Assigning insurance coverage to a patient

When you register a patient's insurance coverage in Usystems, the system automatically tracks which services and charges are covered under that plan. This ensures accurate billing and makes it easy to file claims with the insurance company.

Before you start

• The patient record must already exist in the system.
• You need permission to edit patient information (typically: receptionist, billing staff, or administrator).
• Have the patient's insurance details on hand: insurance company name, policy number, member ID, and any group number.

Steps

1. Go to Patients & Cases → Patients and open the patient's record. Open in Usystems

2. In the patient details panel, find the Insurance section.

3. Click Add Insurance or Edit to add or modify coverage.

4. Enter the insurance company name (e.g., Bakhtar Insurance, AIG Afghanistan).

5. Enter the policy number and member ID provided by the patient.

6. If the plan specifies a group number or employer code, add that as well.

7. Enter the effective date (when coverage started) and, if applicable, the end date.

8. Save the record.

Once saved, all future invoices created for this patient will automatically associate with the registered insurance plan. The system will flag which charges are billable to the insurance and which are the patient's responsibility.

Tips & common mistakes

• Always verify the policy details with the patient: incorrect member IDs or policy numbers will delay claim processing.
• Update insurance when coverage changes: if a patient switches plans or coverage ends, edit the insurance record promptly to avoid billing errors.
• Insurance details are patient-level, not visit-level: once registered, the same insurance applies to all services unless you explicitly override it on an individual invoice.
• Keep a copy of the insurance card: store a photo or scan of the insurance card in the patient record or a separate file for reference during claim disputes.