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henry schein secure chart

USER GUIDE

HENRY SCHEIN SECURE CHART

Trademarks Because of the nature of the material, numerous hardware and software products are mentioned by their trade names in this publication. All product names referenced herein are trademarks of their respective companies. The marks MICROMD, HENRY SCHEIN, and the HENRY SCHEIN LOGO are registered trademarks of HS TM, LLC, a subsidiary of Henry Schein, Inc.

Copyright This document is covered by the terms and conditions of the license agreement and/or the non-discloser agreement and may only be reproduced if allowed by the terms of that agreement or with written consent of Henry Schein, Inc.

Last updated: November 15, 2018 Henry Schein Secure Chart Patient Portal User Guide

© 2018 Henry Schein Medical Systems, Inc. All rights reserved.

Table of Contents

PrefaceHow This Guide is Organized........................................................................................................................... .iConventions Used in This Guide..................................................................................................................... .i

Cross-References........................................................................................................................................ .iText You Type Using the Keyboard......................................................................................................... .iKeys You Press and Buttons You Click ................................................................................................... .iDialog Box, Application Window Titles, and Field Names ................................................................. .iWarnings, Notes and Tips ........................................................................................................................ .ii

Chapter 1: Overview

Chapter 2: Configuring the Patient PortalIn This Chapter ................................................................................................................................................ 2.1Configuring Patient Portal Settings ............................................................................................................ 2.1

General Settings ...................................................................................................................................... 2.2About Us Settings.................................................................................................................................... 2.4Displaying Practice Hours on the Patient Portal............................................................................... 2.5Portal Accounts ....................................................................................................................................... 2.5

Configuring Practice Contact Information ................................................................................................ 2.6Configuring Practice Settings....................................................................................................................... 2.7Managing Locations ....................................................................................................................................... 2.8Providing Item Tags for Your Users ........................................................................................................... 2.10

Creating a New Tag............................................................................................................................... 2.11Removing a Tag ..................................................................................................................................... 2.11

Templates....................................................................................................................................................... 2.12Scheduling ..................................................................................................................................................... 2.13MicroMD Patient Payment URL.................................................................................................................. 2.13System Folder Management....................................................................................................................... 2.14

Chapter 3: Configuring Users for the PortalIn This Chapter ................................................................................................................................................ 3.1Practice User Configuration.......................................................................................................................... 3.1

Create and Edit Practice Users for the Patient Portal ...................................................................... 3.1Enabling MicroMD EMR Users for the Patient Portal ........................................................................ 3.2

Activate a Patient Account for the Patient Portal..................................................................................... 3.3Deactivating a Patient from MicroMD Patient Portal............................................................................... 3.4

Removing the Patient’s Access............................................................................................................. 3.4Preventing Health Information from Appearing on the Patient’s Account ................................. 3.5

Chapter 4: Adding Forms to the PortalIn This Chapter ................................................................................................................................................ 4.1Overview ........................................................................................................................................................... 4.1Managing Forms ............................................................................................................................................. 4.2

Adding a Field to a Form........................................................................................................................ 4.3Built-In Patient Health Information Form.................................................................................................. 4.7

Notification of a Submitted Form in the EMR.................................................................................... 4.8EMR Health Data Reconciliation .......................................................................................................... 4.9

Henry Schein Secure Chart Patient Portal User Guide TOC.1

Table of Contents

Updating Demographic Information in MicroMD PM .................................................................... 4.11

Chapter 5: Online Appointment SchedulingIn This Chapter ................................................................................................................................................ 5.1Setting up Online Appointment Scheduling ............................................................................................. 5.1

Practice Setup - Locations and Providers for Online Scheduling ................................................. 5.1Appointment Templates........................................................................................................................ 5.2Scheduling Setup on the Portal Side .................................................................................................. 5.3

Appointment Requested............................................................................................................................... 5.3Appointment Scheduled ............................................................................................................................... 5.4

Chapter 6: Practice Side of the Patient PortalIn This Chapter ................................................................................................................................................ 6.1Logging in to the Portal ................................................................................................................................. 6.1Patient Portal Inbox........................................................................................................................................ 6.2

