Accessing Patient Record Tabs

This page appears when Harvest Webstation is unable to find a match for your entry in the Patient or ID field from the Order Samples: Patient & Order Choices page, when you click the Add Patient button in the Order Samples: Find Patient or Order Samples: Patient List pages, when you click the Edit Patient button in the Order Samples: Patient & Order Choices page, when there is only one match from a patient search accessed from the main Results page, or if you click a patient name in the Patient Search Results, Unreleased Orders, Orders in Progress (technologists only), or Completed Results pages.

Harvest Webstation displays the Patient tab by default when you access the page during order entry, or it displays the Orders tab when you access the page by performing a patient search or click a patient's name on any of the order list pages.

Use the Patient tab to view, create, or edit patient information or to access the Orders, Insurance, Encounter, Alerts, or Recurring Orders tabs. If you make changes to the information on any of these tabs and then click on a different tab, the changes will automatically be saved. If there are alerts for the patient, then the Alerts tab name appears as "Alerts!" with an exclamation point.

IMPORTANT: When creating a new patient record, you must save the information on the Patient tab before you may enter insurance, encounter, or alert information.

Using the Patient Tab

1. The patient's Name and Patient ID are listed at the top of the tab. Note that Harvest Webstation appends "[DECEASED]" to the patient's name in the list of matches if the patient is marked as deceased on this page (see below) or in Harvest.
2. Enter or edit patient demographic information in the fields described below to create or modify the patient's file. You will receive an alert and not be able to edit the patient information if another user is currently modifying the patient's record.

   Note that you must have the necessary security settings in order to create, edit, or view information on the Patient Tab. See Configuring Harvest Webstation: Establishing Security Settings for more information. If you may only view the information on the Patient Tab, see Viewing Patient Orders for more information.

   • Last Name^* Enter the last name of the patient. This field may be required (see below).
   • First Name^* Enter the first name of the patient. This field may be required (see below).
   • Middle Name* Enter the middle name of the patient, if applicable.
   • Deceased Select this option to indicate that the patient is deceased. Once selected, Harvest and Harvest Webstation append "[DECEASED]" to the patient's name throughout the programs.
   • Sex^* Select the sex of the patient from the drop down list. When creating a new patient record, "< none selected >" is selected by default. This field is required because it is used to determine the proper reference range to report.
   • CC Click this button to view patient-level CC recipients. If there are CC recipients, the button text will be italicized. Harvest Webstation uses the patient-specific guarantor information for orders without order-specific CC information and new orders, unless you specify CC information for the order in the Order Samples: CC Reports page. You may only change patient-level CC recipients when modifying the list of CC report recipients during order entry. See Order Samples: Patient & Order Choices.

   You may modify your advanced configuration options to disable the CC button, if desired.

   • Aliases Click this button to create one or more patient aliases. If a patient alias already exists, the button text will be italicized. See Patient Aliases.
   • Date of Birth^ Enter the month, day, and year for the birth date of the patient. This field may be required (see below).
   • Patient ID^ Enter a unique identifying number. Harvest Webstation will not permit duplicate values in this field. This field may be required (see below). If you do not have the security settings to edit this field, it appears in read-only mode.

   You may modify your advanced configuration options to automatically fill in the Patient ID for new patients created in Harvest Webstation. This Patient ID is created by converting the system ID to a 10 digit, zero-padded number. You may also assign an optional, user-defined prefix (15 characters max) to be prepended to the generated ID.

   • Patient ID 2 If this field is enabled (see below), you may enter an alternate identification number. If you do not have the security settings to edit this field, it appears in read-only mode.
   • Patient ID 3 If this field is enabled (see below), you may enter an alternate identification number. If you do not have the security settings to edit this field, it appears in read-only mode.
   • Patient ID 4 If this field is enabled (see below), you may enter an alternate identification number. If you do not have the security settings to edit this field, it appears in read-only mode.
   • Patient ID 5 If this field is enabled (see below), you may enter an alternate identification number. If you do not have the security settings to edit this field, it appears blank.
   • Copia Patient ID If this field is enabled (see below), this field displays the patient ID assigned to the patient in Orchard Copia.
   • SSN (Social Security Number)^ Enter the patient's social security number. This field may be required (see below). If you do not have the security settings to edit this field, it appears in read-only mode.
   • Address 1* / Address 2* / Zip Code Enter the address information for the patient. Zip codes are automatically linked to the appropriate City and State as they are entered into the system. As Harvest Webstation encounters a new zip code, it will prompt you to input the City* and State*, permanently storing that information in the system. You may modify your advanced configuration options to require Address 1 and/or Zip Code when creating or editing a patient.
   • Additional Information Click this button to edit user-defined fields for the patient. If additional information already exists, the button text will be italicized. See Additional Information.
   • Guarantor Select an option from the drop-down list to create or edit a guarantor record for the patient. Harvest Webstation uses the patient-specific guarantor information you enter here for orders without order-specific guarantor information and new orders, unless you specify guarantor information for the order in the Order Samples: Sample Information page. See Order Samples: Sample Information.
     • If you select "self," Harvest Webstation will use the demographic information in the patient's file for the guarantor.
     • If you select any other option, you must click the ... button to enter or modify edit contact information for the guarantor. See Order Samples: Guarantor.

