Presentation on theme: "Health ePractice Electronic Medical Record Office Manager Companion."— Presentation transcript:
Health ePractice Electronic Medical Record Office Manager Companion
Office Manager Companion eClinicalWorks 2 The eClinicalWorks Office Manager Companion This companion was created to assist you with the adoption of eClinicalWorks Medical Record Software. It will help familiarize you with eClinicalWorks terminology and functionality and offers an array of material pertaining to: Basic eClinicalWorks Navigation Functionality How to Register and Schedule a Patient for an Appointment How to Check-In and Check-Out Patients How to Collect a Copay Practice Scenarios Your Companion will come in handy throughout your eClinicalWorks adaption process, specifically: We look forward to working with you during your transition process and making this as painless as possible for all staff members! The Health ePractice Team When Watching Web-Based Training Modules To Prepare For Your Scheduled Training Sessions To Practice in the TRN Environment. To Help Assist You With Functionality During Your Go-Live
Office Manager Companion eClinicalWorks 3 How Do I Access? Section I: How Do I Access? 1.In Windows Internet Explorer address bar type: 2.St. John HealthPartners Website will display. 3.On the main tool bar hover over to display a drop-down menu. 4.From the drop-down menu hover over Practice Tools to display a drop-down menu. 5.From the drop-down menu click on click on eClinicalWorks (PM/EMR) 6.You have arrived at eClinicalWorks (PM/EMR) Practice Tools Home Page St. John HealthPartners Website
Office Manager Companion eClinicalWorks 4 How Do I Access? Web-Based Training (WBT) Modules 1.On the eClinicalWorks (PM/EMR) Practice Tools Home page scroll down to the Training Tools area. 2.Select your appropriate role by clicking on the role button 3.A list of mandatory WBT Modules display for the role you selected. 4.Click on the name of any module to open the content. 1 2
Office Manager Companion eClinicalWorks 5 Log In/Out of eClinicalWorks 1.To log into eClinicalWorks double-click on the eClinicalWorks icon located on your desktop. 2.Enter your login ID and password (case sensitive) and click on “Log In.” How Do I Access? Remember to log out of eClinicalWorks when you leave your workstation unattended. 2 3.To log off of eClinicalWorks go to File and select Exit from the drop-down menu or you can click on the ‘X’ button on the top right corner.
Office Manager Companion eClinicalWorks 6 Section II: How To Guides Basic Navigation Tools eClinicalWorks application window has five standard navigation elements. These elements appear in Resource Schedule, Office Visit, and Progress Note workspace The Menu Bar: Consists of the File, Patient, Schedule, EMR, Billing, Reports, CCD, Fax, Tools, Community, Lock Workstation, and Help drop down menus. Depending on your security, these menus can be used for basic functionality throughout the application. 2.Patient Look-up Icon: Launches the patient search activity window. When a patient is selected the Patient Hub displays. Clicking the down-arrow displays the last five (5) Progress Notes accessed. 3.Toggle Buttons (Olive Buttons): Enables the user to show or hide application elements. 4.Quick Launch Dashboard Taskbar (Jellybeans): Shortcut buttons to access items needing attention. The shortcut buttons also indicate the urgency and number of pending document reviews, and unread messages. 5.Bands and Left Navigation Pane: Provides access to functionality granted to the user by their security settings. Element Details Basic eClinicalWorks Navigation 5
Office Manager Companion eClinicalWorks 7 Resource Schedule Screen Overview 1. The Resource Scheduling screen is the best screen for appointments to be schedule or moved around for providers/resources and it can be accessed from the “Practice” band. 2. Provider and resource schedules can be seen for a 5-day period or a 7-day period consecutively by clicking on the respective icons on the top. 3. Time blocks on the schedule for a provider or resource can also be created similarly. 4. Single or Multiple appointments can be easily scheduled by clicking on the respective icons on the top. This is the same screen front office will be using to check in and check out patients. Basic eClinicalWorks Navigation
Office Manager Companion eClinicalWorks 8 1.E Menu: The total number of e-prescription refill requests received and transmission errors displays on the button. Click to open the e-prescriptions window to review all e-prescriptions. 2.S Menu: Provides links to the Office Visits, Resource Schedule, and Progress Note windows. The number next to the “S” also indicates that number of patients marked as arrived. This number only displays for the providers and not for any other staff member; other staff members will not see this number change from “0”. 3.D Menu: Provides the option of going directly to the Fax Inbox or Fax Outbox windows. The number next to “D” indicates the number of documents assigned to the logged in staff member. Click the button to open the Review Document window. 4.R Menu: Provides links to the Incoming Referrals or Outgoing Referrals windows. The total number of referrals assigned to the logged-on user displays in parentheses next to each link. The number next to the “R” indicates the number of combined incoming and outgoing referrals. Click the button that has the number to open the Outgoing Referrals window, or click the “R” itself, which will give you a drop down menu and from there you can select Incoming or Outgoing Referrals. 5.T Menu: Provides links to the Telephone/Web Encounters window, which includes new telephone and web encounters. The total number of encounters assigned to the user who is logged in will be displayed in parentheses next to each category. The number next to the “T” indicates the combined number of open telephone, web encounters and action items assigned to you. Click the button to open the Telephone/Web window. 6.L Menu: The “L” menu opens the labs and imaging window. The labs/imaging window opens directly to the To Be Reviewed Tab. The total number of labs and imaging assigned to the logged in user will display in parentheses next to each category. The number next to the “L” indicates the combined number of labs and imaging. 7.M Menu: Provides links to the Inbox, Outbox, or Deleted Messages windows, and includes a link to the Create New Message window. The number next to the “M” indicates the number of new messages in the inbox for the logged-in user. Also, by clicking on the letter “M” you can choose to view the Inbox, Outbox, Deleted Messages and even Create New Messages. Basic eClinicalWorks Navigation Quick Launch Task Bar
Office Manager Companion eClinicalWorks 9 Creation and Block Provider/Resource Schedules Creating a Provider/Resource Schedule To set working hours for Provider/Resource, click on Schedule > Working Hours and Resource Availability 1.Select whether a provider’s schedule or a resource’s schedule needs to be built. 2.Select the appropriate provider or resource’s name from the drop-down list. 3.Click on the “Add” button and define the Working hours name (i.e. Master Schedule, Winter Schedule, etc.) and date range (i.e. for how long it will be applicable) 4.Click on the “Add” button and define the days, the working hours for each day and the facility where the provider/resource will have patients scheduled on that particular day. 5.This step is optional and can be used to create visit type rules, by clicking on the “Add” button, specifying the visit type, the duration for which the rule has to be applied for each day and the number of visits allowed. 6.Recurring schedules for providers/resources can be built by clicking on the “Recurrence” button in the ‘Working Hours date range’ screen (Step 3) and entering the appropriate information.
Office Manager Companion eClinicalWorks 10 Creation and Block Provider/Resource Schedules Blocking a Provider/Resource Schedule The ‘Block hours’ options can be used to block the provider/resource hours when the provider will not be available to see a patient during his/her working hours. To block the provider’s schedule; 1.Click on the ‘Block’ Icon from the ‘Resource Schedule’ screen 2.Select the provider(s)/Resource(s) that you would like to block from the list 3.Enter the Description using the description box (Ex: Christmas, Surgery at Hospital, etc) and choose the block color (The chosen color will be displayed on the Resource Schedule screen 4.Select the Start Date/Time and End Date/Time. You use the ‘All Day Event’ to indicate that the provider/resource will not be available for the entire day. 5.(Optional) – Comments can be entered as needed
Office Manager Companion eClinicalWorks 11 Resetting Your Password From any area within the System 1.Select the File Menu 2.Select Change Password from the menu 3.The Change Password window opens 4.Fill in the blanks 5.Click OK
Office Manager Companion eClinicalWorks 12 Local Settings – Hiding Canceled appointments Local Settings – Hiding Canceled Appointments/Show only billable visits 1.From the File Menu, hover over settings and select Local Settings from the sub menu. 2.In the Local Settings window, select the Show Only Billable Visits 3.Click to save changes. Rescheduled and Canceled Appointments will appear on the Resource Schedule unless this local setting is set.
Office Manager Companion eClinicalWorks 13 Patient Look-up Patient Look-up Overview Patient Look-Up Screen allows the user to: Search for the desired patient Register new patients Access patient’s demographics and hub 1. When you click on the patient lookup button, the ‘Patient Lookup’ screen opens up which gives you a list of all the patients in the system arranged alphabetically by their last name. 2. The patients can be searched using a combination of different search options such as Name, SSN, DOB, Account No. Phone No, Previous Name or home/Work/Cell Phone, Medical Record Number, Guarantor Name and by their default appointment facility.
