To add a new patient record manually in DigitalPatientChart, go to Patients > Add New Patient and complete the required fields. Most records take under five minutes to enter.
Before You Begin
Manual entry works best for single records. If you need to add multiple patients at once, use the bulk import tool instead — see Importing Patient Records in Bulk in the Related Articles section below.
Have the following ready before you start:
- Patient's legal name and date of birth
- A primary phone number
- Insurance information (if applicable)
How long does it take to manually enter a patient record? For a new patient with complete information on hand, expect 3–5 minutes.
{{screenshot: DigitalPatientChart dashboard with Patients menu expanded, Add New Patient option highlighted}}How to Add a New Patient Record (Step-by-Step)
Follow these steps to register a new patient in DigitalPatientChart:
- From the main dashboard, click Patients in the left navigation menu.
- Click Add New Patient in the upper-right corner of the Patients screen.
- The New Patient Profile form opens. Complete all required fields (marked with a red asterisk).
- Add any optional fields that apply — insurance, referring provider, emergency contact.
- Click Save Patient Record at the bottom of the form.
Once saved, the record is immediately available for appointment scheduling, billing, and treatment notes.
{{screenshot: New Patient Profile form with required fields highlighted and Save Patient Record button visible}}Required vs. Optional Fields
Understanding what information is required to create a patient record prevents validation errors on save.
Required fields for new patient registration
- First name and last name
- Date of birth
- Biological sex (used for clinical documentation)
- Primary phone number
Optional fields
- Email address — not required. You can add a patient without an email address and update the record later.
- Insurance carrier and member ID
- Referring provider
- Emergency contact
- Mailing address
Insurance fields are optional at intake but must be completed before submitting a claim. If you leave them blank, a warning will appear during billing.
Manual Entry vs. Patient Intake Form Submission
The difference between manual entry and patient intake form submission comes down to who enters the data.
Method Who enters data Best used when Manual entry Practice staff Patient is present, calling in, or referred by fax Patient intake form Patient (self-service) Patient is completing pre-visit paperwork onlineWhen a patient submits a digital intake form, DigitalPatientChart creates a draft record automatically — no manual entry needed. Manual entry is the right choice when a patient hasn't completed an intake form before their first visit.
Troubleshooting Common Errors
Why is my patient record not saving?
If the record won't save, a required field is likely incomplete. Scroll up in the form — required fields with missing data display a red border and an inline error message. Complete all flagged fields and click Save Patient Record again.
How to fix a duplicate patient record error in DigitalPatientChart
When you save a new profile, the system checks for existing records with the same name and date of birth. If a match is found, a Duplicate Patient Detected modal appears. You have two options:
- View Existing Record — opens the existing profile so you can confirm it's the same patient.
- Save as New Record — use only if you have confirmed these are two different patients with the same name and birth date.
Do not dismiss the duplicate warning without reviewing the existing record. Creating unintended duplicate profiles can affect billing and treatment history.
Insurance field formatting errors
Member ID and group number fields accept alphanumeric characters only. Remove spaces, hyphens, and special characters if you receive a formatting error on those fields.
Record saves but doesn't appear in the patient list
Check the active filter at the top of the Patients screen. If the list is filtered by provider or location, the new record may be hidden. Clear all filters and search by the patient's last name.
{{screenshot: Duplicate Patient Detected modal showing View Existing Record and Save as New Record options}}Related Articles
- Editing an Existing Patient Record in DigitalPatientChart
- Setting Up the Digital Patient Intake Form
- Importing Patient Records in Bulk
- Linking a Patient Record to an Appointment
- How to Submit a Claim from a Patient Record
Still Need Help?
Contact DigitalPatientChart support at [email protected] or open a ticket from the Help menu inside your account. Include a screenshot of any error message to speed up resolution.
