There are a few reasons why you might need to run the Update Patient Utility. It has several options within it; updating a Doctor, Status, or Location. If a doctor is leaving the practice and their patients need to be moved to a new doctor, for example, or if your practice is closing a location and moving the patients to a new one. Additionally you could be cleaning up patient statuses and trying to delete an old or inaccurate status, so you want to make sure that no patients are still in that status. This article will walk you through how to do all three of those things.
Please note, Utilities cannot be undone once they have been completed - only perform a Utility if you are sure it is what is needed for your practice.
Prerequisites: You will need to have the Employee Permission "Run Utilities" to perform this action within Cloud 9. If you do not have this permission, speak to your doctor, office manager, or administrator to receive this permission.
First, you will navigate to the Update Patient Utility page, by going to the top of Cloud 9 and selecting Edit > Run Utility > Update Patient Utility.
From here you will be present with a blank page and a drop down box. That drop down has your three options here; Doctor, Status, or Location.
Doctor:
This option is used when you are updating patients to a new doctor. When you select the Doctor option, you will be given a new dropdown to the right of the first - this will list doctor Specialties that you have setup for your practice.
For this example we will be using the Orthodontics specialty. After you have selected the specialty, you will see a list of employees in your practice, the current employee type, their employee code, and whether or not that employee is deleted. Click on the doctor whose patients need to be updated to another doctor - this will highlight their line blue.
Now click the 'Update' button. A new window will pop up, to confirm your selections. Here, there are two options besides the doctor you just selected. There is a Location Filter, and an Update To section.
The Location Filter will update patients ONLY from that location and assigned to the doctor listed in Current Value. In this example, only the patients who are currently in the Atlanta location and assigned to Dr. Kortne Frederick will be moved.
Note: There is no way to filter further for patients at this time. All patients assigned to that doctor, at that location, will be moved to the new doctor. If you are trying to only move specific patients, this Utility is not recommended, and you should instead move patients by individual manual updates.
The Update To section determines the doctor that the patients will be assigned to after the Utility is run. In this example, we are selecting the Dr. Cloud 9 Doctor.
Once you hit Update, you are done with this step and your patients will be moved to the new doctor.
Status:
This option is used when you are updating patients from one status to another. When you select Status in the drop down, you will see the name of the status, the status code, and if the status is deleted or not.
Note: This will only display a list of statuses that have patients currently in that status. This will include ALL patients in that status is no way to filter for specific patients such as by location or Doctor.
When you select a status to merge, you will then hit the Update button, and a new window will pop up confirming your current value and the status you want to update to.
After updating the status, you can delete the previous status if desired.
Location:
The Location option is for when you are moving patients from one location to another, such as if a location is closing. Select "Location" from the drop down, and you will be given a list of all locations that patients are assigned to. Select the location whose patients you want to move, and it will highlight blue. Hit the "Update" button to prompt the next window.
Set the "Update To" dropdown to the location that these patients are going to be moved to.
Note: There is no way to filter patients - all patients assigned to this location will be moved. If your patients are going to multiple locations, it would be better to assign them manually.
Hit the green "Update" button to complete this action.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM to 8:00 PM EST at 1.800.394.6050, option 2.
How to use the Update Patient Utility
