How to Add a Patient and Set Up Insurance

Overview

Adding a patient in Onvelas takes about two minutes. Once the profile is created, you can link insurance plans, run an eligibility check, and begin scheduling — all from the same screen.

Step 1 — Create the Patient Profile

Go to Patients in the left sidebar.
Click Add Patient in the upper-right corner.
Fill in the required fields: First Name, Last Name, and Date of Birth.
Optionally add address, phone, and guardian information.
Click Save Patient.

Step 2 — Add Insurance Coverage

Open the patient record and go to the Insurance tab.
Click Add Insurance.
Select the payer from the dropdown (search by payer name or payer ID).
Enter the Member ID, Group Number, and policy effective dates.
Select the relationship to the subscriber (self, child, spouse).
Click Save.

You can add multiple insurance plans (primary, secondary) and set billing priority order.

Step 3 — Run an Eligibility Check

After adding insurance, click Check Eligibility to verify active coverage in real time via EDI 270/271. The result shows:

Coverage status (active / inactive)
Deductible remaining
Copay / coinsurance amounts
Plan name and benefit period

Eligibility results are saved automatically to the patient record with a timestamp.

Step 4 — Add Authorizations

If the patient's plan requires prior authorization for ABA services, go to the Authorizations tab and add the authorization number, approved units, and date range. Claims submitted without a valid authorization will be flagged in the billing workflow.

Tips

Always run eligibility before the first session to avoid unexpected denials.
Set up secondary insurance during intake if the patient has a secondary payer — it prevents manual resubmission later.
Guardian information is required for sending intake forms via the patient portal.