Receiving a Message ............................................................................................................................... 6.2Composing a Message............................................................................................................................ 6.3Tagging an Inbox Item............................................................................................................................ 6.5Address Book ........................................................................................................................................... 6.5Filtering by Item Type............................................................................................................................. 6.6Filtering by Item Tags ............................................................................................................................. 6.7Changing the Workspace....................................................................................................................... 6.7

Appointment Calendar .................................................................................................................................. 6.7Tools and User Profile.................................................................................................................................... 6.8

Tools .......................................................................................................................................................... 6.8Profile......................................................................................................................................................... 6.8

Chapter 7: Patient Side of the Patient PortalLogging In ......................................................................................................................................................... 7.2Messages .......................................................................................................................................................... 7.3

Sending a Message.................................................................................................................................. 7.3Deleting a Message ................................................................................................................................. 7.4

Records ............................................................................................................................................................. 7.5Patient Profile .................................................................................................................................................. 7.6Completing Forms.......................................................................................................................................... 7.7Scheduling Appointments ............................................................................................................................ 7.7Locations .......................................................................................................................................................... 7.9

TOC.2 Henry Schein Secure Chart Patient Portal User Guide

Preface

From all of us at Henry Schein Medical Systems, Inc., thank you for purchasing Henry Schein Secure Chart Patient Portal as part of your connected solution. This supplemental guide is an in-depth reference to all of the features in this application. This guide does not cover hardware setup, networking, or installation. You can find in-depth information about the main MicroMD software in the MicroMD EMR User’s Reference Manual, as well as the MicroMD PM User’s Reference Manual.

How This Guide is Organized

This guide explains the features of the Patient Portal in detail. The guide begins with setting up the system, which your support team has completed for you or has helped you accomplish. Then the guide reviews the different areas and features of the software program. This is a reference guide and designed to explain the purpose of the features of the software. It should teach you how the program works so you can use the program to fit the needs of your individual practice. The final section reviews what the patient sees on their side of the Patient Portal.

Conventions Used in This Guide

Before using this guide, it is important to understand the typographical conventions used to identify and describe information.

Cross-References

Cross-references to chapters, sections, page numbers, headings, etc. are shown in an italic typeface.

e.g., Refer to Conventions Used in This Guide on page .i.

Text You Type Using the Keyboard

Text that you type using the keyboard is shown in a Courier typeface.

e.g., Type Anthony Smith in the Name field.

Keys You Press and Buttons You Click

Keys that you press on the keyboard and buttons/icons that you click with the mouse are shown in a bold sans-serif typeface.

e.g., Press Enter.

e.g., Click OK to continue.

Dialog Box, Application Window Titles, and Field Names

The titles of dialog boxes and application windows are shown in italics. Field names and selections made from drop-down menus, etc. are also shown in italics.

e.g., The Print Preview dialog box appears.

e.g., Select Commercial Insurance from the drop-down list.

Henry Schein Secure Chart Patient Portal User Guide Version 15.0 i

Preface Conventions Used in This Guide

Warnings, Notes and Tips

Warnings, notes and tips appear throughout the guide. They provide additional information important for you to know about a topic.

Warning Table

Note Table

Tip Table

� A warning alerts you to a severe situation, a potential for data loss, or other critical information about the actions discussed in the instructions.

○A note highlights some important information you need to know to use the features of the system correctly or to get the results you expect.

�� This type of tip highlights helpful information you may not know about the system or feature.

�This type of tip contains a reference to some related information or a related feature on another page, in another section of the guide, or in another document.

ii Henry Schein Secure Chart Patient Portal User Guide Version 15.0

Overview

The MicroMD Patient Portal provides patients and office staff a web site containing a number of easy-to-use features that will save time for both patients and office staff, including:

Collecting patient form data online prior to service

Answering patient questions

Publishing any document to the patient’s account (and edit the document prior to publishing)

Bi-lingual (Spanish-English) e-mail confirmations

With the MicroMD Patient Portal, you can customize your practice landing page, stay in contact with your patients through private patient messaging, and allow patients to view their medical records in different formats.

