Administrative Set-Up

Admin Tab The “Admin Tab” is where setup and configuration occurs in simplifyMD. Navigation Tree (left hand side) Content Page (middle of the window) Changing Admin password -The first time you select the Administrative button the administrative window will be displayed prompting you to change your password.

User Summary Advanced Administrator-Controls all the admin menu/edit options. Only an advanced administrator can give advanced administrator, privileges to another user. Standard Administrator-The standard administrator’s view of the navigation tree is limited with configure settings and appliance maintenance sections being hidden. Password-Create Enter Password Password Confirmation-Confirm Password Entry Time Out Time before User Timed Out (System Default is 60 Minutes) Active Editor- Default for All Users Advanced Editor-Allows User to upload and edit Templates and Forms

User Summary Continued Default Simple Chart Selector-User Preference for Simple Chart Default Face Sheet Style-User Preference for Face Sheet Style Default homepage-Assign a Home Page Default Page after login- Page User Sees when they Log in-i.e. Their Schedule Default Team Label-To Assign Team Label-Notifications User Account Valid Until-Blank unless you are specifically noting expiration, i.e. Allow External Login-Defaults to False Time Zone –System Setting defaults to correct Time Zone for Client Set-Up

Entering Practice Information Updating Practice information Select the “add more” link Select the edit button to update or edit

Care Units Care Units-Care units are the areas or Rooms in the facility where patients can be seen or held. Begin with a Waiting Room for each location. Name-Enter a name for the room. Office-The office the room is in Care Unit Type – Select from the Dropdown Menu Create new -to save

Care Unit Types Create Care Unit Types To add a new care unit type Select- the “Create New” button. Once the Create Care Unit Type window is displayed add the new “Care Room Type” in the name field.

Care Unit Labels Create Care Unit Labels to manage workflow for Practices with Multiple Locations, or where Multiple Specialties are located within the same location and require different care units names for their specific Workflow. In a location where OB may use Sonogram Suite, and Exam Rooms 1-6, the Ophthalmologist may need Area 1- 4 and Testing Lab 1 and 2

Message Subjects Message subjects are message titles. Basic one-liners used to indicate a Task or specific reason for a patient request when creating Messages being created in a Patient Chart, or for creation of Messages from one user to another where a Task is being assigned or requested. There is a Message Subject Column in the Task Center that can be sorted on the column header. New message subjects may be customized under Configure Settings. To create a new Message Subject go to the navigation tree. Select the Message Subject link, located under Configure Settings

Default Messages Body Default Message Body, when created in a Message Subject will appear each time you select that Message Subject. Enter the new message subject title. Enter the Description- Notes rules for use Enter default message body Select “Create”

Appointment Type Review the simplifyMD system appointment type list. Appointment types may be edited and created To add or edit Appointment Types, select appointment types from navigation tree Note: If you are interfacing the Practice Management System with simplifyMD the Appointment Types will be imported from the PM System via the Interface engine.

Employee Labels When adding a user to simplifyMD, enter each user under their user group or label Example: Physician staff- enter physicians, P.A.’s, or nurse practitioners Clinical staff-Nurses and Medical assistants Business staff-secretaries, billing

User Groups Organizational Labels Labeled Groups Include by Members Favorites Labeled Groups- Organize Physicians to Display the Schedule And to group users into Messaging Groups Team Labels- Are used to create Teams that will share Document related Tasks and Messages

Create Users Document signer-Assign to Physician, PA, NP Document Auditor-Assign to Users to allow Upload and Edit of templates/Forms Assign Clinical Affiliations for Physician and Clinical staff The pin number is used for the electronic signature feature NOTE: Add DOB to the Demographic Profile, and an address on Contact Information to allow users to reset their passwords. Clinical-Same Method as Physician Staff Business-Same as Clinical Staff, No Clinical Affiliation necessary for Business User Select the User Summary to add Advanced/Standard Administrator, and Advanced Editor Privileges.

