clerical companion eclinicalworks1 health epractice electronic medical record clerical companion

Clerical Companion eClinicalWorks 1

Health ePracticeElectronic Medical Record

Clerical Companion


The eClinicalWorks Clinical 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


How Do I Access?

1. In Windows Internet Explorer address bar type: http://www.health-epractice.org/

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 click on Practice Tools

5. You have arrived at eClinicalWorks (PM/EMR) Practice Tools Home Page

St. John HealthPartners Website

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http://www.health-epractice.org/

http://www.health-epractice.org/


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 selected role.

4. Click on the name of any module to open the content.

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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.”

Section I: How Do I Access?

Remember to log out of eClinicalWorks when you leave your workstation unattended.

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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.


Resetting Your Password

From any area within the System 1. Select the File Menu2. Select Change Password from the menu

3. The Change Password window opens

4. Fill in the blanks5. Click OK


Local Settings – Hiding Canceled appointmentsLocal 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.


Section II: “How To” Guides – Basic Features

Patient Look-upPatient look-up screen and lookup options

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.



Patient Look-up (cont)

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 recently viewed patient records.

4. Select the desired patient by clicking on the patient’s 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) screen Patient Hub



Create New Patient

1. To create new patients, click the “New” of the “New (Copy)” button on the Patient Lookup screen. ‘New’ button allows user to register the patient from scratch while “New (Copy)” button allows the user to create a new patient by copying the demographics from an existing patient into the new patient’s account. This feature is useful when you create multiple patient accounts for same family members.

2. You can also create a new patient by clicking on “Patient > New” under the menu bar

The patient demographic screen opens up and then you can fill in all the demographics. The fields marked with a red asterisk are required fields.



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.



Patient Demographics (continued)

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 s/he can be marked as inactive; if s/he passed away, the patient can also be marked as deceased.


Insurance Window OverviewAdding 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:


Insurance Window OverviewPatient-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.

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7. Click the Additional Information tab.

The Additional Information tab displays:

8. Enter the following information:Additional Information Tab Field Information

Assignment of Benefits Click the More (…) button to select the code that indicates whether the payer is authorized to pay the provider

Patient Signature Source Click 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



HMO/PPO Indicator Click the More (…) button to select a code that indicates that the provider submits claims under a Special Processing Agreement.

Payer Claim Office Number Enter the number of the insurance claim office.

Insurance Type Click 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


Insurance Window OverviewDeleting 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.



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 programi. Click on the ‘Hub’ or ‘Patient Hub’ button

2. Patient Hub displays on the screen:

From the Chart Panel

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.

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The Patient Hub.

Patient Hub (cont)



Show / Hide Buttons

Show/Hide buttons (Sometimes referred to as “Traffic Lights” or “olives”) are located to the right-hand side of the ‘Patient Lookup’ icon. Each button shows/hides different areas of the application.

• 1st Button (from the left) shows/hides the navigation band• 2nd Button shows/hides the patient dashboard (in progress note)• 3rd Button shows/hides the chart panel (in progress note)



Scheduling Appointments

Resource Schedule screen1. 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 the front office will be using to check in and check out patients.



Scheduling Appointments (cont)

Scheduling Patient Appointments1. 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.



Scheduling Appointments (cont)

2. Once the ‘Appointment’ screen opens, the basic appointment information will be displayed on the window (Facility, Provider/Resource, Start Time).

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.



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)



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.



Blocking hours on the 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’ screen2. Select the provider(s)/resource(s) that you would like to block from the list3. 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 screen4. Select the Start Date/Time and End Date/Time. Utilize ‘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



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.



Printing Schedules

If required, staff can print out provider/resource schedule using the ‘File’ menu. To print the schedule:

1. Click on the ‘File’ menu2. Select ‘Print’ and ‘Print Schedule’3. Choose the office that you are in, select the provider from the options4. Select the date range and the office that you would like to print5. Click ‘Print’



Checking-In a Patient

1. To check in the patient, go to the ‘Resource Schedule’ screen. Locate the patient’s appointment and double click on the appointment.

