Rostering a Patient

You can register a patient as rostered in Avaros by going to the patient’s master record, scrolling down to the ‘Clinic Status’ and selecting ‘RO - comprehensive care’ under ‘Roster Status’.  Fill out the other required information and select ‘Update Record’ when finished.

Once the patient’s master record is updated and they have been marked as rostered, whenever they book an appointment, it will show ‘RO’ displayed beside their name followed by the physician's initials they’re rostered to.

After you have submitted a Q200 which has been accepted by the MOH and input your patient's roster information into Avaros, your patient has successfully been added to your roster list.

Tracking Current Rostered Patients

For a variety of reasons, patients can become un-rostered from a physician's care without the physician knowing. To track who is still rostered by a physician you can go to the ‘Administration’ → ‘Billing’ → ‘MCEDT Mailbox’ → ‘Downloads’.

The Ministry of Health (MOH) will send 3 types of reports regarding the clinic's rostered patient to your MCEDT Mailbox. Check off each report’s checkbox and scroll to the bottom of the display to select ‘Download’ to download the reports into your ‘View MOH Files’ tab.

1. Roster Capitation Report PDF

The PDF version of the roster capitation report simply lets you download and view a copy of the MOHs list of accepted rostered patients at your clinic.

To view this report, go to ‘Administration’ → ‘Billing’ → ‘View MOH Files’ → Click the ‘Download’ button beside the files name (NOT the file name itself).

2. Roster Capitation Report XML

The XML format of the roster capitation report is for the system to read and the servers to reconcile the MOHs roster report with Avaros’. Running it will read every patient contained within the file and update their status in Avaros based on the MOHs most up-to-date roster status of the patient.

To run this file, go to ‘Administration’→ ‘Billing’ → ‘View MOH Files’ → Click the file name of the XML roster capitation report.

Patients can un roster themselves with little or no notice to the clinic. The two reports above act as the source of truth as to who is still rostered for your clinic. Patients who have unrostered themselves from your clinic are distinguishable in the report by a ‘roster end date’ being listed. The ‘roster end date’ category for those who are still rostered, will remain blank.

3. EC Outside Use Report

When your patients go to other doctors, the fees the other doctor's charge gets deducted from your monthly rostered payments. This report shows if any of your rostered patients have sought medical care somewhere else.

To view this report, go to ‘Administration’ → ‘Billing’ → ‘View MOH Files’ → Click the file name of the EC Outside Use report to open it.

Under the summary section, you can see the details of outside use in the past 6 months. Under this in the ‘Roster Impact Report’, it will show you how much you are getting paid from the rostered patient and how much outside use they have charged to you in the past 6 months.

Comparing these values can help decide whether it makes more sense to have a patient rostered or to have them as a fee for service.

💡 Avaros offers a variety of roster capitation reports. If there is any specific report you would like for your clinic, we can help!💡 

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