Patient Registration

The Patient Registration module in Novari ATC was built to give registration staff at the hospital a transparent view into all the pending forthcoming surgical requests by way of a working queue. This queue provides all the data elements to allow registration staff to create pre-registration accounts and attach the ensuing account numbers in Novari ATC for future reference. These account numbers are then visible to the scheduling clerks when it is time to attach the scheduled booking request in the hospital’s OR system.

For patients not yet registered in the hospital’s registration system, Novari ATC Provider’s Office users can create wait list entries with pending demographic information. When this occurs, Novari ATC automatically creates a request for Patient Registration that provides the pending demographics as entered by the Provider’s Office user. Patient Registration staff can use this information to add the patient to the hospital’s registration system and provide a hospital registration number for the Novari ATC wait list entry.

How do I get here?

From the Main page:

• Select Patient Registration module.

Patient Registration Navigation Menu

The Patient Registration navigation menus has two items: Main and Patient Registration List.

Patient Registration List

The Patient Registration List is divided into three sections that are described below:

• Patient Registration requests.

• These are patients who have been manually added by the Provider’s Office and are awaiting the hospital registration number, for example, MRN.

• Patient Update requests.

• These are patient who have had manual changes in their demographic information by the Provider’s Office, for example, correcting Gender.

• Patient Registrations – Uncleared Notifications.

• Cases on this list have been submitted to the care venue at some point. This section is used to preregister patients and schedule PSS appointments. Cases are colour-coded to represent the current status of the case.  

Patient Registration List filters

If your site has more than one health center, you can choose which one you want to work with. Changing the Health Center filter affects all three lists.

Your health centre may have more than one care venue. You can focus the registration lists on a specific care venue. Changing the C are Venue filter affects all three lists.

Patient Registration Requests

List of patient registration requests To process a registration request:

• Enter the Pending MRN for the patient.

• Select OK.

Alternatively:

• Click the patient’s name to open Registration Request Details.

• Enter the MRN.

• Select Mark Registered.

• On the list of registration requests, the case shows with a green background, indicating it has been registered.  

At this point the registration system will communicate the new patient record to Novari ATC in the background. The registration still needs to be confirmed so that Novari ATC can reconcile the related wait list entry to the new patient record.

• Select Match.

• Reconcile Patient Record opens with the patient Novari ATC has found as a match.

• If the search returns the correct patient, select Confirm.  

• This reconciles the Novari ATC case to the new patient record. Once completed, the registration request should disappear from the listing and the process is complete.

If you need to, you can mark a patient as unregistered. Click the patient’s name on the Pending Registration list to open the Registration Request Details, and then click Mark Unregistered.

Many registration requests can be processed simultaneously; but, depending on the size of your installation, there could be some latency. In the meantime, you can continue with other work on the screen. Typically, if there are multiple registration requests, some users will enter all the patients into the hospital’s registration system, marking them registered as they progress. Once all requests have been marked registered, you can match them one by one.

Patient Update Requests

A second list of requests shows you Patient Registration demographic update requests which have come in from the Provider’s Office module. For instance, if the patient’s mailing address or phone number has changed, the Provider’s Office can send a change request to the Patient Registration staff.

Select the patient’s name to load demographic details and to see which fields have been requested for update. You will see the current value and the requested value in red text. Update your hospital’s patient registration system and clear the request.

If there is an interface between your hospital’s registration system and Novari ATC, the request will be cleared automatically when Novari ATC receives the actual demographic update from the registration system.

Note that your site administrator may set rules regarding which types of patient update requests are allowed. For instance, perhaps your installation allows update requests only on phone numbers, but not names or addresses.

To process patient updates:

• Click a patient’s name to open Patient Update Request Details.

• Update the patient’s information in your hospital’s patient registration system and then do one of the following:

• Click Clear as each row is processed.

• Click Clear All to mark all rows as processed.

• Patient Update Request Details closes automatically when there are no more items to be processed.

Uncleared Notifications

Patient Registration is designed to keep registration staff up to date with relevant system information and events. What you see has been configured by your Novari ATC administrator and can vary from care venue to care venue. The events are things you would care about such as a procedure change, admission type change, surgical date change and so on.

The Patient Notification list displays Cleared Cases or Uncleared Cases.

You can search for specific patient details by name or hospital registration number by clicking Search. Once you enter a name or number, you are presented with a list of patients who meet the supplied criteria. From here, click a patient name to open the details for that case.

To sort the list:

• Click any column header.

Uncleared Cases

If Patient Registration is configured to show Uncleared Cases, the list of notifications shows cases that have either:

• Not yet been entered into the hospital’s registration system.

• Have been updated in Novari ATC since they were entered into the hospital’s registration system.

This list uses colour to distinguish different types of notifications:

• Blue: New – new cases.

• Grey: Details Updates - cases having updated data (including PSS appointments).

• Yellow: Postponed - cases being postponed (cases removed from a surgery date).

• Green: Rebooked From Postponement - postponed cases being booked to a new surgery date.

• Red: Cancelled - cases being cancelled (removed from the wait list without surgery).

Detailed investigation revealed this

Scenario 1

• Add a case to the wait list, schedule and submit (Provider's Office) - Pat Reg (Blue) - Clear them

• Cancel case from surgical block (Provider's Office) - Patient Registration Displays (Yellow - Postponed)

• If cleared from Pat Reg and re-scheduled in Provider's Office - Pat Reg (Grey)

Scenario 2

• Add a case to the wait list, schedule and submit (Provider's Office) - Pat Reg (Blue) - Clear them

• Cancel case from surgical block (Provider's Office) - Patient Registration Displays (Yellow)

• !!! If not Cleared in Pat Reg !!!

• Schedule onto a different surgical block (or the same surgical block as previous) AND (can submit or not) - Patient Registration Displays - Green

Patients who have pending registration requests are denoted with an exclamation mark, and are kept at the top of the list, regardless of how you choose to sort the list.

Patient Registration – Notification list To review a patient’s registration details:

• Click the name of a patient appearing on a blue, grey, green, or yellow background to open the details for that case.  

Within the case details, any data fields that represent new or changed information will be highlighted in red. If all the data entry fields are highlighted in red, it is likely that this case represents a new entry to the registration system. If only certain fields are highlighted in red, this is likely a case that is already in the registration system but needs to be updated.

Enter or update the case details into the registration system, paying specific attention to those fields highlighted in red.

If the registration system gives you any relevant account numbers for the case, such as O.R. or PSS account numbers:

• Enter them in the appropriate textbox on the patient details screen.

• Click OK for each one.

Once the case has been entered or updated in the registration system, and any relevant account numbers entered on the case details screen, click Clear on the case details. The case is cleared, and the case disappears from the listing of notifications.

Alternatively, you can click Clear & Next to move to the next uncleared notification.

Cleared Cases

If you would like to look at cases that are already cleared as entered or updated in the registration system, change the Show Me filter to Cleared Cases.