Patient List

Overview

The Patient List allows you to manage patient rosters, associate patients with facilities, and streamline billing for recurring patients.

Accessing Patient Rosters

Click Patient Rosters in the sidebar navigation, under Roster.

Viewing Patients

The patient list displays:

Patient name
Health card number
Associated facility
Roster membership
Last service date

Managing Rosters

What is a Roster?

A roster is a group of patients associated with a specific facility or billing configuration. Rosters are useful for:

Clinic patients seen regularly
Long-term care facilities
Group billing scenarios

Creating a Roster

Click + New
Enter the roster name
Select the associated facility (optional)
Choose the MOH group, or leave it on Solo billing
Configure default billing codes (optional)
Click Create Roster

Adding Patients to a Roster

Select the roster, click Add Patient, then pick one of the three tabs.

Add New Patient
Search Existing
Import

Enter the health card number and version code
Click Validate Health Card & Load Demographics — or fill in the name, date of birth and sex by hand
Click Add Patient

The Add New Patient tab with health card number, version code, first and last name, sex and birthdate filled in — A new patient entered by hand

Drop a spreadsheet (.xlsx, .xls, .csv) or a patient-list PDF onto the box — or click it to choose one
The Import tab, waiting for a file
Review the preview — each row shows the name, OHIP, admission date, diagnostic code, and any issues
Eight residents read from a census export, ready to import
Click Confirm Import to add the patients to the roster
The imported residents, now on the roster

Importable Columns

The importer auto-detects columns by their header, so you don’t have to map fields manually. Any of the accepted header names work, in any order, and extra columns are ignored — so a hospital census or rounds report (Meditech, Cerner) imports as it comes out of the system. Click Which columns do I need? on the import screen to see the same list in the app.

Column	Accepted headers	Required	Notes
Patient name	Patient Name, Resident Name, Name, Full Name	Recommended	A single `Last, First` column, or separate First Name / Last Name columns
Health card	Health Card Number, Health Care Number, HCN, OHIP, Health #	Required	10 digits. A version code may be appended (e.g. `6456462230NW`) or live in its own column
Version code	Version Code, Version, VC	Optional	2 letters. Needed to validate a health card
Date of birth	Date of Birth, DOB, Birth Date	Optional	Filled in automatically from health-card validation when available
Sex	Sex, Gender	Optional	Filled in automatically from health-card validation when available
Admission date	Admission Date, Admit Date, Admitted	Optional	Per-roster default (see below)
Diagnostic code	Dx, Diagnosis, Diagnostic Code, Dx Code	Optional	Per-roster default (see below)

Only the health card is required — everything else is optional. Click Download a sample Excel template on the import screen for a pre-formatted spreadsheet with every column.

Removing Patients

Find the patient in the roster
Click the remove icon
Confirm removal

Removing a patient from a roster doesn’t delete their records or claims.

Editing a Patient

Click the pencil icon next to a patient in the roster to edit their details.

Demographics (name, date of birth, sex) update the shared patient record.
Admission date and Diagnostic code are saved as per-roster defaults for that patient — they apply only to this roster, so the same patient can have different defaults in different rosters. You can re-run health-card validation from the edit form to refresh the name, date of birth, and sex.

Admission date and diagnostic code defaults

These two fields act as fallbacks for the billing sheet:

When you create a claim for the patient and they already have a claim on that service date, that claim’s admission date and diagnosis pre-fill the billing sheet.
When they have no prior claim, the roster default admission date and diagnostic code pre-fill instead.

Both are optional, can be set during import (see Importable Columns) or in the edit form, and appear on the patient’s card in the roster once set.

Billing Code Associations

Assign default billing codes to a roster:

Select the roster
Click Manage Billing Codes
Add or remove billing codes
These codes will pre-populate when creating claims for roster patients

Facility Associations

Each roster can be associated with a facility:

Claims for roster patients default to this facility
Useful for multi-location practices
Can be overridden on individual claims

Filtering and Search

Search by patient name or health card number
Filter by roster
Filter by facility
Sort by name, last visit, or health card number

Bulk Actions

Select multiple patients to:

Move to a different roster
Create claims for all selected
Export patient list

Getting Started

Guides

Web App

Mobile App

William Osler Hospital Reimbursement

Billing & Account

Overview

Accessing Patient Rosters

Viewing Patients