Application Support – User Guide – OLD



Tracking a patient’s whereabouts, time in care, and visit information are important tasks to ensure quality service and treatment in any healthcare organization.  PatientTrak assists healthcare personnel by providing an easy-to-use tool to record visit data from door to discharge, allowing for better management of patient flow in a real-time manner.


The following terms will be used throughout the User Manual:

• Areas – Usually a physical space or room such as “Admissions” or “Waiting Area”. Areas can be comprised of two or more rooms such as “Lab Room 1 through Lab Room 5” which can.
• Rooms – A physical location at which an individual patient can receive care. Rooms may be defined as beds in some healthcare organizations. Rooms are often found within an area.
• Discharged Patients – Patients who are no longer being tracked and have been removed from the Tracking Board
• Tracking Board (TB) – Interactive grid in PatientTrak that tracks Patients as they are arrived into an area or room, often a lobby or waiting room. The User can further move the Patient to different locations as well as assign Activities to them, add notes and associate Alerts.
• Alerts To communicate patient needs or special designations between staff members using the Tracking Board. Alerts can further describe a patient’s status in a graphical way.
• Scheduled Patients Patients that have not yet been arrived into the Tracking Board but are present within a list of patients that have scheduled appointments.
• Type Codes – This label can be renamed as needed to fit your organization. For instance, they may be used as CPT codes, ICD or Service Codes. The Type Codes can be used as location information or to identify a specific modality. Type codes can be associated to patients.
• Organizational Settings – An administrative section where Tracking Board and Public Screen fields can be enabled/disabled or relabeled as needed.
• Support “Lumin Medical LLC” – Office1: 888-766-2862 Ext 501, Office2: 414-761-9000, Direct 414-455-6619
• Activities – Patient visits involve different events that may be recorded in the patient tracking system, such as “Patient Moved”, “Lab Ordered”, or “Patient Discharged”, for example. The time of each Activity is also recorded and used for analysis and reporting.
• HL7 – Health Level-7 or HL7 refers to a set of international standards for transfer of clinical and administrative data between software applications used by various healthcare providers. These standards focus on the application layer, which is “layer 7” in the OSI model.

System Login

To log onto your patient tracking system, simply point your web browser to  Enter your Organization ID and then Login ID and Password, and then click “Login” to proceed.

If you have forgotten your password, use the “Need Help | Forgot Password” button on the home page. 

Enter in your valid email address associated with your account.

You will receive an email with a Recovery Key. Remember the Recovery Key and then click on the “Reset my Password” link in the email. NOTE: The link will expire after 30 minutes. If the link has expired, please start the Forgot Password process over. 

On the next page, enter in your Recovery Key.

If successful, the system will now ask you to change your password.

My Profile

The My Profile menu can allow you to change your password for logging into PatientTrak. Also offered on the page is the ability to select a default Tracking Board area/room from the drop-down under My Org Settings. If you access the Tracking Board upon logon or through “View” you will be directed to that area as a default.


If you require a custom view, you can check the boxes for the available areas which in turn becomes your “My View”. In this example below, the User could select one or more of the available areas by checking the boxes. Once saved, the User then selects “My Tracking View” on the Tracking Board. See My Tracking View below.

My View

In this example the User set up their “My Profile” to view only the “Home” area. When the User clicks “My View”, they will only see the areas/rooms within their selection and any associated patients. The idea behind using this feature is so that you only see what you need to see and or are responsible for.

Add a New Patient


A user can add a patient manually by either selecting the green “Add New Patient or Appointment” icon, or from the View drop down menu.

• When adding a new Patient note that the “*” means it is a required field.
• The Patient record can be set up to fill a few or several fields. These fields are configured and labeled from within the Organizational Settings.
Note: If a Kiosk is used, the fields can be populated during the Patient sign-in. As an example: Kiosk Question: Do you have Allergies? YES/NO. The Patient picks YES and the patient record will show YES.
• Several other drop-downs allow the User to select the doctor or nurse that will be working with the Patient.
• Some fields are free-text fields and allow the User to type information in manually.
TIP: Most of these fields can also be shown on the Tracking Board if enabled, this is done from Organizational Settings.


• The menu to add an appointment is the same as adding a Patient in manually except for the “time & date” requirement.
•  Appointments are added to the Appointments/Schedule table and can be edited there.
•  Patient Appointments are not associated with an area and are shown as “N/A”. Once the person is “arrived”, they can be placed into an area, often this is a Lobby or Waiting Room. The User can move the patient to an Area or if the patient signs in through the kiosk, they are automatically arrived to an area.


• Patient Activities and Text Message History both reside alongside of the Patient Record and can also be accessed through the “name link”.
• The Activities Tab shows you each and every activity in the order it was added to the Patient. These activities include “system” and “User”.
• The text-messaging history tab will provide a list of each text message sent out (Date/From-To & Message). This tab will only show if the Text-Messaging feature is enabled for the application. If you have question’s please contact PatientTrak Support. (414) 455-6619.


The Appointments / Schedule table can be updated several ways. Either manually by adding a single patient appointment at a time or through a manual or automated import function. When manually adding an appointment you are required to select a date and time, and you will not select an area or room until the Patient is physically arriving and is placed on the Tracking Board.


The manual import function requires that you import a CSV file through the “Import Appointments button”. PatientTrak Support can provide you with the format requirements. Fields such as; First & Last Name / DOB / Provider / Appt. Date & Time / Service Type / Notes / Phone #, can be pulled from the file to populate the patient information. This information is shown then available in the Appointments/Schedule table.