Office Manager Companion eClinicalWorks 14 Patient Look-up 3. The Patient Lookup button also includes a drop-down list that provides quick access to a list of the last five patients whose Progress Notes have been viewed. This feature is available to all users. Click on the green drop-down arrow to the right of the patient lookup button to access patient records viewed recently. 4. Select the desired patient by clicking on the patients name. Click the “Patient Info” button to view patient demographic information. After selecting the patient either click on the “OK” button, or simply double-click on the patient’s name, to access the patient hub ( if you have access) Patient Information (Demographics) screenPatient Hub
Office Manager Companion eClinicalWorks 15 Patient Look-up Patient Registration The overview of the patient registration process is illustrated using a flow chart diagram below:
Office Manager Companion eClinicalWorks 16 Patient Look-up Patient Demographics 1. The patient information (Demographics) screen can also be accessed by clicking on the “Info” or “Demographics” button, in the different screens within eCW. 2. The mandatory fields can be configured by the practice administrator. However, some of the fields (such as Name, DOB and Sex) are absolutely required and these cannot be configured.
Office Manager Companion eClinicalWorks 17 Patient Look-up 3. Additional information such as additional contact, patient physical address, patient’s picture, race and ethnicity details, language spoken, pharmacy details, etc., can be added/modified by clicking on the “Additional Information” button. In addition, if the patient is no longer with the practice, the patient can be marked as inactive, if the patient passed away, the patient can also be marked as deceased.
Office Manager Companion eClinicalWorks 18 Insurance Window Overview Adding Insurance to the Patient Record 1.From the Insurance section of the Patient Information window, click the Add button. The Insurance window opens: 2.Select the patient’s insurance from the list Use the shortcut keys to quickly access any one of the first nince entries listed on the Insurance window. Press both the Alt key and number key to display that specific numbered entry. For example, pressthe Alt and 3 keys simultaneously to access the third insurance form the top of the list (the row displaying a 3 to the left). 3.Click Ok button the patient-specific Patient-Insurance Detail window opens:
Office Manager Companion eClinicalWorks 19 Insurance Window Overview Patient-Insurance Details Window 4.Check the Primary, Secondary, or Tertiary insurance box as applicable. The source of Payment code appears based on the information entered for the Insurance. 5.If required, click the More (…) button to select an Insurance class for reports and click the OK button. 6.Enter the insurance coverage dates in the following format: mm/dd/yyyy
Office Manager Companion eClinicalWorks 20 Insurance Window Overview Patient-Insurance Details Window 7.Click the Additional Information tab. The Additional Information tab displays: 8.Enter the following information: Additional Information Tab FieldInformation Assignment of BenefitsClick the More (…) button to select the code that indicates whether the payer is authorized to pay the provider Patient Signature SourceClick the More (…) button to select the code that indicates whether the provder has captured the patient signature. PPO Identification Enter the PPO identification. Check the KenPAC box if the PPO is a Kentucky Patient Access the Care Provider
Office Manager Companion eClinicalWorks 21 Insurance Window Overview Patient-Insurance Details Window HMO/PPO IndicatorClick the More (…) button to select a code that indicates that the provider submits claims under a Special Processing Agreement. Payer Claim Office NumberEnter the number of the insurance claim office. Insurance TypeClick the More (…) button to select the code for the insurance policy type. 9.Click the OK button. the Patient Information window displays. 10.From the bottom of the Patient Information window, click the Additional Info button. The Patient Additional Information window displays. 11.Click the More (…) button to select a Plan Type code from the list. 12.Click the OK button. The added insurance displays in the patient record. Deleting a Insurance: 1.In the Patient Information screen double click on the insurance that is no longer active. This will open the Insurance detail screen 2.Click in the Terminated filter box
Office Manager Companion eClinicalWorks 22 Insurance Window Overview Deleting Insurance Information 3.Click OK The insurance box will appear with red X and the insurance type will appear shaded out. See below Click Ok and close out of the Insurance screen.
Capturing Insurance Cards Using OCR MedicScan is a card scanner that optically scans a driver’s license and inserts the information into the Patient Information window fields (such as birth date, name, address, and photo). MedicScan scanner works by OCR (Optical character recognition) technology and capture text and images. To use the MedicScan scanner: 1.Ensure that the scanner is installed and working (power is on). 2.From the Patient Information window, Click the button to display a drop-down list: 3.From the drop-down list, select either MedicScan or MedicScan (with Photo). The photo option places the patient’s picture on the Patient Additional Information window. 4.Insert the patient’s ID into the scanner. A window displays the patient information scanned from the license. 5.Review the information in the patient Information to make sure there are no character recognition errors. 6.Complete the rest of the fields in the Patient Information window. 3
Office Manager Companion eClinicalWorks 24 Patient Look-up Patient Hub Patient Hub is a centralized place where patient information can be found. In addition, different tasks can be done for the patient through the patient hub. Patient Hub can be accessed from different parts of the program. 1. Patient Hub can be accessed by: a. From ‘Patient Lookup’ screen i. select the desired patient and click ‘OK’ ii. Double click on the patient’s name b. From a different screen in the program i. Click on the ‘Hub’ or ‘Patient Hub’ button 2. Patient Hub displays on the screen:
Office Manager Companion eClinicalWorks 25 Scheduling Appointments Scheduling Patient Appointments 1. Staff can create an appointment for a patient by opening the ‘Resource Schedule’ screen, select the date and the desired provider from the list, and simply double clicking on the desired time on the appointment screen. 2. Once the ‘Appointment’ screen opens, the basic appointment information will be displayed on the window (Facility, Provider/Resource, Start Time).
Office Manager Companion eClinicalWorks 26 Scheduling Appointments 3. Staff can select the patient by clicking on the ‘Sel’ button. This allows the user to search for the patient from the patient lookup screen. 4. Once the patient is selected, the user can select the visit from the ‘Visit Type’ drop down. This tells everyone the type of visit that the patient is coming in for (New Patient, Established patient, etc.). 5. Once completed, staff would leave the ‘Visit Status’ as ‘PEN (Pending)’ as this is the appointment status indicator (Pending, Arrived, Check Out, etc.) 6. The patient’s chief complaint can be entered under the ‘General Note’ field and Any notes which need to go to the biller can be put under billing notes.
Office Manager Companion eClinicalWorks 27 Scheduling Appointments Rescheduling Appointments For appointments that need to be rescheduled to another day, a two-step process has to be followed: 1. The visit status on the actual appointment has to be selected as ‘R/S’ and the reason for rescheduling has to be typed in the ‘General Notes’ field. 2. The appointment now has to be re-created on the date when it needs to be rescheduled. This can be done by simply double clicking on the new date/time or copy the original appointment and paste it on the new time slot. (please note that if you follow the ‘Copy’ route, make sure to remove the General Note (the reschedule reason, as it will be copied to the new appointment as well))
Office Manager Companion eClinicalWorks 28 Scheduling Appointments Cancellations and No-shows Appointments can be cancelled or marked off as ‘no-shows’ by simply choosing the appropriate ‘Visit Status’ code on the appointment screen. Some of the recommended steps while cancelling or marking off an appointment as ‘no-show’ are: 1. Always put in a reason for the cancellation in the ‘General Notes’ section of the appointment screen. This makes it easy to track why the appointment was cancelled for a patient. 2. If you have permissions to delete appointments, do not delete a cancelled or a no-show appointment as you will not be able to run a ‘cancelled’ or ‘no-show’ report on the system.
Office Manager Companion eClinicalWorks 29 Scheduling Appointments In addition to changing the Visit Status of the Cancelled and Reschedule appointments, it is recommended that the receptionist enters the reason in the General Notes Box. This allows other staff members to the reasons as well.
Office Manager Companion eClinicalWorks 30 Scheduling Appointments Copying/Cutting and Pasting Appointments 1.An appointment can be copied or cut by right clicking on the appointment. 2.The appointment is now put on the ‘Appointment Clipboard’ 3.From the resource scheduling, ‘Left Click’ on a new time and click ‘Paste’ 4.The appointment is now copied/moved to a new time.
Office Manager Companion eClinicalWorks 31 Scheduling Appointments Bumping Appointments The ‘Bump Appointment’ feature can be used to create a ‘Bump list’ that would contain all scheduled patients who the provider/resource was unable to see during a particular day. 1. All appointments on a particular day can be transferred onto the Bump list and the whole day can be blocked for a provider/resource using Block Hours feature. 2. Individual appointments can also be put in the Bump List by right clicking on the appointment and choosing the ‘Bump Appointment’ option. 3. The Bump List can be seen by clicking on the Bump Appointments icon on the Resource Scheduling screen. Appointments from the bump list can then be rescheduled as required.
