Help : Patient Information

Patient Information Pop Out

Basic information about the patient is displayed in the Patient Information block on the patient's dashboard. The Patient Information module, accessible by clicking on the pencil icon in the upper right-hand corner of the block, displays more detailed information, including:

  • Basic data (name, nickname(s), phone number(s), email address(es), date of birth, sex, race, highest priority notice field, whether the patient is active, inactive, or deceased)
  • Home and work addresses
  • Insurance information
  • Billing details
  • Patient Portal access settings

Help: Basic Information and Addresses

Basic Data

Enter the patient's name(s) in the fields provided, each of which has a 55 character limit.

Phone number(s) may be entered in any format (up to a maximum of 35 characters per field) and will be displayed exactly as entered.

You may enter up to two email addresses for the patient, which must be in a valid email address format. Email addresses will be displayed exactly as entered.

You may add any number of nicknames, separated by commas (no character limit). Nicknames are used to look up the patient's records in the patient search bar at the top right-hand corner of each page. Do not re-enter the patient's last name along with the nickname(s).

If there is any very important information that should be prominently displayed on the patient's dashboard, you can also add a notice, such as "DECEASED" or "FIRED," in the basic information tab. Any text that is entered in the Notice field will be highlighted at the top of the "Need to Know" box on the patient's dashboard. You can specify a color for the highlighted notice in the drop down menu provided.


Enter the patient's home and/or work address in the Addresses tab. If the patient has a separate billing address, it can be entered in the Billing tab.

Help: Insurance Info

You may choose to enter a patient's insurance information in the Insurance tab of the Patient Information block. You can enter primary and secondary insurance plans, designate whether the primary insurance account holder is the patient, a spouse, or a guardian, and add a financial guarantor (other than the patient) who can be billed if insurance refuses paymnt, as well as add notes.

MD HQ does not bill insurance directly. Patient insurance information on file is used to automatically populate HCFA-1500 forms and insurance invoices when these are generated from the patient's records for the patient to submit for reimbursement.

Help: Billing Info

Patient info - billing tabThe billing tab allows you to manage the patient's billing details, including his or her subscription account, credit card, and billing address.

Current Subscription

Use the drop down menu to select the patient's subscription plan, if applicable. Note that when you select a subscription plan, the patient will automatically be billed for the recurring subscription charges associated with that plan. Click for more information about subscriptions.

Add Credit Card

Add a new credit card by clicking on "Save new credit card" and entering details in the fields provided.

The "Patient has OKed automatically charging this card for future transactions" checkbox is provided to keep track of whether the patient has consented to have the card on file charged automatically for future charges.

Billing Notes

Enter notes here if desired. These notes do not appear elsewhere, but only in this billing info tab.

Bills are paid by another patient

Check the box and select payor patient if another patient (such as a parent) pays this patient's bills. This function is only available after you assign a relationship between the patient and the payor in the relationships block on the patient's (or the payor's) dashboard. This functionality is provided so that you can consolidate billing information for multiple patients that are members of your practice.

You can add a non-patient payor to a patient's account by adding the non-patient's address as the billing address and adding the non-patient's credit card information.

Patient is part of a group account

Select from the drop down menu if the patient is part of a group account (e.g., an employer-provided plan) that is primarily responsible for all or a portion of the patient's bills.

Billing address is different from primary home address

The default billing address is the patient's home address. You can change this by checking the box to indicate that the patient has a different billing address, and then entering billing information in the fields provided.

Help: Patient Portal Access

Manage the patient's access to the public-facing Patient Portal under the Patient Portal tab. For patient confidentiality and compliance with privacy laws, you must take precautions to ensure that no one (including parents, adult children, spouses, etc.) gains unauthorized access to a patient's data on the Patient Portal. For various reasons, an email address on file for a patient may not be one that he or she has exclusive access to, or any access to. It could be a shared account or belong to a spouse or adult child of the patient.

For this reason, Patient Portal access should only be granted only after confirming that:

  1. The Patient Portal account and password were set up by the patient or an authorized third party, and
  2. Only the patient and any authorized third parties have access to the primary email account connected to the account.

Strong operational security should be provided on an ongoing basis, particularly when a change of email address is requested.