Note: CSV files are imported by a PatientTrak User and are often supplied by an electronic health record (EHR) system that can export appointments for patients. Only Admins are allowed to delete appointments. 


The Automated Import functionality can be achieved by sending a file from your electronic medical record (EMR) to PatientTrak’s secure SFTP server where it is processed and the Appointments/Schedule table updated in PatientTrak. PatientTrak Support will also provide a detailed document outlining the HL7 requirements. HL7 is a set of international standards for transfer of clinical and administrative data between software applications used by various healthcare providers. If you have question’s please contact PatientTrak Support. 

The Appointments / Schedule table can be both filtered and sorted by date if needed to isolate the information. A “Search” box is also available and can further help you see only specific information you have typed in.
Note: You can exit the menu and return and the “search” criteria will still be there unless deleted.


From the Tracking Board you can click to add a Patient. If you have the scheduling & appointments feature enabled you will also be able to add an Appointment from the green icon. A window will now allow you to choose if it is an appointment or not. If you do not put an appointment date/time in, you are required to arrive the Patient into an area. When you select an Area the “*” is removed from the Appt Date/Time Field. If you put an appointment in then you can just click Add and the record will be added to the appointments/schedule table.

Online Reservation Settings

The PatientTrak Online Reservation solution, allows your patients to view accurate wait times, get into the tracking board queue or scheduled appointments right from your website. There are two types of reservations available, Area “Direct to Queue” and Scheduling “Slot”.
• Direct to Queue means the person will be arrived directly onto the tracking board into the Area selected. They will receive a time-stamp that shows where they are in the list of patients in that area.
• Slot Scheduling allows the person to choose a day & time that best suits them from a list of available slots.
 ** Please contact PatientTrak Support if you wish to enable this feature**

Under Admin > Online Reservation Settings you can set up your questions and enable fields that you wish to show on your web site. This information will then be available in a form which can be accessed online by the potential patient.

• These questions can be enabled or disabled to meet your needs.
• Select whether they are Yes/No or Free Text fields for patient input.
• The information captured can also be displayed on the tracking board if desired.

The form below refers to the Area “Direct to Queue” configuration described below. This is the form that can be made available through your web site. See below for information on extracting this information.

Once you reserve your spot a message will pop up letting you know your spot has been processed.

Setting up Online Configuration for “Direct to Queue”

Under Admin > Areas select the Area that will be used and click “edit”. Note: This Area has to be set up as an Urgent Care. If this is not available please contact PatientTrak Support for help.

In this menu you will see that the checkbox for Urgent Care is enabled. This provides the “Online Reservation Settings” drop-down. Select “Area” for “Direct to Queue” type. Save your changes.

Once the questions have been completed and the setup has been enabled you can now extract the web site (iframe tag) information. Click on the highlighted button which allows you to download a text file with iFrame tag information. Place this iFrame tag where you want it on your website.>/span>

Setting up Online Configuration for “Slot Scheduling”

Under Admin > Areas select the Area that will be used and click “edit”. Note: This Area has to be set up as an Urgent Care. If this is not available please contact PatientTrak Support for help.

If Slot scheduling is desired then select “Schedule” from the drop-down. By doing so you will be able to configure the following; Appointment Time increments (length of Appts.), How many slots are open for each Appt. (5, 10, 15, 20, 30, 60min) and whether to also consider other Appts that may be in the schedule as part of the Slots. The hours of operation are required so that the availability can be shown on the web form.

When the hours are set, only those hours will be recognized as available slots, all other hours will be blocked out. This setting will be in place week by week, month by month.

A “Slot Override” feature is available, this allows you to add or remove a slot for any of the available times. For instance. If there normally two Slots open for 12pm you can increase it by “adding” a Slot for that time period. Likewise, if 12pm is a time when there may be less resources available you might only need 1 Slot or want to remove that time Slot completely.

In this list, 12pm is added to an already available 2 Slots making 3 Slots available. Also in this list the removal of 1pm. When we look at the available times we will see that 1pm is not available for selection. Because there the configuration was set for 2 Slots per every 30min, you would need to create 2 overrides for 1pm as shown.

Once the questions have been completed and the setup has been enabled you can now extract the web site (iframe tag) information. Click on the highlighted button which allows you to download a text file with iFrame tag information. Place this iFrame tag where you want it on your website.

This form provides a calendar to select the day you wish to reserve your appointment time. The drop-down will show you the time Slots available.

This list shows the 30min appointments available. If one person selects 2pm as example, the time slot for 2pm will still show. This is because “2” was selected for available slots for 2pm. If another person selects 2pm then it will no longer show in the drop-down. The slots will have been filled.

Once the form is completed and submitted, the person is added to the Appointments/Schedule table. In this example, Sheila Sanders has selected a 1:30pm time slot from the online form and is now considered an appointment.

NOTE: If “Consider non-online appts for slot availability” is checked, any appointments in the Appointment list (add manually or by schedule import) will also be recognized and that time slot debited from the drop-down on the Slots schedule form.

Appointment Options

Holiday Calendar

The purpose of this enhancement is to allow locations to set selected days where appointments cannot be scheduled.

  • Select AREA from the Admin dropdown menu, and then select EDIT from the area that has the online reservations.
  • Select the TIME SETTINGS tab.
  • At the bottom you will see the option to enter any days that you wish the location to not take any reservations.
  • Enter in the date and description and click on ADD, and the Save button when you are finished.