At this point, your MicroMD support team has already registered your practice and set up your practice’s Patient Portal. You should already have users created and should be able to simply log in and begin using the online features of the portal.

The main tasks you want to perform in the beginning such as activating patient accounts, sending secure messages and sending secure medical information can all be performed from within MicroMD EMR, and you should refer to the main MicroMD EMR User’s Reference Manual for in-depth details on these features.

However, there are some tasks you can also perform from within the Patient Portal itself, such as sending secure messages and creating online forms for patients to complete.

The Patient Portal Guide covers the following topics:

Available Practice and Portal Configuration Options (Chapter 2)

Creating New Users for the Portal (Chapter 3)

Creating Online Forms for Patients to Complete (Chapter 4)

Basic Features on the Practice Side of the Portal (Chapter 6)

Basic Features on the Patient Side of the Portal (Chapter 7)

�For information about using MicroMD EMR and the Patient Portal features within it, please refer to the main MicroMD EMR User’s Reference Manual.

Henry Schein Secure Chart Patient Portal User Guide Version 15.0 1.1

Chapter 1. Overview

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1.2 Henry Schein Secure Chart Patient Portal User Guide Version 15.0

Configuring the Patient Portal

Your MicroMD support staff has already worked with you to configure the connection between your MicroMD EMR installation and your MicroMD Patient Portal. All that’s left is for you to configure the Patient Portal site to suit the specific needs of your practice and your users.

In This Chapter

In this chapter, we cover:

Patient Portal Settings (page 2.1)

Practice Contact Information (page 2.6)

Practice Settings (page 2.7)

Locations within Your Practice (page 2.8)

Colored Tags for Items in the Inbox (page 2.10)

Message Templates (page 2.12)

Appointment Scheduling Setup (page 2.13)

Credit Card Patient Payment Link (page 2.13)

System Folder Management (page 2.14)

Configuring Patient Portal Settings

Your MicroMD support team used your Practice Registration form to configure the basics of your practice’s Patient Portal. In the future, however, you may need to make edits to the web site, or you may need to refine how it behaves for your users and patients.

To access the area that allows you to edit the patient side of your practice’s Patient Portal, log in to the portal with an Admin account and click Menu > Admin > Patient Portal.

○ Only users with the Admin permission can access the administrative functions of the Patient Portal.

�Any time you make changes to the display on your Patient Portal web site, you can click the Preview button to see your changes before you save them.


Chapter 2. Configuring the Patient Portal Configuring Patient Portal Settings

General Settings

On the General settings screen (Figure 2.1), you can configure how the portal behaves for your patients, as well as how you would like them to interact with your practice through the portal. You can display your practice’s logo or other image on the web site, as well as specify what actions you want to permit the patients to do through the portal. Table 2.1 explains each of the settings in more detail.

Figure 2.1 General Settings

Table 2.1 Fields on the General Settings Screen

Field Description

Enable Practice Portal This option activates the Patient Portal for your practice and makes it live and visible to the world. The web address of your practice’s Patient Portal appears in the Portal URL field. This is the information you provided to the MicroMD support staff during the registration process.

Custom logo URL If you would like to display your practice’s logo or a marketing image on the pages of the Patient Portal web site, you can save the image file on a secure web server.

Once you have your image saved in the appropriate location, enter the location of that logo in the Custom logo URL field. (This must be an https:// address.)


Configuring Patient Portal Settings Chapter 2. Configuring the Patient Portal

Name Displayed The Name Displayed field is the text that appears at the top of every page in the Patient Portal. Typically, this is the practice’s business name.

For example, Advanced Family Practice has several locations including Trelby Women’s Care, Main Street Dermatology, and Happy Heart Cardiology, but their main business name over all of those locations is “Advanced Family Practice,” and that is the name they enter in the Name Displayed field.

Enable “Message Read” Notifications

Place a check mark in this checkbox if you want the Patient Portal to send a “read receipt” to practice users when the patient reads any message they receive from someone in the practice.

Allow patients to create new messages

Place a check mark in this checkbox if you want patients to send mail messages to your staff through the Patient Portal.

