Data entry - assigning lookup IDs to names

All names that you enter into the software must have a lookup 'ID'. This includes your patients, providers, insurance payers, referring doctors, subscribers, etc. After the new record is saved, you do not need to use the ID anymore. You can do your lookup by the name.

When you create a new name record, an ID must be assigned. You have two choices for entering new IDs:

1.        Type the ID you want

2.        Let the computer assign an ID for you

Automatic assignment of IDs

You can do this by pressing: dot [.] enter in the lookup ID/code field on the lookup name screen. This will bring you to the name Information that is associated with that ID.

Manual assignment of IDs

You can do this by entering an ID in the lookup ID/code field on the lookup name screen. If the software finds a record with that ID, it will display it. If it does not find that ID, it will prompt you whether or not to create a new record with that ID. If you answer yes, this will create a blank record with that ID and take you to the new name screen.

From a Previous System

If you had a different software package before you bought SSI® you may wish to keep using your old IDs. If your old IDs were 9 characters or less (17 for the patient ID), you may continue to use the same ID. If you have Stratford electronically convert your data from your old system to SSI® and the IDs meet the conditions above, you should have the same IDs.

Resetting assignment of IDs

If you want to reset the counter for the next sequential ID, enter the number/pound symbol "#" followed by the last used ID. For example if you want your counter to start with the number 999, you would enter #998. Then the next time you enter "." [ENTER] the next assigned account number will be 999.

If you only enter the single character # (pound sign) the software will look at every record in the file and calculate the next, best account id. If you wanted to, you could always enter # instead of . (dot). Remember that if you have a lot of data, it will slow you down to have the software look at every record in the file every time. We recommend that if you are not happy with the present next ID, you should (1) manually set it (2) use # and have the software calculate the next best ID. After that you should only enter . (dot) for the fastest, next id.