Demographics - Frequently Asked Questions

This quick guide explains the Restricted Access setting on a patient's Demographics screen: what it does, how to turn it on or off, and what users see when they open a restricted chart.

 How does Restricted Access work in Patient Chart under Demographics

Restricted Access protects the chart of a sensitive patient. It is found in Demographics > under Restricted Access.

1. Open the patient's Demographics screen and select the Restricted Access checkbox to turn it on/off.
2. A confirmation toaster message appears.
3. All users must authenticate and enter a reason when they access the patient's chart.

A new patient arrived with no paperwork completed and chart prep wasn't done - what do I do?

When a new active patient is created that does not match an existing patient, a task is created for the front desk (Documents > New Intake, "Review Intake Document"). Use it to catch up:

1. Open the task from your Worklist and select Review to open the Document Viewer for the patient.
2. Upload or review the intake paperwork and complete any missing demographic fields in Demographics.
3. Check insurance in Demographics > Insurance (see "How to confirm insurance information within the platform").
4. Select Dismiss to close the task.
5. Then check the patient in on the Clinic Schedule.

How do I receive a new patient referral and complete intake (referring provider, referral date, documents, preferred pharmacy, paperwork)?

1. New patient task — A new active patient who does not match an existing record triggers a front desk task to review and upload intake documents, complete the profile and schedule the first visit.
2. Preferred pharmacy — A take-at-home medication order uses the pharmacy from Patient History as its default destination.

How to place a referral for a patient

Referrals are placed as an order (referral type orders) and can also be added to a treatment plan from the Treatment Plan Flowsheet. Referral types come from system configuration.

1. Required and optional fields — Diagnosis is required (searchable, multiple allowed) and pre-fills from the patient's primary diagnosis in Diagnosis & Staging. Priority, Destination and Comments are optional.
2. Who is ordering — If you are a Provider, the Ordering Provider and Order Method fields are not shown. If you are not a Provider, Ordering Provider and Order Method are required.
3. After the referral is approved — A task is created automatically for the care group set in system configuration (priority Routine, instruction "Referral order placed- needs review"). Review opens the parent order's history, where you can print or fax the physician order. The task closes when you click print or fax.

See also "How do I receive a new patient referral and complete intake (referring provider, referral date, documents, preferred pharmacy, paperwork)?" for incoming referrals.

How do you print or send an After Visit Summary?

VieCure has an End of Visit Summary report for the patient that shows the visit header, diagnosis (including staging), reason for visit, what was done during the visit, what changed (medications, treatment plan) and what is coming up next (appointments, labs, imaging, referrals, discharge instructions and return precautions).

1. Timing — The report is generated when nursing checkout is complete or when staff trigger it. It does not wait for the provider note to be signed.
2. Print and PDF — The report has a print-ready layout with facility branding and a PDF export for staff.
3. Patient Mobile — It is posted automatically to the patient portal under "Visit Summaries".
4. Missing data — Items that are not documented are left out, and a staff preview lists the omitted fields.

How does the Visit Status badge work in Demographics

Visit status badge — Displays across the platform in the top right-side corner. The tile shows a

color-coded status badge and the patient's current location, taken from the Clinic Schedule. Grey=Not Checked in, Visit Complete, Checked Out; Green=Arrived, Roomed, Provider Ready, Nurse Ready. Wtih no active visit, the tile shows "Pt not checked in" and 'No active location". Updates made on the tile or on the schedule appear in both places, and a patient cannot be checked in from the tile if there is no visit scheduled for that date.

How to confirm insurance information within the platform

      Insurance is managed in the patient's Demographics screen, Insurance section.

1. List view — Columns show Insurance, Type, COB, Plan Name, Policy #, Group #, Policy Holder, Start Date and End Date. Active Insurers is sorted by Primary, Secondary, Supplemental, and Tertiary. Inactive Insurance falls to the bottom of the list view.
2.  Add or edit — Use Add Insurance, search for the Insurance Company, choose the Plan, then Save. Insurance Company is required. If the patient already has an active Primary, the new record is pre-set to Secondary (you can change it).
3. View History — Select View History (rightmost button in the Insurance header) to open "Historical Data for Insurance" and see who changed what and when.
4. Inactivating — Records cannot be deleted. Mark the record Inactive in the Edit Insurance window. If it is the last active insurance, a warning asks you to confirm.

A patient's insurance changed and they have an infusion, labs or radiation scheduled - what do I update?

1. Open the patient's Demographics > Insurance section, add the new insurance record (Add Insurance), and inactivate the old one in the Edit Insurance window if it no longer applies. Set the COB correctly.
2. If the plan is not recognized, a System Admin must set it up in System Configuration > Insurance Payers (assign a Company to the plan) and then you select the correct Company and Plan in the patient's demographics.
3. Work the Financial Review task that is created when new plan information arrives from the practice management system: review the new coverage, check prior authorizations approved under the old plan, and identify orders that must be resubmitted to the new carrier.

Orders needing a new authorization then get their own prior authorization tasks. See the Financial Review FAQs for resubmitting authorizations.

A new patient arrived with no paperwork completed and chart prep wasn't done - what do I do?

When a new active patient is created that does not match an existing patient, a task is created for the front desk (Documents > New Intake, "Review Intake Document"). Use it to catch up:

1. Open the task from your Worklist and select Review to open the Document Viewer for the patient.
2. Upload or review the intake paperwork and complete any missing demographic fields in Demographics.
3. Check insurance in Demographics > Insurance (see "How to confirm insurance information within the platform").
4. Select Dismiss to close the task.
5. Then check the patient is on the Clinic Schedule.

How do I receive a new patient referral and complete intake (referring provider, referral date, documents, preferred pharmacy, paperwork)?

1. New patient task — A new active patient who does not match an existing record triggers a front desk task to review and upload intake documents, complete the profile and schedule the first visit.
2. Preferred pharmacy — A take-at-home medication order uses the pharmacy from Patient History as its default destination.