Adding Physicians

Use the Physicians Master File to set up the physicians your agency uses. You will be able to select from this list of physicians when adding an Attending or Referring physician to a patient.

To add a physician:

1.    From the Main Menu, click Master Files and then select Physicians.

2.    Click  .

3.    Enter a specific ID in the alphanumeric field or click Save for the system to automatically generate an ID.  

4.    In the NPI field, enter the physician's 10-digit National Provider Identifier (NPI) number. The number must begin with a "1". The Pecos Enrolled checkbox indicates if a physician is enrolled in Medicare's Provider Enrollment Chain and Ownership System (PECOS). This checkbox is tied to the PECOS enrollment verification functionality and cannot be selected by users.

5.    Enter details for the physician in the First Name, Last Name, Address, City/State, Zip, and County fields.

6.    In the Phones / Email section, click in the first text field and enter the phone number you wish to add for the new physician.

7.    Click the arrow in the next field and select the applicable phone number type from the list of pre-defined phone types (e.g. Office, Home, etc.).

8.    Click    to update the phone number.

9.    Repeat steps 6-8 for any additional phone numbers.

10.  Select all applicable checkboxes:

●     Active — Indicates that an agency is ready to begin actively using the physician in Enterprise Edition.

●     Agency Employee — Indicates that the physician is an agency employee.

●     Consulting Physician Agreement on file — Indicates there is already a consulting agreement on file.

11.  Using the drop-down menu, next to the Agency Employee checkbox, select the appropriate office(s) to make accessible for the physician (By default, all offices will be selected).

12.  Complete the following fields:

●     Specialty— Click the arrow and select the physician's specialty (e.g. Internal Medicine).

●     License— Enter the physician's license number.  

●     UPIN— Enter the physician's Unique Physician Identification Number (UPIN).

●     DEA #— Enter the DEA number (DEA Registration Number).

●     Registration #— Enter the physician's Registration Number (Typically, this is the State License ID).

●     Registration # Expiration Date— Enter the expiration date of the Registration Number.

●     Taxonomy— Enter the physician's taxonomy code.

●     firstCPO Physician User— Check this box if the physician is a firstCPO Physician User. checkbox

13.  Use the Notes field to enter any additional information regarding this physician.

14.  If the physician is a Medicaid provider, you may add their ID in the Medicaid Provider IDs area.

15.  Click    at the top of the page.

Duplicate Physicians

It is possible to enter a physician multiple times to indicate that they have multiple offices. Information entered in the Prefix, First Name, M.I., Last Name, Suffix, NPI, and UPIN fields must match EXACTLY to avoid billing issues. The first times you attempt to save a duplicate physician record, the system will NOT save the NPI. A pop-up message will appear indicating that the NPI is already in use. Click OK on the message. Remaining information will save. Go back to the duplicate record and re-enter the NPI and save changes. You will again receive the pop-up message, however, this time when you click OK, the NPI will save.