Step by Step
You would manually create a lead to keep a record of people who are not yet patients and who you want to convert into a patient. They could be a walk-in or someone who calls the office, etc.
Go to the Leads menu, and select the + sign in the upper right, next to the Import button.
Enter the data for this lead. Mandatory fields include name and “company”. Put “none” if the person is an individual. Enter notes as appropriate for future follow-up.
If you collect their email, they can be included in mass-mailing campaigns and newsletters.
You can manually create a patient when they don’t do it themselves from the website.
Go to the Patients menu and select the + sign in the upper right, next to the Import button.
Enter the data for this Patient. Mandatory fields include Last Name, Contact Status and Contact Type. Status is usually “Active Patient” while Type will be “Patient”.
Ensure their email address is correct as this field is used to match new entries. If there’s a typo, it could create a duplicate patient.
Encounters are auto-created when an Appointment is made, either the Initial Consult from a patient who self-schedules, or in the office, via the CareTrax menu.
Do not manually create an Encounter. It will be an “orphan” and not have an Appointment attached nor will any email notifications happen.
Within CareTrax, there are several menu options that start with “Appt”, such as “Appt – Certification”.
Choose these to schedule an appointment. You will notice that a Calendly screen is embedded. This is the master bookings engine, meaning that when you make an Appointment this way, an Encounter and calendar entry will be auto-created.
Select the Appointment menu item, chose a date, time and confirm. Then enter in the patient’s name, email and phone number. Finally, select the Schedule Event button to complete the transaction.
CareTrax has a module just for Doctors.
You can keep track of all Referring and Primary Care Physicians that your patients have seen. This allows you to market to them for more patient referrals in the future.
Enter the data for the doctor by first selecing the Doctor menu, then the + sign in the uper right corner.
CareTrax has an “Activity” module that you can use to keep track of three things: Events, Calls and Tasks
You can keep track of each of these by creating them from either the Activity menu or directly from a Patient, Doctor or other module in order to associate them.
This is very handy as you can see Activities attached to other records in the Related List.
From the Activity menu, select the + sign in the upper right corner. Then select one of the three buttons (Event, Call, Task).
If you want to create an Activity from a related module, go to that module (e.g. Patients) and select a record. Then select the + sign on the LEFT inside the Related List panel.
See the video below to learn how to create each item above..