Office Manager Companion eClinicalWorks 32 Scheduling Appointments Generating and Verifying Incoming Referrals (If Applicable) For patient who needs referral in order to be seen by the provider. Secretary/staff can create and document “Incoming Referral” in eClinicalWorks. 1.An incoming referrals can be created for a patient by clicking on the “Referral” button on the ‘Appointment’ screen or by going to the patient’s Hub and clicking on the “Referrals” button. 2.The details of the referral can then be documented on the ‘Incoming Referrals’ screen, as required (Referral From, Referral To, Auth Code, Start-End Date, Reason, Diagnosis, etc). 3.Incoming referrals can be linked to the appointment by clicking on the ‘Visit Details’ tab.
Office Manager Companion eClinicalWorks 33 Outgoing Referrals Process Providers 1.From within a Progress note, click on Treatment. 2.Click on Outgoing Referral button. 3.Provider completes following fields: Referring Provider/Facility, Specialty, Assigned to, Reason, Diagnosis/CPT. 4.Providers need to indicate if there are any documents that MUST go with referral. This can be done in the Notes tab. 5.If the patient insurance requires an authorization #, then keep the status as Open and click OK. 6.This sends to the referral to the referral coordinators and they will obtain auth # from insurance. 3 3
Office Manager Companion eClinicalWorks 34 Outgoing Referrals Process Checking Referrals 1.Click R jellybean. 2.Change Assigned to field, if necessary, to the person who referrals are assigned to in your office. 3.Tab will default to All Open(All dates) 4.If any other tabs are chosen, be sure to Adjust dates or Uncheck date box. 5.Double click on a patient name to open a referral. 13 2
Office Manager Companion eClinicalWorks 35 Outgoing Referrals Process Checking Referrals 1. Perform insurance verification and obtain auth #. 2. Enter auth # in field labeled ‘auth code’. 3. Enter referral start and end date, as appropriate. 4. Click Visit Details to enter visits allowed. 5. Add any notes in the Notes tab, if necessary. 6. Documents can be attached if necessary at this time. 7. Change status to Consult Pending. 8. Referral coordinator sends referral to office via Send Referral button. 9. Click OK For insurances that do not required an auth #. 1. Referral coordinator can print/send/fax referral per office protocol. 2. Add notes in Notes tab, if necessary. 3. Change status to Consult Pending. 4. Click OK
Office Manager Companion eClinicalWorks 36 Outgoing Referrals Process Receiving Referrals Letters via Mail or Fax Inbox 1.Attach the fax/scanned document to the patient. 2.The document should be saved in the Referral Notes Folder. 3.Open the referral, and click Attachments at the bottom of the window. 4.Click the Attach button in the Patient Documents section. 5.Choose the document(s) to attach, and click OK. 6.The Attachment button will indicate how many documents are attached
Office Manager Companion eClinicalWorks 37 Receiving Referrals Letters via Mail or Fax Inbox 7.After attaching the documents, click the Received Date box to indicate the referral results were received. 8.Click the Notes tab to add any necessary information, if needed. 9.If the Referral process is complete, mark the status as Addressed. 10.Click OK Outgoing Referrals Process
Office Manager Companion eClinicalWorks 38 Patient Check - In Workman’s Comp/MVA Visits If the patient’s appointment is going to be billed under the Medical Insurance such as Workman’s Compensation / Motor Vehicle Accident (MVA), the visit that will be covered by an insurance which is different from the patient’s primary insurance, the appropriate additional insurance has to be added in the “Patient Information” screen and then this insurance has to be associated with the appointment. (a) Add the Work. Comp. insurance without “designation”, i.e., ‘Primary’, ‘Secondary’ or ‘Tertiary’ status in the ‘Insurance’ section of the “Patient Information” screen. Note: Click “Yes” for any warning messages that may display as a result of this step.
Office Manager Companion eClinicalWorks 39 Patient Check- In (b) For Practice that will be using the Claim Data Feature: Click on the “Claim Data” button on the Appointment screen and from the Claim Data screen remove all other insurances except the Work. Comp. insurance. This change will be applicable for the current visit only, (c) For Practice that will be using the ‘Case Management’ Feature: Click on the “N’ button on the Appointment screen and from the Case Detail screen remove all other insurances except the Workman’s comp/MVA Insurance. This change will be applicable for the current visit only.
Office Manager Companion eClinicalWorks 40 Patient Check - In Document Scanning 1.The eClinicalWorks scanning module can be accessed by clicking on the “Patient Documents” icon under the “Documents” band in the left navigation panel or from the Patient Hub. 1.After feeding the document in the scanner in the appropriate way (top down, back-side facing towards you), the number of pages can be specified if necessary and then clicking on the ‘Scan’ button will scan in the document and place it on the ‘Scan Bucket’. 2.The scanned documents can then be moved into the respective patient folder by following a simple 3-step process: 1.Select the scanned document 2.Select the folder where it needs to be added into, and 3.Click on the ‘Add’ button (Make sure that ‘Add Description’ is checked off)
Office Manager Companion eClinicalWorks 41 Patient Check - In 4. Two- sided scanning can be done by checking off the “Scan Duplex” option prior to clicking on the ‘Scan’ button. Multi-page scanning can be accomplished by checking off the “Scan to Single Doc” option prior to clicking on the ‘Scan’ button. 5. To add certain pages only from the scanned document onto the patient’s folders, the “Add Pages” option that shows up when the green arrow right next to the “Add” button is clicked on can be used. This is typically useful when a faxed document has to be added on to the patient’s folder without the cover sheet. 6. The “Add Local” button located right below the “Add” button can be used to add any ‘local’ files (i.e., files from your computer) on to one of the patient folders. 7. By checking off the ‘Add Description’ check box before clicking on the ‘Add’ button, this allows staff to rename the scanned document, add additional notes as well as assign the document to other staff members in the practice.
Office Manager Companion eClinicalWorks 42 Patient Check - In The recommended naming convention to be followed when adding scanned documents into the respective folders is to “YYY/MM/DD – NameOfDocument”. For example, if you are scanning a lab result that was received on the 10 th of August, 2009, the scanned document should be named as ‘2010/06/10 – CBC Result’. This recommended naming convention makes it easy to sort the documents in chronological order.
Office Manager Companion eClinicalWorks 43 Patient Check - In Linking the visit with the Incoming Referrals (If Applicable) For patient who needs a referral in order to be seen by the provider. Secretary/staff can link the (created) referral to the appointment by: 1. Click on the “Referral” button on the ‘Appointment’ screen. 2. Select the desired referral and click on the ‘Update’ button 3. Click on the ‘Visit Details’ tab 4. Select the encounter date from the drop down
Office Manager Companion eClinicalWorks 44 Patient Check - In eClinicalForm (Overview) Paper forms that providers/patients need to sign and are not available in the EMR system (Some insurance/facility requires their unique paper forms) can be uploaded as ‘eCliniForms’. eCliniForms can be accessed under the ‘Documents’ band. eCliniForms can be ‘inked’ using the Stylus from the tablet or the Signature Pad. 1. To use the eCliniForm, select the desired eCliniForm from the list and click ‘Ink Doc’ button 2. Once the document is loaded, provider/staff/patient can ink the document 3. Once completed, provider/staff can save the document to the patient’s chart by clicking on the ‘Attached To Patient’ button or the ‘Disk’ icon (This depends on where you accessed the eCliniForm)
Office Manager Companion eClinicalWorks 45 Patient Check - In a. If you access the eCliniForm from the ‘Documents’ band, you can select the ‘Attached To Patient’ option, select the folder where you want to save the document and rename the document. b. If you access the eCliniForm from other parts of the application such as Appointment Screen, Progress Note, you can click on the Disk icon and the document will b saved to the corresponding folder with the standard naming convention.
Office Manager Companion eClinicalWorks 46 Patient Check – In Bubble Sheets Use the Bubble Sheet wizard to create, modify and delete bubble sheets. To create a standard Bubble Sheet 1.From the EMR menu, select Bubble Sheet Designer option. The bubble sheet wizard opens: 2.Click Create New Bubble Sheet document option The document name text box displays:
Office Manager Companion eClinicalWorks 47 Patient Check – In 3.Enter a name for the bubble sheet and click the Next > button The Design document window opens: 4.Single click a folder to open it Some folders contain sub-folders; double click any folder with a (+) to open it. 5.Double click an item (pink icon) to add it to the bubble sheet Each item you select appears in the list in the right pane. Select an item more than once to ask several questions on the same topic 6.Edit each item to create a question for your bubble sheet: Double click an item or Select an item from the list in the right pane and click the Edit Row button. The edit question window opens 7.Create questions and options for the bubble sheet based on the selected item using the following features
Office Manager Companion eClinicalWorks 48 Patient Check – In 8.To use structured data in a bubble sheet: a.In the tree view on the left, double click a folder to open it: The blue folders contain the questions with answer options saved as structured data. Some folders contain sub-folders. Double click any folder with a (+) to open it: b.Double click an item in a blue folder to add a related question to the bubble sheet. The selected item appears in the list in the right pane and the edit question window opens. The responses in the Options field are not editable and the radio buttons for the selection options are disabled
Office Manager Companion eClinicalWorks 50 Patient Check - Out Collecting Copays and Payments 1.Copay can be collected by clicking on the ‘Charge Details’ button and ‘Copay’ (from the appointment screen) 2. Document the payment information on the Payment Screen (amount, check number and memo (if applicable)). Once completed, receipt can be printed by clicking on the ‘Receipt’ but ton at the bottom left hand corner of the screen.