Ability to Close Locations at Specific Times

  • Under the Admin drop down menu, select Area.
  • Edit the desired Area.
  • Select the Time Settings tab
  • Choose the desired date and time for the location to be closed
  • Select Save

Booking Cutoff Time

The purpose of this enhancement is to allow locations to define the number of minutes before a time slot at which appointments can no longer be booked. For example, if set to 10 minutes, at 2:50 pm a patient will be unable to book a 3:00 pm appointment.

  • Select AREA from the Admin dropdown menu, and then select EDIT from the area that has the online reservations.
  • Select the Online Resv tab.
  • In the Booking Cutoff Time field, enter how many minutes before an appointment time slot at which the booking may no longer occur.
  • Click on the Save button when finished.

Appointment Time Slot Override

The purpose of this enhancement is to allow locations to override time slots by adding or removing time slots, by day of week. For example, on Saturdays, the facility may only want two time slots for each half hour from 8:00 am-12:00 pm, but may only want one time slot on Saturdays from 12:00 pm-4:00 pm.

  • Select AREA from the Admin dropdown menu, and then select EDIT from the area that has the online reservations.
  • The Appt Time Slot Override allows you to override the number of appointment slots. Select the day of week for which the override should occur. Select the time slot for which the override should occur. Select whether to add or remove the time slot.
  • Click on Save when finished.

Discharged Patients

Once a patient is arrived onto the Tracking Board, they can then be “Discharged” as needed. This can be achieved by clicking on the Tracking Board Action Column Icon . Discharging a patient removes them from the Tracking Board but does not delete them completely.

If you need to access a patient that has already been discharged, you can go to View> Discharged Patients and look them up by date range or service codes. Once located you can edit information or even re-add them to the Tracking Board by selecting an area and then saving.

Bulk Patient Discharge

If you have a need to remove multiple patients either from one area or all areas, there is a Bulk Patient Discharge tool. Go to View> Bulk Discharge, then select what area(s) you want to discharge the patients from. Important: This tool will remove “all” patients from the selected area based on your time range selection. The Bulk Discharge is predicated on “when/what date” the Patient was added to the tracking board. Example: You can clear Patients from the tracking board from yesterday but not affect patients today if you select yesterdays date as the “From” and today’s date from the “To”. 

Move a Discharged Patient Back to the Tracking Board or Schedule

If a patient has accidentally been discharged, users can select that patient and bring them back into the appropriate room in the Tracking Board, or into the Schedule.

  • Select the Appointments/Schedule Icon
  • Find the patient and select the Edit This Patient icon
  • In the Edit Departed Patient window, select the area you wish to add the patient and click on Save

Patient Search

If you need to locate a past patient there is a Search function available under View> Patient Search.
You can filter by the following:  First Name, Last Name, First & Last Name, Service Type, Misc Field 1, Note. A table will be provided for you providing you with data from the value you entered. The table is sortable by column and can be further searched using a search field. This table can be exported out to a CSV file if required.

Today’s Staff Count

This menu allows the User to set the amount of resources that will be used in areas set up as Urgent Care. The number that is inputted for an urgent care area is factored in as part of a calculation so that “Estimated Wait Times” can be shown on a Kiosk “Welcome and/or Thank You” screens.

To use this feature you will need to set up an area(s) as an Urgent Care and provide a value (minutes) for the “Average Patient Service Time” field. Please see Admin>Areas section of this document for more details.

Text Messaging Center

PatientTrak’s Text Messaging Center allows you to easily send text message notifications directly to any cell phone or provided pager, from your existing desktop computer. All patient visits and staff members are listed on the screen, allowing any associated text message to be sent to family, visitors, patients, or staff. Patients and family members are no longer tied to specific areas of the facility, waiting for their name to be called. Staff members may be instantly notified with important details when their services are requested. These are just a few examples of how PatientTrak’s Text Message Center can improve patient care at your facility. Our new text messaging center has a very intuitive patient list. The columns are sortable, patients can be edited or added directly from this record list.
• The text messaging center offers the ability to add staff members to patient messages or send messages specifically to staff members. This offer great flexibility for the user managing the system.
• When the patients and or staff phone #’s are selected they populate the “Send a text to:” dialog box. This allows the user to quickly assemble a message for sending.
• The “One-Click Messages” list can be constructed to use a canned response.
• For ease of tracking, a list of all past text messages has been logged. The “time” column can be sorted to see the latest sent texts and by what user and for what patient.
• If you need to locate a text from a specific day and time, a history tool has been made available for a more pin-pointed search.

Click here to send only to Family or Friends and not the Patient Family and Friends Text-Messaging

From the Text-Messaging Center you can review the history of the texts that have been sent. In this capture we see that an error has occurred when attempting to send. History is accumulated after each text sent and can immediately be seen in the history list.

Below is a list of the most common errors that can occur when trying to send a text to a patient.

Text Messaging from The Tracking Board

Users may now use PatientTrak’s Text Messaging System directly from the Tracking Board. In the Action column, there is a text message icon that allows the use of PatientTrak’s text messaging system.

Message Family and Staff along with the patient

Users can also message Family and Staff members within the Text Icon.

The “Family” or secondary number field label can be changed in the Organization Settings page in the “Text to #2” field.

  • Under the Admin dropdown, select Organization Settings.
  • In the Patient Related Fields column, scroll down to “Text to #2” field.
  • Enter in the desired label, such as “Family Number”, and click Save.

Area and Activity Texting

A user may select alternate numbers to text when using Area and Activity Texting.

Discharge Texting

Users can setup a discharge text to be sent once a patient has been discharged from an area. This can be used to text patients, family or even Doctors and Nurses.

