Specify Guarantors

A guarantor is a person responsible for the patient. A patient can have multiple guarantors. By default, a person is their own guarantor, but other guarantors can be added, if necessary.

Example: A parent or guardian is usually a child’s guarantor.

Note: The same person can be guarantor for a maximum of 21 patients.

The Guarantor tab contains fields related to the patient’s guarantor(s). This includes basic information such as names, demographics, address, status, contact information, and additional information.

When a patient record is created, the patient is selected as their own guarantor. If the patient doesn’t need an additional guarantor, you can skip to Specify Guarantors. If the patient can't remain their own primary guarantor, then you must specify the guarantor record(s).

Notes:

  • If the guarantor record is the patient, many fields are disabled and cannot be modified from the Guarantor tab.
  • Guarantors don't have to be patients in the clinic, but they must have their own their record in axiUm that contains their name and pertinent details.

To specify a patient guarantor:

Warning: Before you create a new guarantor record, search for the guarantor name to ensure they are not in axiUm.

  1. With the Patient Info window open, click the Guarantor tab.

    2. Note: By default, the patient’s information displays in this tab and the This is the Patient checkbox is selected.

  2. Click the Clear Data () icon to reset the fields in the tab and enable the Select Guarantor button.
  3. Search for the guarantor.
    1. Click Select Guarantor to display the Select Guarantor window.

    2. In the text field, enter the last name and press Enter.

  4. Add the guarantor.
    • If the guarantor is listed in the results:
      1. Double-click to select the name and close the Select Guarantor window.

        2. Tip: If the checkbox next to the guarantor is selected, the guarantor is a patient in axiUm.

      2. Click the Add a new Record () icon.

        3. If the guarantor has an insurance policy, the following question displays.

        • If the patient is covered under this guarantor’s insurance, click Yes.
        • If the patient isn’t covered under this guarantor’s insurance, click No.
    • If the guarantor isn’t listed in the results:
      1. Close the Select Guarantor window.
      2. Complete the Guarantor Information, Address, Personal, and Status section fields as necessary.

        3. Field Description
        This is the Patient

        Select the checkbox if the guarantor is the patient.
        Select Guarantor...

        Click the button to select a guarantor from the Select Guarantor window.
        Relationship

        Select the guarantor’s relationship to the patient.

        Note: When the This is the Patient checkbox is selected, the Relationship field is set to Self and should not be modified.

        Tip: Don’t edit the Self guarantor record other than to change the Primary Guarantor, Secondary Guarantor or Policy Holder fields.
        Title / Last / First / Middle / Preferred

        Enter the guarantor’s title, last, first, middle, and preferred names.

        Note: The fields can hold a maximum of 30 characters.

        Phone# / Alt Phone#

        Enter the guarantor’s main and alternate phone numbers, including an optional extension number or descriptor.
        Email

        Enter the guarantor’s email address.

        Note: axiUm validates email addresses according to RFC standards. If the address is in an invalid format when you click Save, an error displays.
        Guar. ID

        Enter the guarantor’s ID number.

        Notes:

        • The number may be partially masked with asterisks (***) if the institution has been configured to preserve confidentiality.
        • If the patient is their own guarantor, axiUm uses the entry from Personal tab > ID field by default.
        Send Statements

        Select the checkbox if the guarantor should be included in the guarantor statement report.

        Note: The field is enabled and selected by default when the selected guarantor is a non-patient but disabled if the guarantor is a patient.
        PatientAccess Info...

        Click the button to display the PatientAccess Info window.

        Note: An error displays if the email address in the Email field is in an invalid format.
        Address / City / State / Zip / County / Country

        Enter the guarantor’s full address in the available fields.

        Tip: If you complete the Zip field first, the City, State, Country, and County fields auto-populate.

        Note: If the guarantor resides in a country other than the institution’s country of address, only complete the Country field.
        Same as Pt Click the button to make the guarantor’s address the same as the patient’s address.
        Status

        Select the guarantor’s status at the institution.

        Note: The Guarantor/Policy Holder status is specifically for guarantors who are not patients at the institution.

        Sex / Birth Select the guarantor’s gender and date of birth.
        Marital Select the guarantor’s marital status.
        Language Select the patient’s preferred language.
        Patient Types Click the button to display the Patient Types window.
        Emancipated Minor Select the checkbox if the patient is an emancipated minor and is legally their own guarantor.
        Policy Holder

        Select the checkbox if the guarantor has an insurance policy.

        Note: If selected, the guarantor’s name populates in the Insurance tab > Policy Information > Subscriber > Holder drop-down list.

        Primary Guarantor

        Select the checkbox if this is the patient's primary guarantor.

        Note: The guarantor is not necessarily a policy holder.

        Secondary Guarantor

        Select the checkbox if this is the patient's secondary guarantor.

        Note: The guarantor is not necessarily a policy holder.
      3. Click the Add a new Record () icon to add the guarantor to the list.

        4. axiUm auto-fills some fields and sets the Guarantor Status to Primary.