Allow patients to reply to messages

Place a check mark in this checkbox if you want patients to be able to reply to mail messages sent from your staff.

Allow patients to fill out forms

If you have created forms on the Patient Portal and want patients to complete these forms online, place a check mark in this checkbox.

Allow patients to view records

Practices can use the Patient Portal in a variety of ways and display different levels of information. If you would like your patients to have access to their health records through your Patient Portal, place a check mark in this checkbox.

Add users patient can send portal message to

When you place a check mark in the Allow patients to create new messages checkbox, the system displays the list of your practice’s portal users. Place a check mark next to each user who can receive messages from patients.

Allow patients to send messages to multiple recipients

Place a check mark in this checkbox if you would like to provide your patients with the ability to add several staff members to the same mail message in the Patient Portal.

Table 2.1 Fields on the General Settings Screen (continued)

Field Description


Chapter 2. Configuring the Patient Portal Configuring Patient Portal Settings

About Us Settings

The About Us settings allow you to select the individual bits of contact information you want to display on the Home page of the Patient Portal. You can also add paragraphs of text introducing the patient to your practice. To access this section, click Menu > Admin > Patient Portal > About Us. Table 2.2 explains the fields in more detail.

Figure 2.2 About Us Screen

Table 2.2 Fields on the About Us Screen

Field Description

Show basic contact info This checkbox controls whether your practice’s name, address and phone numbers appear on the Home page of the Patient Portal. You can choose to display any or all of the following:

Show our work number: Place a check mark next this option to

display the text you enter as the phone number on the Home page of the Patient Portal.

Show our fax number: Place a check mark next this option to display

the text you enter as the fax number on the Home page of the Patient Portal.

Show our email address: Place a check mark next this option to

display the text you enter as the e-mail address on the Home page of the Patient Portal.

Show custom “About Us” information

If you would like to add introductory text to the Home page of the Patient Portal, place a check mark in the Show custom “About Us” information checkbox and type the text in the large text field. You can use the formatting bar above the text field to change the basic look of your text.


Configuring Patient Portal Settings Chapter 2. Configuring the Patient Portal

Displaying Practice Hours on the Patient Portal

To display your practice’s business hours on the Patient Portal, simply place a check mark next to Show our hours and then place a check mark next to each day that your office is open.

Figure 2.3 Configuring the Hours for Your Practice

From the first drop-down, select the time your office opens for the day. From the second drop-down, select the time your office closes down for the day. Be sure to click Save to commit your changes.

Portal Accounts

The Portal Accounts screen allows you to add some supplemental text to the automated messages sent to patients from the portal. You can also choose whether you would like to re-invite patients to the portal. Select Menu > Admin > Patient Portal > Portal Accounts to access these features.

Figure 2.4 Portal Accounts Screen

� If you need to add information for your various practice locations, see page 2.8.


Chapter 2. Configuring the Patient Portal Configuring Practice Contact Information

Adding Text to Automated Messaging from the Portal

Patients new to the Patient Portal receive an automated e-mail when their account is created in the system. Patients also receive an automated e-mail when they have new messages in their Patient Portal account. Your Customize Email Messages settings allow you to add some supplemental information to the bottom of these e-mail messages to help communicate with your patients.

You have two options:

To add supplemental text to the e-mail sent to the welcome e-mail the patients receive when

you first create their account, place a check mark in the Include Additional “New Account” Text checkbox.

To add supplemental text to the e-mail sent to the patient when they have a new item waiting

for them on the Patient Portal, place a check mark in the Include Additional “New Message” Text checkbox.

You can use the formatting bar above the text field to change the basic look of your text. Don’t forget to save your changes when you have the text the way you want it.

Re-inviting Patients to the Portal

There are times when you send the invitation to a patient to register for the Patient Portal and they forget or wait too long to register. The Patient Portal automatically sends another invitation e-mail to patients after the number of days you indicate in the Amount of days before re-inviting drop-down.

If you do not want the Patient Portal to send a re-invitation message automatically, simply place a check mark in the Opt out of automatically re-inviting patients to the patient portal checkbox.

