Keywords: person history changes, report, professional, referral, name change, audit, patient account, edit history, responsible party, people
Summary
This article discusses how to use the Person History Changes Report in Cloud 9 to track edits made to patient accounts. It also explains the correct way to update a patient's Professional or Referral without impacting other patients associated with that record.
Overview
The Person History Changes Report shows a detailed history of edits made to patient accounts in Cloud 9. It lets you see what was changed, what it was changed from and to, when the change was made, and who made it. This is useful for tracking updates like name changes, responsible party information, contact information, and Professional or Referral assignments.
Important: If a patient's Professional or Referral information is updated incorrectly it can impact other patients associated with that same Professional or Referral. This article covers how to run the report and how to make these updates the right way.
Accessing the Person History Changes Report
Step 1: Navigate to Reports and select Reports.
Step 2: Enter the name of the report in the Search field and select Person History Changes.
Step 3: Enter your parameters. Parameters must include a Start Date and End Date and can include the Profession. The Fields to Show section allows you to select which fields appear on the report depending on what you are looking for. Available fields include:
- First Name
- Middle Name
- Last Name
- Greeting
- Profession
- Suffix
- Title
- Address Street
- City, State and Zip code
- Contract Info type
- Contact info Description
- Carrier
- Gender
- Social
- Birthdate
- Email Correspondence
- Phone Correspondence
- Text Correspondence.
- At the bottom is a tick box that says Include New Information. This field is selected if you want to see new entries and new information entered into Cloud 9. If you leave it unselected, it will only show person history changes, not any new additions to the software.
Running the Report for Patient and Person Changes
To generate results for changes unrelated to Professionals, such as updates to a person's name, responsible party name, or contact information, enter a Start Date and End Date for the period you want to review and select the tick box at the bottom that says New Information. You can also choose which types of changes to display in the results. If you select the Professionals option as well, those results will be included too.
In the example below, I changed the patient's name from Sharon to Cher and added a Related Party for the mother. The report shows exactly what was changed, when, and by whom. It includes the following information based on the parameters I chose: Person Name, Date change was made, the field that was changed, what it was changed from, what is was changed to, and who it was modified by.
Running the Report Professional or Referral Changes
Step 1: Enter the parameters, including the Start Date and End Date to define the date range for your review. Additionally, specify the Profession(s), Fields to Show, and check Include New Information. Once completed, click Preview.
The results from the parameters I selected are displayed below. You will notice that I initially added the middle name "William" and subsequently removed it.
Below is a screenshot in which I have updated the address to include the suite number.
How Editing a Professional or Referral Directly Can Cause Problems
This is the most important thing to understand about Professionals and Referrals in Cloud 9. Editing a Professional directly in the Edit > Patient > Professionals portion of the chart by clicking Edit and typing a new name does not just update the professional for that one patient. It changes the Professional record itself, which affects every patient associated with that Professional.
Here is an example of what happens when this is done incorrectly:
In the example below, I changed the name of Dr. John Smith to Dr. Jon Smithers by clicking Edit and typing the new name directly from a patient record.
Here is what that action did:
- It removed Dr. John Smith entirely and replaced him with Dr. Jon Smithers.
- Dr. Jon Smithers was added to the People list under Edit > Setup > People and Dr. John Smith was removed from it.
- Every patient who previously had Dr. John Smith as their Professional now shows Dr. Jon Smithers instead.
- If Dr. Jon Smithers was not already on the People list before this change was made, he will now be removed from it when the change is reversed.
To fix this error I made and restore Dr. John Smith for all affected patients I need to follow the steps below:
- Navigate to a patient who is now incorrectly showing Dr. Jon Smithers as their Professional.
- On the Referral/Professional tab, click Edit on the Professional, remove the incorrect name, and type John Smith.
- When I click save, Dr. John Smith will be restored for all patients who were previously assigned to him.
The Correct Way to Update a Patient's Professional or Referral
To update a patient's Professional or Referral without affecting other patients associated with that record, always use Delete and Add rather than Edit.
Step 1: On the patient's Referral/Professional tab, select the existing entry and click Delete. Save the changes.
Step 2: Click Add. In the window that appears, click the magnifying glass to search for the correct Referral or Professional. Click the down arrow to select the Relationship type such as Dentist, then click OK and save.
This ensures the change is made only for that specific patient and does not affect any other patients associated with the original Professional or Referral.
Note: If a Professional or Referral's record needs to be updated for everyone, this should not be done from the patient record. The correct method is to navigate to Edit > Setup > People, look up the Person record, and click Edit to make the changes there. The Edit Library Items permission is required for this.
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.