How to Manage Physicians in ElderSuite

📝 Overview

Manage Physicians is the master list of physicians your adult day care center keeps on file in ElderSuite. Client records and Physician's Orders pick from this list, so names, phone numbers, and license details stay consistent wherever staff choose a physician.

Open it from Client Center → Related Activities → Manage Physicians. The same link is also available from Nursing Center → Related Activities. Either path opens the same list.

Nothing is typed on the list itself. Add, edit, and retire physicians in the Physician Information window. For how those physicians appear on orders and admission paperwork, see What to Complete When a Client Is Admitted or Renewed and Physician's Order - Form 3055 in ElderSuite. To start the client record that will use a physician, see How to Add a Client in ElderSuite. ElderSuite supports adult day care documentation for centers nationwide.

⚙ How It Works

1. Open Manage Physicians

Open Client Center from the ElderSuite main menu and click Manage Physicians under Related Activities.

You can open the same window from Nursing Center → Related Activities → Manage Physicians. ElderSuite shows a brief waiting indicator, then opens Manage Physicians inside the main window.

2. The List Is Read-Only

Manage Physicians is a read-only list of physicians, sorted by name. Columns cannot be edited in place.

Every change is made in Physician Information, which opens from the toolbar with Add New, Edit, or a double-click on a row. Close that window before you can use the list again.

To find a physician in a long list, click the list and start typing the name. The highlight jumps to the match.

3. View: Active Hides Inactive Physicians

The View: dropdown on the toolbar starts on Active, so physicians marked Inactive are hidden.

If a physician seems missing, check View: first. Switch to All when you need inactive physicians on the list.

4. Click Add New

To add a physician who is not on file, click Add New on the toolbar.

Physician Information opens in add mode with every field blank, Inactive unchecked, and the Mr./Ms./... salutation box first in the form.

5. Enter the Physician's Name

Work down the form in order. Type the salutation in the Mr./Ms./... box (free text, up to 10 characters), then enter First Name, MI, and Last Name.

ElderSuite builds the physician’s name heading from Last Name, First Name, and MI as you type (for example, Last, First M), so spell them carefully. At least one of the three must be filled in. That exact name is what staff will pick everywhere else in ElderSuite.

Add the details your center keeps for the physician: Phone, Fax, Email, License No., NPI, Military/VA, and the Physical Address and Mailing Address blocks (Address Line 1, Address Line 2, City, State, Zip). Use >> Copy >> between the address blocks when the mailing address matches the physical address.

6. Click Save & Close

Click Save & Close on the Physician Information toolbar.

The window closes and the new physician is merged into the list, ready to pick on client records and Physician's Orders right away.

7. Highlight the Row, Then Click Edit

To review or correct a physician, highlight the row and click Edit. Double-clicking the row does the same thing.

Correct a misspelled name here rather than adding a second physician, so records that already reference them stay pointed at the right one.

8. Retire a Physician by Checking Inactive

When a physician is no longer used, do not delete them. A physician who is already on a client record, a medication record, or a Physician's Order cannot simply be removed.

Open the physician, check Inactive at the top right of the header, then click Save & Close. The physician drops out of the choices offered elsewhere, while every existing record that references them stays intact.

9. View: All Shows Inactive Physicians Too

To see inactive physicians again, set View: to All.

A narrow marker column on the left appears and shows which physicians are inactive. You can open one and clear Inactive if they come back into use.

✅ Important Limitations

Manage Physicians is a read-only list. Names, contact details, and Inactive are changed only in Physician Information.

At least one of First Name, MI, or Last Name is required. If all three are blank, Save & Close does nothing—no save, no close, and no message.

There is no Delete button on the Manage Physicians toolbar. That is by design.

View: Active hides inactive physicians. Switch to All before assuming a physician was never added.

A physician named None is left out of this list on purpose.

Correct an existing physician rather than creating a duplicate when the same person is already on file.

⚠ Retire With Inactive, Not Delete

When a physician is no longer used, check Inactive and click Save & Close. Do not delete a physician who has been used on a client record, medication, or Physician's Order.

If a delete is attempted from Physician Information for a physician still in use, ElderSuite shows Delete Prevented and keeps the record. Mark the physician inactive instead so history stays intact and the physician no longer appears in active selection lists.

💡 Need More Help?

For step-by-step assistance, click Ask Eddie from within ElderSuite.