Configuring Practice Contact Information

Editing and configuring the display of your main practice’s contact information on the patient side of the portal is simple. Select Menu > Admin > Practice Information and edit the information as necessary. (Be sure to save your changes.) This section also contains your integration key necessary for connecting to the portal.

Figure 2.5 Practice Information Screen


Configuring Practice Settings Chapter 2. Configuring the Patient Portal

The name and address information on this window displays on the Home page of the Patient Portal before and after the patient logs in (Figure 7.1 on page 7.1).

Configuring Practice Settings

In the Practice Settings screen, you can configure some default settings at the practice-level for all of your practice users, including time zone and automatic logout timing. You can also establish how long to keep items in the system. Select Menu > Admin > Practice Settings and edit the settings as needed. Table 2.3 explains the fields in more details.

Figure 2.6 Practice Settings Screen

○Patients can see the contact information for your practice locations on the Locations tab before and after they log in. To manage the contact information displayed for those locations, see page 2.8.

Table 2.3 Fields Available on the Practice Settings Screen

Field Description

Practice Time Zone From this drop-down, select the time zone for the main practice. All appointments and messages will display times based on this time zone.

Show inactive patients/contacts when searching

Place a check mark in this option if you want to include all patients, both active and inactive, when performing a search in areas of the Patient Portal. If you want to exclude inactive patients, remove the check mark.


Chapter 2. Configuring the Patient Portal Managing Locations

Managing Locations

If your practice has multiple physical locations, you can enter that information under Menu > Admin > Manage Locations. Remember to click the Save button when you have finished configuring your practice locations.

When a patient clicks on the Locations tab in the Patient Portal, the names, addresses, hours, maps, e-mail, website URL, and other important information will be presented for each location as shown below.

Figure 2.7 Creating or Editing a Practice Location

Enable displaying a custom fax from number

This feature is currently not in use.

Keep items in Sent for Use this setting to move items from the Sent folder into the Archive folder after a specified period of time from the item’s sent date. Select the time frame from the drop-down.

Keep items in Archive for Use this setting to move items from the Archive folder into the Trash folder after a specified period of time from the date the item was archived. Select the time frame from the drop-down.

Keep items in Trash for Use this setting to delete items from the Trash folder permanently after a specified period of time from the date the item was placed in the Trash folder. Select the time frame from the drop-down.

Idle time until automatic logout

To improve security, specify the number of minutes of inactivity before the Patient Portal automatically logs the user out of the application.

Table 2.3 Fields Available on the Practice Settings Screen (continued)

Field Description


Managing Locations Chapter 2. Configuring the Patient Portal

To add a new practice location, simply click the New button, complete the fields and click Save. To edit a location, click the location’s entry in the list. Table 2.4 explains the fields on the Edit Location screen in more detail.

Table 2.4 Fields on the Edit Location Screen

Field Description

Basics

Location Name Enter the name of the location. For example, Summervale Medical Center has several physical locations, one of which is called “Summervale Specialty/Surgical Care”. Advanced Family’s administrator Betty typed Summervale Specialty/Surgical Care in the Location Name field.

Sort Order The Sort Order controls the order in which locations will be listed, the lowest number appears first in the list. Numbers need not be consecutive (e.g., 1, 2, 3). You can use any set of numbers (e.g., 10, 20, 30, 40), as long as they are ordered lowest to highest. If you give yourself enough room, you can avoid renumbering locations in the future when the business expands to new locations.

Location Id The Location Id field is the ID of this location within MicroMD PM under Setup > System Preferences > Location.

Show in Portal Place a check mark in this checkbox to display this location on the patient side of the portal. Patients can see the locations list for your practice on the Locations tab before and after they log in.

Active Place a check mark in this checkbox to make this location accessible in the Patient Portal. This includes appointment scheduling and messaging.

Location/Contact Information

Address Line 1, Address Line 2, City, State, Zip and Show Address in Portal

Enter this location’s physical address. When you add an address, the patient side of the portal displays a map to help patients find your business.

Place a check mark in the Show Address in Portal checkbox to display this location’s address on the patient side of the portal. (Patients can see the locations list for your practice on the Locations tab before and after they log in.)