If the patient is a “ New” patient, the required forms to be filled in by the patient need to be given and then the demographics or other relevant information must be updated appropriately. Signatures on consent forms/HIPAA forms (that are pre-loaded on the system) can be obtained using a signature pad if connected to your system.



Checking-In a Patient (cont)

2. To verify or update the patient’s demographics, the “Info” button on the Appointment screen can be used. Clicking on the “Info” button will take the user directly into the “Patient Information” screen from where the existing demographics information can be verified or updated.

It is important to note that ‘Patient Demographics’ should not have any special characters (#,$,%, etc). This window should only have data in the form of letters or numbers.

3. In addition to the basic patient demographics, additional Patient Information can be captured using the ‘Additional Info’ button. Some of the information on the additional information screen:

Pharmacy Ethnicity Race Preferred Language



Checking-In a Patient (cont)

4. Any forms or documents (such as insurance cards, HIPAA forms, etc.) can be scanned into the patient’s record in eCW by clicking on the “Patient Docs” section on the “Additional Info” screen and then clicking on the “Scan” button.

5. To check the patient in, the “Visit Status” has to be changed to “ARR” or “Check In” on the Appointment screen. This will also change the color of the patient’s appointment slot on the Resource Scheduling screen corresponding to the color set for the Check-In visit status code.



Checking Out a PatientOnce the provider/nurse is done seeing the patient and the patient is directed to the check out

area, the front desk/receptionist can check the patient out by:

1. Double clicking on the patient’s appointment from the ‘Resource Schedule’ screen

2. Any orders that the physician enters (electronically) can be found under the ‘Orders’ button. This includes; Lab/DI/Procedure/Rx/Immunization/Referral. The staff can view and process the order accordingly.



Checking Out a Patient (cont)

3. In addition to the orders, front desk staff/receptionist can also find the follow up information at the bottom right-hand corner of the appointment screen.

4. Follow-up appointments can be scheduled by using the 5-day week or 7-day week view feature on the Resource Scheduling screen and searching for empty time slots. Alternatively, the “Appointment Search and Multiple Appointment Booking” feature can be used. This can be accessed by clicking on the ‘…’ button on the appointment screen




5. To indicate that the patient has checked out of the practice, the visit status has to be changed to “CHK” or “Checked Out”. This will again change the color of the appointment slot to the respective color assigned to the “Checked Out” visit type code.




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


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.


Patient Check - Out

3. Additional Notes can be documented on the “Memo” section


Outgoing Referrals ProcessProviders1. 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.

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Outgoing Referrals ProcessChecking 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.

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Outgoing Referrals ProcessChecking 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

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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


Outgoing Referrals ProcessReceiving 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.

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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.

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Outgoing Referrals Process


Section III: “How To” Guides – Advanced Features

eCliniForms -- Paper forms that providers/patients need to sign and are not available in the EMR system (example: an insurance requires their own unique paper form) 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 eCliniForms, 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 ‘Disk’ icon (This depends on where you accessed the eCliniForm—see “a” and “b” next page for more information)



eCliniForms (cont)

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

c. and the document will be saved to the corresponding folder with the standard naming convention.


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. Clinical documentation regarding a patient should be performed through telephone encounters.



Telephone Encounters

Providers and staff can document a telephone conversation s/he 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. (Examples of a Telephone Encounter: 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.



Telephone Encounters (cont)

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 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 typed in.

5. The actual message can be typed in the “Message” section.



Telephone Encounters (cont)

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 be assigned to a provider or staff member.

