Starting Thursday, August 6th, 2026, the Patient Sex options on the Patient Profile screen in Billing and Scheduling have been updated to align with the options available in EHR, helping to prevent integration issues.
The following changes have been made:
- Unspecified has been renamed to Patient Sex Unknown.
- A new option, Identifies as Nonbinary Gender, has been added.
Patient search
To search for a patient, enter their first name, last name, or both in the appropriate fields, or click the filter icon to search by Chart Number, Account Number, Date of Birth, Phone Number, or ZIP Code. Then click Search.
If your search returns only one matching patient record, the patient’s chart will open automatically. If multiple records match your search criteria, a list of matching patients will be displayed. Select the appropriate patient name from the list to open their profile.
If you click the magnifying glass icon without entering any search criteria, you’ll be taken to the Global Patient Search screen. From there, you can search for a patient using their Last Name, First Name, Date of Birth, ZIP Code, Chart Number, External Chart Number, Preferred Phone Number, Account Number, or Patient ID, then click Search. For example, if you only know the patient’s preferred phone number, you can enter just that information on the Global Patient Search screen to locate their record.
If your search returns only one matching patient record, the patient’s chart will open automatically. If multiple records match your search, a list of results will appear. Simply click the appropriate patient name to open their profile.
If no patients match your search, the window will display “No Rows to Show.” Try repeating your search using different criteria or additional fields, such as phone number, chart number, or date of birth.
To search for a patient, enter their first name, last name, or both in the appropriate fields, or click the filter icon to search by chart number, account number, date of birth, phone number, or zip code. Then click Search.
If only one patient record matches your search, the patient’s profile will open automatically. However, if multiple records match your search, a list of results will appear on the Search Patients screen. Click the blue dashboard icon to the left of the appropriate patient’s name to open their profile.
If you click the magnifying glass icon without entering any search criteria, a confirmation pop-up will appear, explaining that the system will display all patients in your database. Click Continue to proceed.
On the Search Patients screen, you can search for a patient using multiple criteria. Enter the details in the search fields located just below the column headers. Click the blue dashboard icon to the left of the appropriate patient’s name to open their profile.
To search for a patient, enter their first name, last name, or both in the appropriate fields, or click the filter icon to search by chart number, account number, date of birth, phone number, or zip code. Then click Search.
If only one patient record matches your search, the patient’s profile will open automatically. However, if multiple records match your search, a list of results will appear on the Search Patients screen. Click the blue dashboard icon to the left of the appropriate patient’s name to open their profile.
If you click the magnifying glass icon without entering any search criteria, a confirmation pop-up will appear, explaining that the system will display all patients in your database. Click Continue to proceed. On the Search Patients screen, you can search for a patient using multiple criteria. Enter the details in the search fields located just below the column headers. Click the blue dashboard icon to the left of the appropriate patient’s name to open their profile.
Add a new patient
If your RXNT subscription includes the Scheduling solution, new patients should be added to that solution. This ensures correct syncing of patients across all RXNT products and allows you to enter all relevant patient demographics, including insurance information and patient reminder preferences.
RXNT accepts all three phone number formats, for example, 410-320-0865, 4103200865, and 410 320 0865. When sending SMS patient reminders, the system automatically trims the entry to numbers only before sending.
Full profile
Click Add Patient in the upper right.
Enter the patient's demographic information. Required fields are marked with a red asterisk. Please note that at least one phone number must be provided, based on the selected preferred contact method.
If your subscription includes EHR, you can enable patient access to the Patient Health Records (PHR) portal by selecting the Activate PHR checkbox. To activate PHR, the patient must have either an email address or a mobile phone number on file, depending on the activation method you choose.
If your subscription includes Patient Reminders, select the patient's preferred communication methods, including Call, Email, SMS, and Same-Day Reminders. Then, choose the patient's time zone from the dropdown menu. If the patient prefers not to receive reminders on Saturdays or Sundays, select the appropriate checkbox. These settings apply only to the selected day. To stop all reminder communications, select Opt Out of All Communications, which overrides all other communication preferences.
If the time zone is changed, any reminders that are already scheduled won’t be updated. Only reminders for new appointments created after the change will use the updated setting.
To customize which fields are required when entering patient information, click Screen Settings.
From the Patient Settings screen, use the checkboxes to designate fields as required or optional, allowing you to customize the patient intake process by requiring only the information that aligns with your practice's workflow. In the Default section, you can also preconfigure values by selecting default options from dropdown menus, entering dates, or specifying other field values that will automatically populate when a new patient record is created.
After making your selections, click Save to apply the changes. Fields not marked as required will remain available, but users will be able to save patient records without completing them.
Changes made here will apply to new patients created after the changes are saved. For existing patients, these fields will become required or optional only when the patient profile is edited or updated.
The Reminders icon displays all reminders that have been sent to the patient, while the Patient Visits icon displays the patient's previous and scheduled appointments.
The Notes icon allows you to add notes to the patient's record and review any notes that have previously been entered.
If the Custom Fields icon is visible, your practice has configured one or more custom fields for the patient profile. These fields may be required or optional, depending on your organization's configuration. For more information about creating and managing custom fields, click here to learn more about Custom Fields.
Click Save to add the patient, or Save & Add Case to add the patient and immediately begin entering their insurance information. For more information on adding or updating patient cases, click here.
Quick add
The Quick Add feature allows you to quickly create a patient profile when an appointment needs to be scheduled immediately and full demographic information is not yet available. If a patient is added using Quick Add, the complete patient profile and associated case details must be completed later. If your practice uses the EHR in combination with Billing or Scheduling, patients can also enter and complete their demographic information through the patient portal, helping ensure their records are fully updated before care or billing activities take place.
Incomplete information can cause billing claim rejections, failed eligibility checks, or issues with prescription transmission if not updated later.
