Closing Procedures
Where does a new patient number come from?
Organization ApprovedSource Verified
Summary
The New Patient Log is the source of a new patient's number — not Medisoft and not the Statistics Report stats pages. Each new patient is assigned the next 8-digit account number in the New Patient Log, and the daily/weekly/monthly new patient counts on the Statistics Report roll up from those log entries.
- 1Open the New Patient Log — the log that assigns and records every new patient number (it lives on pages 2–3 of the clinic's Statistics Report workbook).
- 2Enter every person who becomes a patient that day, including PC patients.
- 3Assign the next available 8-digit account number in sequence: the first two digits are the year and numbers increase by tens (e.g. xx000010, xx000020). That number is the patient's new patient number.
- 4Record the account number, date, patient name (first then last), referral source, and CA initials. The name must match exactly on every other form.
- 5If a logged patient does not become a patient that day, delete the entry and reuse the number for the next new patient so the sequence stays unbroken.
- 6For multiple patients from the same accident, issue the first available number to the driver so their account appears first on the Collections Report.
- 7At the end of each day, enter the day's stats — including the new patient count — on the Statistics Report during the Nightly Checklist. Every box gets a total even if it is zero.
- 8Confirm the new patient count on the Statistics Report matches the NP entries circled in red in the Appointment Book and the Patient Tally for that day.
- 9At weekly closing, verify Total Patients, Total Charges, Total Deposits, Total CRADJ and Total DBADJ on the Statistics Report against the Patient Day Sheet, and the ending A/R against the Annual tab.
- 10At month end, email the Statistics Report Cover Sheet items, in order, to Quality Assurance per the cover sheet directions.
Important
The New Patient Log is the source of the new patient number — not Medisoft, and not the stats pages. Medisoft holds the patient record; the Statistics Report only totals the counts that come from the log. A number is only reused when the logged person never became a patient that day.
Citation
CA Manual, New Patient Log (Statistics Report workbook, pages 2–3); Daily/Weekly/Monthly Stats, p. New Patient Log · Revised 2/9/26Answers source the CA Manual first; the Medisoft guide is used only where the CA Manual does not cover the task.