Patient Demographic Window

Brief Overview

The Patient Demographics window holds non-clinical information about a patient, such as their contact, account, Workcover, and referral information.

The Patient Demographics window is split into several tabs, categorised by the type of patient information. Click the relevant heading below to be taken to a description of the information found within the tab. 




The Demographics tab contains the primary information for the patient, such as their name, address, contact numbers, and next of kin information. When editing a patient's demographic information, there are several required fields, which are marked with a red asterisk * icon. You will need to complete this information before you will be able to save the patient's demographic record. 

If you are looking to add a new patient record, you can do so by following the instructions in this article.



Note: The Medicare system only allows for the transmission of gender as male or female when claiming. However, the patient may contact Medicare directly to register as gender non-binary after providing several documents. Please view this article for more information. 



Referrals are added in the Referrals tab and link to your Contacts list. You may add a Contact during the process of adding a new Referral for a patient. Some service workflows require you to have added a referral before you will be able to create certain invoices for a patient. When adding a referral, you have the ability to attach the referral file. 

Click here for more information on how to add a new referral. 


Account Info

The Account Info tab allows you to record a patient's billing information, such as their Medicare, Health Fund, or Health Care Card details. The Account Type menu determines which type of invoice will be selected by default when billing the patient.

Additional Account Types can be added to this list, and the instructions for doing so can be found in this article.

When you click Save after entering a Medicare, Health Fund, Health Care Card, DVA, or Pension Card, an online patient verification will be run to check that the details entered are correct. 

If the patient is a child under the age of 13 and does not hold their own Medicare card, then you will need to add their parent as the account holder using the Contact button beside the Account Holder field. Medicare requires a valid full name, date of birth, and the Medicare Card and Expiry details for the parent in order to claim for the patient. 

If a company or another third-party will be paying for the patient's invoices, then you can use the Company icon beside the Contact icon to add a new Company as the patient's account holder. 




Before you can generate a Certificate of Capacity or invoice WorkCover on a patient's behalf, you must add the patient's WorkCover claim details into the WorkCover tab. 

Instructions on how to add a WorkCover claim for a patient are recorded within this article.



Documents that are held on a computer can be uploaded into a patient's record via the Documents tab in the Patient Demographics window. These may be files that have been emailed for adding to the patient record. Any files that have been attached will be shown in a list in the Documents tab. 


To upload a file click Add FileBrowse, and then adjust the File NameDocument Date, Document Type and Description as required. Once finished, click Upload to attach the document to the demographic and clinical record.




The Other tab allows you to record additional contact information about the patient, such as their guardian's details, a spouse or partner's details, and their usual GP. If the patient's partner is also a patient in the practice, then you may also link the records via the Partner field if this has been enabled in the General tab of your Practice Details



Interested Parties

Interested Parties are additional contacts that are involved in the healthcare of a patient. When a provider writes a letter for a patient with Interested Parties populated, the referrer and any Interested Parties will be automatically cc'd into the letter. Interested Parties may also be selected as a CC for lab requests sent for the patient, so they may receive a copy of the results once the results are ready. 



To add an Interested Party, click on Add Party.



Then either search for an existing Contact or Company, or use the icons to create a new Contact or Company, and click Add once finished.



The Checklist tab allows you to apply a pre-built Checklist to a patient's profile, for completion by administrative staff, or by the patient via the Patient Portal.


If the patient has completed a Checklist on the Patient Portal, then you will need to import their answers into the demographic window using the Import Patient Information button, and then their answers can also be found in the Checklist tab. 


The instructions for applying a Checklist to a patient are found within this article



eTasks allow staff to set tasks to other staff to be completed in relation to a patient's care, which are recorded in an audit trail format in the eTasks section of the Patient Demographics window, and in the patient's clinical record. 

This article contains a description of how to use eTasks to effectively communicate among staff in your practice.



For more information on the functions of the Patient Demographics window, review the "Managing Patient Demographic Information" link in the Further Reading section below. 

Further Reading

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request