Patient Record Management: Quick Guide

Introduction

Managing patient records efficiently is essential for ensuring accurate clinical care and smooth practice operations. MediRecords provides a range of tools that make it easy to search, create, update, and manage patient records throughout their lifecycle.

Each section includes step-by-step instructions to help you carry out these actions confidently and correctly within MediRecords. Whether you’re handling day-to-day updates or managing more complex changes, this article serves as a practical reference to keep your patient records accurate and up to date.

Contents:

1. Searching for Patients
2. Opening a Patient Record
3. Creating a Patient Record
4. Adding a Usual Practice
5. Adding a Usual Provider
6. Setting a Patient Type
7. Verifying Patient Identity
8. Deactivating/Reactivating a Patient Record
9. Deleting a Patient Record
10. Restoring a Deleted Patient Record from the Audit
11. Marking a Patient as Deceased

Searching for Patients

There are two ways to search for a patient:

Box A is available in any MediRecords view, while Box B is only found in the Patients section.

1. From the Patients homepage, click the Search box.

2. Type the first few letters of the patient’s First or Last Name, or enter their Mobile, Home, or Work phone number.

3. Press Enter to search.
   
    

4. The system will generate a list of the closest matches.

5. Click the Name of the patient you are looking for.

6. The patient record will now open.

Opening a Patient Record

There are several different ways to open a patient record in MediRecords:

From the Patients Grid

1. Click the patient’s Name (hyperlinked).

2. Alternatively, select the tick-box next to the patient’s name and click Edit.

3. Alternatively, click the Tick-box next to the name of the patient, and click Edit.

Search Bar

1. Find the search bar named Find Patient at the top right of the screen.
   Type in one of the Patient's Names separated by a comma, or Date of Birth formatted Day/Month/Year (DD/MM/YYYY).

Chat

1. Whilst viewing a chat related to a specific patient, click the Patient Name.

Shortcuts Toolbar

1. Navigate to Shortcuts Toolbar at the top of the page.

2. Click +Patient to open the new patient form.
 

Creating a Patient Record

Creating a new patient in MediRecords is a quick and straightforward process. Follow the steps below to ensure the patient is added correctly.

*Note: To create a new patient, only the mandatory fields in the Demographic section need to be completed. If you prefer not to enter additional information, click Next to skip the remaining sections until the Save button appears. Then click Save to complete the creation of the patient record.

1. From within the Patients home page, click New Patient.

 

2. n the Demographics section of Patient Details, you can add or update Addresses (Primary and Secondary), Emergency contacts, Referral names and Family members. As well as updating or adding additional Contact Details.

 

To Add a Secondary Address, click Secondary and type in the details of the address in the form below.

Click Save to apply the changes.



To Add an Emergency Contact or Next of Kin, click Emergency and type in the details in the form below.

Click Save to apply the changes.

To Add a Referral, click Referral, and then click the + icon to open the referral form.



Complete the referral form with all the required details and click Save.



The referral will now be visible in the referrals list.



To Add a Family Member, click Family, and then click the + icon to reveal a drop-down form.



Click Search Patient and type in the first few letters of the patient's name. Click to select the patient from the list.
Click Relationship to reveal a drop-down list of relationships. Click the select the relationship.

If the family member is head of the family, click the Head of Family tick-box. Click OK to complete.

Adding a Usual Practice 

1. Open the Patient Record
2. From the Demographics section scroll down to Patient Preferences
3. Select the new Usual Practice
4. Click Save to apply the changes
5. The Usual Practice has now been updated

Adding a Usual Provider

1. Open the Patient Record
2. From the Demographics section scroll down to Patient Preferences
3. Select the new Usual Provider
4. Click Save to apply the changes
5. The Usual Provider has now been updated

NOTE: Make sure that the provider has their Provider Number added to their Identifiers so you can add them to the patient record.

Setting a Patient Type

1. Open the Patient record.
2. Navigate to the Details tab.
3. Click Demographics.
4. Scroll down to the Patient Preferences section.
5. Click the Patient Type drop-down menu arrow (The Patient Type 'Standard' shows by default).
6. Select the Patient Type (Standard, VIP, Blacklisted, Family).
7. Click Save to apply the changes.

Verifying Patient Identity

1. From within the Patients homepage, click the Tick-box next to the name of the patient
2. Click More to reveal a drop-down list of Quick Actions
3. Click OPV (Online Patient Verification)
4. MediRecords will connect to Medicare Online and validate the patients details
5. The patients identity has now been verified

Deactivating / Reactivating a Patient Record

1. Navigate to the patient grid by selecting Patients at the top of your MediRecords screen.
2. The Patient grid displays all Active Patients by default.
3. Select the tick-box to the left of the patient's name.
4. Click Status to reveal a drop-down list.
5. Click Deactivate/Activate

Deleting a Patient Record

1. Navigate to the patient grid by selecting 'Patients' at the top of your MediRecords Screen
2. The Patient grid displays all 'Active Patients' by default
3. Select the tick-box to the left of the patient's name
4. The Delete option will appear
   
5. Pop-up will appear asking you to confirm Patient Delete
6. Click Yes
7. The patient has now been Deleted'

Restoring a Deleted Patient Record from the Audit

1. Go to More > Audit.
2. Click on System Audit. 
   
   
   
   
    
3. Look for the Patient Record that you're trying to restore. Click the hyperlinked word (here) to restore the Patient record.
   
    
4. Click Yes
   
   
   Once you click yes you will receive a prompt.

In most instances, we highly recommend you make the account inactive instead of deleting the patient record.

Marking a Patient as Deceased

Before marking a patient record as deceased, it is important to understand that the majority of clinical functionaltiy will be disabled when you do. As such, please instead refer to this article for further instructions: Adding & Managing Records for Deceased Patients.