The Review demographics dialog on the Billing page can refuse to save diagnosis codes for four reasons. Each one shows a message naming what is missing. Here is what each message means and what to do.
Where the dialog lives
Open the Billing page and the Pending tab. On a patient's row, click the badge that says how many items are missing, or open the row's menu and choose Update demographics. The dialog that opens is titled Review demographics. When everything saves you will see "Demographics saved."
The four messages and their fixes
What the dialog says | What it means | What to do |
"The linked EMR record has not been verified as this patient yet. Open the patient's page and answer the 'Confirm this is the same patient' prompt, then add diagnosis codes." | SaRA found a chart in your EMR that looks like this patient, but nobody has confirmed it is the same person. Codes cannot be saved onto a chart that might belong to someone else. | Open the patient's page. At the top there is a card titled Confirm this is the same patient showing the EMR chart's name and date of birth next to SaRA's. Click Yes, same patient. Then come back to Review demographics and add the codes. See the note below if the card is not there. |
"Add the patient's date of birth first, then diagnosis codes." | The patient has no date of birth in SaRA, and a claim record cannot be created without one. | Fill in the date of birth in the same dialog and save both together. SaRA saves the date of birth before the codes. You can also add it from the patient list with Edit Patient Info. |
"Patient has no clinic assigned -- assign a clinic before adding diagnosis codes." | The patient is not attached to one of your clinics, so SaRA does not know which practice the claim belongs to. | Open the patient list, open the patient's row actions, choose Edit Patient Info, and set the Clinic. Then return to Review demographics. |
"… is not a valid ICD-10 diagnosis code." or "Enter at least one valid ICD-10 diagnosis code." | Something typed in the codes field is not in the right format. Codes look like M25.561, a letter followed by numbers, sometimes with a decimal. | Use the search in the codes field to pick the exact code rather than typing from memory. If you type, separate codes with commas or spaces. Capital letters are not required. |
The confirm card is not there? Open the patient from your Patients list rather than from a bookmark; the card sits at the top of the patient panel wherever the patient is opened. If it is still missing, message us through the in-app chat with the patient's name and we will confirm the match from our side, usually the same day, so the codes can be saved. You do not need to re-enter anything.
Everything else the dialog can ask for
The dialog only shows the fields your claim is still missing, for example address, insurance carrier, or member ID. Fill in what you can and save. Partial saves are fine, and the count of missing items updates as you go. If SaRA files your claims, fill these in before you sign off. A claim signed with these fields blank sits unsubmitted until they are added. To edit a field the dialog is not showing, choose Edit all fields. For a patient's basic details outside billing, use Editing a patient's info after enrollment.