8. For issues which require immediate attention, staff can check the ‘High Priority’ check box. This will trigger the Jellybean to turn Red

9. Once the issue is addressed or completed, the telephone encounter can be closed by selecting the “Addressed” option.



Telephone Encounters (cont)Additional Tabs in Telephone Encounter

In addition to the message tab, the telephone encounter also has other options available, accessible by clicking on their respective tabs:

a. ‘Rx’ tab – Provides access to the patient’s current medication, Rx history and allow providers to refill the selected medication.

b. ‘Labs/DI’ tab – Provide access to the patient’s Lab/DIs and the result.

c. ‘Notes’ tab – Allows provider/staff to document additional notes.

d. ‘Addendum’ tab – Allows provider/staff to add an addendum to the addressed (locked) telephone encounter.

e. ‘Log History’ tab – Provide access to the history of the telephone encounter.

f. ‘Virtual Visit’ tab – Provide access to the virtual progress note.



Telephone Encounters (cont)Looking up Assigned Telephone Encounters

The assigned telephone encounter will show up on the ‘T’ dashboard taskbar (the number reflects the amount of telephone encounters that have been assigned to the user). The active (open) telephone encounters are found under the ‘Open’, ‘All’ and ‘All Open (All Dates)’ tab.

Assigned telephone encounters can be found on the ‘T’ Dashboard Taskbar. If you’re assigned a High Priority telephone encounter, the ‘T’ Dashboard Taskbar will turn red.

Once the telephone encounter is addressed, it is moved to the Addressed tab.


Telephone EncountersAttaching 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

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Telephone EncountersAttaching 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.

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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’ letter (not the jellybean) on the top right corner of the screen.

2. Actions can be assigned to a respective staff member with a message and certain attachments, set a respective status code and can be set to recur repeatedly over a period of time.



Patient Specific Alerts / RecallsGlobal Alerts

Global Alerts can be set from the patient hub, by clicking on the “Billing Alert” button. These alerts pop-up whenever the patient is selected from the Lookup screen or when an appointment is modified for the patient. The following steps have to be followed to set these alerts for a particular patient.

1. Click on the “Billing Alert” button in the respective patient’s Hub

2. Click on the “Global Alerts” tab and then click on the “Set Global Alerts” button

3. A list of available alerts will appear on the left side under “Name”. If none of the listed alerts is appropriate, you can create a newly-titled alert by clicking the “new” button

4. Click on the alert that needs to be set from the list on the left and click on the “>” button. This will apply the selected alert and its respective color code to the patient.

5. For this alert to pop-up, place a check mark on the left-hand side corresponding to the alert. Click on the “Ok” button when you are done and close out of the patient hub.



Patient Specific Alerts

Patient Specific Alerts can be used by the front office to set appointment reminders for patients. These alerts can be recalled on a regular basis and reminder letters for patients can be printed out as required. The steps for setting patient specific alerts are listed below:

1. From the patient Hub click on the “Alerts” button on top.

2. Click on the “Add” button in the “Patient Specific Alerts” section.

3. For appointment reminders, leave the Alert Type as “Other,” and type in the name to be given to this alert in the “Name” field.

4. Specify the recall duration details and click on the “Ok” button to apply the alert to the patient.



Recalling Alerts

Patient specific alerts set for patients can be recalled from the “Patient Recalls” section located under the “Registry” band on the navigation panel.



LettersGenerating and printing letters for a patient

Letter templates for commonly generated patient-specific letters can be set up as Microsoft © Word document in eClinicalWorks. Once these letter templates are set up they can be printed for an individual patient by clicking on the “Letters” button from the patient’s Hub and then following three simple steps as outlined below:

1. Click on the “Letter” button at the bottom left of the screen2. Choose the letter template to be printed for the patient3. Click on the “Run Letters” button to generate the letter for the patient as a Microsoft ©

Word document, which can then be printed


Updating Letter TemplatesUpdating an existing Letter Template

1. Click Patient then Letters.

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2. 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.

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Updating Letter TemplatesUpdating 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.



Document Management

eClinicalWorks comes with document management feature which allows:a. 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)b. 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.



Document Management Scanning (cont)

2. After feeding the document in the scanner (top down, back-side facing towards you), the number of pages can be specified. Clicking on the ‘Scan’ button will scan in the document and place it on the ‘Scan Bucket’.