Office Manager Companion eClinicalWorks 51 Patient Check - Out 3. Additional Notes can be documented on the “Memo” section
Office Manager Companion eClinicalWorks 52 Patient Check - Out Printing Out Visit Summary Once the provider is done with the patient, visit summary can be printed out by: 1.Right click on the appointment and select ‘Print Visit Summary’ from the resource scheduling screen 2.Select the desired options and click on the ‘Print Preview’ button Note: Visit summary can also be printed by the provider/nurse from the progress note
Office Manager Companion eClinicalWorks 53 Miscellaneous Features Messaging Messaging feature in eClinicalWorks allows staff and providers to send and receive messages internally. Messages in eClinicalWorks can be accessed in two ways: from the navigation band under the “Messages” heading or by clicking on the “M” button on the top. 1.The messages band provides access to incoming messages, lets you send messages and provides a way to delete old messages. 2.The number displayed on the ‘M’ button corresponds to the number of unread messages in your inbox. 3.Clicking on the ‘M’ letter will give options to access the inbox or outbox. 4.User can compose a new message by clicking on ‘Compose’ or ‘Create New Message’ button. Note: This feature is not used for any clinical documentation for a patient. The clinical documentation regarding a patient needs to be done through telephone encounters.
Office Manager Companion eClinicalWorks 54 Miscellaneous Features Telephone Encounters Providers and staff can document telephone conversation he/she had with the patient using the telephone encounter feature. Once documented, the telephone encounter can be assigned to a different staff member in the practice for further action if needed. (Telephone Encounter Example; Medication Refill request, Message for the Provider, Lab result request, etc. Telephone Encounters can be created several ways in eClinicalWorks. The easiest recommended way to create a telephone encounter is through ‘New Tel Enc’ button from the patient hub.
Office Manager Companion eClinicalWorks 55 Miscellaneous Features 1.The ‘Answered by’ field will be populated with the name of the person who creates the telephone encounter. The date and time are also automatically documented. 2.If the telephone encounter is created from the patient’s hub, the patient’s name and demographic details (including the provider name) will be populated automatically. 3.The name of the caller can be documented under the “Caller” section. (Example ; Mom, Wife, etc.) 4.The reason for the call can be chosen from the respective drop-down or also typed in. 5.The actual message can be typed in the “Message: section. 6.The follow-up action taken for the issue can be documented in the respective section. The eClinicalMessenger could be utilized as well as the Reply to Patient button. 7.The telephone encounter thus created can assigned to a provider or staff member appropriately. 8.For issue which requires immediate attention, staff can check off the ‘High Priority’ check box. This will trigger the Jellybean to turn ‘Red’ 9.Once the issue is addressed or taken care of, the telephone encounter can be ‘closed’ by selecting the “Addressed” option.
Office Manager Companion eClinicalWorks 56 Telephone Encounters Attaching a Document to a Telephone Encounter From the Patient Documents window, you can attach a document to a telephone encounter without first inserting it into a patient’s chart. To attach a document to a telephone encounter: From the Documents band, click the Patient Documents icon. 2.Once in the encounter click on the “Sel” button and select a patient from the Patient Lookup window 3.Under “View” click on “File View” 4.In File View, click a document from the list and select it to display a drip-down list.. 5.From the list, select “Create Telephone Encounter:” The Patient Lookup window opens 1 1 2
Office Manager Companion eClinicalWorks 57 Telephone Encounters Attaching a Document to a Telephone Encounter 6.Select the patient and click the “OK” button. The Telephone Encounter window opens. The message, Document attached from fax inbox displays in the telephone encounter indicating the document is attached. The document is attached to a telephone encounter. 6
Office Manager Companion eClinicalWorks 58 Miscellaneous Features Actions Action feature allows user to create and assign task to different staff members in the system. 1. Actions can be created either from the patient Hub or by clicking on the ‘T’ alphabet on the top right corner of the screen. 2. Actions thus created can be assigned to a respective staff member with a message and certain attachments, set a respective status code and can also be made to recur repeatedly over a period of time, if required.
Office Manager Companion eClinicalWorks 59 Miscellaneous Features Alerts/Recalls Generic Alerts Generic alerts can be set for all patients seen by a provider or in a particular facility. These alerts can be set from the EMR>Alerts option. Generic Alerts can be accessed from the Patient Hub. It can also be viewed from the patient dashboard. It can also be accessed form the patient right panel. These alerts would automatically be suppressed once the conditions are satisfied (e.g.: a lab result is received). You can also manually suppress the generic alerts by clicking the ‘Last Done’ button or the “Suppress’ button.
Office Manager Companion eClinicalWorks 60 Miscellaneous Features Alerts/Recalls Patient Specific Alerts 1.To create a patient specific alert click on the “Alerts” option from the patient hub or the patient dashboard and then click on Add under the patient specific alert. The Patient specific alert window opens. 2.Use the drop down list and select one of the options to set up a patient specific alert. You can also select the “recall after” and the due date changes. This creates a patient specific alert on the patient. 3.Once the patient gets that order done the alert needs to be manually suppressed from the alert window. 4.Patient Specific as well as Generic alerts can be recalled using the patient recall feature under the recall band.
Office Manager Companion eClinicalWorks 61 Miscellaneous Features Alerts/Recalls Global Alerts Global Alerts can be established by the physician to alert staff members of important information related to the patient. Global alerts allow staff members to see this information quickly and in a number of areas within the system. Global Alerts can be created from the patient hub, from the demographics and by choosing the ‘Global Alerts’ option under EMR>Alerts. These alerts will pop-up on the screen whenever the patient’s name is clicked on from the ‘Lookup’ screen as well as when an appointment is created/modified for the patient.
Office Manager Companion eClinicalWorks 62 Miscellaneous Features Alerts/Recalls Patient Recall Recall Feature can be accessed from the Navigation Band under Recall -> patient recall Recall lists can be run for patients based on appointment dates, patient-specific protocols (or alerts) and generic protocols (or alerts). Once the required search fields or ‘filters’ are chosen appropriately, the ‘Lookup’ button must be clicked on to get the desired recall list Respective letters can be printed out for a patient/all patients in the recall list by using the “Run Letters” button.
Office Manager Companion eClinicalWorks 64 Updating Letter Templates Updating an existing Letter Template 1.Click Patient then Letters The Patient Recall window appears. 3.Click on the ellipsis button to open the list of templates. 4.Search for the template to be edited. 5.Click once to highlight the template that you wish to edit. 6.Click Update Letter Template. 3 6
Office Manager Companion eClinicalWorks 65 Updating Letter Templates Updating an existing Letter Template 7.Click Yes to edit the template chosen. 8.Click the Get the template for editing button. 9.Click Open to open the template. 10.MS/Word application will launch and open the template document. 11.Edit the document as needed. a.Adding Letter Tags can be complicated, please contact support, if needed. 12.Save and close the document. 13.Click the ‘Upload the template after editing’ button. a.You will prompted to again save and close the document. 14.Once uploaded, you will receive the message Template update successfully.
