Manage Family Heads & Members in D4Web

Manage Family Heads & Members in D4Web

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This article covers individual patient & family management in D4Web including:
Adding new patients, editing head & member relationships & moving patients between families groups all within the Patients page

Understanding the Patient Family Status

To manage family files, it is useful to understand Patient Statuses first. Each patient’s status is found on the patients page. 
Click the navigation menu > Patients > Patients page
There are two types of patient statuses: Family Head and Family Member
  1. Family Head: can apply to an individual or family file
    1. Individual: A patient exists in the database as a single file with no family members linked to it
    2. Family: A patient exists in the database alongside family members, and is the family head of the family file. A crown will be shown next to the family head in the Family Members drop list
  2. Family Member:  a patient exists in the database alongside their family head and other family members

Add a new Patient (via the Patient page)

Add a New Family Head

The most common method of adding new patients to the system is via the Appointment Book, however patients can also be added in the Patients tab.
Use this method if the new patient does not require an appointment at the time of creating.
  1. Click the New Head icon 
  2. Enter the new patient’s details in empty fields of the newly created file
  3. The newly created patient will now have a Status of Family Head
    mceclip1.png

Add a New Family Member

Family files are required to manage and create family appointments and invoices.
Use this method if the new patient does not require an appointment at the time of creating.
  1. Find the head of the family: Click Find icon mceclip0.png
    1. Enter the name of the existing patient (head) you wish to link the new patient (member) to
      1. Click Find
      2. Highlight the correct patient listed below the search fields
      3. Click OK
  2. Next, Click the New Member  toolbar icon 
  3. Enter the new patient’s details in empty fields of the newly created file
  4. The newly created patient will now have a Status of Family Member 
    mceclip2.png

Editing Patient Family Status

Change from Family Head of one Family to Head of Another

Scenario: Bob Smith is incorrectly listed as the Family Head of another Smith family and needs to be moved to be the Family Head of his own family. 
  1. Find the Family Head file 
    1. Change the Status from Family Head to Family Member
  2. Select the new Family Head
    1. Click OK
  3. Change the Status from Family Member to Family Head
    1. Click Clear
    2. Find the new/correct family
    3. Ensure the correct family is listed
    4. Click OK

  4. Click Yes to make this person responsible for Recalls, Invoices, Queries and Appointment reminders for others in the family.
  5. Click No to keep their current settings

Change from Family Member to Family Head of Same Family

Scenario: Nathan, 15 was the first patient to attend the practice. Now his Mum, Elyn is a patient and should be made the Head of the family. 
  1. Find the Family Member file  
    1. Change the Status from Family Member to Family Head
  2. Ensure the correct family is shown onscreen (same family will show by default)
    1. Click OK

Change from Family Member to Individual Head

Scenario: Nathan is 21 and is now responsible for his own invoices and appointments. Nathan will be removed from the family file, becoming the Head of his own file.
  1. Find the Family Member file 
    1. Change the Status from Family Member to Family Head
  2. Change this member to a NEW family HEAD ?:
    1. Click YES

Move Individual Patient head to join another family as a Member 

Scenario: Nathan and Susan are both patients, however they are not joined as a family. Susan will be the Family Head and Nathan will become a Family Member. 
  1. Find the patient who will become the Family Member 
    1. Change the Status from Family Head to Family Member 
  2. Find the patient will be become the Family Head
    1. Select the patient
    2. Click OK
  3. Changes to patient demographics to match new family
    1. Click YES to confirm changes
    2. Click NO to keep as is

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