3. The scanned documents can then be moved into the respective patient folder by following a simple three step process:

1. Select the scanned document2. Select the folder it needs to be added to3. Click on the ‘Add’ button (Make sure that ‘Add Description’ is checked off)




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 only certain pages from the scanned document into the patient’s folders, click the green arrow next to the “Add” button. This is useful when a faxed document has to be added to the patient’s folder without the cover sheet.

6. If you have any local files (i.e. files from your computer) that need to be added to a patient folder, locate and click on the “Add Local” button (under the “add” button on bottom right-hand screen).

7. To allow renaming of the scanned document, adding notes, and/or to assign the document to a staff member, check off the ‘Add Description’ box before clicking on the ‘Add’ button.




Document details window

The recommended naming convention to be followed when adding scanned documents into the respective folders is: “YYY/MM/DD – NameOfDocument”. For example, if you are scanning a lab result that was received on the 10th 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.


Section III: “How To” Guides – Advanced FeaturesDocument 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”


Section III: “How To” Guides – Advanced FeaturesDocument 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.


Section III: “How To” Guides – Advanced FeaturesDocument 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.


Section III: “How To” Guides – Advanced FeaturesDocument 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



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.



Working with Assigned Documents (cont)

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’.



FaxingIncoming

As introduced in the previous section, eClinicalWorks comes with a 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).



FaxingOutgoing

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 is faxed out, the user can monitor the status through ‘Fax Outbox’ screen.

1. The fax ‘outbox’ is where all the faxes that were sent out electronically from 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/facilityb. The number of faxes sent out by datec. The status of each fax that was sent out (completed/pending/failed)d. The date and time when the fax was sente. The destination fax number and name

2. The individual patient fax logs can be viewed by clicking on the “Fax Logs” button from the patient’s Hub.


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!



Routing Phone Messages to Staff

Training ScenarioMary Clark handles triage at your practice and one of her many responsibilities is to manage thephone messages. She is currently using “sticky notes” to route messages to staff members – help toshow 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 ScenarioYour Patient calls to reschedule their next appointment. They know the date, but they are not sure ofthe exact time of the appointment. How can you find their future appointments if they don’t know allthe information?

For this scenario you will need:a future scheduled appointment1. From the menu, click the Patient Lookup.

The Patient Lookup window displays. Find “Your Patient” in the list.2. Click on Your Patient’s name to highlight it, and then click OK.

The Patient Hub displays with all of the patient’s information. The hub displays Your Patientsnext 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 Your Patient’s encounters. Use the Encounters drop-down list in the top right corner to sort by encounter type.



Patient Calls for their Test Results

Training ScenarioYour Patient calls the office to find out about their lab test results from their visit 4 days ago. Yourfront office staff logs the call information. It is 4pm, and nurse Jane is reviewing the current day calllog.

Front Office Staff Logs Call:1. Click the Lookup button2. Find “Your Patient” and then click OK.

The Patient Hub opens3. Click the New Tel Enc button4. 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 ScenarioYour 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 button2. Find “Your Patient” and then click OK

The Patient Hub opens3. Click the New Tel Enc button4. Complete the Telephone Encounter form making sure the reason is RX refill Request5. Select the “Rx” tab 6. Click the Cur Rx button to select the Lipitor medication; click OK7. Assign the telephone encounter to yourself (for training purposes only)

The completed form is accessible from the “T jellybean” on the main window



Patient Calls to Request a Copy of their Medical Record

Training ScenarioYour 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 button2. Find “Your Patient” and then click OK

The patient hub opens3. Click the New Tel Enc button4. Complete the Telephone encounter form, making sure the reason for the call is a

request for the medical record5. 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 required8. Double click the encounter for Your Patient with the reason ‘request medical record’9. Read the message entered10. Click the Patient Hub button

The patient hub opens11. Click the Medical Record button12. Click the Encounters tab13. Check the box(es) next to the date(s) that you would like print, or click the top box to

select that all encounters be printed14. Click the Print button


Scheduling

A New Patient Calls for an Appointment

Training ScenarioA woman just moved to town and needs an annual physical for the job she is starting in two

weeks. She calls your practice for an appointment. Your front office staff schedules her as a new patient, annual exam visit 7 days from today. She would like to see a female physician or female nurse practitioner.

