Managing Patients
The Patients page is your patient directory. It stores demographic information, health card details, and billing history for every patient you’ve treated.
Patient List
The patient list displays a searchable table with:
- Patient name and date of birth
- Health card number and version code
- Age and gender
- Total billed — lifetime billing amount for this patient
- Claim count — number of claims created
- HCV status — health card validation badge (verified, unverified, or expired)
Searching
Use the search bar to find patients by name or health card number. Results update as you type.
Adding a Patient
Click Add Patient and fill in:
| Field | Required | Description |
|---|---|---|
| First name | Yes | Patient’s first name |
| Last name | Yes | Patient’s last name |
| Date of birth | Yes | Used for age-based billing rules |
| Health card number | Yes | 10-digit OHIP number |
| Version code | Yes | 2-letter code on the health card |
| Gender | Yes | Required for OHIP submissions |
| Province | No | Defaults to Ontario |
| Phone / Email | No | Contact information |
| Address | No | Patient’s address |
You can also add patients through:
- Snap OCR — scan a health card or document to auto-fill patient details
- Import — bulk import from Dr. Bill, OSCAR, or CSV
- Inline creation — add a patient directly from the claim creation form
Patient Details
Click on any patient to expand their detail panel, which shows:
- Demographics — full contact and identification information
- Recent claims — the last several claims billed for this patient
- Billing summary — total billed, paid, and rejected amounts
- Health card status — last validation result and date
Patient Defaults
You can set default values for each patient to speed up claim creation:
- Diagnostic code — the most common diagnosis for this patient
- Referring physician — the physician who typically refers this patient
- Facility — the default hospital or clinic
- Service location — where you typically see this patient (office, hospital, home visit)
These defaults auto-fill when you create a new claim for the patient. You can always override them on individual claims.
To set defaults, open the patient detail panel and click Edit, then scroll to the Defaults section.
Bulk Operations
Select multiple patients using the checkboxes to perform bulk actions:
- Verify all health cards — batch-validate cards against the MOH system
- Bulk edit defaults — update diagnostic code, physician, facility, service location, or province for multiple patients
- Delete patients — remove patients who are no longer active
Editing a Patient
Open the patient detail panel and click Edit to modify any field. Changes apply to the patient record only — existing claims are not affected.
OCR Source Badge
Patients created via Snap OCR display a lightning bolt badge. This indicates the patient data was extracted via AI and you can review the confidence scores for each field to ensure accuracy.