Under the Admin dropdown menu, select Organization Settings.

Scroll down to Discharge Texting Settings. Select who will receive the text, enter in the desired verbiage, and click on SAVE. Now when a patient is discharge, this text message will be sent.

Broadcast Texting

Broadcast Texting is an optional feature where users may text multiple numbers at once.
To use Broadcast Texting, go to the Text Messaging Center and click on the Broadcast tab.

Click on the Import List button. Choose the desired file and insert a description for the Broadcast Message. NOTE: The .CSV requirements for the file.”

To send a Broadcast Text, click on SEND NEW TEXT. Enter in the message and click SEND.

Appointment Reminders

The Appointment Reminders module utilizes cloud-based automation to schedule and send text-messaging appointment reminders to any mobile phone. An unlimited number of messaging campaigns can be created to send messages to specific patient groups on a limited basis or automatically on a schedule. These campaigns can be defined by doctor and service codes to create tailored text-messaging.
This module works in concert with PatientTrak’s patient appointments /scheduling feature and can be further integrated with PatientTrak patient tracking and text-messaging center.
•  You can locate the campaigns through the Admin > Appointment Reminders Campaign. This menu provides you with the ability to name and create the campaign message.
•  Message Templates can also use formats [doctor] [service] [appt_date] [appt_time]. When these formats are used, the data is extracted from the appointments/Schedule and inputted into the text message that is sent. In this example; “You have a 10:30am with Dr. Jones for Exam on this Aug 27th. If you need to reschedule please call 1-888-777-6666”
•  The Reminder for Doctor drop-down provides all the doctor names from the staff list. Select one if it relates to only that doctor, or “ALL” if you need all doctors to be updated with that campaign.
•  The Reminder for Service drop-down allows you to further define just one Service or Type Codes. These codes are managed through PatientTrak’s Admin/Type Codes menu. Select “ALL” if campaign message does not need to be specific.
•  By default, when you create a campaign it is “active”. Most campaigns will be automatic and will run consistently based on your scheduling. When you have finished, click “Update Campaign” to save.
•  If campaigns have been set to “Inactive” you will be able to easily see the status from the list.

If you wish to consolidate a patient’s appointments for one day or a families appointments, select singled message can be sent by checking the box available under the Reminder Basis of “At a specific Time of day” as shown below. When programming, put brackets {  } on each side of the text you “do not” want to repeat in the text.

NOTE: The phone # will have to match for each appointment for that patient or a families appointments. In the example on the right, the message was not put in brackets [  } so it was duplicated for each family person in the text. 


There are one and two-way texting (expecting a Patient Response) campaign types. If you select one-way, the information will only go to the Patient. Nothing is expected back. If you select the campaign to be a two-way, the Patient can respond.

Responses can be:
1 to Accept the Appointment
0 to Cancel/Reschedule the Appointment


START, YES and UNSTOP – Any of these replies will opt customers back in to the messages
STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, 2 or QUIT – Any of these STOP keyword replies will prevent a customer from receiving new messages

Default reply: You have successfully been unsubscribed. You will not receive any more messages from this number. Reply START to resubscribe.

You can see the status of a Patient and whether or not the reminder was not sent, sent, confirmed or cancelled/rescheduled/Stopped.

Filter Appointment Reminders

User can filter the Appointment Reminder Campaigns to be sent based on certain criteria.

Select the Filters tab when opening the Edit Appointment Reminder Campaign option.

Cancel Appointments via Mobile Link

For those PatientTrak clients who are using the Online Reservation feature, Patients can now cancel their online scheduled appointments via a mobile link.

  • To set this up, go to the Admin drop down menu and select Online Reservation Settings.
  • Click on either the Confirmation Messages or Cancellation Messages tab.
  • Type in the desired verbiage, insert the “Cancel Link” place holder, and click on Save.


PatientTrak offers several Reports accessible on the top menu bar, they can be exported to CSV or PDF formats if needed.
Here is a list of the reports and a description of what each report produces.

NOTE: All report data is available going back 15 months from today. 


Report definitions can now be saved and can be generated at any time from a list. Each report definition can be saved and labeled as needed.

The Time Frame (Fig 1) has been expanded to include predefined time ranges, or as before you can customize the time range (Fig 2).

Fig 1.                                                                                      Fig 2.

Each report has a “Save Parameters” button. By clicking on the button, you can now add a description or label unique for the report. In this example, the description identifies the specific report (Patient Counts), the time frame (Month), and the Group (Staff).

Fig 3.

Once saved, you can make an adjustment and either update the definition or save it as a new definition (Fig 4). The time frame was changed to “week” and the description also changed. By clicking “Save As New”, a new definition will now be available in the definition list.

Fig 4.

To see the list of Report Definitions, navigate to: Reports > Report Definitions
From this list (Fig 5) you can elect to generate the report which where a new page will launch and the report details will be shown. You can select Edit, which will allow you to make a change to any of the parameters earlier set (Fig 6).

Fig 5.

Fig 6.                                                                                                     Fig 7.

Note: Report definition cannot be labeled the same, each one will need to be a unique description.

Virtual Waiting Room Report

PatientTrak offers a Virtual Waiting Room Report for Mobile Sign In Data.

  • Under the Report dropdown menu, select the Mobile Sign In Usage Report
  • Select the desired time frame and click on Generate.
  • Users may also download the report as a CSV file.

Export Data Report

PatientTrak System Administrators can have the Export Data scheduled to be emailed.

  • Under the Admin dropdown menu, select Export.