Main Phone andShow Main Phone in Portal

Enter the phone number patients should call when they want to speak to someone at this location, and place a check mark in Show Main Phone in Portal if you want to display that number on the patient side of the portal. (Patients can see the locations list for your practice on the Locations tab before and after they log in.)

�If you want this location available for selection in the portal, but you don’t want to display any information on the Location tab, simply leave this checkbox blank and be sure there is a check mark in the Active checkbox.


Chapter 2. Configuring the Patient Portal Providing Item Tags for Your Users

Providing Item Tags for Your Users

Tags allow you to add sorting and viewing capabilities to the items in user inboxes. This can help your staff members quickly find the messages they need, as well as allow you to establish consistent workflows. The possibilities are endless. For example, you can create the following tags (color in parentheses): Completed (green), In progress (yellow), Not started (red).

Fax Number and Show Fax in Portal

Enter the phone number patients should call when they want to speak to someone at this location, and place a check mark in Show Fax in Portal if you want to display that number on the patient side of the portal. (Patients can see the locations list for your practice on the Locations tab before and after they log in.)

Email Address and Show Email in Portal

Enter this location’s e-mail address or other information address that patients can use to contact your practice at this location, and place a check mark in Show Email in Portal if you want to display that address on the patient side of the portal. (Patients can see the locations list for your practice on the Locations tab before and after they log in.)

Location URL and Show URL in Portal

If this location has its own web site or other informational web site, enter that web address, and place a check mark in Show URL in Portal if you want to display that address on the patient side of the portal. (Patients can see the locations list for your practice on the Locations tab before and after they log in.)

About/Additional Information

text field and Show About/Additional Information in Portal

Enter text that describes this location in your practice, along with any other “About Us” information you want to share with your patients.

Place a check mark in Show About/Additional Information in Portal if you want to display this text on the patient side of the portal. (Patients can see the locations list for your practice on the Locations tab before and after they log in.)

Hours

hours sliders and We are open

Place a check mark in the We are open checkbox for each day your practice is open. Use the hours sliders to adjust the open and close times for this location.

Show Hours in Portal Place a check mark in this checkbox to display the hours on the patient on the patient side of the portal. They can see these hours on the Locations tab before and after they log in.

○Standard users cannot add, edit or delete tags from the system. They can only apply them to items in the inbox (page 6.5). Only a user with the Admin privilege on their portal account can add, edit or delete tags.

Table 2.4 Fields on the Edit Location Screen (continued)

Field Description


Providing Item Tags for Your Users Chapter 2. Configuring the Patient Portal

Figure 2.8 Tags in the Patient Portal

Creating a New Tag

To create a new tag, simply click the Add tags button (Figure 2.9). This displays a list of available slots. Place a check mark next to the color you want to use, enter a name for the tag and click the Add selected tags button.

Figure 2.9 Creating a New Tag

Removing a Tag

Removing a tag from your list only means that you want to prevent your practice users from applying the tag to items in their inbox. The name of your tag still remains, but the system no longer displays the tag in the list and does not allow users (or system automation) to select the tag.

To remove a tag, click the Remove tags button (Figure 2.10). The system goes into an edit mode and

displays Delete icons ( ) next to each tag. Simply click each the Delete icon next to any tag you do not want to display to your practice users and click the Done removing button.


Chapter 2. Configuring the Patient Portal Templates

Figure 2.10 Removing Tags

Templates

Templates allow you to create boilerplate text that your practice users can insert into their e-mail messages. This helps your practice user stay consistent with your practice’s messaging, as well as be more efficient with repetitive tasks. You can find your list of templates under Menu > Admin > Templates.

Figure 2.11 Creating or Editing a Template

To edit an existing template, simply click the template’s entry in the list, make changes and click Save.

○If you want to prevent a template from being used in messages, open the template and remove the check mark from the Active checkbox.


Scheduling Chapter 2. Configuring the Patient Portal

To create a new text template:

Scheduling

The Patient Portal provides practices with the ability to allow patients to request appointments online, as well as the option to schedule the appointment directly from available time slots.

