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HPM/HCM v3.6.4

Customer Release Notes

February 2020

We have designed this guide to help you understand the recent changes and updates to the Helix Practice Manager / Helix Consultant System. We recommend you take the time to read this guide after your upgrade is completed. Please contact our Customer Support Department if you have any queries regarding the upgrade on 01 -4633098 or email: [email protected].



Contents New Features .................................................................................................................................................................................................................. 3

Chronic Disease Management Protocol ............................................................................................................................................. 3

Add Review .................................................................................................................................................................................. 3

Lab Mapping ......................................................................................................................................................................... 10

Remove Lab Mapping ............................................................................................................................................................ 11

Message Responses ................................................................................................................................................................... 12

CDM Claim Tracker ..................................................................................................................................................................... 12

Rejected Messages ..................................................................................................................................................................... 13

Social Welfare E-Cert ....................................................................................................................................................................... 13

Add Departmental Panel No ....................................................................................................................................................... 14

Social Welfare E-Cert Form ......................................................................................................................................................... 14

Patient Consent.......................................................................................................................................................................... 15

Form Details ............................................................................................................................................................................... 15

MED 1 ........................................................................................................................................................................................ 16

MED 2 ........................................................................................................................................................................................ 19

Notes ......................................................................................................................................................................................... 20

Responses .................................................................................................................................................................................. 21

Social Welfare E-Cert Tracker .......................................................................................................................................................... 21

Unsent ....................................................................................................................................................................................... 22

Rejected ..................................................................................................................................................................................... 23

Dispensing Export (Dispensing Practices Only) ................................................................................................................................. 24

Patient Registration ................................................................................................................................................................... 24

Prescriptions .............................................................................................................................................................................. 25

Export to PCRS ........................................................................................................................................................................... 25

Improvements .............................................................................................................................................................................................................. 26

Ejection Fraction field added to Vital Signs ...................................................................................................................................... 26

ICD 10 database updated to the 8th edition ...................................................................................................................................... 26

Tasks ............................................................................................................................................................................................................................. 26

Eula Agreement is now available in Help > About ............................................................................................................................ 26

eHealth - Hospital Groups................................................................................................................................................................ 26

Novartis heart failure referral letter & Reimbursement Application Guide Letter ............................................................................. 27

Abbott Nutrition drug alert ............................................................................................................................................................. 27

Fortisip Compact Protein – Prescription Information Alert ............................................................................................................... 29

Cervical Smear: Result dropdown should be non-editable if result came from Lab ........................................................................... 30

Bug Fixes ....................................................................................................................................................................................................................... 31

GMS number is not highlighted in RED in patients chart if Expired and has no Doctor ...................................................................... 31

Waiting List typo in Tasks > Unread Messages ................................................................................................................................. 31



New Features

Chronic Disease Management Protocol The Chronic Disease Management menu is available within a patients file under Care Protocols for

GMS / DVC patients who are over 75.

Once you have signed and submitted the contract the CDM reviews will be required as outlined in

the Contract for GMS or DVC patients over 75 with any of the following chronic diseases:

▪ Diabetes Type 2

▪ Asthma

▪ Chronic Obstructive Pulmonary Disease (COPD)

▪ Cardiovascular Disease

o Heart Failure

o Ischaemic Heart Disease

o Cerebrovascular Disease (Stroke)

o Cerebrovascular Disease (Transient Ischaemic Attack - TIA)

o Atrial Fibrillation

As per the CDM contract there are a maximum of 2 Reviews required in a rolling 12-month period.

The 12-month period is considered to be a rolling 12 months from the date of the first review.

Each review will consist of 2 visits (1 with Nurse / Phlebotomist and 1 with the doctor). There must

be at least 4 months between all reviews.

The CDM Registration screen is part of every review as the patient may need to be registered for

new diseases at any of their Interim or Annual reviews.

Add Review

Open the patient’s chart and select Care Protocols > Chronic Disease Management.



Click Add Review to begin.

Select the patient’s ethnicity and any chronic diseases in the Registration screen. Click OK to

continue.



To complete a review, populate all the mandatory fields highlighted.



Vitals e.g. Height, Weight, Pulse Rate etc are populated if there is a Vitals exam for today. Populate

the required fields and click Save.

Vaccinations are prepopulated in the review if a ‘flu’ or ‘Pneumoc’ vaccine was recorded in the

patient’s chart. The Influenza vaccine will only populate if recorded as given in the last 12 months.

The last Pneumococcal vaccine will be populated in the review.

When the lab results come back from Healthlink they will be pre-populated in the review. All

mandatory fields must be completed before the claim can be submitted.



If a lab result did not prepopulate, click the ellipsis button to search for a result to send with

your visit. Lab results must be within 3 months of the visit date.

To remove a lab result from a review click the X and then either select a different result using the

ellipsis button or select N/A and click to another field to show Not Available.

Not Available will be displayed in the field and N/A will be highlighted in blue.

QRisk Calculator

Any labs that are mapped will be automatically populated in the QRisk Calculator otherwise you can

search for them using the ellipsis button .

