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Documentation Index

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Module: Practice Management (PM)
Feature: PM-01 Patient Registration & Demographics
Version: 1.0
Updated: 2026-02-18

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Overview

The Patient Registration feature allows authorized staff to register new patients, search and manage patient demographics, and maintain supporting records such as addresses, emergency contacts, and guarantors. All patient data is organization-scoped and subject to role-based access control.

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Prerequisites

You must have the pm.patients.view permission to access Patient Registration. To register or edit patients, you also need pm.patients.create and pm.patients.update respectively. Contact your organization administrator if you need access.
  1. In the left navigation, click Practice Management.
  2. Click Patient Registration (or go directly to /pm/patients).
The patient list shows all active and inactive patients in your organization, sorted alphabetically by last name.

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Registering a New Patient

  1. Click the Register Patient button in the top-right corner of the Patient Registration page.
  2. The registration dialog opens. Fill in all Required Information:
    • First Name and Last Name
    • Date of Birth (cannot be in the future)
    • Sex at Birth (Male / Female / Unknown)
    • MRN (Medical Record Number — entered manually)
    • Status (defaults to Active)
  3. Optionally, complete the USCDI v3 Demographics section:
    • Preferred Name, Gender Identity, Sexual Orientation
    • Race (multi-select checkboxes), Ethnicity, Tribal Affiliation
    • Preferred Language
    • AHCCCS Member ID and AHCCCS CIS ID (Arizona Medicaid)
  4. Click Register Patient.

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MPI Duplicate Warning Flow

Before creating the patient, the system checks for possible duplicates by matching last name and date of birth against existing records. If duplicates are found:
  • A warning card appears listing potential matches with their MRN, DOB, and status.
  • You can click View on any match to open that patient’s record in a new tab.
  • If you confirm this is a new, distinct patient, enter an Override Reason (minimum 10 characters) explaining why this is not a duplicate.
  • Click Proceed with Registration to complete registration.
If no duplicates are found: The patient is registered immediately.
Note: The override reason is stored for audit purposes and is visible to administrators.

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Searching and Filtering Patients

On the Patient Registration list page:
  • Search box: Type a patient’s name (first or last) or MRN. Results update automatically after a short delay.
  • Status filter: Filter by Active, Inactive, Discharged, or Deceased. Select “All Statuses” to see everyone.

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Viewing Patient Demographics

Click View on any patient row to open the Patient Detail page. The page shows:
  • Demographics tab: All USCDI v3 fields, AHCCCS identifiers, and patient status.
  • Addresses tab: All registered addresses for the patient.
  • Emergency Contacts tab: Emergency contact records.
  • Guarantors tab: Financial guarantor records.

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Editing Demographics

On the Patient Detail page, click Edit Demographics (visible to users with pm.patients.update permission). The edit dialog allows updating:
  • Status, Preferred Name, Preferred Language
  • Gender Identity, Sexual Orientation
  • Ethnicity, Tribal Affiliation
  • AHCCCS Member ID and CIS ID
MRN, Date of Birth, First Name, and Last Name cannot be changed through this interface. Changes to those fields require supervisor authorization and are handled by an administrator.

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Managing Addresses

On the Addresses tab of the Patient Detail page:
  • Click Add Address to add a new address.
  • Click the pencil icon to edit an existing address.
  • Click the trash icon to remove an address (soft-deleted; reversible by an administrator).
Address fields: Type (Home/Mailing/Temporary/Previous), Street, City, State, ZIP, County, Effective Date, Primary flag.

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Managing Emergency Contacts

On the Emergency Contacts tab:
  • Click Add Contact to register a new emergency contact.
  • Edit or remove using the icons on each row.
Fields: Name, Relationship, Phone, Primary flag.

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Managing Guarantors

On the Guarantors tab:
  • Click Add Guarantor to add a financial guarantor.
  • Edit or remove using the icons on each row.
Fields: Type (Self/Parent/Guardian/Spouse/Other), Name, Relationship, Phone, Employer, Address.
  • Admin Guide
  • Practice Management Overview: /pm/overview
  • Support: Contact your organization administrator