  • Choose the desired Export parameters.
  • Select Save & Schedule

  • Enter in the Report Definition Description.
  • Select desired Delivery Frequency.
  • Enter in the email address and click on Save.

Trend Reports

PatientTrak offers Trend Reports, which present monthly, weekly, and daily trends for many different data points which are captured in the application.   Trend reports include: 

  • Average Time in Area 
  • Patient Count by Alert 
  • Patient Count by Type 
  • Patient Count Totals 
  • Average Visit Duration 
  • Percent of Patients Within Timeframe
  • Time Between Activities 

 To use this new feature, select Trend from the Reports dropdown menu.  

The Trend report is presented: 

  • Report – Choose the desired report 
  • Timeframe – Select the date range for which the data will be selected for the report 
  • Period – Select how the chart will be broken down, either Daily, Weekly or Monthly. 
  • Other Parameters: Depending on the report selected, additional values may be required, such as Areas, Minutes, and Activities.  


Select “Save & Schedule” to save and schedule the report for email distribution. 

Examples of Trend Reports are presented below: 


Area and Room Set Up


span style=”font-size: 16px;”>An Area is considered a physical space that a patient can be moved or arrived into. Patients can be moved from area to area using the Tracking Board. An area could be labeled anything. Here is a partial list of examples; Lobby, Waiting Room, X-ray, Pediatrics, Echo Exam Room, Front Desk Main, PT (Physical Therapy), Registration, MRI Booth.

An Area has an Area ID and Area Description for help in locating it on the Tracking Board. There are configurable Settings for when a Patient is “Added” or “Patient Moved Activity” has changed. Color coding is available as well as a “Blink” notification after a selected number of minutes. As an example: A patient is added to the Lobby but they haven’t moved before the set notification of 10 minutes, therefore the  a color change occurs and blinks so the User knows someone has been there too long without being recognized.

If you have numerous Areas to configure for your system, we suggest you create a list and labeling scheme that makes sense prior to programming. From that list, you may also want to add Rooms under any specific Area. See below *Rooms” for more details.

An area can also be set up as a “Urgent Care” area. Defining an Area as Urgent Care provides more functionality. When you check the box “This is an Urgent Care Area”, your menu will expand and allow you to define a expected service time in minutes. This service time is calculated against the number of resources you provided in the “Today’s Staff Count” menu which in turn provides an “Estimated Wait Time” on the Kiosk. Also, you can select when the Urgent Care area is open daily across the span of the week.


• The days of the week configuration relates directly to the use of the Kiosk. When the “Auto-Close” and a “End of Day” Kiosk placard/message is configured, the Kiosk will show the “End of Day” message automatically when the Urgent Care closes. Likewise, the regular patient sign-on will automatically show upon the start of day that is programmed. See Kiosk Status in this document for more details.
• Remember to update the “Today’s Staff Count” for each area you set up as Urgent Care so that the estimated wait times are accurate.

Note: Not all Areas using Urgent Care are actually Urgent Care, however to make use of the Kiosk “Estimated Wait Times” and Auto-Close Kiosk functions, you will need to set your Area up as such.


Rooms can be considered as physical locations nested within an Area. You can add as many Rooms as you need to an Area. We suggest you label them with short names as they will be easily identifiable on the Tracking Board. Example: Area = MRI and MRI Rooms = MRI Rm1, MRI Rm2, MRI Rm3.
• When Rooms are used on the Tracking Board they are shown in a separate column. If you click on a Room name in that column, a “Room Settings” menu appears. Please go to Tracking Board Use/Setting Alerts for Rooms within this document for more details.

Note: Patients are arrived into Areas, not Rooms. This is especially important when patients are arriving using the Kiosk. Do not add rooms to an Area that Patients will arrive into from the Kiosk. Example: Lobby

Area Auto-texting Configuration

You can assign an automated Text Message to be sent upon a change to an Area/Room as well as when set Thresholds have been satisfied. Navigation: Admin > Areas – The “Defaults” tab refers to when a Patient is “moved” into that Area. The texting messaging module is required to take advantage of this feature.

Information regarding the Patient, Doctor, Nurse, Type Code or Area/Room can also be extracted and dynamically put into the message at the time of sending by selecting the “placeholders” in the brackets.

[patient_name_masked] [patient_first_name] [area_room][nurse][doctor][type]

Threshold 1 / 2 – In the example below, Threshold 1 was set for 5min with a color change of blinking yellow. The text message will be sent to the Patient while they’re in the Lobby. Their first name will be in the message as well. Threshold 2 can also be set to another value with yet another text message.

Staff Management

This table provides information on the permissions allowed when specific User types are selected. Keep this information in mind when adding new people to the Staff menu.


• Under the Admin dropdown menu, select Staff Management
• Select “add User” on the right side of the page
• Enter in the required fields

• Under IDENTITY, select the “This staff member requires an identity to sign-into PatientTrak”.

• Enter in the user’s valid email address and click on “validate”.
• Select the user’s roles and permissions, then click on Save.

The user will receive an email with a verification link and a temporary password. The user will need to click on the verification link, which will then verify their account and then send them to the log in page. The user will now enter in their Org ID, username and the temporary password.


You can edit a user’s permissions  by selecting the “Edit” button for a user in the Staff Management page.

NOTE: Email address CANNOT be edited. If a user enters in the wrong email address or their email address has changed, you need to delete that user and then re-add them as a new entry.