If needed, reset a patient's Patient Portal password by checking the box provided and then clicking "+ Edit Patient". A new temporary password will be sent to the patient's primary email address.

Help: Manage Tags

Tags allow you to group, search, and view patients based on custom criteria that are not necessarily otherwise captured in the EMR. So, for example, you might use tags to:

  • Indicate which patients have opted in to different mailing lists that you offer;
  • Categorize patients by what type of services they receive from you;
  • Indicate which provider in a multi-provider practice is the patient's primary provider
  • Group patients into marketing categories so that you can issue targeted marketing materials;
  • Limit which patients can see different questionnaires on their patient portal pages (with some help from us at MD HQ - you would tag the patients and we would set up the filter).

In general, you wouldn't use tags to group patients according to criteria that are already captured in the EMR, like age, medication, diagnosis, etc., but would instead use the Advanced Patient Search or contact us to create a custom report (e.g., if it is complex and something that you will re-run regularly or something that is not captured in the Advanced Patient Search).

View and manage a patient's tags from the patient's dashboard page

Open the Tags pop out window by clicking on the tag icon in the upper righthand corner of the Patient Information block or by clicking on Manage Tags in the upper righthand corner of the Patient Information pop out. Check the box beside an existing tag to assign in to that patient, add notes if desired, then click "Save and Close."

Create a new tag to assign by clicking "+ Add New Tag" at the bottom of the pop out. Give your new tag a name, a type/category (either an existing category or create a new one), and add notes if desired.

You can also view a list of all patients with a specific tag using the "View all patients tagged as..." drop down menu in the Tags pop out. Choose from your existing tags and the patients with that tag will be listed in a new tab.

View and manage tags globally

Click on Admin --> Manage --> Tags to open the tag manager. Click on "+Add New Tag" to create a new tag, click on an existing tag to edit it, or click on Report to the right of any existing tag to generate a report of all patients having that specific tag.

Help: Adding a New Patient to the EMR

There are two ways to sign up new patients in MD HQ:

1. Sign up on the patient portal:

MD HQ allows patients to register themselves through the Patient Portal (generally under https://[yourPortalSubdomain] This is generally the preferred method of adding patients, as it allows them to do the data entry for you, and also automatically registers them for the Patient Portal. After the registration form is submitted, they will receive a confirmation email with a confirmation link that they must click in order to finalize Patient Portal access.

2. Adding them through the EMR:

You can also add a patient directly through the EMR interface in one of two ways:

a) From the Admin menu, click + Add New Patient

Add New Pt Popup

b) If the patient search system is unable to find a matching patient when you're searching in any patient search bar, it will present you with the option to add a new patient.

To add the patient, enter his or her basic information in the fields provided. First and last name, sex, and date of birth are required fields. If "Should the patient be able to activate portal without further confirmation" is checked, email and postal code are also required (these, along with last name and date of birth are used to confirm the patient's identity when he or she sets up Portal access).

Should the patient be able to activate portal without further confirmation?

If this is checked, the patient will be able to set up and access his or her Patient Portal account without further action or confirmation from you (by going to the Patient Portal home page and clicking on "I'm a registered patient. Create my portal account"). If this is not checked, you will have to manually enable Patient Portal access in the EMR before the patient will be able to set up and access his or her Patient Portal account.

Send invitation email to portal?

If this is checked, the system will send an email to the email address specified above when you click +Add Patient inviting them to set up a username and password to access the Patient Portal. You should not need to take further action to get the patient set up on the Patient Portal.

Help: Making a Patient Inactive

Patient basic info pop up

To make a patient INACTIVE within MD HQ, go to their chart and click on the pencil icon at the top right of the Patient Information block (below the patient photo). Use the drop-down menu in the bottom right-hand corner of the Basic Data tab to change the status of the account to INACTIVE.

Making a patient INACTIVE does several things. First, it no longer allows the patient to access the patient portal. It also marks them as inactive throughout the system, putting a large red INACTIVE banner across the photo in their chart and identifying them as inactive in patient searches. In the Advanced Patient Search window, there is an option to search only for active patients, which excludes any patients marked as inactive. All of the patient's information remains in the system, and they can be changed back to ACTIVE status by the same method at any time.

These changes are also applied to patients marked as DECEASED.