Every patient in StrataEMR lives inside a case — a single record that holds everything related to their care at your practice. When you open a patient, the Patient Menu Bar appears at the top of the screen, giving you access to all sections of their case. This article is a map of what lives where.Documentation Index
Fetch the complete documentation index at: https://docs.stratapt.com/llms.txt
Use this file to discover all available pages before exploring further.
Finding a Patient
There are three easy ways to find a patient in StrataEMR. You can reach any patient from the search bar in the top right corner of StrataEMR. Search by first name, last name, or a partial match of either. If only one result matches, StrataEMR selects it automatically. You can also browse patients from the Patient Menu by hovering over the person icon and selecting Active Patients, All Patients, or Recent Patients. Recent Patients shows the five most recently viewed cases for quick access. Clicking Patients in the blue Menu Bar takes you directly to the Active Patients screen. This allows you to view all active patients, along with filtering options for facility and case type.Creating a New Patient
New patients can be created from the Add New Patient option in the Patient Menu, or directly from the schedule when booking their first appointment. The creation flow walks through Demographics, Case Info, Patient Engagement, and Policies in sequence — each step feeds into the next.The Patient Menu Bar
Once a patient is open, the Patient Menu Bar organizes their case into the following sections.Patient Info
Patient Info is a dropdown that contains the core details about who the patient is and the nature of their case.- Demographics — Contact information, date of birth, gender, assigned facility, and treating therapist. This is also where you set the patient’s appointment reminder preference and status (active, inactive, or referral).
- Case Info — Clinical and administrative details for the case, including diagnosis codes, referring provider, prescription date, and the Billing Plan of Care. A patient can have multiple cases — for example, separate episodes of care or different disciplines.
- Patient Engagement — Where intake forms are queued and sent to patients, and where appointment reminders and balance alerts are configured.
- Policies — Insurance policies, self-pay arrangements, and financial arrangements for the patient. This is also where benefit verification details and authorization limits live.
Documents
Documents is where all patient-related files are stored, split into two distinct areas.- Clinical Documents — Provider-created documentation including evaluations, daily notes, progress notes, and discharge notes. Clinicians complete and sign documents here; completed documents generate billing charges.
- Stored Documents — Uploaded external files associated with the patient, such as signed prescriptions, insurance cards, authorization PDFs, and paper intake forms. Files in the Additional Documentation subcategory are automatically submitted to insurance when clinical documentation is requested.
Clinical Documents and Stored Documents serve different purposes. Clinical Documents are created inside StrataEMR by your clinical staff. Stored Documents are uploaded files from outside the system. Front desk staff typically manage Stored Documents; clinicians own Clinical Documents.
Financial
Financial is a dropdown that contains all billing and payment activity for the patient.- Clarity Panel — A real-time view of every date of service, its billing status, and all payments and balances. The Clarity Panel is the primary reference for understanding where a patient’s account stands at any given moment. Clarity Panel visibility is dependent upon individual user settings.
- Payments — Where patient payments are entered and managed. This page also displays a running history of payments made by the patient on this case.
- Statements — Historical patient statements generated and mailed by StrataPT.
- Point of Sale — For practices using point-of-sale items, charges for products and services can be applied here.
Tasks & Contact
Tasks & Contact surfaces the patient-level view of all pending and completed tasks for this case, along with a full contact history log. Tasks at the patient level mirror what appears on the dashboard, but filtered to this patient only. Common task types include Uncollected Payments, Draft Documents, Authorization Expiring, and Pending Intake. Most tasks clear automatically when the required action is completed. The Contact History tab provides a timestamped record of all interactions associated with the case, including messages, faxes, and logged calls.Reports
Reports contains patient-level reporting available to any staff member.- Schedule + Receipt — A printable overview of all scheduled visits and payments received. Includes a QR code patients can scan to add upcoming appointments to their phone calendar.
- Benefits Confirmation — A summary of benefit verification details for each active insurance policy.
- Schedule Detail — A list of all appointments and their statuses.
- Itemization of Charges — A detailed breakdown of all payments, adjustments, and balances by CPT code and date of service.
- Patient Payment Application — A summary of all patient payments collected and how each was applied.