     If you are attaching an order choice to an order, the attached order choices will inherit the guarantor information from the original order.

   • Phone 1 / Phone 2 Enter the telephone contact information for the patient.

   You may modify your advanced configuration options to hide patient phone number(s) from being displayed throughout Harvest Webstation. Users will not be able to see or edit patient phone number(s) when this option is enabled.

   • Race^ Select the race of the patient from the drop-down list. If "N/A" is an option, Harvest Webstation selects it by default for new patients. If "N/A" is not an option, Harvest Webstation displays a blank for the race.
   • Ethnicity^ Select the ethnicity of the patient from the drop-down list. If "N/A" is an option, Harvest Webstation selects it by default for new patients. If "N/A" is not an option, Harvest Webstation displays a blank for the ethnicity.
   • Municipality* Enter the municipality for the patient.
   • County* Enter the county for the patient.
   • Provider^ Select the patient's provider from the drop down list. When creating a new patient record, "< none selected >" is selected by default. You must select a provider before you may save the patient record. Depending on the security settings in Harvest, Harvest Webstation users may only be able to view results related to specific providers. See Security Filtering in Harvest Webstation.
   • Location^ Select the patient's location from the drop down list. This field may be required (see below). This field will only be editable when you initially create the patient's record during order entry in Harvest Webstation. You will only be able to edit existing values in Harvest. Depending on the security settings in Harvest, Harvest Webstation users may only be able to view results for patients linked to specific locations. See Security Filtering in Harvest Webstation.

   ^ The information that is required in a patient file includes: the patient name (last name, first name, and middle name, if applicable), sex, ID number, and provider. The date of birth must be included if you are using age-based reference ranges, and race must be selected if you are using race-based reference ranges. Harvest Webstation and Harvest need data in these fields to compare test results to reference ranges, perform system searches, and maintain unique files for each patient in your laboratory. Note that you may modify your advanced configuration options to make additional fields required or not required (Last Name, First Name, Date of Birth, Patient ID, SSN, Race, Ethnicity, and Location).

* If you have cleared the "Disable Automatic Capitalization" option on the Preferences window, the fields marked with an asterisk will be automatically capitalized. See Configuring Harvest Webstation: Modifying Program Preferences.

3. You may modify your advanced configuration options to add fields for up to four alternate identification numbers for the patient (Patient ID2, Patient ID3, Patient ID4, Patient ID5--see above) and/or display the Copia Patient ID (see above--note that you must enable both the general advanced configuration option to view the Copia Patient ID throughout Harvest, as well as the advanced configuration option to display the Copia Patient ID in Harvest Webstation). In addition, you may modify your advanced configuration options to require users to enter one or more alternate IDs, and/or require users to enter unique alternate IDs. You can use this feature to handle cases where a billing system, reference lab, clinic, or other entity uses a different patient ID scheme. Contact technical support for help establishing these settings.
4. If a picture of the patient has been added in Harvest, a small version of it is displayed at the bottom of the page. Click the photo to view the full-sized version in the Patient Photo window. See the Harvest online help for more information on adding patient photos. See the Troubleshooting topic for more information if the picture is not displaying correctly.
5. To save or cancel the order, do one of the following:
   • If you accessed this page during order entry, click the Save & Return to Order button to save your changes and return to the preceding page. Click the Cancel button to close the page and return to the Order Samples: Patient & Order Choices page.
   • If you accessed this page from performing a patient search, click the Save button to save your changes.