Patient details - Editing Basic Info and Mobile number

CoTreat is committed to ensuring your data and your patients' data remains safe. CoTreat is designed to comply with all relevant privacy legislation and guidance. When updating patient details ensure you are updating with the correct information with special attention paid to ensure that mobile numbers are not assigned to the wrong record.

CoTreat allows you to update patient records which includes:

• Basic Info First Name, Last Name, Date of Birth and Gender
• Mobile Number .....you guessed it, mobile number!

When using CoTreat Generator your patients' (or their guardians) receive information about their oral health and management options securely to the Mobile Number provided in their patient record, this number is also used to verify their identity when accessing this information.

CoTreat is designed to ensure that the same mobile number cannot be used by 2 persons as a control to prevent the wrong number being assigned to a patient, and personal health information being received by unintended recipients. If there is a need to send information to a guardian of a child or adult dependent CoTreat allows you to choose a guardian for this purpose.

From time to time, you will need to edit a Mobile Number for reasons such as:

• Incorrect entry of a number
• Update of patient number
• Integrated data from your PMS has the same mobile number assigned to different family members and you will receive an error message when creating a Generator report.

See below for instructions on how to update Basic Info and Mobile Number and an explanation of the different messages you may receive when going through the process of changing the Mobile Number.

CoTreat is designed to be easy to use, so we apologise in advance that you receive multiple messages on the impact of changing a Mobile Number and the messages that triple-check that you want to make these changes before you press OK and Update. As we said, privacy is paramount, and mistakes can happen, so we just want to ensure that your patients' personal information is always sent to the right person. Okay, that's enough of the why, let's help make your updates.

1. Navigate to the Patients page in CoTreat and select a patient to edit:
   1. Click Settings
   2. Click Patients
   3. Click Edit of the patient record you want to update

2. Once you click Edit you have the option to change:
   1. Basic Info - default page. Your options here are self-explanatory, but if you have any issues click the "Help" button on your CoTreat page for support.
   2. Mobile Number - click Mobile Number to access and reveal the Edit page where you can:
      1. Remove the Mobile Number
      2. Change the Mobile Number
      3. Assign or remove a Guardian for the patient. To assign a Guardian you must ensure this patient record with the correct mobile number is already set up to choose from the drop down box. (We told you there are extra steps to help safeguard patient privacy 🙂)
   3. If during the process, you change your mind and do NOT want to make the changes click Cancel and click the X (Close) when you return to the Update Patient page.

3. To update or remove a Mobile Number
   1. Click Mobile Number
   2. Update or remove the number. You will be prompted with a message "invalid number" if you do not enter the number in the correct format which starts with a "4" omit the"+61" and "0" .
   3. Click Update
      1. You will receive a message explaining the impact of the change and you are asked to click Update to proceed with the change in the message screen, and click Update again when you return to the Update Patient page. See below for the different messages.
      2. If you enter a number assigned to another patient, you receive a message that the Mobile Number Already Exists. You need to click OK (c. in middle image below right) and then add another number or assign a guardian to the record, or go to the patient record that is already using the number and remove it before reassigning to the correct record.

4. Assigning a guardian you must first ensure that a patient record exists for the designated guardian so that it can be selected for the relevant dependant. To select a guardian:
   1. Click on check box this patient is a child/dependant with no mobile number
   2. Enter the letters from the guardians name and select the correct patient record
   3. Click Update
   4. Click Update in the explain and check message
   5. Click Update when you return to the Update Patient page

5. Once completed you will receive a message that Patient info has been updated!

6. When you return to the Patients page in settings the new mobile or assigned guardian will appear next to the patient record that you updated.