There are times when creating a new patient or adding a patient the wrong responsible party will be selected. The first relationship that comes up in add patient is always the responsible party. This cannot be unselected from the first relationship. So at times, if a minor is accidentally selected as self, you will need to overwrite the relationship with the parent, the correct Responsible Party or RP. This article will show you how to do this. Please be warned following the below steps will completely OVERWRITE the existing relationship and make it a new one.
This should only be used in cases where the wrong responsible party was selected with no ledger transactions. It can mess things up if there is already a contract in there and the relationship is overwritten.
In my example below, (this is test data from a test site), Vincent Rock was accidentally chosen as the self RP and now we need to change it to his mother, Victoria Rock. This is how it looks to start with, with the wrong information, the minor, selected to be the default RP.
We will review the steps to correct this.
Step 1: First, we will want to click the "Edit" button for Vincent TEST Rock to edit the relationship.
Step 2: At this point, we will either add a new person record for the parent, or use the lookup tool. Hint: I always recommend checking with the lookup tool first, as not checking can cause duplicate people records which can cause issues later. Bearing that in mind, we will click the lookup button.
Step 3: It will display this message, reminding you that you are about to OVERWRITE the relationship. If you only need to add an additional one and NOT overwrite it, click cancel and then click add new relationship in the bottom right of the relationship record. Since we need to overwrite it, we will click okay.
Step 4: We will now search for the correct responsible party. Like other searches in Cloud 9, it is last name comma first name. Then we will click enter or search and see what it displays. Once we have the correct person record up, we can click the line item and then click "Select."
Step 5: This takes us back to the relationship screen with the correct person record selected. We will now click okay.
Step 5: We will now overwrite moms old relationship or delete it. Since Vincent also has a father we want to put on file, I will now use the lookup tool again to overwrite the old relationship and save the father. So again click edit on the second relationship, then click okay to overwrite, then search the name, and then select okay to update it. There is a video GIF on how to do this below.
Step 6: IMPORTANT! Do not skip this step. After selecting the new relationships the last step is to click "Save" on the patient chart. This step is crucial. Forgetting this step means the relationships will not save correctly. Be sure to finish the process with this step.
And that is how you can overwrite the relationship if a minor or wrong RP is chosen when adding a patient to update it to the correct one. Just be aware this will completely OVERWRITE the existing relationship. If you just want to add a relationship, add relationship should be used.
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 EST to 8:00 PM EST at the 1.800.394.6050 option 2.