Main Guide

SpineCare Clinic New Patient Registration JBI

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Purpose

This guide provides the standard workflow for registering new Spine Care patients. Following these steps ensures patient information is accurately verified, required forms are completed, insurance eligibility is confirmed, documents are scanned into the medical record, and the patient's registration is complete prior to the clinic visit. After reviewing this guide, staff should be able to complete a new patient registration from start to finish using VIM, iPass, and Expanse.

Situation / Scenario

Use this guide when registering a new Spine Care patient who has completed or partially completed registration through VIM prior to their appointment. This workflow applies when: • A new patient presents for a Spine Care appointment. • Registration was initiated through VIM. • Insurance eligibility must be verified. • Insurance cards and identification require scanning. • Demographic or registration information must be updated in Expanse before the appointment.

Step-by-Step Instructions

1.    Locate the Patient in VIM

Helpful Tips

  • Always verify you have selected the correct patient before making updates.
  • Confirm all electronic forms are signed before completing registration.
  • Verify insurance eligibility every month, even if insurance is already in Expanse.
  • Capture a patient photo whenever one is missing from the chart.
  • Perform a final review before closing the registration to prevent delays at check-in.
  • Document the registration update date and copay information in the comments section.

Common Mistakes

  • Selecting the wrong Date of Service.
  • Failing to verify insurance eligibility through iPass.
  • Missing unsigned electronic forms.
  • Forgetting to scan insurance cards or photo identification.
  • Not capturing the patient photo when required.
  • Forgetting to update registration comments with the last update date and copay amount.
  • Closing the registration before completing a final review. 

What NOT To Do

  • Do not assume registration is complete because forms were submitted through VIM.
  • Do not skip insurance eligibility verification.
  • Do not leave unsigned forms unresolved.
  • Do not complete registration without scanning the required documents.
  • Do not close the patient's chart until all updates have been verified.
  • Do not overlook updating Expanse when patient information has changed.