Patient Portal Receiving Patient Info

The new TRAKnet Patient Portal was released on June 29th, 2018. Click here to learn more about setting up the new portal. The below information is ARCHIVED.

This document will walk the user through adding a new patient or merging an existing patient from the patient portal to TRAKnet. After a patient has entered their information into the portal, they can send that information to the practice, who is then able to use that information to either create a new patient record or merge the updated patient record with an already existing file. This guide will walk the user through both scenarios.

TRAKnet will dynamically check for new portal patients, or connections. If a new connection exists, the Patient Portal drop-down menu in the menu bar of TRAKnet will be lit up in red, with a number next to the words Patient Portal. This number indicates how many new patient records are available.

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Click on the Patient Portal menu item to open the drop-down menu, where Check New Connections is located. Click on this option to open a window that has two components: on the left, a list of all patients who have sent their information through the portal. On the right, a Patient Search window where current patients who are already in TRAKnet can be searched. There are two options to bring these patient records from the portal to TRAKnet:

  • Add New
  • Merge
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Merging: The below steps will walk the user through merging the patient portal record with an existing patient in TRAKnet.

  • On the left-hand side, click on the patient record you wish to merge.
  • On the right-hand side, search for the patient record in TRAKnet you wish to merge this information in to.
  • Click Merge on the bottom portion of the screen.
  • Compare the information from the portal to the information in TRAKnet. Any information that does not match will be highlighted in red, and in the right-hand column, and Update button will be present.
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  • Click the update button to update that patient’s information. You can either click each item to update them manually (allowing you to review that it is truly a change and not a typo or mistake) or by clicking the Update All button at the bottom.
  • Note: Once you merge a patient from the portal to a patient in TRAKnet, those two patients are linked. The next time that patient sends information to TRAKnet, TRAKnet will automatically open the related TRAKnet patient record.
  • After updating information, a new tab will open at the top of this screen: Insurances. Click on this tab to update the patient’s insurance information.
  • Note: If the patient does not type the insurance name exactly correct, you will need to search for the insurance they intended. All other information, such as group name, subscriber name, etc. will carry over.
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  • Once you are satisfied that you have added all necessary information, click Complete and Clear Patient to remove this patient from the queue and continue merging patients from the portal to TRAKnet.

Adding New: The below steps will walk the user through adding a new patient record to TRAKnet based on the information received from the patient portal.

  • On the left-hand side of the screen, select the patient record from the portal.
  • Click the “Add New” button on the bottom of the New Connections screen.
  • This will open an Add New Patient Editor window in TRAKnet, with all demographic information pre-populated from the portal.
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  • Confirm that all of the information is filled out correctly, and make corrections as needed. Click Save.
  • The Add New Patient window will close, and an Insurances window will open. To add this insurance record to the patient’s chart, click Add. If the patient does not type the insurance name exactly as it appears in TRAKnet, you will need to search for the insurance they intended. Search for the insurance, select it, and all other information will be pulled over automatically.
  • Once you have added insurances, this window will close, and the new patient record will open in TRAKnet.

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