Patient Registration

There are two ways that you can add new patient to the platform through the UI:

1. Manually create an account for the patient and (optionally) send the patient an invite email to set up their password for the patient portal and take the intake flow
2. Allow patients to self-register by posting a generic sign-up link (e.g. portal.avonhealth.com/auth/signup) behind the "Sign Up" button on your marketing/landing page

If you are transitioning from another EMR, you can send your contact at Avon a CSV dump of your existing patient data and they can help upload the data into the Avon EMR.

All of the following steps can also be done using Avon's APIs.

Prerequisites

Part 1: Set up medical centers (EMR)

Medical centers is a way to silo data among different medical branches. For example, if your company is working with both Stanford and MGH, you don't want the providers at Stanford to know details about the providers and patients at MGH and vice versa.

With medical centers, you can create multiple medical centers — e.g. one for Stanford and one for MGH — and have the data be siloed between them.

Each medical center can have it's own local admins, billing providers, service facilities, referring providers, etc.

Follow the instructions here to set up your medical centers.

Part 2: Set up peer groups (EMR)

Peer groups are a way to organize your patients and tailor their experience. You can then set certain intake flows, forms, appointment types, and course modules to be only visible to certain peer groups.

For example, you can create peer groups for different patient conditions (e.g. diabetes vs. hypertension) and only show the diabetes-related appointments, forms, etc. to the patients in the diabetes peer group. Or you can create peer groups for patients with different care level types and show content accordingly.

Follow the instructions here to set up your peer groups.

Part 3: Set up modules (EMR)

You can hide all of the modules that you are not currently using from both the EMR and patient portal.

Follow the instructions here to set up your modules.

Part 4: Set up access controls (EMR)

You can set up access controls on what patient's are allowed to view and do on the patient portal.

Follow the instructions here to set up your access controls.

Part 5: Modify email templates (EMR)

There are default email templates set up for the "Patient Invite Email" and "Patient Welcome Email." These can be modified in the email templates section.

Follow the instructions here to modify your email templates.

Part 6: Set up the triage team (EMR)

The triage team is the set of organization members that are automatically added as participants into message threads with patients. The triage team is meant to be the first-line defense for answering questions from patients and can page other members into the thread as needed.

Follow the instructions here to set up your triage team.

Part 7: Create intake flow (EMR)

The intake flow is the set of forms that the patient takes once they accept the invitation to join the patient portal or they self-register.

Follow the instructions here to set up your intake flow.

Part 8: Set up custom fields (EMR)

You can create custom fields to extend the information you capture on the patient object. For example, it may be your important in your specialty to capture the patient's care level type or where they fall on the withdrawal scale. You can create a custom field for care level type or withdrawal scale and attach it to patient object. Now, these custom fields will be tracked just as any of the native fields (e.g. first name, MRN, etc.) are tracked.

Follow the instructions here to set up your custom fields.

Steps

Option 1: Manually create a patient account (EMR)

To manually create a patient account:

• Go to the EMR (e.g. emr.avonhealth.com)
• Click on the hamburger menu on the top left corner > Patients
• Click on "Add a patient"
• Fill out the request information:
  • First name:
  • Middle name:
  • Last name:
  • Status: Can be Active, Prospective, Pending, or Discharged
  • Medical record number: Can type in the patient's existing MRN if you switching from another EMR or auto-generate one
  • Gender: Can be Female, Male, or typed in
  • Email address:
  • Phone number:
  • Date of birth:
  • Medical centers: Which medical centers this patient belongs to
    • NOTE: If the permission settings for an organization member's specialization is set to "has access to all patients" then the organization member can view the patient's chart if they belong to one of the same medical centers as the patient.
  • Addresses:
  • Peer groups: Which peer groups this patient belongs to
  • Care team members:
    • All members of a patient's care team have access to the patient's chart. They are also automatically added as observers in the patient's care team message thread.
  • Any custom fields that you've set:
• Select whether to send the patient an email to set up their account
  • If you select "send the patient an email," once you hit "Create":
    • A new patient account will be made for the patient
    • The patient will receive a "Patient Invite Email" that will prompt the patient to set up their password for the patient portal and complete the intake flow
  • If you select "don't send patient the email yet" and hit "Create," a new account will be created for the patient but the patient won't be sent an email to set up their patient portal. You can still send patients forms to complete and appointments to book via a unique, per-patient link that doesn't require the patient to log into their portal.
• Hit "Create"

Option 2: Allow patients to self-register (EMR & patient portal)

To allow patients to self-register:

• Go to the EMR (e.g. emr.avonhealth.com)
• Click on the hamburger menu on the top left corner > Patients
• Click on "Add a patient"
• Click on "Share Invite Link" tab
• Share this link with a prospective patient or put this link on a landing page to allow prospective patients register themselves. This link can be used more than once.

When a patient clicks on the self-registration link, they will:

• Be prompted to create an account by filling in their:
  • First name
  • Last name
  • Email address
  • Password
• Be prompted to complete the intake flow
• Receive an "Patient Welcome Email" once the registration process is complete