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Patients Manual

7 min. readlast update: 01.06.2026

 

The Patient Search Bar

  • Search by Name, Account Number, or Date of Birth.
  • The search continuously filters the patient database based on entered terms.
  • If the search narrows to a single patient, their chart opens automatically.
  • Otherwise, a list of matching patients appears—click a name to open the chart.

Advanced Patient Search

  • Access by clicking the magnifying glass icon in the Patient Search bar.
  • Displays basic demographic data for all patients.
  • Sort by any field by clicking the header or filter using the funnel icon.
  • Useful for locating deleted or deceased patients not shown in the standard search.
  • Status abbreviations:
    • A – Active Patients
    • D – Deceased
    • I – Inactive or Deleted
    • N – Not Yet Seen or New Patients
    • S – Sequestered Patients

Adding a New Patient

  1. Click the Add icon in the Patient Search bar.
  2. Enter the patient’s name and click Next.
    • To search leads, click Search Leads, enter the name, and select if found.
  3. Select the patient’s provider and status.
    • Patients with “Previously Seen” status are automatically set to Active.
  4. Complete required fields (marked with *): name, status, provider, referral source.
    • For Patient Portal access, collect email and DOB.
  5. Click Save or Save and Send Portal Invitation.

Search History

  • Click the history icon to view the last 5 accessed patient records.
  • Useful for switching between multiple records or reopening closed charts.

Alert Icons

  • Located to the left of the Patient Search bar.
  • Hover over icons for details:
    • Red asterisk – Allergy alert (edit in Clinical > Medical History).
    • Yellow speech bubble – Active alert (edit in Profile > Details).
    • Red “No” symbol – Sequestered patient (requires provider approval).

Summary

  • Displays demographic data, alerts, account balance, and recent chart notes.
  • Alerts:
    • Allergies – Added manually or via Online Portal.
    • Alerts – Added in Profile > Details.
    • Account Balance – Negative = credit; Positive = amount owed.
  • Use Send Portal Invitation if required info is available.
  • Missing info for portal or ePrescribe will show alerts under demographics.
  • Read All Notes button opens all saved notes for email or print.

Talk

HIPAA Permission to Text PMI

  • HIPAA allows sending PMI via unsecured methods only with patient consent.
  • Consent is recorded in the profile when the patient opts in via TEPE.
  • Never manually check PMI without written consent.
  • Recommended: Upload a Text Communication Consent document to TEPE.
  • For assistance, contact 4D EMR Support: 844-878-2434.

Two-Way Texting

  • Access via the Talk tab in the patient profile.
  • Banner indicates HIPAA permission status:
    • Red banner = No permission; do not send PMI.
  • Messages:
    • Office messages = Blue, right-aligned.
    • Patient messages = Green, left-aligned.
  • Appointment notifications and responses appear in the same thread.
  • Alerts notify staff when a patient text is received.
Email History
  • Displays a complete log of all email messages sent from the 4D EMR system.
  • Currently, emails are one-way; patients cannot reply. (Two-way emailing is coming soon!)

Sending HIPAA-Compliant Emails

  • One-way HIPAA-compliant communication is available directly from 4D EMR.
  • Before sending an email:
    • Ensure the patient has an email address on their record.
  • To send:
    1. Click New Email on the Patient’s Summary.
    2. Fill out the pop-up email form.
    3. Click Send.
  • To save the email as a chart note:
    • Click Save As Chart Note instead of Send.
  • All emails are logged in the Communications Log, even if not saved as a chart note.
  • Patients receive a secure email notification with a View Message button.
    • Clicking opens a secure website to view the message.
    • Patients cannot reply; instruct them to contact your office for follow-up.

Profile

Details

  • Edit demographic data in the Details section.
  • Click Edit Profile (left of patient photo).
  • Address fields use USPS lookup for accuracy.
    • Click Manual Entry for manual input.

Changing Patient Status

  • Status options:
    • Active – Patient previously seen; most common status.
    • Deleted – Removes patient from search except Advanced Search.
    • Not Yet Seen – Default for new patients; only for new appointments.
    • Deceased – Hidden from standard search; visible in Advanced Search.
    • Sequestered – Displays warning; requires provider approval before scheduling.

Communication Preferences and Opt-Ins

  • Patients are opted out by default.
  • Preferences captured via TEPE Health Information form.
  • Manual changes require explicit written consent.
  • Best practice: Use TEPE form for consent.

Mobile Phone Preferences

  • Options when mobile phone is enabled:
    • PMI – Consent to receive medical info via text.
    • Notifications – Appointment reminders via text.
    • Marketing – Marketing messages via text.
  • Additional checkboxes for voicemail and email marketing consent.

Photo Consent

  • Requires signed consent form.
  • Not included in Health Information form; must be separate.

Family

  • Link patient records using Add Patient.
  • Enter name and relationship (e.g., mother, spouse).
  • Enable Co-Sign for consent forms if applicable.
  • Edit or remove family members via the Family table.

Logs

  • Appointments Log – Shows appointment history; click to open schedule.
  • Implants Log – Tracks implants with brand, model, and serial number.
  • Prescription Log – Displays all prescriptions.
  • ePrescribe Log – Shows all electronic prescriptions sent to pharmacies.

Media

  • Store photos/videos in the Media section.
  • Import from computer or tablet camera.
  • Edit photos via Photo Viewer.
  • Move photos between patients using Change Patient option.
  • Photos set to No-One can be accessed via the Media tab.

Nourish

Contact

  • Add non-clinical notes (e.g., booking procedures).
  • Select Care Coordinator, click Note, type, and save.
  • Edit or delete notes using pencil or trash icons.

To-Do

The To-Do section allows you to create task items related to a patient’s chart, assign them to specific staff members, and set deadlines. These tasks are useful for follow-up reminders.

Adding a New To-Do

  1. Click the green +New button.
  2. Fill out the pop-up form with the task details.
  3. Set a deadline by:
    • Clicking the green timeframe buttons, or
    • Selecting a date using the date picker.

Viewing and Managing To-Do Items

  • Staff members can view their To-Do list by:
    • Clicking their name in the top-right corner of 4D EMR.
    • Selecting To-Do Items from the menu.
  • Hover over a task to:
    • Mark it as Done.
    • Edit its details or deadline.
    • Delete the task if no longer needed.

Past-Due Alerts

  • When a To-Do alarm is past due, an alert appears in the notification area next to the logged-in username for all staff.

  • To identify overdue tasks:
    1. Click the logged-in username.
    2. Select To-Do Items.
    3. Set filters to All Staff and All Item Types.
    4. Review tasks in order of due date.
  • To clear the alert:
    • Edit the task and extend the due date, or
    • Mark the task as Done.

 

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