How to Create a Patient in ModMed From Aesthetix CRM

This guide walks through how to create a patient in ModMed directly from Aesthetix CRM. It also covers how to rearrange required custom fields so your team can quickly enter the necessary information before sending the patient to ModMed.

Overview

To successfully create a patient in ModMed from Aesthetix CRM, six required fields must be completed in the contact record. Once those fields are filled out, adding a specific tag will trigger the patient creation in ModMed.

Required Fields for ModMed Patient Creation

Before a patient can be created in ModMed, the following six fields must be completed in the contact record:

1. First Name

2. Last Name

3. Email

4. Phone Number

5. Date of Birth

6. Gender

If any of these fields are missing, the patient will not be created in ModMed.

Step 1: Organize Required Fields for Easy Access

To make the process easier for your team, you can move and rearrange custom fields so the required fields appear at the top of the contact record.

Move the Gender Field to the Contact Folder

1. Go to Settings

2. Click Custom Fields

3. Search for Gender

4. If the Gender field is in a different folder (for example, Additional Info), select it

5. Use Bulk Actions

6. Choose Move to Group

7. Select the Contact folder

Rearrange Fields in the Contact Folder

1. Click the Folders view at the top of the Custom Fields page

2. Select the Contact folder

3. Increase the page size if needed to display all fields

4. Drag and reorder fields so the six required ModMed fields are at the top:

   • First Name

   • Last Name

   • Email

   • Phone

   • Date of Birth

   • Gender

This ensures staff can quickly confirm everything is completed before sending to ModMed.

Step 2: Complete Required Contact Information

1. Open the contact record

2. Fill in any missing required fields:

   • First Name

   • Last Name

   • Email

   • Phone

   • Gender

   • Date of Birth

3. Click Save

Step 3: Trigger Patient Creation in ModMed

Once all required fields are completed:

1. Open the contact record

2. Click Add Tag

3. Add the tag:
   ModMed Create

4. Click off the tag field

This tag triggers the automation that creates the patient inside ModMed.

Why a Patient Might Not Be Created in ModMed

If the patient does not appear in ModMed, the most common reasons are:

1. Missing Required Fields

One or more of the six required fields was not completed.

2. Patient Already Exists in ModMed

If the patient already exists in ModMed, the system will not create a duplicate record.

3. Additional Required Fields in ModMed

Some EMRs allow administrators to require additional fields, such as full address information, before a patient can be created.

If ModMed has been configured to require more than the standard six fields, those additional fields must also be completed in Aesthetix CRM before the patient can be created via API.

Best Practices

• Keep required ModMed fields grouped at the top of your contact record.

• Train staff to verify all six fields before adding the ModMed Create tag.

• Avoid duplicate patient creation by searching ModMed before sending.

Summary

Creating a patient in ModMed from Aesthetix CRM is simple:

1. Complete the six required fields

2. Add the ModMed Create tag

3. Confirm the patient appears in ModMed

When properly configured, this process should work consistently and streamline patient creation between systems.

If you continue to experience issues, contact support for assistance reviewing your field setup or ModMed configuration.