How to Create a Patient Chart in Brightree
The first thing to remember when creating a new patient chart in Brightree is to make sure the patient doesn’t already exist in the system.
Step 1 — Navigate to the Patient Search
- From the Brightree menu, click the hamburger menu.
- Select Ordering → Patients.
Use the Quick Lookup box to search by the patient’s last name.
- If the patient already exists: select the patient and continue with creating the sales order.
- If the patient does not exist: click Add Patient to create a new chart.
Note: A chart does not become permanent until you press SAVE.
Even switching tabs will auto-save, but closing the chart before saving will lose all entered information.
Step 2 — Follow the Tabs Left to Right
Each tab builds on information from the previous one.
Skipping tabs can cause billing errors, so always proceed in order.
Personal Tab (Required Fields)
Enter the patient’s demographic information.
Required fields include:
- Last Name
- First Name
- Birthdate
- Billing Address
- Delivery Address
Important Notes
- Delivery Address should be the patient’s permanent residence, not a temporary location such as a hospital or nursing home.
- For patients with a P.O. Box:
- Use P.O. Box as the mailing address
- Use the physical location as the delivery address
- If mailing and delivery addresses are the same, fill out Billing Address and then click Same as Billing Address.
When finished, click the Contacts tab.
Contacts Tab
Enter:
- Emergency contact information
- Responsible Party information (for minors)
When done, click the Clinical tab.
Clinical Tab
Important fields to complete:
- Gender (required before completing the Insurance tab)
- Height and Weight
- Ordering Doctor (from the Written Order)
- Primary Doctor (or click “Same as Ordering Doctor” if applicable)
- ICD-10 Diagnosis Codes
Diagnosis Code Notes
- Type each ICD-10 code and select it from the dropdown.
- Primary Diagnosis must be in position 1.
- Medicare and most insurances allow up to four diagnosis codes.
- ICD-9 fields can be ignored—they remain for legacy purposes.
Optional:
- Check Infectious Condition if applicable.
This subtly marks the delivery ticket for technician safety.
When complete, click the Insurance tab.
Insurance Tab
Click Add Policy to begin entering insurance information.
Fields to complete:
- Payor Level (Primary, Secondary, Tertiary)
- Insurance (begin typing and select from dropdown)
- Start Date
- Typically enter a placeholder such as 01/01/1980, or if you know it, go ahead and enter it
- Policy Number
- Relationship (usually “Self”)
- If not Self, fill in the yellow highlighted fields
Click SAVE when finished.
Eligibility Checks
Depending on the payer:
- If Electronic Eligibility Check is available:
- Click Electronic Eligibility Check
- Select VERIFY ELIGIBILITY
- If it is grayed out, use Manual Eligibility Check
- Select Eligible
- Press SAVE
Repeat these steps for each additional insurance policy.
Completion
Once all policies are entered and saved, the patient chart is complete and you may begin creating the sales order.
FAQ — Creating a Patient Chart in Brightree
How do I check if a patient already exists in Brightree?
Go to Ordering → Patients, then use the Quick Lookup box to search by last name.
If the patient appears, select them and continue the workflow — no need to create a new chart.
When does a new patient chart become permanent?
Only after you press SAVE, or when you move to another tab (Brightree auto-saves on tab change).
Closing the chart before saving will delete all entered information.
Why is it important to complete the tabs in order?
Each tab builds on the previous one.
Skipping tabs (e.g., jumping directly to Insurance) can cause billing errors, missing fields, or workflow failures.
What fields are required on the Personal tab?
- Last Name
- First Name
- Birthdate
- Billing Address
- Delivery Address (must be the patient’s permanent residence)
Can I use a hospital or nursing home address as the Delivery Address?
No. Delivery Address must be the patient’s permanent residence.
Temporary facilities should be added later on delivery tickets, not in the chart.
How should I enter addresses for patients with a P.O. Box?
- Mailing Address: P.O. Box
- Delivery Address: Physical home
If they match, use Same as Billing Address.
What goes on the Contacts tab?
Emergency contacts or Responsible Party information if the patient is a minor.
What information must I complete on the Clinical tab?
- Gender
- Height & Weight
- Ordering Doctor
- Primary Doctor (or “Same as Ordering”)
- ICD-10 diagnosis codes (up to 4)
How many ICD-10 codes can I enter?
Medicare and most payers accept up to four.
The primary diagnosis must be in the first position.
Do I need to enter ICD-9 codes?
No. ICD-9 is a legacy field and can be ignored.
What does the “Infectious Condition” checkbox do?
It marks the delivery ticket to alert technicians to take extra precautions.
It does not affect billing.
How do I add insurance to a patient chart?
On the Insurance tab:
- Click Add Policy
- Enter Payor Level
- Search + select the Insurance
- Add Start Date
- Enter Policy Number
- Select Relationship
Why is the Electronic Eligibility Check button sometimes greyed out?
The insurance does not support electronic verification through Brightree.
Use Manual Eligibility Check, choose Eligible, and click Save.
What should I do if eligibility returns “Not Eligible”?
Check with intake to re-verify the insurance.
Also confirm Relationship, Policy Number, and Start Date are correct.
How do I complete eligibility verification when available?
- Click Electronic Eligibility Check
- Click VERIFY ELIGIBILITY
Brightree will contact the payer and return the response.
What do I do after adding all insurance policies?
Once all policies are added and saved, the patient chart is complete and you may begin creating the sales order.