Office Manager Companion eClinicalWorks 66 Miscellaneous Features Document Management eClinicalWorks comes with document management feature which allows; Staff to scan the patient’s document into the system and attaches the document to the electronic chart (consent forms, lab result, consult reports, etc) External entities to fax documents directly into the EMR system (The document will be faxed electronically into the system and the staff will be able to attach the document to the patient’s electronic chart). Scanning 1.The eClinicalWorks scanning module can be accessed by clicking on the “Patient Documents” icon under the “Documents” band in the left navigation panel or from the Patient Hub. 1.After feeding the document in the scanner in the appropriate way (top down, back-side facing towards you), the number of pages can be specified if necessary and then clicking on the ‘Scan’ button will scan in the document and place it on the ‘Scan Bucket’. 2.The scanned documents can then be moved into the respective patient folder by following a simple 3-step process: 1.Select the scanned document 2.Select the folder where it needs to be added into, and 3.Click on the ‘Add’ button (Make sure that ‘Add Description’ is checked off)
Office Manager Companion eClinicalWorks 67 Miscellaneous Features 4. Two- sided scanning can be done by checking off the “Scan Duplex” option prior to clicking on the ‘Scan’ button. Multi-page scanning can be accomplished by checking off the “Scan to Single Doc” option prior to clicking on the ‘Scan’ button. 5. To add certain pages only from the scanned document onto the patient’s folders, the “Add Pages” option that shows up when the green arrow right next to the “Add” button is clicked on can be used. This is typically useful when a faxed document has to be added on to the patient’s folder without the cover sheet. 6. The “Add Local” button located right below the “Add” button can be used to add any ‘local’ files (i.e., files from your computer) on to one of the patient folders. 7. By checking off the ‘Add Description’ check box before clicking on the ‘Add’ button, this allows staff to rename the scanned document, add additional notes as well as assign the document to other staff members in the practice.
Office Manager Companion eClinicalWorks 68 Miscellaneous Features The recommended naming convention to be followed when adding scanned documents into the respective folders is to “YYY/MM/DD – NameOfDocument”. For example, if you are scanning a lab result that was received on the 10 th of August, 2009, the scanned document should be named as ‘2009/08/10 – CBC Result’. This recommended naming convention makes it easy to sort the documents in chronological order.
Office Manager Companion eClinicalWorks 69 Miscellaneous Features Working with Assigned Documents Assigned documents can be viewed on the ‘D’ dashboard taskbar. The number on the dashboard indicates the amount of documents a particular staff has to review. Red dashboard taskbar indicates that there is a ‘High Priority’ document in the inbox. The high priority document has an “!” in front.
Office Manager Companion eClinicalWorks 70 Miscellaneous Features When clicking on a document from the document list, Provider/Staff can view the document as well as add additional notes under the ‘Description’ section, draw/sign on the document using the ‘Ink Edit’ button, reassign the document to a particular staff or mark the document as ‘Reviewed’.
Office Manager Companion eClinicalWorks 71 Miscellaneous Features eClinicalWorks Electronic Faxing Incoming Faxes As introduced in the previous section, eClinicalWorks comes with document management feature which allows external entities to fax the document directly into eCW. The document then can be attached to the patient’s electronic chart. 1.Prior to receiving the faxed document, the practice administrator had to map the eCW application on every local computer to the fax inbox by typing the fax inbox folder’s location on the “Local Settings” screen. The ‘Local Settings’ window can be accessed through the “File” menu, “Settings” option and clicking on the “Local Settings” option. 2.Once completed, the Fax inbox can be assessed either by clicking on the “Fax Inbox” icon in the “Documents” band or by choosing the “Fax Inbox” option in the ‘Patient Documents’ screen. Accessing the fax inbox from patient documents is more efficient because the user can immediately attach the fax to a patient record after reviewing it from this section. 3.Attaching received faxes into the respective patient’s folder can be done by simply selecting the fax document, selecting the folder where it needs to be added and then clicking on the “Add” button (similar to the process followed for attaching scanned documents).
Office Manager Companion eClinicalWorks 72 Miscellaneous Features eClinicalWorks Electronic Faxing Similarly, individual pages from the received fax can be added to a particular folder by using the “Add Pages” option, under the “Add” button (similar to Step 5 above). Outgoing Faxes eClinicalWorks allows users to electronically fax documents from the application. User can use the fax feature by clicking on the ‘Fax’ button from various section of the application (Ex. Progress notes, Patient Documents, Lab/DI Order, etc). Once the document(s) is faxed out, user can monitor the status of the (sent out) faxes through ‘Fax Outbox’ screen. 1.The fax ‘outbox’ is where all the faxes that were sent out electronically from the eClinicalWorks are listed. The fax outbox can be used to monitor the following information. (A) The number of faxes sent out by a user/provider/facility (B) The number of faxes sent out by date (C) The status of each fax that was sent out (completed/pending/failed) (D) The date and time when the fax was sent (E) The destination fax number and name 2. The individual patient fax logs can be viewed by clicking on the “Fax Logs” but ton from the patient’s Hub.
Office Manager Companion eClinicalWorks 73 Section III: “How To” Guides – Advanced Features Document Management – Correcting scanned documents If a scanned document is scanned under the incorrect patient, access the Patient Documents module. 1.Select the document and click on the View button. 2.Click on the “Save” button. 3.Save the document to your desktop or a documents folder, click Save. 4.Using the “ Document Categories” – Custom, browse the folder you saved the document. Documents in the folder will appear in the “Scan bucket”
Office Manager Companion eClinicalWorks 74 Section III: “How To” Guides – Advanced Features Document Management – Correcting scanned documents 2.Click on the document from the Scan Bucket, Add to the appropriate folder. If documented on the incorrect patient: 1.Search patient within the Document Management section using the “Sel” button, follow the below steps: To delete the old document 1.Click on the document from the folder structure. 2.Select the drop down next to “Add” 3.Click Delete *Note: Only Super users and Office Managers have access to delete documents.
Office Manager Companion eClinicalWorks 75 Section III: “How To” Guides – Advanced Features Document Management – Scanning: Results to an Order 1.Scan document as directed in the Document Management “Scanning” Section, at step 7 click the Add Description box and click OK. 2.Click on the “Assigned To” ellipse 3.Check the box for the order and click OK. 4.Document that the result has been received by checking the “box.” For paper or electronically faxed results can be attached to an order to satisfy the “Results Received.” At the Document Description window complete the below tasks. Orders will appear with a paperclip to identify that there is a scanned report attached to the order. *Note: If this is a lab, you can input the discrete results in the attribute fields in the Results section.
Office Manager Companion eClinicalWorks 76 Section III: “How To” Guides – Advanced Features Document Management – Scanning: Results without an Order 1.Scan document as directed in the Document Management “Scanning” Section, at step 7 click the Add Description box and click OK. 2.Click on the “Assigned To” ellipse 3.Click on the New button of the Orders window. For paper or electronically faxed results can be attached to an order to satisfy the “Results Received.” At the Document Description window complete the below tasks. 4.Click on Sel. To search the order – Select the order. Assign the Facility, Assigned To, Results Received and Result info. Click OK 5.Check the newly added order and click OK. Complete the Document details as applicable
Office Manager Companion eClinicalWorks 77 Checking Logs Fax Outbox Log 1.To verify the status of a sent fax, click the Documents band on the left navigation panel. 2.Click Fax Outbox icon. 3.The Outbox lists the outgoing faxes. Fax Status column shows the status. 4.Click Refresh to update the statuses. 5.If desired, double click on a fax to view. This can only be done with faxes that have a Completed status
Office Manager Companion eClinicalWorks 78 Checking Logs ePrescription Logs (list of only ePrescribed medications) 1.Click the Documents band on the left navigation panel. 2.Click the ePrescriptions icon. 3.Change the filters if you are looking for specific criteria. 4.This logs lists only the Rx’s that have been sent via ePrescribe. 5.View the Status column to verify if the ePrescription status. 6.Click Refresh to update the status column. 7.A RED Success status means a denial was sent to the Pharmacy successfully. 8.These denials include: a.Physicians denying an electronic Rx request. b.Controlled substances that cannot legally transmit via ePrescribe. Provider needs to open a telephone encounter and send the controlled substance via fax (or it can be printed and picked up by patient). It is set up like this to prepare for when we can transmit controlled Rx’s electronically
Office Manager Companion eClinicalWorks 79 Checking Logs Prescription Logs (list of only faxed and printed prescriptions) 1.Click the Documents band on the left navigation panel. 2.Click the Prescriptions icon. 3.Change the filters if you are looking for specific criteria. 4.This logs lists only the Rx’s that have been faxed or printed. 5.Click Refresh to update the status column. 6.Double click on any line item to view the prescription that was sent/printed. 7.Status Columns a.Faxed-Only successful faxes will appear. Check the Sent Date column. b.Printed-Printed fax status will appear as Logged b 3 7a6
Office Manager Companion eClinicalWorks 80 Checking Logs Prescription Log Report (contains All prescriptions and is printable) 1.The Prescriptions log report contains a printable list of ALL prescriptions sent. 2.At the top of the screen, click Reports>EMR>Prescriptions Log Report. 3.In the Prescriptions Log Report Screen, adjust the provider and dates and click Get Report button. 4.Print Preview and Print buttons are available at the bottom of the window
Office Manager Companion eClinicalWorks 81 Reports Running Registry Reports Registry feature can be accessed by clicking on the ‘Registry’ icon. To run a registry report 1.Select the desired tab and set the values 2.Click on ‘Run New’ button 3.(Optional) – To narrow down the search, select other tabs and set values and Click ‘Run Subset’ 4.The data can be exported into Notepad/Excl by clicking ‘Copy’ button at the bottom of the screen 5.Registry Queries can be saved by clicking on ‘Save Queries’ button. Enter the desired name, associate with a flowsheet (optional) and input ‘Report Criteria’ (Optional) Note: Registry feature can be accessed by 1 staff member at a time. To release the session, click ‘Release Lock’
Office Manager Companion eClinicalWorks 82 Reports View Billing Summary The billing summary can be printed from Reports > Billing Summary > View billing summary No shows will not show on the summary so if there is a charge for no showing then the no shows can be viewed through Reports > EMR > Cancelled visits. Same goes for cancelled appointments. If there is no diagnosis documented on the progress note then on the billing summary the appointment will show but it will not have any ICD-9 codes or CPT codes for billing purposes. The billing summary can be printed at the end of the day by provider and then given to the outside billing company to drop the claims.
