Patient Charts
How do I keep the Travel Card and Patient Ledger (Gold) Card?
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Summary
The Travel Card is a legal permanent record that travels with the patient each visit; the Gold Card is the permanent ledger of services, charges, adjustments, and payments. Services post Travel Card to Gold Card, then Medisoft, then the Appointment Book.
- 1Every person who becomes a patient, including PC/NSF patients, must have a completed Travel Card — a legal permanent record that attorneys, insurers, or the patient may request.
- 2The CA fills in the patient's name (last, first, mi), account number, and date on the Consultation front and X-Ray Report back; the doctor completes the remaining clinical information.
- 3When a PHI Authorization is faxed for outside records, note the outside facility name, “Request faxed” date, and initials, and later note when records are received and reviewed.
- 4On Exam Page 1, list vitals (age, height, weight, blood pressure, pulse) and note any referral provider name and appointment date/time under REFERRALS.
- 5Every patient, including PC patients, must have a Patient Ledger (Gold) Card tracking all services, charges, adjustments, and payments.
- 6On day one, transcribe the patient's name, account number, new patient date, address, email, and contact numbers from the CPI exactly, including “?” or “NA” conventions.
- 7Each visit: pull the Travel Card and Gold Card, write today's date, and place the Gold Card in front of the travel card tray while the patient is treating.
- 8After checkout, initial the CA column, then transfer services from the Travel Card to the Gold Card (step 1), input services in Medisoft (step 2), and transfer services from the Gold Card to the Appointment Book (step 3).
- 9Post all services and payments in black ink only — never pencil, erasable ink, or correction tape; correct an error with a single line through it and a note.
Important
Medisoft charges and the Gold Card total must match, and the Gold Card, Patient Day Sheet, and Appointment Book must all match at closing. Any post-close Medisoft correction requires calling a director.
Citation
CA Manual, Travel Card; Patient Ledger (Gold) Card, p. Patient Charts · Revised 2/9/26Answers source the CA Manual first; the Medisoft guide is used only where the CA Manual does not cover the task.