To retain a mapping, search for the result e.g. Total Cholesterol in the CDM Review and you will

receive the pop up to save the mapping.



To display a particular section on screen e.g. Lab results click Investigation on the side bar.



At any time, click the dropdown arrow on the Fields Required button at the bottom of the CDM

review screen to show what mandatory fields are remaining. Click a field from the list and the field

chosen will be highlighted in the CDM review for completion.

Click Save to save the fields that you have completed and the review status will go from Incomplete

to Unsent.

Click the Submit button to send the review.

Complete the Care Plan for the patient and print it out for the patient / carer (if applicable). If you

check the box for the Self Management Plans these will be opened in adobe for you to print off the

for patient.

Current medications will be populated for you to view on the Care Plan. Review the patients

medications before completing the Care Plan.



Lab Mapping

If the lab result is not automatically populated, click the ellipsis button to search for a result to

send with your visit. Select By Name in the Search field and enter e.g. ‘Chol’ in the Search field and

click the Search button.

Double click to select the correct result from the list.

You will receive a prompt to save this new mapping. Clicking Yes will add this mapping for future

reviews for all patients.



Remove Lab Mapping

If a lab result has been incorrectly mapped it can be removed by clicking the ellipsis button beside

the Lab and then selecting ‘By List’ from the Search dropdown menu. Click Configure to view all

mappings.

Select the mapping and click the Delete button to remove the mapping for all future reviews.

Click Yes to confirm the deletion.



Message Responses

CDM response messages are downloaded during the normal process of downloading lab messages.

Administration > HL7 Tests> Import. The updated status can be viewed from the patient’s chart and

the Claim Tracker in Tasks.

Claim Tracking

Open Tasks > Claim Tracker > Social Welfare E-Cert Tracker.

There are filters for Dates and Status. View all unsent, incomplete and rejected claims to ensure all

claims are submitted.

▪ Double click on the row to open the Consultation for the Patient selected.

▪ Select multiple Unsent claims and click Submit. If there is an issue with any of the claims

these will remain in the Claim Tracker. Select each claim individually and click Submit to view

the reason they failed to send.

▪ If any visits cannot be submitted then you can archive these claims by clicking the Archive

button at the bottom right of the screen. You can view archived visits from the Status

dropdown. These visits cannot be unarchived.

▪ Rejected Claim reason is displayed in the Message column.



Rejected Messages

To amend a rejected claim, click on the rejected CDM Review in the patient’s chart and click Save.

The claim status will return to Unsent and the Submit & Delete buttons will be enabled.

To update a rejected message and resubmit it, open the patients demographics and e.g. change the

GMS doctor to the correct doctor and click Save. Then return to the CDM review and click Submit.

Click Delete to remove the visit from the patient’s chart or the review can be archived from the

Claim Tracker.

Social Welfare E-Cert This project is in the PILOT phase at the moment and will be rolled out to all customers shortly. You

must have a healthlink certificate on your machine in order to send an e-Cert. Please contact

Healthlink directly if you require a cert. http://www.healthlink.ie/. Please see the list below for

common rejection messages and who you should contact if any queries.

Rejection Message Action

1 Invalid PPSN Value 999999i Update PPSN character to uppercase and resubmit the

message.

2 No Record found with Matching

PPSN and DOB

Clarify and confirm PPSN and DOB details with patient. If

rejection message persists, ask the patient to contact DEASP.

3 No Medical Certifier found for

Panel Number

Call MRAS Helpdesk 01-6732350.

4 No matching ICD10 Code found Contact HPM Helpdesk.

5 Message ID already received Contact HPM Helpdesk.



6 Claim already exists for PPSN with

supplied claim dates

Duplicate claim received for patient with this PPSN and

certification from and to dates.

Add Departmental Panel No

Each GP in the practice must enter their Departmental Panel Number in the new field [DSP] added

to Administration > Users > Affiliations. Once this number has been added the GP will then appear

on the Registered Panel Holder dropdown list on the E-Cert Form.

Social Welfare E-Cert Form

In the patients’ chart select Documents > Social Welfare and click Add.



Patient Consent

The first time you add this form for a patient, you will have to confirm that you have received the

patients consent to submit e-Certs.

Form Details

The Form header displays the patient name and the date of the last E-Cert form submitted for the

patient. Click the dropdown arrow to show the last 5 social welfare E-Certs for the patient.



Select the Certificate Type from the Certificate Type dropdown list to load the Med 1 (default

option) or Med 2 form.

Complete the patients PPSN if this is not auto populated from their chart. If the PPSN is added to the

form it will be saved in the patient registration. Ensure the PPSN character is in UPPERCASE.

The departmental panel number of the doctor selected from the Registered Panel Holder dropdown

list will be submitted with the e-Cert and the medical council number of the doctor selected from

the Med Council Doctor dropdown will be submitted with the e-Cert.

MED 1

Enter the relevant details for the patient.



Double click to select from the list of the Patient’s coded conditions or double click to select from a

common list of ICD-10 codes.