Office Manager Companion eClinicalWorks 83 Reports Cancelled Visits/No-Show The cancelled visit/no-show report can be run from the Reports menu > EMR > Cancelled Visits Set the report parameters by physician and date range. This report will state whether the appointment was a no-show or cancelled. This is the report to be used to charge no- show fees.
Office Manager Companion eClinicalWorks 84 Training Scenarios In this section you will be given scenarios that will help you to learn the system as it pertains to a daily workflow within your office. Each scenario can be run through by using the patients you were assigned to at training, if there is an item required in order to conduct the scenario it will be listed in blue text for you. Good Luck and enjoy your learning experience!
Office Manager Companion eClinicalWorks 85 Telephone Encounters Routing Phone Messages to Staff Training Scenario Mary Clark handles triage at your practice and one of her many responsibilities is to manage the phone messages. She is currently using “sticky notes” to route messages to staff members – help to show her a more effective way to route messages. 1.To create a telephone encounter for a patient, click Lookup and search for the patient in the Patient Lookup window. 2.Once you’ve located the patient, click OK to open the Patient Hub. 3.Click New Telephone Encounter (New Tel Enc) The Telephone Encounter window displays. 4.Select a provider from the provider drop-down list. 5.Use the reason drop-down list to select a reason for the call. 6.Depending on the reason for the call: Select the Message tab to enter a message from the patient into the message field. Select the RX tab if the call relates to prescriptions Select the Virtual Visit tab and choose a provider 7.Once the patient’s message or information has been entered into the related fields, assign the encounter to the appropriate staff member by using the Assigned To drop- down list. Click OK to save the encounter and return to the Patient Hub. Searching for Patient Appointments Training Scenario Crystal Cougar calls to reschedule her next appointment. She knows the date, but she is not sure of the exact time of the appointment. How can you find her future appointments if she doesn’t know all the information? 1.From the menu, click the Patient Lookup. The Patient Lookup window displays. Find Crystal Cougar in the list. 2.Click on the Crystal Cougar’s name to highlight it, and then click OK. The Patient Hub displays with all of the patient’s information. The hub displays Crystal’s next scheduled visit date and time in bolded text. 3.To see more appointment information, click Encounters on the Patient Hub. The Encounters window displays with a complete list of Crystal’s encounters. Use the Encounters drop-down list in the top right corner to sort by encounter type.
Office Manager Companion eClinicalWorks 86 Telephone Encounters Patient Calls for their Test Results Training Scenario Your Patient calls the office to find out about their lab test results from their visit 4 days ago. Your front office staff logs the call information. It is 4pm, and nurse Jane is reviewing the current day call log. Front Office Staff Logs Call: 1.Click the Lookup button 2. Find, Your Patient, and then click OK. The Patient Hub opens 3.Click the New Tel Enc button 4.Complete the Telephone Encounter form making sure the reason for the call is to check results. 5.Assign the telephone encounter to yourself (for training purposes only) The completed form is now accessible from the “T jellybean” on the main window. Patient Calls to Request a Rx Refill Training Scenario Your Patient calls the office to request a refill of their Lipitor prescription. Your front office staff logs the refill request from the phone call. 1.Click the Lookup button 2.Find, Your Patient, and then click OK The Patient Hub opens 3.Click the New Tel Enc button 4.Complete the Telephone Encounter form making sure the reason is RX refill Request 5.Select the “Rx” tab 6.Click the Cur Rx button to select the Lipitor medication; click OK 7.Assign the telephone encounter to yourself (for training purposes only) The completed form is accessible from the “T jellybean” on the main window
Office Manager Companion eClinicalWorks 87 Telephone Encounters Patient Calls to Request a Copy of their Medical Record Training Scenario Your Patient calls the office to request a copy of their medical record. Your front office triage staff logs the request from the phone call, and routes it to the clinical staff for processing. 1.Click the Lookup button 2.Find, Your Patient, and then click OK. The patient hub opens 3.Click the New Tel Enc button 4.Complete the Telephone encounter form making sure the reason for the call is a request for the medical record. 5.Assign the telephone encounter to yourself (for training purposes only) 6.Click on the “T jellybean” from the quick launch task bar The telephone encounter window opens listing the encounters that match the selection criteria. 7.Verify that the status drop-down is displaying All Open (All Dates); change the status if required. 8.Double click the encounter for Your Patient with the reason ‘request medical record’. 9.Read the message entered 10.Click the Patient Hub button. The patient hub opens 11.Click the Medical Record button 12.Click the Encounters tab. 13.Check the box(es) next to the date(s) that you would like print or click the top box to select all the encounters to be printed. 14.Click the Print button
Office Manager Companion eClinicalWorks 88 Scheduling A New Patient Calls for an Appointment Training Scenario Your New Patient (Create this patient) just moved to town and needs an annual physical for the job they are starting in two weeks. They call your practice for an appointment. Your front office staff schedules them for a new patient, annual exam visit 7 days from today. 1.Click Resource Schedule and click the box for each provider to see their availability for new patients. 2.Select the date (7 days from today) from the calendar of an available provider. 3.Click Sel. 4.The patient lookup window opens. 5.Enter your new patients last name, in the Patient Search field to ensure the patient is not in the system already. 6.Click New The Patient Information window opens 7.Complete the required demographics fields, and click OK when done. The fields with red asterisks are required. Your practice may require other fields to be complete too. 8.Click OK at the Patient Lookup window. 9.At the Appointment window, continue making the appointment and click OK when done.
