Medical offices rely on software systems to manage patient data efficiently. One of the most widely used medical practice management programs is Medisoft. It helps healthcare providers handle scheduling, billing, and patient information in one place. But when it comes to understanding how Medisoft organizes data behind the scenes, many users have questions. A common one is: Which Medisoft database contains the unique chart numbers of patients?
This article explains how Medisoft stores and manages patient chart numbers, what database files are involved, and why these numbers are so important for daily operations.
Understanding Medisoft Databases
Medisoft stores its data using a collection of database files that work together. Each file handles a different type of information such as patients, appointments, insurance, and transactions. These databases use the Btrieve or Pervasive SQL system, which organizes information into separate tables.
Instead of one big database file, Medisoft has many smaller ones, each designed for a specific task. This structure makes it easier to manage, back up, and retrieve information when needed. For example, there are separate databases for patient demographics, billing codes, and insurance carriers.
What Is a Patient Chart Number?
A chart number in Medisoft is a unique identifier assigned to each patient. It works like a digital fingerprint within the system. No two patients can share the same chart number, and it stays with the patient’s record for the entire time they are in the practice.
This chart number links every piece of data related to that patient. When you enter a new appointment, bill, or claim, the chart number ensures that all the information connects to the right person. Without this unique number, patient data could easily become mixed up, which would cause serious issues with billing or recordkeeping.
The Database That Stores Chart Numbers
The patient chart numbers are stored in the PATIENT.MDW (or sometimes PATIENT.DBF) database file. This is one of the core Medisoft data tables. It contains the main patient demographic information such as:
- Chart number
- Patient name
- Address
- Date of birth
- Gender
- Contact information
- Insurance information
When you create a new patient in Medisoft, the system automatically generates or allows you to enter a unique chart number. That number is then recorded in the PATIENT database file.
If you were to look at the data structure, you would find that the chart number is a key field in this table. In database terms, it serves as the primary key, which means it uniquely identifies each record and connects to other tables that hold related data.
How the Chart Number Connects to Other Data
The chart number in the PATIENT database is not just a random identifier. It acts as a link to other Medisoft tables that store clinical and billing information. For example:
- CHARGES.MDW (or CHARGES.DBF) uses the chart number to record which patient a charge belongs to.
- PAYMENTS.MDW connects payments to the right patient account using the same chart number.
- APPOINT.MDW uses it to tie scheduled visits to the correct person.
- INSURANCE.MDW associates insurance policies with the chart number.
This linking system allows Medisoft to pull up complete patient records instantly. When you open a patient’s chart in the software, the system looks up that chart number across multiple tables and compiles everything into one view.
Why It Matters
Understanding where the chart number is stored is useful for anyone who manages medical office data. It can help when:
- Restoring data from backups – knowing which file holds chart numbers ensures you restore the correct information.
- Troubleshooting database errors – if a chart number is missing or duplicated, it usually points to an issue in the PATIENT database.
- Migrating to a new system – when exporting data, you must include the chart number field to maintain the link between patients and their records.
- Custom reporting – if you are building reports outside of Medisoft, the chart number acts as the main connection point for different data tables.
By keeping the chart number as the primary key, Medisoft ensures that every record stays organized and traceable, which helps practices stay compliant with healthcare data regulations.
Protecting Patient Chart Data
Because chart numbers are linked to personal medical and billing information, they must be protected carefully. Anyone managing Medisoft databases should follow strict HIPAA guidelines and data security practices. Here are some key steps:
- Limit access – only authorized users should be able to view or modify patient data.
- Encrypt backups – store copies of your PATIENT database in secure, encrypted formats.
- Regular maintenance – perform database repairs and integrity checks to prevent corruption.
- Use strong passwords – ensure user accounts are secure to prevent unauthorized entry.
- Keep software updated – use the latest Medisoft version to benefit from improved data handling and security patches.
Conclusion
In Medisoft, the PATIENT.MDW (or PATIENT.DBF) database contains the unique chart numbers for each patient. This small but crucial file forms the foundation of the entire patient management system. Every billing entry, appointment, and insurance record depends on it to stay linked to the correct individual.
For practices using Medisoft, understanding how these databases work ensures better data accuracy and smoother workflows.
If your practice needs help managing or troubleshooting Medisoft systems, Computer Mate Inc. provides expert support, installation, and training. They specialize in helping medical offices set up and maintain their Medisoft software, protect sensitive data, and resolve technical issues efficiently. With professional guidance from Computer Mate Inc., your practice can make the most of Medisoft’s powerful features and keep your patient records organized and secure.