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 female provider.3. Click Sel.4. The patient lookup window opens.5. Enter the patient’s first and 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.


SchedulingNew Patient but Family Member is Already a PatientTraining ScenarioYour Patient calls to schedule an appointment for their son (Create this patient). Since Your Patient

is already a patient at the practice, create an account for Your Patient’s son using Your Patients account information.

1. Click Lookup2. Search for “Your Patient’s” son to verify he doesn’t exist in the system already3. If not, search for “Your Patient” 4. Select the New (copy)5. Complete the Copy Patient Demographics window with Your Patient’s son’s

information, and then click OK.6. At the Patient Information window, enter Your Patient’s sons social security number and any other information required by your practice. 7. Click OK8. At the Patient Lookup window, select Your New Patient and click OK9. At the Patient Hub, click the New Appt button and continue to schedule this patient for an appointment.

Managing Appointment No ShowsTraining ScenarioIt’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 liketo search Your Patients past scheduling history regarding No Shows/Cancelled appointments todetermine if you should send them a letter.

For this scenario you will need:a scheduled appointment1. From the menu, click Patient Lookup2. Click on Your Patient’s name to highlight it and then click OK3. Click the Encounters button on the Patient Hub4. To send a letter to Your Patient, close the Encounters window and return to the Hub5. Click Letters6. Select the (…) button next to letters in the bottom left of the window7. Select Letter/Missed Appointment letter from the list8. Select Run Letter button


Scheduling

Marking an Appointment as Non-Billable

Training ScenarioYour Patient calls for a blood pressure check. This visit 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 opens2. 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


SchedulingCancelling an Appointment

Training ScenarioYour 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 appointment1. 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 opens3. 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


Scheduling

Rescheduling an Appointment

Training ScenarioYour 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 appointment1. 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 list3. Select Copy from the drop-down list

This will move the appointment to the Clipboard4. 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 screen7. Navigate back to the day the original appointment was scheduled for.8. Double click on Your Patient’s original appointment

The appointment window opens9. Select R/S (Reschedule) from the visit status drop-down list.10. Click OK

A confirmation window appears stating this is a non-billable visit11. Click Yes.

Your Patient’s appointment is now rescheduled


Scheduling

Documenting a No-Show Appointment

Training ScenarioIt 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 appointment1. 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 status4. Click Yes

Your Patient’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.


Scheduling

Bumping an Appointment

Training ScenarioThe 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 appointments1. 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 increased by one3. 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 one5. Click the Bump List button in the upper-left of the schedule.6. Check the check box for Your Patient #1’s row7. Click the Reschedule Appointment button.

The Appointment window opens8. 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 opens12. Change the date field to tomorrow’s date.13. Click the OK button to close the Appointment window

Your Patients #2’s appointment is now rescheduled.


Check - Out

Marking the Patient as Checked - Out

Training ScenarioYour 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 in1. 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 ScenarioWhile checking out, Your Patient requests a printed summary of today’s visit.

For this scenario you will need:A scheduled appointment1. From the Resource Schedule window, find Your Patient’s appointment and

right-click on it2. Select Print Visit Summary


Check - Out

Printing an Appointment Card

Training ScenarioWhile checking out, Your Patient, makes a follow up appointment and you need to print them anappointment card.

For this scenario you will need:A scheduled appointment1. 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’s prints

Reviewing Orders before Checking Out

Training ScenarioYour Patient just finished their visit with the doctor, and after their visit they stop at the receptiondesk to check out. The receptionist wants to ensure that Your Patient has all of the doctors orders

before they leave the office.