Manage Activities

Patient visits involve different events that may be recorded in the patient tracking system, such as “Patient Moved”or “Ready for Doctor”, for example.  The time of each Activity is also recorded and used for analysis and reporting. When a patient is moved it is considered a system activity. Custom Activities may be defined, but are not required. Custom Activities are performed on a Patient and events that take place during a Patient visit, as “Patient In Treatment”, “Blood Screening”, or “with RN” as examples. Activities are recorded and time-stamped and can be analyzed for service improvement purposes through reporting. To define Activities within the system, select the menu option Admin > Activities.

• Enter an Activity Name. This will later be a choice for selection when picking Activities to add to a Patient record.
• Select the color that you would like the Activity to appear when displayed on the Tracking Board .
• Select to change the color after a number of minutes and set it to blink if you wish to set up a notification on that Activity.
• Notifications on the Activity can be set from 1 to 500 minutes.
• An audio alert can also be set on the Activity from 0 to 120 Minutes.

Auto-Text On Activity

You can assign an automated Text Message to be sent upon a change to an Activity as well as when set Thresholds have been satisfied. The texting messaging module is required to take advantage of this feature.

Navigation: Admin > Activities – The “Defaults” tab refers to when a Patient is “moved” into that Area. The menu allows for the addition of a text message that will be sent automatically upon the selection of the CT/Ultrasound Activity. In this example, the Patient will receive a text that the CT/Utrasound procedure has started. The phone number in this example may be that of the family member.

The “Threshold 1 and Threshold 2” tabs allow for the addition of a text message to be sent out automatically when the Threshold is met. In this example , the programmed message will be sent out after 10 minutes, and will be sent to the assigned Registrar/Nurse.

Manage Type Codes

Type Codes are also known as Priority Levels, Reason Codes or Service Codes. These codes are usually used to signify the status of the patient. Type Codes can be assigned to existing patient records or to new patient records as they arrive.

When you add a Type Code you you can name it accordingly as well as select a color that will stand out on the tracking board when selected. 

When the Type Code is enabled under Organizational Settings, it becomes available in the patient record. These Type Codes can also be seen on the Tracking Board if enabled within Organizational Settings.


Note: Type Codes can also be used during the patient sign-in process on the Kiosk. The patient can select from a list (ex. Chest Pain) as part of a question “Why are you Here? or Reason for Visit?” and that information will be brought into the patient’s record and the Tracking Board if required.

TIP: The Type Codes label can be renamed to meet your needs, this is done by going to Admin>Organizational Settings to rename it.

Configure Alerts

An Alert is used to communicate patient needs or special designations between staff members using the Tracking Board. Alerts can further describe a patient’s status in a graphical way.  Alerts can also be applied to Rooms such as with maintenance needs. Two different selections are available when selecting Alert Icons, “Modern” or “Classic”. Keep these things in mind while configuring your Alerts. If you do not see an Icon to best fit your needs, please call PatientTrak Support for help.

In this example, the Alert is specific to “Patient’s Only”.

Note: In order to utilize the Alerts on the Tracking Board you need to enable them within Organizational Settings. Please see below Organizational Settings/Tracking Board & System Settings section to enable.

Organizational Settings

Organizational Settings can only be accessed by Administrators (See Staff Section). These settings help you set up patient record related fields, tracking board configuration and use, along with the public screen if you’re using it. The configuration consists of labeling, enabling and disabling fields and features. Saving after changes are made will update the system real-time.


Use this section to change labels on fields, enable extra fields you may need to build a patient record. You can also enable drop-downs so you can select doctors or nurses or types of alerts that you have created.
• IMPORTANT – Fields with an “*” asterisk are required before you can save changes.
• Also, without a label you will not see that Patient “Field” on the Tracking Board.
• Please note that the Alerts can also coincide to Kiosk questions. If you enable  question #1 on the Kiosk (ex. Do you have an Appointment?) and also enable Alert #1, you can have a YES/NO question on the Kiosk come through into the Patient record and also to the Tracking Board if you want. Please contact Support for more help in configuring and also review the Kiosk Settings section in this guide.
Note: These Fields are shown as Enabled “X” as an example. Most systems have a variety enabled to meet their specific needs.


Tracking Board settings are optional. Many of these settings are only available if already enabled in the Patient record as described above in the Patient Related Fields section. When setting up your Tracking Board, make a list of what is first required, then add as necessary to provide you with more granular information.
Note: If a field label is changed in the Patient Related Fields, it will show that label in it’s selection below. Ex. You renamed Nurses to RN, you will then see RN as a selection to enable/disable in this section.

  • Force User’s Password Expiration After 90 Days – This will inform the Staff to change their password every 90 days.
  • Enable Chime when new Patient is displayed – Every time a new patient is added to the Tracking Board, the user will hear a chime.
  • Show Misc1 on the Tracking Board – Shows the information related to a Patient from the Misc 1 patient record field.
  • Show Date of Birth on Tracking Board – Shows the Patient’s DOB on the Tracking Board
  • Show Appointment Time on Tracking Board – If Appointments/Schedules are enabled, you can show the Appointment time and Date on the Tracking Board.
  • Show Alert 1 Timer o n the Tracking Board – A timer column is added to the Tracking Board. This timer is associated with the selection of Alert 1.
  • Do Not Display “Patient Moved” – The Recent Activity column will not show “System Move” activities. All custom configured activities will show.
  • Pager Network IP – If pagers are being used, a static Network IP is required.
  • Session Timeout – Timeout session of PatientTrak without any mouse activity. Default is 60 minutes.
  • Session Timeout Confirmation – Amount of time giving PatientTrak users to stay logged in without any activity


The Public Screen is best placed in a waiting room or lobby. It offers a HIPAA (Health Insurance Portability and Accountability Act) compliant alternative to the Tracking Board so that the public can view who is next in line or where a patient is within the queue without using their name but rather initials.
Note: Public Screen settings are activated when logging in with a User ID named “Publicscreen”.


