the page and try the upload again. |
| 2 | Try a different browser (Chrome or Firefox recommended). |
| 3 | If the error persists, click I need help → Contact Elation Support and include the following details:
- Which image you were uploading (front or back)
- Which insurance record (Primary or Secondary)
- File type and approximate file size
- Screenshot of the error code
- Approximate time of the upload attempt
- Patient ID
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Once an insurance card image is saved to the Demographics box, you can:
| 1 | Click on the card to view a larger image. |
| 2 | Click the pencil icon to crop or rotate the image. |
| 3 | Click the trash can icon to delete the image, or move the image file to the Reports section of the patient's chart.
💡USER TIP
If you choose to "Remove & File" the image, click Save & Close in the Demographics to save your insurance changes and then the image will be filed into the Reports section of the patient's chart.
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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:
| 1 | Go to Settings >> Patient Forms and edit the Patient Form you would like. |
| 2 | 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.
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| 3 | 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:
| 1 | Compare the information in the images to what you already have on file for the patient. |
| 2 | 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.
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| 3 |
Select (check off) the box for insurance card images and click Export Selected to export the images to your patient's demographics.
ℹ️ NOTES
- 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.
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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.
