Scanning Identification & Insurance
Accurately scanning identification and insurance cards ensures patients are properly identified, insurance eligibility can be verified, claims process correctly, and providers have access to current patient information throughout the continuum of care.
Purpose
Properly scanned identification and insurance documentation supports patient safety, insurance verification, billing accuracy, prior authorizations, referrals, and regulatory compliance.
Every patient should have current identification and insurance cards attached to their electronic medical record. Staff should verify that scanned documents remain current during every visit.
Responsibilities
Front Office
Obtain, scan, upload, and verify all identification and insurance cards during registration and check-in.
Medical Assistants
Notify Front Office whenever identification or insurance discrepancies are identified during rooming.
Billing
Notify registration staff when outdated insurance documentation contributes to claim denials or eligibility issues.
Leadership
Monitor compliance and provide coaching when documentation standards are not being followed.
Documents That Must Be Scanned
Government Issued ID
Examples include driver's licenses, state identification cards, passports, or other approved government-issued photo identification.
Primary Insurance Card
Scan both the front and back of the patient's active insurance card.
Secondary Insurance
If applicable, scan both sides of any secondary insurance card.
Other Required Documentation
Medicare cards, tribal identification, military identification, or payer- specific documentation when required.
Standard Workflow
Verify Patient Identity
Complete the Patient Identity Verification SOP before requesting any identification or insurance documentation.
Request Identification
Politely request the patient's current government-issued photo identification.
Request Insurance Cards
Obtain all active insurance cards including primary, secondary, and any payer- required documentation.
Inspect Documents
Confirm names, dates, expiration dates, policy numbers, and visible damage before scanning.
Scan Front & Back
Ensure every card is scanned completely with no cropped edges, shadows, blurring, glare, or missing information.
Attach to RXNT
Upload documents into the correct patient record before completing check-in.
Expired or Invalid Documentation
When identification or insurance documentation is expired, damaged, unreadable, or appears inconsistent with the patient record, additional verification is required before completing registration.
Notify the Patient
Politely explain that the identification or insurance card appears expired, damaged, or unreadable and that updated documentation is needed.
Request Updated Documentation
Obtain the most current government-issued identification and insurance cards. If the patient has digital insurance cards, verify they display current coverage information.
Update RXNT
Replace outdated documentation with the current version and verify the patient's demographic and insurance information before saving.
Scan Quality Standards
Complete Image
Every edge of the document must be visible. No corners, numbers, or barcodes may be cut off.
Readable Text
Names, member IDs, dates, and policy numbers must be clear enough to read without enlarging the image.
Correct Orientation
Documents should be upright whenever possible to improve readability for clinical and billing staff.
Single Patient Only
Verify the document belongs to the correct patient before attaching it to the medical record.
Insurance Changes
Whenever a patient reports a new insurance plan, change in subscriber, employment, Medicare enrollment, or Medicaid eligibility, update the insurance information immediately before completing the visit.
• Scan the new insurance card(s)
• Remove inactive insurance from the active profile when appropriate
• Verify eligibility
• Notify Billing if additional follow-up is required
RXNT Documentation
The RXNT Center contains screenshots for document upload workflows. The following standards apply to all staff.
Patient Documents
Upload identification and insurance documents to the correct patient chart immediately after scanning.
Insurance Module
Verify member ID, payer, subscriber, and effective dates before saving.
Document Replacement
Replace outdated documentation with current versions while preserving record integrity according to clinic policy.
Eligibility Verification
Run eligibility whenever applicable after new insurance information has been entered.
Common Errors
Incorrect Patient Record
Always verify two patient identifiers before uploading documents.
Front Only
Many insurance plans include important billing information on the back of the card.
Unreadable Images
Poor scan quality creates delays for Billing, Credentialing, and Clinical staff.
Expired Insurance
Verify effective dates rather than assuming the insurance remains active.
Do & Don't
✔ Always
• Verify patient identity first.
• Scan both sides of every insurance card.
• Confirm image quality.
• Attach documents to the correct chart.
• Update insurance immediately.
• Verify eligibility whenever possible.
✖ Never
• Upload documents to the wrong patient.
• Keep blurry or incomplete scans.
• Ignore expired insurance cards.
• Skip scanning the back of the insurance card.
• Assume previous documents remain accurate.
Employee Competency
- Verifies patient identity before scanning.
- Obtains all required identification documents.
- Scans complete, readable images.
- Uploads documents to the correct RXNT record.
- Updates insurance information accurately.
- Identifies poor-quality scans and rescans when necessary.
- Maintains HIPAA compliance during document handling.
- Communicates insurance discrepancies to the appropriate department.