Extra Tracking Board Settings:

• Enabled Urgent Care for one or more Areas. This setting is related to the Kiosk “Estimated Wait Time” message/status.
• Filter to Display the Doctor Name instead of the User ID.  The filter button will show orange when it is set. 
• Filter to Display the Nurse Name instead of the User ID.

•  Enable Appointment “merge” in “Note” Field. Occurs on manual Patient check-in or via Kiosk. If multiple appointments are scheduled for one patient for the day, they can all be displayed in the “Note” column on the Tracking Board. This can be achieved if the Misc1 field has a unique number such as an MRN#. If the number matches in each appointment then the appointments will be merged so the User can easily see the pending appointments.
• Enabled Patient “Lock” when editing. Pertains to editing an existing Patient or Appointment.

PatientTrak also offers several additional features and functions, these require activation by Support. The list below will provide you with a Module or Service name, if interested please contact Support or Sales for further help.

Tracking Board Set Up

The Tracking Board is set up by enabling/disabling and labeling fields by entering the ellipsis (upper right-hand corner on Tracking Board) then clicking on the “Show/Hide Columns arrow . Every change you make then save, and will show on the Tracking Board immediately. In this example the green check boxes show what is enabled. If an “X” is next to a label means it is not enabled on the Tracking Board.  

Tracking Board Example, “After” renaming Alert columns.

The User can choose to remove columns that are not necessary to their work responsibility. A Column Edit icon can be clicked and will show the current enabled and disabled columns. By clicking on a column, you will disable it (turns gray) and it will be removed from the Tracking Board. The first capture shows that only the “Friends Phone” column is disabled. The second capture shows multiple disabled columns.
Note: These setting will be saved and will be shown each time the User logs on that specific PC.


Tracking Board Example, “After” columns have been removed.

Tracking Board Example, “After” columns have been moved. The User can grab a column with their cursor and move it to the left or the right any amount of spaces. If you compare the top capture to the one below, you will see that several columns have been moved. Moving a column can make it easier for the User when viewing patient information.

The User can choose to reset the Tracking Board changes made back to default by clicking on the icon.


Each Column is sortable. If more than one sort is required, please click on your 1st column header, hold down the “SHIFT-KEY” and click on the 2nd column header. You can then click on the refresh button (upper-left) and your sort will be saved.

Tracking Board Use


Arriving a Patient can be achieved several ways:
•  A Patient can be added by a User directly to the Tracking Board by selecting “Add New Patient”. Once saved, this Patient is then added to the Tracking Board under a specified Area/Room.
•  Patient’s can also be added via the Kiosk after answering questions and completing the sign-on.
•  If PatientTrak is set to accept Appointment information through the customer’s EMR, the User can arrive the Patient through the Appts/Schedule menu. This process is automated and follows a HL7 standard. See Terms for definition and Automated Adding of Appointments for more details .
• Appointments can also be received from an file provided by the customer and imported into PatientTrak Appts/Schedule menu manually. Please see section Adding Appointments via CSV File within this document for more information.
• From the Appts/Schedule menu you can also select a Patient, edit the record and arrive them from an Appointment to an Area.


• From the Area / Room column there is an Area or Room associated with each Patient. A link is available for selection that offers a drop-down of all Areas and or Rooms. If an Area has Rooms associated, three dots “…” will show after the Area name. If you click on those dots you will see a list of Rooms that you can further select the Patient to move.

Note: If you are attempting to move a Patient into a room that is already occupied, you will receive a message.

• For this to be available the  function needs to be checked in Organizational Settings.
• From the Patient record, you can select from the Area drop-down, upon saving, the Patient is moved on the Tracking Board.


The Tracking Board displays a column called “Recent Activities”. The most recent Activity that has taken place during the Patient’s visit is displayed in this column. The Activities for a Patient can be System Activities such as a Patient arrival or move into an area or room. Or, an Activity can be selected by the User to indicate the change or status. The Recent Activities drop-down menu will show all the custom Activities that were created and made available on the Tracking Board.

The User can select the next planned Activity for the Patient. This Activity may be part of the “FLOW” the Patient experiences during their stay. In the capture below, the User selected the Paperwork Started Activity from the drop-down. Once that was complete, the User selected Paperwork Complete from the drop-down. The Activity changed again as the Patient was then Ready For Pathology. This progression will eventually lead the Patient to be discharged where they are then removed from the Tracking Board.


If you need to see all of the Patient’s Activities listed from the time of their arrival, you can edit the Patient’s detail view directly from the Tracking Board for a list. In this capture below we see the start of the Patient’s Activities when they were added to the “WaitingRm”. A time-stamp shows when the Activities were performed (started/stopped). The StaffID also shows us “who” selected the Activity from the Recent Activity drop-down on the Tracking Board. The “Delete” button will only be available if you are an Administrator.
Note: All this information is available within the PatientTrak reports.

The “Edit” button next to the Activities will allow the User to change the Date & Time information. In the example below, the Patient is being changed to “9:22 AM” instead of “8:38 AM”. These types of edits are not common but for accuracy a User may need to change this information if they find it is not accurate. Likewise, if an Activity was added in error it may be necessary to “Delete” it from the list. See the Manage Staff section for permission to perform these edits.