Click the Plus (+) button. The Quick Add popup appears, allowing you to quickly add a new patient record. Enter the required information, including the patient's First Name, Last Name, and Date of Birth.
The Activate PHR checkbox is selected by default. If you do not want to send the patient a Patient Portal registration invitation, deselect the checkbox. To send the registration invitation, select either the Email or SMS option, then enter the patient's email address or mobile phone number based on the selected method. Then, click Add to create the patient record.
Additionally, the Quick Add option is available when creating new appointments from the New Appointment screen.
If your RXNT subscription includes Billing but not the Scheduling solution, new patients should be added through the Billing module. This ensures proper synchronization between Billing and EHR, and allows you to enter both basic demographic details and insurance information.
From the Application Dashboard, click Add Patient in the upper-right corner.
Enter the patient's demographic information. Required fields are marked with a red asterisk. Please note that at least one phone number must be provided, based on the selected preferred contact method.
If your subscription includes Patient Reminders, select the patient's preferred communication methods, including Call, Email, SMS, and Same-Day Reminders. Then, choose the patient's time zone from the dropdown menu. If the patient prefers not to receive reminders on Saturdays or Sundays, select the appropriate checkbox. These settings apply only to the selected day. To stop all reminder communications, select Opt Out of All Communications, which overrides all other communication preferences.
If the time zone is changed, any reminders that are already scheduled won’t be updated. Only reminders for new appointments created after the change will use the updated setting.
To customize which fields are required when entering patient information, click Screen Settings.
To customize which fields are required when entering patient information, click Screen Settings.
From the Patient Settings screen, use the checkboxes to designate fields as required or optional, allowing you to customize the patient intake process by requiring only the information that aligns with your practice's workflow. In the Default section, you can also preconfigure values by selecting default options from dropdown menus, entering dates, or specifying other field values that will automatically populate when a new patient record is created.
After making your selections, click Save to apply the changes. Fields not marked as required will remain available, but users will be able to save patient records without completing them.
If your practice has created a sliding fee schedule, click the Sliding Fee icon to assign the appropriate sliding fee schedule to the patient.
Click the Face Sheet icon to view, print, or download the patient's face sheet, which contains key patient information and demographic details.
The Notes icon allows you to add notes to the patient's record and review any notes that have previously been entered.
If the Custom Fields icon is visible, your practice has configured one or more custom fields for the patient profile. These fields may be required or optional, depending on your organization's configuration. For more information about creating and managing custom fields, click here to learn more about Custom Fields.
Click Save to add the patient record.
If your RXNT subscription includes only e-prescribing or EHR, new patients will be added to those products.
When adding a new patient, complete their full profile of demographic information, or utilize the Quick Add function (recommended if your practice uses the RXNT patient portal).
If a patient is added via quick add and the PHR is enabled, they are able to register for their portal account and complete the full profile of their demographic information. Any demographic information the patient completes on their portal will transfer to the EHR for you to review and accept or reject.
If the patient will need prescriptions sent from RXNT, please ensure that the patient's address is a physical address and not a P.O. box.
Full profile
Click Add Patient.
Complete all required fields, any optional fields you wish, and be certain to enter the patient’s Email:
Required fields
- First Name
- Last Name
- Date of Birth
- Sex
- Preferred Phone
- Address
- Chart Access Restricted to
Optionally, you can select the Add additional information after saving checkbox before saving the details. When this option is enabled, the system will automatically take you to the newly created patient’s chart as soon as the record is saved, allowing you to continue entering additional details or reviewing information without needing to search for the patient separately.
Scroll down and click Save.
Quick add
Click the plus (+) icon.
In the Quick Add popup, enter the patient’s First Name, Last Name, and Date of Birth, then click Add to add the patient to the system.
To learn more about sending the patient portal registration, click here!
If you would like to send the patient the patient portal registration link, choose whether to send the registration link by Email or by Text Message, then enter the appropriate contact information (email address or mobile number). To avoid sending the patient a patient portal registration link, just uncheck the Activate PHR checkbox.
Next, click Add to add the patient to the system and send the portal registration link. The patient can then begin their portal registration using the link provided. Any demographic information they complete in the portal will transfer to the EHR, where you can review the updates and either accept or reject them.
Update patient information
If your RXNT subscription includes the Scheduling solution, patients should be updated in that solution. This ensures correct syncing of patients across all RXNT products and allows you to enter all relevant patient demographics, including insurance information and patient reminder preferences.
Search for the patient to update and navigate to the Patient Dashboard. Click the patient's name to edit the demographics.
Update the patient’s demographics as needed.
Please note that RXNT accepts all three phone number formats, for example, 410-320-0865, 4103200865, and 410 320 0865. When sending SMS patient reminders, the system automatically trims the entry to numbers only before sending.
If your RXNT subscription includes EHR, you can use the Send Portal Registration link to provide the patient with patient portal access, which can be sent to them by either email or SMS. To learn more about sending the patient portal registration, click here!
If the patient has already been granted access, a message will indicate that the Portal Registration has been sent, along with the date and time it was sent.
Click Save to save the updated information.
If your RXNT subscription does not include the Scheduling solution but does include Billing, patients should be updated from the Billing solution. This ensures correct syncing of patients between billing and the EHR and allows you to enter patient insurance information along with their basic demographics.
Search for the patient to update and navigate to the Patient Dashboard. Click the patient's name to edit the demographics.
Update the demographics as needed, then click Save to apply the changes to the patient’s record. For detailed instructions on adding or updating patient cases, click here!
Navigate to the patient’s dashboard and click the patient’s name hyperlink or select Patient Information from the navigation menu to open the Patient Information window.
Click within each necessary field and update information as needed.
To save, scroll to the bottom of the screen and click Update.
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