Office Manager Companion eClinicalWorks 89 Scheduling New Patient but Family Member is Already a Patient Training Scenario Your Patient calls to schedule an appointment for their son. Since, Your Patient is already a patient at the practice, create an account for their son using Your Patient’s account information. 1.Click Lookup 2.Search for, Your Patient’s son, to be sure he doesn’t exist in the system already 3.If not, search for Your Patient; select them 4.Select the New (copy) 5.Complete the Copy Patient Demographics window with their son’s information, and then click OK. 6.At the Patient Information window, enter the son’s social security number and any other information required by your practice. 7.Click OK 8.At the Patient Lookup window, select the son and click OK 9.At the Patient Hub, click the New Appt button and continue to schedule this patient for an appointment. Managing Appointment No Shows Training Scenario It’s the end of the day, and Your Patient didn’t appear for their scheduled appointment or call to cancel. Your practice has a policy to send a warning letter to patients after two No Shows. You’d like to search Your Patient’s past scheduling history regarding No Shows and Cancelled appointments to determine if you should send him a letter. For this scenario you will need: A scheduled appointment 1.From the menu, click Patient Lookup 2.Click on Your Patient’s name to highlight it and then click OK 3.Click the Encounters button on the Patient Hub 4.To send a letter to Your Patient, close the Encounters window and return to the Hub 5.Click Letters 6.Select the (…) button next to letters in the bottom left of the window 7.Select Letter/Missed Appointment letter from the list 8. Select Run Letter button
Office Manager Companion eClinicalWorks 90 Scheduling Marking an Appointment as Non-Billable Training Scenario Your Patient calls for a blood pressure check. This visits would normally require a charge, but because this visit falls in a global billing period for a previous procedure, there will be no charge. You must now mark the appointment as non-billable. NOTE: The user booking this appointment must have security permission to change the billable status of a visit. 1.From the Resource Schedule window, double-click on an open time slot. The Appointment window opens 2.Fill out the appropriate fields on the Appointment window. 3.Check the Non billable visit check box A confirmation window opens asking if you are sure. 4.Click Yes to close the confirmation window and continue. 5.Type the reason for marking this visit as non-billable in the Billing Notes field. 6.Click OK on the Appointment window Your Patient’s Non-billable visit is now scheduled
Office Manager Companion eClinicalWorks 91 Scheduling Cancelling an Appointment Training Scenario Your Patient calls to say they have forgotten about their son’s baseball game when they made their appointment so they would like to cancel their appointment. For this scenario you will need: A scheduled appointment 1.From the Resource Scheduling window, use the calendar tool to navigate to the day that Your Patient’s appointment was scheduled for. 2.Double click on Your Patient’s appointment. The appointment window opens 3.Select the cancelled status from the Visit Status drop-down list. 4. Click OK A confirmation window appears stating that this is a non-billable visit status. 5.Click Yes Your Patient’s appointment is now cancelled
Office Manager Companion eClinicalWorks 92 Scheduling Rescheduling an Appointment Training Scenario Your Patient calls because they have to work late the day of their appointment and therefore they would like to reschedule for next week. For this scenario you will need: A scheduled appointment 1.From the Resource Scheduling window, use the calendar to navigate to the day of Your Patient’s appointment. 2.Right-click on Your Patient’s appointment to open a drop-down list 3.Select Copy from the drop-down list This will move the appointment to the Clipboard 4.Navigate to an appropriate day next week using the calendar. 5.Highlight an appropriate time slot for the appointment to be pasted to. 6.Click the Paste button at the top of the screen 7.Navigate back to the day the original appointment was scheduled for. 8.Double click on Your Patient’s original appointment The appointment window opens 9.Select R/S (Reschedule) from the visit status drop-down list. 10.Click OK A confirmation window appears stating this is a non-billable visit 11.Click Yes. Your Patient’s appointment is now rescheduled
Office Manager Companion eClinicalWorks 93 Scheduling Documenting a No-Show Appointment Training Scenario It is 30 minutes after Your Patients scheduled appointment time, and they have not shown up yet, even though they did not call to cancel or reschedule. You must now document the fact that they did not appear for their appointment. For this scenario you will need: A scheduled appointment 1.From the Resource Scheduling window, double-click on Your Patient’s appointment. The appointment window opens 2.Select N/S (No-Show) from the Visit Status drop-down list. 3.Click OK A confirmation window appears stating that this is a non-billable visit status 4.Click Yes Crystal’s appointment is now documented as a No-Show NOTE: The no-show appointment will remain on the schedule, unless you have chosen to view only billable visits in your Local Settings.
Office Manager Companion eClinicalWorks 94 Scheduling Bumping an Appointment Training Scenario The doctor is sick today and unable to make his appointments with Your Patient #1 and Your Patient #2. You must now bump these appointments to the same time slots for the next day, as they are currently open. For this scenario you will need: 2 scheduled appointments 1.From the Resource Scheduling window, right-click on Your Patient #1’s appointment to open a drop-down list. 2.Select Bump Appointment from the drop-down list. Your Patient #1’s appointment is removed from the schedule and the number on the Bump List button is increase by one 3.Right click on Your Patient #2’s appointment to open a drop-down list. 4.Select Bump Appointment from the drop down list. Your Patient #2’s appointment is removed from the schedule and the number of the Bump List increases by one 5.Click the Bump List button in the upper-left of the schedule. 6.Check the check box for Crystal Cougar’s row 7.Click the Reschedule Appointment button. The Appointment window opens 8.Change the date field to tomorrow’s date. 9.Click OK to close the Appointment window. Your Patient #1’s appointment is rescheduled. 10.Check the check box for Your Patient #2’s row. 11.Click the Reschedule Appointment button The appointment window opens 12.Change the date field to tomorrow’s date. 13.Click the OK button to close the Appointment window Your Patient #2’s appointment is now rescheduled.
Office Manager Companion eClinicalWorks 95 Check - Out Marking the Patient as Checked - Out Training Scenario Your Patient has been seen by the doctor and been checked out at the mid office level. You must now check them out at the front office level to complete this encounter. For this scenario you will need: An appointment scheduled with the patient checked in 1.From the Resource Scheduling window, double-click on Your Patient’s appointment. 2.Select CHK (Check – Out) from the Visit Status drop-down list. 3.Click OK Your Patient is now checked out at the front office level. Printing a Visit Summary for a Patient Training Scenario While checking out, Your Patient requests a printed summary of today’s visit. For this scenario you will need: A scheduled appointment 1.From the Resource Schedule window, find Your Patient’s appointment and right-click on it 2.Select Print Visit Summary
Office Manager Companion eClinicalWorks 96 Check - Out Printing an Appointment Card Training Scenario While checking out, Your Patient, makes a follow up appointment and you need to print them an appointment card. For this scenario you will need: A scheduled appointment 1.From the Resource Schedule window, find Your Patient’s appointment and right-click on it. 2.Select Print Appointment Card A list for all future appointments for Your Patient prints Reviewing Orders before Checking Out Training Scenario Your Patient just finished their visit with the doctor, and after their visit they stop at the reception desk to check out. The receptionist wants to ensure that Your Patient has all of the doctors orders before they leave the office. 1.From the scheduling window, double-click on the patient’s appointment. The appointment window opens with the patient’s information displayed. 2.From the menu, click Orders The patient orders window displays with all Labs, Imaging, Prescriptions, Immunizations, and Referral information for the patient.
Office Manager Companion eClinicalWorks 97 Check - Out Booking a Follow Up Appointment Training Scenario Your Patient has been seen by the doctor and a general time frame for a follow up appointment has been specified by the doctor on the Progress Note. You must now schedule a follow up appointment. For this scenario you will need: An appointment scheduled A follow-up appointment specified on the Progress Note for this patient for this visit 1.From the Resource Scheduling window, double-click on Your Patient’s appointment The appointment window opens 2.Select CHK (Check Out) from the Visit Status drop-down list 3.From the Resource Scheduling window, double-click on Your Patient’s appointment. The appointment window opens 4.Click the More (…) button next to the blue Follow Up text 5.The Appointment Search & Multiple Appointment Booking window opens with the Patient, Date, Visit Type and Reason fields populated automatically 6.In the Providers & Resources section, check the box in the P/R column next to the doctor Your Patient seen 7.Uncheck the check box in the V column next to the Dr. Your Patient seen. This will disregard any visit type rule in the search. Only perform this step if practice policy allows. 8.Click the Find button. Open appointment slots that fit the selected criteria now display. 9.Highlight the desired appointment time and click the Schedule button. 10.Click Yes. 11.Select the Dr. Your Patient seen from the provider drop-down list. 12.Click OK Your Patient’s follow up appointment is now scheduled.
Office Manager Companion eClinicalWorks 98 Check - In Insurance Change at Check – In Training Scenario Your Patient walks in to set up an appointment for today and lets you know that their primary insurance company has changed from BCBS to Aetna. Your front office staff removes BCBS from her account and adds Aetna to the account. 1.Double click on the Resource Schedule in the time slot desired for Your Patient The appointment window opens up. 2.Click the Sel button The patient lookup window opens 3.Type, Your Patient in the name search box 4.Select Your Patient from the list; click ok 5.Enter in the patients visit type and reason 6.Select the Info button next to the patients name The patient info window opens 7.Double-click on the BCBS insurance row to open the Patient-Insurance Detail window. 8.Click terminated and enter dates in the Coverage Dates fields. 9.Click OK. 10.Click Add to add Aetna as Crystal Cougar’s primary insurance. An “X’ appears next to BCBS to show it’s an inactive insurance policy. 11.Select Aetna, and click OK 12.Click Primary and enter the subscriber number. 13. Click OK when done. At the patient information window, Aetna insurance shows on the list with a P indicator for primary insurance. 14.At the Visit Status field, select Check – In
Office Manager Companion eClinicalWorks 99 Check - In Linking an Appointment with an Incoming Referral Training Scenario Your Patient was referred to your practice by another physician, and an incoming referral needs to be created and linked to the appointment. For this scenario you will need: a scheduled appointment 1.From the resource scheduling window double-click on Your Patient’s appointment The appointment window opens 2.Select ARR (Check-In) from the visit status drop down list. 3.Click on the Referrals button at the top of the Appointment window. The Referrals window opens 4.Select the New button while within the Incoming Referral tab 5.Fill in all the information you have on the incoming referral for the patients appointment 6.Select OK to close the incoming referral window 7.The referral is now listed in the Referrals window 8.Highlight the incoming referral that applies to this visit. 9.Click the Update button. The Referral (Incoming) window opens. 10.Click the Visit Details tab 11.Click in the Encounter Date column in the Visit No. 1 row to expose a drop-down arrow. 12.Click the exposed arrow to open a drop-down list. 13.Select today’s visit from the drop-down list. The Status field is automatically populated with the Visit Status from the Appointment window and the Visits Used field changes from 0 to 1. Your Patient’s appointment is now linked with this visit. 14.Click OK to close the Referral (Incoming) window. 15.Click Close to close the Referral window. 16.Click OK to close the Appointment window.