Note: Activities can also be added from the Patient detail view. 
The User has the ability to add an Activity and add additional Note information. The User can choose to click the  button so that the change is seen on the Tracking Board.

Setting Alerts for Patients


Discharging a patient can be achieved by clicking on the icon   on the Tracking Board. You will be asked to confirm Yes/No, clicking Yes will remove them from the view. A patient can also be discharged by editing the patient detail. A discharge button   is available from within the patient detail menu.


Alerts can be set from the Tracking Board and associated with a “Room”. An alert can then easily be seen by the User alerting them of status of the room. As an example, you can select an alert that shows the room needs “Maintenance”. This information let’s the User know they cannot put a patient in that room until the status is rectified. This figure shows two Alerts, both have been created to use on the Tracking Board to show Room status.

By clicking on the Room link, you can select from a drop-down that will then show in the column on the Tracking Board.


The columns are set up when configuring Organizational Settings and can be labeled as needed. We see here that Room requires maintenance and that there aren’t any patients assigned to that room. Note: If an Alert exists for the patient, it will supersede the Alert set for the room.


The Side-bar can be hidden by clicking on the carat. This will be saved until clicked to unhide.


If you require a Fullscreen, click on the three dots for the drop-down and click “Toggle FullScreen”. You can further get rid of the Web Page Header by pressing F11, this will bring the Tracking board web page from edge to edge. Press F11 again to go back to the standard page look.



PatientTrak offers a touch screen sign in kiosk system, easily implemented on any touch screen monitor. The system is web-based, has a Spanish language option and only requires an Internet connection. PatientTraks’ Sign-In System allows a patient to type their name using a touch screen monitor. This simple to use sign in procedure is helpful in any setting in which patients need to be placed into a queue upon arrival. Once patients have signed in using the touch screen kiosk or monitor, their name is placed into a queue, optionally alerting the healthcare staff with a friendly audio chime on their computer.


• If another Staff User goes into your area before that new Patient is discharged, they will hear the chime as well.
• Likewise, if a new Patient is added to Lobby II as an example but you’re not monitoring (selected that area on the TB), you won’t hear it. If you switch to Lobby II and that patient is still in that area, you will hear the chime as it is a new patient to you.
• If your browser is minimized you won’t hear the chime until you maximize it.
• If a new Patient Arrives/or You add them into your area you will receive a chime.

• The Kiosk settings web page allows you to configure up to 6 questions. These questions can be set to YES/NO answers or free-text.
• Question #1 can be turned on and is a system-based question regarding scheduled appointments. When this is enabled at the Kiosk, the patient will answer Yes or No to whether they have an appointment. If an appointment exists, that person can be located and are then arrived into the tracking board. This is done by the patient typing in the first few characters of their first and last name along with DOB. Once this is done the Patient is arrived onto the tracking board.
• Questions #2, 5 & 6 are YES/NO or Agree/Disagree questions.
• Questions #3 & 4 are YES’/NO or Agree/Disagree questions or Free text.
• A checklist is also available to enable or disable some features shown to the Patient during sign-in.
Note: The “Show patient Type selection screen (used for patient entry) requires some set up.  Please call PatientTrak Support @ (414) 455-6619.


A Kiosk Status menu allows for six Kiosk messages that can be displayed. These are often used to let the Patients know that they are at lunch or are closed for the day. They can be set up to allow Patients to sign-in or disallow a sign-in depending on the message.


A Kiosk style menu is available if you want to design the Kiosk web pages. A color chart allows you to change the color of the buttons and background then it shows the name of the HTML color code.


To ready the Kiosk for Patient sign-in, you must first login. Enter in your Organization ID using the keyboard on the monitor, NOT an external keyboard. 

Once you have entered in your Organization ID, select the area to which the patients will be signed into via the dropdown menu and on the Sign In button.

Now the Kiosk is ready for a Patient to “sign-in”. This capture also shows an “Estimated Wait Time” as well as a “Patient Queue” on the Welcome Screen. These are settings that can be turned on if needed. If Spanish is also required as a language, the Patient can click on the button and it will change the questions from English to Spanish.

If you have already configured different “Kiosk Statuses” you will be able to select them from the Tracking Board  . In this capture the User selected the “Away for lunch” status. Creating these different Kiosk statuses provides better communication with the Patients who will be using the Kiosk. The first capture shows that the Patient can still sign-in even though the lunch-time message is up. The second capture shows the lunch-time message but does “not” allow the Patient to sign-in.


Please watch this short video to see the Kiosk in action.


PatientTrak’s Text Messaging Center allows you to easily send text message notifications directly to any cell phone or provided pager, from your existing desktop computer. All patient visits and staff members are listed on the screen, allowing any associated text message to be sent to family, visitors, patients, or staff.

Click for more detailed information on setup:  PatientTrak and Pagers_Feb2019

• Pagers are added to a list under the Admin drop-down.
• A pager can then be selected for a Patient in their patient record.
• The figure below shows a patient with an associated pager. Once the pager is selected, it is added to the “Send a text to” field. From there, a text message can be selected or typed in and then sent to that pager.
• The system only requires an Internet connection and runs completely through a web browser.

For details on a supported paging system, please call PatientTrak Support @ (414) 455-6619.

Audit Trail

The Audit Trail report will provide the User with information on who has logged in/out and what patient records they accessed and when. Audit information is also available for Kiosk login and status information.

• Available through Admin drop-down, this tool allows you to select from 1 0f 2 reports.
– Login/Logout & Patient Access
– Kiosk Status Changes