Patient Labels Select- Set Up Labels Patient labels Select- create new Enter- patient label Examples of Patient Labels: Coumadin, Hypertension, H1N1 2010, etc. Patient Label Search- Patient Finder Tab

Create Drawers Drawers hold your digital files. There may be a drawer for patient charts, another for invoices, insurance, credentialing and employee records. Select- Set Up your filling cabinet Select- Edit Drawers Select-New drawer Enter -Drawer name in the Display name field Description field- to add information that will give the reasons why the drawer was created and what it will contain. Select- create to save the drawer

Create Tabs Create Tabs-Replicate your existing Chart Tabs Select “edit document tab” which will allow you to create or edit a tab TN-Assign the Tab Number Display Name- Tab name Description Field: Add details as to which Drawer the Tab is listed in and What it will be used For. Show in Barcode Generators List: Set to Yes if you want to create a Barcode Cover Page aid with Bulk Scanning PBG: Position in Barcode Default this number to coincide with the Tab Number, i.e. Tab Number 100, make the PBG 1, etc. Color Code-User Preference Drawer Check Box: Select to assign the Tab to a Drawer Default Signer: Leave Blank Allow Replacing Default Signer-(advanced workflow) Set the Radio Button to Default to No New Document Active Days Count-Set to User Preference, Document Icon will display on the Tab during this time span. Enable Messaging- Set to Yes Viewable in PHR- Client Preference Position-Leave Blank Click Create

Tab Creation Continued Second Page of Tab Creation Select- Sig/Notify Set Tab Preferences for: Auto Generate Signature Request- Set to Yes if Tab requires documents filed to be signed by Physician, (See Filing Center-Auto Generate Signature Request) Set to No to if documents filed in the Tab do not require Physician signature. Allow Signature-Set to Yes so documents filed in the Tab can be signed. (Yes is recommended) Set to No if documents filed in the Tab will never require a signature. (i.e. archived EOB’s, etc.) Leave next two fields blank: Allow Notifications- Notifications Expire- Advanced Workflow additional training required.

What is a Face Sheet? The Face Sheet is a snapshot of patient information. It is a view of the patients’ health record, in sections of widgets that be arranged in the order of appearance per user preference. Update Patient Information in the Widgets Merge Tags will put information on Templates and Forms The top of the chart includes patient picture, patient profile, and important notes. These items are defaulted for every Face Sheet. Important Notes-Internal Notes that do not become part of the patient’s chart. Use this section to communicate or reference useful information regarding the patients status, i.e. Hard of Hearing, Requires Translator, etc.

Create a Face Sheet Style Select- Face Sheet Styles Default Face Sheet Style-Internal, External, and PHR Select-Create New Enter Face Sheet Style Name Select- Widgets NOTE: Patient Picture, Patient Profile, and Important Notes are defaulted as number 1, 2, 3. Enter additional Widgets by User Preference Assign Face Sheet Style on User Summary for each User.

Rearranging Face Sheet Widgets After you have completed your selections, select “Repositions Sections” to view the order of the Widgets. To change the order of your widgets on your Face Sheet, just select the widget you want to move then drag and drop. Click on a Patient Chart to view settings.

Additional Customizations Select –Set Up additional Customizations Simple Chart Selector Select Filing Center-Groups Select the “create new” button Add the Display Name for the New Filing Center.

Simple Chart Is a selection of documents that the physician can create that he can view as he prepares to see his patient, or that he may choose to have printed off to take with him in the room as he sees his patient. Schedule Screen Patients Chart-System Tabs * Physician Preference * Created in Admin * Assigned on the User Summary

Create Simple Chart Click Simple Chart Create New Enter the simple chart Name Select the simple chart selector rules- fill out the criteria per the physician preference Assign the Simple Chart on the User Summary

What is the Filing Center? In simplifyMD, the Filing Center is the Entrance to your Digital Chart Room. You have one now, in your paper chart room, your fax machine, the in-box from the Post Office, and even your Copy Machine. Think of the Filing Center as the front door of your Digital Chart Room. This is where all documents are directed to the patients charts via scans, faxes, or documents which have been placed in the filing center via the drop box.

Filing Center Details Filing Center Functions Default and Custom Scan Filing Center Filters View the Contents of the Filing Center Filing Center Sorts View the Contents Sorting

Create HTML Templates This is a Link that will take you to the Tools Tab Allow Creation of HTML Templates and Forms sMD-Template Creator Need Advanced Editor Template Manager Labels

2 backup USB hard drives (pictured bottom left). 1 is connected to server via a USB Cable (pictured bottom right) and a power outlet via a UPS unit Swap out the drives everyday – same time – store the one not connected to the server offsite or in a locked fireproof safe. Label each drive – Backup 1 & Backup 2 – Backup A & Backup B Database server back up – nightly at 1:00 A.M. local time. Swap out and plug in each day Backing Up Your Data Digitally

Technical Support: or by phone Monday through Friday from 8:30am-8:00pm.