Office Manager Companion eClinicalWorks 100 Check - In Documenting Motor Vehicle Accident/Worker’s Comp Related Appointments Training Scenario Your Patient arrives for their appointment to treat injuries sustained in a motor vehicle accident in which they were not at fault. You must document this when making the appointment so that all the appropriate information is available for the billing staff. For this scenario you will need: An appointment scheduled 1.From the Resource Scheduling window, double-click on Crystal Cougar’s appointment. The appointment window opens. 2.Select ARR (Check – In) from the Visit Status drop-down list. 3.Click the Claim Data button. The Claim Data for the current visit window opens. 4.In the Is Patient Condition Related To section, under “b. Accident? Check the Auto box. 5.Choose the state in which the accident occurred from the Place (State) drop- down list. 6.Enter the time the accident took place in 24-hour format in the Accident Hour field. In this case, the accident occurred at 4pm, so 16 is entered in this box. 7.This accident was caused by a deer in the road, so type Deer into the External Cause of Accident field. 8. Click the More (…) button next to the Responsibility Indicator field. The Responsibility Indicator window opens 9.Highlight Y and click OK 10.Enter the dates that Your Patient was unable to work due to this accident in the HCFA Form Box 16 section. 11.Enter the dates that Your Patient was hospitalized due to this accident in the HCFA Form Box 18 section. 12.Click the More (…) button next to the Symptom field. The Symptoms Indicators window opens 13.Highlight 1 since this is Your Patient’s first accident, and click OK. A confirmation window opens 14.Click Yes. 15.Enter the date that the accident occurred in the Accident/Symptom Date field. 16.Since this is the first time something like this has happened to Your Patient, leave the Similar Symptom and Similar Symptom Date fields as they are. 17.Click OK Your Patient’s motor vehicle accident is now documented.
Office Manager Companion eClinicalWorks 101 Setting up Physician’s Working Hours The Doctor is In – On Her Day Off Training Scenario Dr. Jones usually has Thursdays as her day off. Next Thursday, May 18, she will be seeing patients to catch up with her case load. You want to open up her schedule so that the receptionist can schedule appointments. The Front Office Adjusts the Doctor’s Schedule 1.From the schedule menu, click Working Hours. The Working Hours window opens. 2.From the Date Range pane, click Add. The Working Hours Date Range opens. 3.Enter the Working Hours information. Enter a description: In on Thursday Enter Thursday’s date for both dates. 4.From the middle pane, click Add to open the Add Working Hours dialog. 5.Enter the information for Thursday’s work day. 6.In the Date Range pane, move the entry in on Thursday to the top of the schedule so that it takes precedence.
Office Manager Companion eClinicalWorks 102 Setting up Physician’s Working Hours Set up Time Slots for Sick Visits and Well Visits Training Scenario To make appointment scheduling more efficient, the doctors have agreed to an hourly schedule where there are two Sick Visits of 15 minutes each, followed by one Well Visit of 30 minutes. Use the Rule Sets to accommodate this scheduling pattern. A rule set can be associated with a visit type 1.From the Schedule menu, click Working Hours. The Working Hours window opens. 2.Click the Rule Sets button to open the Rule Set Configuration window. 3.Click the New button 4.Enter a name for the Rule Set in the Set ID field. 5.Click OK. 6.Select the new Rule Set and click the Add button. 7.Select a Visit Type from the drop-down list. 8.Enter the maximum number of visits allowed for the time interval. IF more than “1” is entered, this allows multiple visits in the same time slot without the system considering them overbooking. Apply the Rule Set to the Schedule 1.Select one of the pediatricians from the Provider(s) drop-down list. 2.Select a date range. 3.Select the Day of Week/Hours combination from the middle pane, and click the Update button. 4.Select a Rule Set from the drop-down list. Multiple rule sets can be applied to a Day of Week/Hours combination.
Office Manager Companion eClinicalWorks 103 Messaging Sending Messages within the Practice Training Scenario You could stand in the hallways and shout, “Staff meeting on Thursday at 3:00!” But there is a better way to keep everyone in the loop. – Use the messaging system. 1.From the Messages band, click Outbox. 2.Click the Compose button to display the Send Message window. 3.Enter the message information in the following fields: From: automatically enters the name of the person who is logged on. Priority: Choose from Emergent, Urgent, or Routine. To: click the Sel button and choose one or more recipients from the Receivers List. 4.Click OK to close the Receivers List. 5.On the Subject line, type a short description. 6.In the Message area, type the message. 7.Click the Send button when the message is complete.
Office Manager Companion eClinicalWorks 104 Setting up Patient Alerts Creating a Global Alert Training Scenario Your Patient is a patient in your office and she is also hearing impaired. You would like to note this in the chart for future reference for your office staff members to be aware. 1.From the Patients Hub select the Billing Alerts button 2.The alerts window opens 3.Select the Global Alerts tab 4.Select the ‘Set Global Alerts’ button 5.Choose a pre-made global alert from the left pane 6.Toggle between the available lists by selecting the radio buttons 7.Select OK 8.The Global alert is now added to the patients account and will pop-up when a user attempts to open up this patient.
Office Manager Companion eClinicalWorks 105 Referrals Creating an Outgoing Referral Training Scenario The doctor sends you a message saying that Your Patient needs an outgoing referral to a Cardiologist. This is going to be for testing due to their history of hypertension, and should be good for four visits. 1.From the Dashboard Taskbar, click the “R” jellybean to open a drop-down list. 2.Select Outgoing from the drop-down list. The Outgoing Referrals window opens. 3.Click the New button. The Referral (Outgoing) window opens. 4.Click the Sel button next to the Patient field. 5.Search for Your Patient in the database. 6.Double-click on Your Patient’s account. The patient lookup window closes and Your Patient’s name is added to the Patient Field. 7.Click the More (…) button next to the Referral form field. The Provider Numbers window opens. 8.Highlight the Referring Doctors name and Click OK. 9.Click the More (…) button next to the Referral To field. The Referring Physician Lookup window opens. 10.Highlight the name of a cardiology specialist and Click OK. 11.Since the referral should be good for 3 months, select the End Date 3 months from today by using the drop-down calendar. 12.Click the Add button in the Reason section. A new row with a blank description field is added to the Reason section. 13.Type Hypertension testing in the Description field of the new row. 14.Click the Visit Details tab. 15.Type “4” into the Visits Allowed field. 16.Select the referring doctor from the Assigned To drop-down list. 17.Click OK Your Patient’s outgoing referral is now created and assigned to the Referring Doctor for review.
Office Manager Companion eClinicalWorks 106 My Settings Viewing Only Certain Providers’ Schedules Training Scenario You only want to see the doctors schedule, since this is the only provider you work with. You must now make it so that all the other providers’ scheduled at your practice are hidden. 1.From the File menu, hover over the Settings option to open a drop-down list. 2.Select My Settings from the drop-down list. The My Settings window opens. 3.a) If you see too many providers’ schedules and need to remove one or more: Uncheck the check boxes next to all the providers whose schedules you do not want to see. In this case, only Your Doctor should remain checked. OR b) If you do not see the providers’ schedules you need to and want to add one or more: Check the check boxes next to all the providers in the left pane whose schedules you want to see and click the => button. 4.Click OK to close the My Settings window and save your changes. A confirmation window opens 5.Click OK to continue. Only Your Doctor’s schedule will now be viewable from this logon.
Office Manager Companion eClinicalWorks 107 My Settings Selecting a Default Progress Note Template Type Training Scenario The doctor wants to have generic templates displayed by default when they look up templates, instead of patient-specific ones. You must now enable this change. 1.From the File menu, hover over the Settings option to open a drop-down list. 2.Select My Settings from the drop-down list. The My Settings window opens. 3.Click the User Settings tab. The User Settings options display. 4.Click the Generic radio button in the “Default Progress note Templates” row. 5.Click OK to close the My Settings window and save your changes. A confirmation window opens. 6.Click OK to continue. You must log out and log back in for the changes to take place. Changing between Web View and Classic View Training Scenario The doctor wants to view everything in Web View, but the Patient Hub windows are currently displayed in Classic View. 1.From the File menu, hover over the Settings option to open a drop-down list. 2.Select My Settings from the drop-down list. 3.Click the User Settings tab. The User Settings options display. 4.Click the Views tab from the bottom row of tabs. The View options display. 5.Click the Web View radio button in the Patient Hub row. 6.Click OK to close the My Settings window and save your changes. A confirmation window opens 7.Click Ok to continue You must log out and back in for the change to take effect.