For this scenario you will need:A completed appointment visit with orders documented

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 OrdersThe patient orders window displays with all Labs, Imaging, Prescriptions, Immunizations, and Referral information for the patient.


Check - OutBooking a Follow Up Appointment

Training ScenarioYour 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 scheduledA follow-up appointment specified on the Progress Note for this patient for this visit1. From the Resource Scheduling window, double-click on Your Patient’s

appointmentThe appointment window opens

2. Select CHK (Check Out) from the Visit Status drop-down list3. 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 text5. The Appointment Search & Multiple Appointment Booking window opens with

the Patient, Date, Visit Type and Reason fields populated automatically6. In the Providers & Resources section, check the box in the P/R column next to the doctor Your Patient seen7. Uncheck the check box in the V column next to the doctor 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 doctor Your Patient seen from the provider drop-down list.12. Click OK

Your Patient’s follow up appointment is now scheduled.


Check - In

Insurance Change at Check-In

Training ScenarioYour 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 PatientThe appointment window opens up

2. Click the Sel button The patient lookup window opens

3. Type Your Patient’s in the name search box4. Select Your Patient from the list; click ok5. Enter in the patients visit type and reason6. Select the Info button next to the patient’s name

The patient info window opens7. Double-click on the BCBS insurance row to open the Patient-Insurance Detail window.8. Click “terminated” and enter dates in the Coverage Dates fields9. Click OK10. Click “Add” to add Aetna as Your Patient’s primary insurance

An X appears next to BCBS to show it’s an inactive insurance policy11. Select Aetna, and click OK12. Click Primary and enter the subscriber number13. 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


Check - InLinking an Appointment with an Incoming Referral

Training ScenarioYour 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 appointment1. 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 opens4. Select the New button while within the Incoming Referral tab5. Fill in all the information you have on the incoming referral for the patients

appointment6. Select OK to close the incoming referral window7. The referral is now listed in the Referrals window8. Highlight the incoming referral that applies to this visit.9. Click the Update button.

The Referral (Incoming) window opens.10. Click the Visit Details tab11. 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.


Check - InDocumenting Motor Vehicle Accident/Worker’s Comp Related Appointments

Training ScenarioYour 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 scheduled1. 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 the Claim Data button.

The Claim Data for the current visit window opens.4. Click the drop down arrow next to date of injury and select date from the calendar

5. In the Is Patient Condition Related To section, under “b. Accident? Check the Autobox.

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 OK10. 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 opens13. Highlight 1 since this is Your Patient’s first accident, and click OK.

A confirmation window opens14. 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.


Messaging

Sending Messages within the Practice

Training ScenarioYou could stand in the hallways and shout, “Staff meeting on Thursday at 3:00!” But there is abetter 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 Receiver(s)

List.4. Click OK to close the Receiver(s) 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.


Incoming and Outgoing Faxes

Pharmacy Requests a Prescription Refill by Fax

Training ScenarioYour Patient has been a patient of the doctors for several years and they use their neighborhood

CVS regularly to fill their prescriptions. Today, they need a refill on her Lipitor prescription. The CVS pharmacist can fax the refill request directly to the Dr’s office. When the fax arrives at the Dr’s office, Jennifer (one of the front office staff) assigns the fax to the doctor for approval.

For this scenario you will need:A received fax document

Front office Assigns the Fax to Dr. Willis for Approval1. From the Documents band, click the Fax Inbox icon.

The Fax Inbox window opens2. Click the incoming fax from the list to select it. 3. Right click and select Create Telephone Encounter from the menu.


Incoming and Outgoing Faxes

4. Find Your Patient on the list, and then click OK.The Telephone Encounter window opens.

5. Select “Refill” from the Reason drop-down list, or type in your own reason.6. Select a Provider from the Provider drop-down list.7. Select the CVS pharmacy from the Pharmacy list.8. Select the doctor from the Assigned To drop-down list.9. Click OK.


ReferralsCreating an Outgoing Referral

Training ScenarioThe 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 Their 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 doctor the referral is coming from 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 referral from 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.