Patient Demographics

  • Updated

The first step in the AveaOffice workflow is to enter Patient and Treatment Episode information. This will include adding the patient to AveaOffice, setting their Intake information (Admit/Discharge Dates, Patient Address, Insurance, Diagnoses), creating a Treatment Episode for the patient, adding Insurance, creating a Utilization Plan, and submitting dates of attendance for their treatment.

Kipu EMR Integration: Organizations integrated with the Kipu EMR will enter the patient's information into the EMR. This will automatically create a patient and treatment episode when sent to Avea. Click here for more information. You will still manage insurance, U/R plan, and attendance submission from Avea.  

Adding a New Patient

Before any information can be entered regarding intake or treatments for a patient, the patient profile must exist in AveaOffice. You can verify if a patient already exists using the search feature, or by navigating to the Patients screen for a practice. If the patient doesn't exist, you can create a new record using the Add New Patient button. Check out instructions for adding a Prospective Treatment Episode or an Admitted Treatment Episode for a new patient. 

Creating a New Treatment Episode for an Existing Patient

If the patient already exists in the organization, you can create a new Prospective or Admitted Treatment Episode to house the treatments the patient will receive between admission and discharge. Click here for instructions.

Patients can have multiple Treatment Episodes if they have been admitted and discharged multiple times, or if the patient is receiving treatment at more than one practice. Click here for instructions on managing multiple treatment episodes.

Required Patient Demographics

Before any claims can be created, a patient’s intake information must be provided. At a minimum, this will include Admit and Discharge information, Patient Profile, Insurance Information, and Behavioral or Standalone Diagnoses for the patient. 

Patient Profile 

Set up the patient's basic personal details and contact information. Click here for instructions. mceclip3.png


Add the patient's primary, secondary, and tertiary insurance policies, as applicable. You can also set the patient to Private Pay in this tab. Click here for instructions. 



Set the patient’s diagnosis code(s) from the Behavioral Service Diagnoses tab for services like RTC, PHP, and IOP. For standalone service diagnoses, you can set the codes in the Standalone Services Diagnoses tab. Entries made in the Behavioral Service Diagnoses tab will auto-populate in the Standalone Service Diagnoses tab. Click here for instructions. 


Profile tab

The Profile tab contains information about the patient that remains consistent across treatment episodes like name, birth date, and social security number. 

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