How To Add a New Patient

This guide provides detailed, step-by-step instructions for adding a new patient and scheduling them within the WoundAlly Platform. Please ensure that all required fields are completed accurately to p

Step 1: Navigate to Patient Referrals

From the main dashboard, click on 'Patients’ then ‘Referrals’

Step 2: Click “Add Patient”

In the Patient Referrals screen, click the 'Add Patient' button.

Step 3: Enter Basic Patient Information

Enter the following information when prompted:

● Last Name

● First Name

● Date of Birth (DOB)

● Is this an urgent service? (Urgent services are identified by a red lightning bolt icon next to the service abbreviation, signaling that the referral requires expedited processing and scheduling priority. This indicator also alerts the rendering provider that the patient’s visit should be prioritized accordingly.)

○ Toggle ON if urgent.

○ Leave OFF if not

Once completed, click Submit.

Step 4: Confirm Patient Information

Review the displayed patient information carefully.

● If correct, click Confirm.

● If changes are needed, go back and make corrections

Step 5: Choose Patient Record Status

Select the appropriate record status:

● New – The patient has never been seen by your practice.

● Re-Eval – The patient has been seen previously, discharged, and is now being referred again.

Click Confirm once selected.

Step 6: Complete the Patient Profile

The patient profile includes the following sections:

1. Patient Information – Enter demographic data such as address, contact, and language.

2. Next of Kin – Add the power of attorney and emergency contact information. If the patient is capable of providing their own consent, select “Self.”

3. Referral Source – List the organization who is referring the patient for services.

4. Place of Service – Specify the service location where the services are being performed.

5. Referring Physician – Select the name of referring physician.

6. Pharmacy – Select preferred pharmacy if applicable.

7. Supply Company – Add a preferred supply company if applicable.

Step 7: Enter Insurance Coverage Information

Under the Coverage section, input insurance details:

● Primary insurance

● Secondary and tertiary insurance (if applicable)

● Policy Number(s)

Step 8: Complete Medical History

Record the patient’s medical background:

● Current/Past Medical History/Conditions

● Past Surgical History

● Family History

● Current Medications

● Allergies

Step 9: Upload Required Documents

Navigate to the Documents tab and upload at least ONE required document:

● Face Sheet

● Physicians Order

● History & Physical (H&P)

● Wound Picture(s)

● Consent

Step 10: Update Referral Status and Schedule the Patient

Once the profile is complete, return to the Referrals tab to update status. Referral Status Options:

● In Process – Actively working on referral.

● Completed – Referral has been accepted.

● Cancelled – Referring entity cancelled.

● Denied – Practice unable to accept referral.

To mark as Completed:

1. Locate Referral Status field.

2. Click the three dots.

3. Change status from In Process to Completed.

Once marked as Completed, the patient moves to the New Patients tab for scheduling

Step 11: Initial Scheduling

Scheduling a New Patient:

1. Select the “New Patients” tab.

2. Click the three dots next to the patient’s name.

3. Select Add to Provider Schedule.

To Assign Provider and Date of Service:

1. Click the Provider name dropdown to assign the provider performing the visit.

2. Click the date to set the scheduled date of service.

3. Click Accept to confirm and schedule the patient.

The patient will move from New Patients to Census and appear on the schedule.

Completion Confirmation

The patient is now fully added, accepted, and scheduled in the EMR system. Their chart can be found within the census tab.