Skip to main content
Having the most up to date and accurate insurance information for your patient allows you to streamline the medical billing process and improve healthcare quality. With the ability to upload images of your patient’s insurance cards directly into their Patient Demographics and collect insurance card images from Patient Forms, you will have immediate access to the information you need to recommend the best care plan for your patients and ensure you get paid for the services rendered.

​
Overview

​
What is the Insurance Card Image Upload feature?

The Insurance Card Image Upload feature is a function
  1. in the Patient Demographics Insurance, Payment & Membership section that allows you to upload up 2 (two) insurance card images into each of the Primary Insurance and Secondary Insurance sections.
  2. in Patient Forms that allows you to collect up 2 (two) insurance card images each, from patients, regarding their Primary Insurance and Secondary Insurance sections.
The supported image file types are JPEG (JPG/JPE), PNG and PDF (single page only).

​
Why is the Insurance Card Image Upload feature valuable?

Having the most up to date and accurate insurance information for your patient allows you to streamline the medical billing process and improve healthcare quality. The Insurance Card Image Upload feature will allow you to store the front and back images of the patient’s insurance card directly in their demographics to allow you to:
  • easily reference the data that is displayed on insurance cards such as the patient’s group and policy numbers as well as copay, coinsurance, deductible, claims mailing address, phone numbers for billing or authorizations and insurance electronic Payer ID
  • reconcile new insurance cards with existing cards on file during the check-in process.

​
How do I get started?

The Insurance Card Image Upload features will gradually be made available to Elation customers beginning January 2022. Keep an eye out for this updated experience in your EHR.

​
Workflow Instructions

​
Patient Demographics

​
How to upload an insurance card image

​
How to manage uploaded insurance card images

Once an insurance card image is saved to the Demographics box, you can: 1 Click on the card to view a larger image. 2 Click the pencil icon to crop or rotate the image. 3
If you choose to Remove & File the image, click Save & Close in the Demographics to save your insurance changes and then the image will be filed into the Reports section of the patient’s chart.
Click the trash can icon to delete the image, or move the image file to the Reports section of the patient’s chart.

​
Troubleshooting insurance card upload errors

If you encounter an error while uploading an insurance card image, use the guidance below to identify and resolve the issue.
Identifying the type of error
Validation errors display a clear message describing the problem (for example, unsupported file type). These errors indicate an issue with the file you are trying to upload. System errors display a long alphanumeric code without a clear explanation. These errors indicate a temporary technical issue.
Resolving validation errors
If you see a clear error message:
Resolving system errors
If you see a long alphanumeric code without a clear explanation:

​
How to print uploaded insurance cards

To print the images of the insurance cards uploaded to the patient’s demographics, click the Print & Close button at the bottom of the demographics window. The insurance card images will print at the end of the demographics as displayed below: Printed patient demographics for Joseph Davies showing Primary Insurance section with Blue Cross Blue Shield plan, member number R999999999, and both front and back insurance card images printed below.

​
Patient Forms

​
How to add insurance card questions to Patient Forms

Learn about the Patient Forms feature in more detail here.

​
How patients upload insurance card images when completing Patient Forms

Once patients receive forms with the insurance card questions, they can use a file selector on the computer or mobile device to select and submit images of their insurance card. Patients will be able to see what the images look like and attach better images if the quality is not ideal.
  • If the patient is using a mobile device with a camera, they can take pictures of their insurance cards from the form to attach them.

​
How to manage insurance card images from submitted Patient Forms

Submitted forms will appear in the Outstanding Items section of the patient’s chart as usual. When you open a form with insurance card images, you will be able to: 1 Compare the information in the images to what you already have on file for the patient. 2 Click Update Insurance to update the information in your patient’s chart with the information on the new card(s).
  • You can click Edit again if you need to make any changes after updating.
3
You must update the Insurance Carrier Name, Plan Name, Group ID or Member ID information on file before you can export the images to the patient’s demographics. This is to make sure your patients always have the correct insurance data stored in their chart.Historical insurance card images will be filed into the Reports section of the patient’s chart for record keeping if new images replace historical images.Images can only be exported to the Demographics section; regardless if you select Clinical Profile or Visit Note during export.
Select (check off) the box for insurance card images and click Export Selected to export the images to your patient’s demographics. Patient chart showing a submitted Insurance Information Form in Outstanding Items, with the Medical Forms panel open displaying uploaded Blue Cross Blue Shield card images, "Update Insurance" button highlighted, and insurance fields ready to export to demographics.

​
Frequently Asked Questions (FAQ)

Can I upload other file types like .doc?
The Insurance Card Image Upload feature only supports JPEG (JPG/JPE), PNG & PDF files at this time. PDF files must be single page PDFs. We recommend converting existing document files to one of the supported files and then you will be able to upload the image to the Demographics window. If you are using a scanner, try to adjust the scanner options to scan documents as an image file or a PDF.
Can I drag and drop the image directly into the Demographics window?
The drag and drop functionality is not available for this feature.
Can I move a copy of the insurance card from Reports into the Demographics?
There currently is no direct way to move an existing insurance card from the Reports section of the patient’s chart into the Demographics window. We recommend viewing the insurance card in the Reports section and then right clicking on the image to click Save Image As… to save the image onto your computer. Afterwards, you can upload the .JPG file for the card to the Demographics window.
I can’t select the insurance card images from the completed forms to export, why?
You must update the Insurance Carrier Name, Plan Name, Group ID or Member ID information on file by clicking Update Insurance before you can export the images to the patient’s demographics. This is to make sure your patients always have the correct insurance data stored in their chart.