Alternatively, use the ellipsis button to search and select an ICD-10 code from the ICD-10

database.

Complete the Physical Effort and Hospitalised dropdown lists if required for the patient.

Select the correct From and to dates for the cert. The dropdown list will allow you to choose a

custom date or to select the number of weeks that the patient will be off sick from work e.g. 2 weeks

including today.

Click Custom Date to open the date picker. Select the correct date from the date picker.



Check Is Final if this is the final e-cert for the patient.

Click Submit to send the e-Cert.

MED 2

Complete the relevant details for the patient and click Submit.



Notes

▪ If this is the first Social Welfare Certificate for this patient, please give the patient an IB1

application form for Illness Benefit/Injury Benefit for their completion and submission to the

Department.

▪ An E-Cert cannot be future dated by more than 21 days.

▪ An E-Cert cannot be backdated by more than 6 months in the past.

▪ Social Welfare E-Certs for patient are saved in Documents > Social Welfare > View. Double

click to view an E-Cert.



▪ Social Welfare E-Cert Print out

The E-Cert template can be modified by selecting the Template ‘E-Cert’ from Administration >

Templates.

Responses

E-Cert responses are downloaded from Healthlink from Administration > HL7 Tests. Click Import.

Claim Tracking Use the Social Welfare E-Cert tracker to manage your E-Certs. Tasks > Claim Tracker > Social Welfare

E-Cert Tracker.



Double clicking on a row will open the E-Cert selected.

Change the Status dropdown list to view the certificates in each status.

▪ Unsent – not sent to Healthlink / DEASP.

▪ Awaiting Acknowledgement – sent to Healthlink but no acknowledgement received from

Healthlink.

▪ Submitted – Delivered by Healthlink to DEASP.

▪ Received – Response from DEASP to confirm Certificate was received.

▪ Rejected – Rejected by DEASP.

▪ Archived – manually moved to archived status by user as invalid certificate.

Unsent

To send an Unsent certificate double click the certificate and click Edit.

Click Submit.



Unsent E-Certs can also be submitted from the patient’s chart. Click Documents > Social Welfare >

View. Select the unsent E-Cert and click Edit.

Any invalid certificates can be archived by selecting the E-Cert and clicking the Archive button.

Rejected

Hover over a rejected E-Cert to view the reason for the rejection.

Rejected certificates can be corrected (e.g. add the patients correct PPSN in patient registration) and

resubmitted by double clicking on the certificate and clicking Submit from the patients chart or from

the Claim Tracker.

Any invalid certs can be archived by selecting the certificate and clicking Archive.



Dispensing Export (Dispensing Practices Only) This is only applicable to those practices which also dispense. You must have a valid PCRS certificate

on your machine in order to export the monthly dispensing listing directly to the PCRS.

Select Machine Configuration from the main menu.

Select Healthlink.

Enter the PCRS certificate Name and Serial Number and click OK to save your changes.

Patient Registration

The dispensing checkbox is displayed in Patient Personal Details. This is populated by the PCRS

Importer tool when you upload the monthly excel file downloaded from the PCRS website.

Administration > PCRS Import.



Prescriptions

When adding, re-issuing or Printing a prescription GMS script for a GMS patient a new column will

be displayed to allow you to mark the GMS medication as dispensed.

Export to PCRS

Select PCRS Export in the Administration menu to export the monthly dispensing list to the PCRS.

Click New Export to complete the export for the previous month and select

the GMS Doctor from the dropdown list. This step must be completed for each doctor separately.

If you do not have your default PCRS certificate set in Machine Configuration, you will receive this

message.



Once the export is complete it will be displayed in the list with a Status of Success.

Improvements

Ejection Fraction field added to Vital Signs A field has been added to the Vital Signs exam to record Ejection Fraction.

ICD 10 database updated to the 8th edition The ICD 10 database in HPM has been updated to the 8th edition.

Tasks

Eula Agreement is now available in Help > About

Eula and Data Protection hyperlinks added to Help > About.

eHealth - Hospital Groups

If any healthlink groups are added by Healthlink then an additional Clinic dropdown will be displayed for user to select the Clinic before selecting the referral.



Novartis heart failure referral letter & Reimbursement Application

Guide Letter

Letter template added for Heart Failure Referral and Reimbursement Application Guide.

Abbott Nutrition drug alert

Drug alert added if user tries to prescribe or re-issue Ensure TwoCal or Ensure Plus advising of an alternative.



Fortisip Compact Protein – Prescription Information Alert

Drug alert added if user tries to prescribe or re-issue Fortisip advising of an alternative.



Cervical Smear: Result dropdown should be non-editable if result

came from Lab

If the Cervical Smear result in the Protocol has been downloaded from Healthlink then the Result dropdown will no longer be editable.



Bug Fixes

▪ The typo of the Type of HL7 Message has been corrected for Waiting List messages. ▪ GMS number is highlighted in red and marked as Invalid if the patient does not have a GMS

Doctor selected.