> ## Documentation Index
> Fetch the complete documentation index at: https://docs.sigmahmis.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Automatic visit creation

> Create walk-in insurance visits in the background from membership numbers or client names using visit automation in Sigma HMIS membership search.

Visit automation creates walk-in insurance visits in the background from a list of membership numbers or client names. You turn it on from membership search, and each successful entry gets one visit on that payer's cover.

## Turn on automation

<Steps>
  <Step title="Open membership search">
    Open membership search. The automation control is after **Search**.
  </Step>

  <Step title="Set the department and service">
    The first time you turn automation on for a clinic, choose a department (required) and a service (optional). The dialog then shows that automation is on.
  </Step>

  <Step title="Change settings later">
    After that, the settings control edits the department and service only while automation is on. If automation is off, settings explains that you must turn automation on first.
  </Step>
</Steps>

Automation settings are saved for the browser session.

## Run automation

<Steps>
  <Step title="Enter clients">
    While automation is on, the field accepts comma-separated membership numbers (for example `170151821-1`) and client names.
  </Step>

  <Step title="Start the run">
    Choose **Search** or press Enter. The run starts in the background and the dialog closes. If the run cannot start, the dialog stays open.
  </Step>
</Steps>

## How entries are handled

* **Membership numbers** are looked up on the payer. An existing client is reused. Otherwise the client is registered from the payer record, including the full membership number. For MASM, suffix `0` still marks the principal member.
* **Names** match existing clients only. No match, or several matches, fails that entry and does not register anyone.
* Each success gets one walk-in insurance visit on that payer's cover. Cash is not used.
* If the client already has an open visit, that entry completes without a second visit.
* One failure does not stop the others. A missing member is not retried.

## Track a run

The header icon beside notifications pulses while a run is in progress. Open it to see the sheet, which lists each client and a **View client** link when a client record exists.

When the run finishes, you get one inbox notification. It reads completed if every entry succeeded, or failed with the failure count otherwise. The notification opens **Clients**.

<Info>
  People without Front Desk access still see the header icon. Opening it shows an empty state explaining that Front Desk permission is required.
</Info>

## Related

<CardGroup cols={2}>
  <Card title="Search and add a member" icon="magnifying-glass" href="/workflows/membership-search">
    Look up one member on the payer and open or register the client.
  </Card>
</CardGroup>


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