MicroMD Patient Payment URL

For those practices who have purchased MicroMD eStatements and MicroMD ePayments, you can allow your patients to make payments to their account through the Patient Portal. In order to activate the feature on the portal, you simply need to tell the portal where to send the patient for online payment processing.

Figure 2.12 MicroMD Patient Payment URL

As an administrative user on the portal, select Menu > Admin > MicroMD Patient Payment URL and enter the web address to your payment portal. Remember to click the Save button. This adds a link to the

Procedure Details

1. Click the New button. This opens the Edit Template screen (Figure 2.11).

2. Enter a Title for the template. The text in this field displays in the Templates drop-down in the Compose window for a new secure message (Figure 6.3 on page 6.3).

3. In the large text field, enter the text you want this template to represent.

You can use the formatting bar above the text field to change the basic look of your text. Users can adjust formatting when they insert the text into a new message.

4. Place a check mark in the Active checkbox to make this text template available to all users.

5. Click the Save button.

� Please see Chapter 5 for in-depth details on the Online Scheduling feature.

○For more details on setting up eStatements and ePayments, please contact your local authorized MicroMD reseller.


Chapter 2. Configuring the Patient Portal System Folder Management

patients eStatements and to the page of the Patient Portal (Figure 7.1 on page 7.1).

System Folder Management

The System Folder Management option allows practices to identify those messages they want to be sent to the System mail message folder, rather than to individual inboxes. This can help avoid clutter in user inboxes.

Figure 2.13 System Folder Management

Simply place a check mark next to each item that the Patient Portal should send to the System mail box. This means that the message will no longer appear in user inboxes or generate e-mail notifications.


Configuring Users for the Portal

Each provider can have up to 10 users on the Patient Portal, and your MicroMD Support Team has already configured your initial users. If, however, you need to edit existing users or create new ones, you need to know how the user accounts are linked. First, you create a user account for them on the administration side of the Patient Portal. Then you add that user account to the MicroMD Patient Portal configuration within the MicroMD EMR Manager and link the two.

In This Chapter


Creating practice users online (page 3.1)

Activating a patient’s account for access to the Patient Portal (page 3.3)

Deactivating a patient’s account from the Patient Portal (page 3.4)

Practice User Configuration

Before you can activate an EMR user for access to the Patient Portal, you need to create a user account online in the administration side of the portal.

Create and Edit Practice Users for the Patient Portal

To create additional user accounts on the Patient Portal or to edit existing accounts, select Menu > Admin > Users in the Patient Portal’s administration side.

Figure 3.1 User Information


Chapter 3. Configuring Users for the Portal Practice User Configuration

Click the New button at the bottom of the window. Complete the necessary fields and click Save. The following sections are available for each user:

User Information: The User Information section allows you to enter the patient’s name, user

name and password.

Settings: The Settings section allows you to set defaults for the user account, as well as

establish a few permissions and settings for the user account.

Notifications: If you want the user to be able to receive an e-mail to an external address when

they receive a message in their Patient Portal inbox, you can select the type of message that triggers a notification e-mail. You also specify the e-mail address here. Complete the fields in this section and click Save. The Patient Portal will send a separate e-mail for every message received in the user’s inbox.

Assign to Location: To provide the user with access to multiple locations within your practice,

place a check mark next to each location and click Save. This allows the user to see and work with messages from patients at those locations.

Figure 3.2 Assigning a User to a Location

Enabling MicroMD EMR Users for the Patient Portal

Within the MicroMD EMR Manager, you need to identify the users who should have access to the Patient Portal. This allows you to link their user account in MicroMD EMR to their user account in the Patient Portal application. In order to do this, you need the user’s Patient Portal account user name and password.

Figure 3.3 EMR Users in the EMR Manager


Activate a Patient Account for the Patient Portal Chapter 3. Configuring Users for the Portal

Activate a Patient Account for the Patient Portal

When you want to activate the patient’s account so they can access your Patient Portal, you do this from within their chart in MicroMD EMR.

Figure 3.4 Patient Portal Setup Window

To enable a patient’s account for the MicroMD Patient Portal:

�

You can also add the patient to the portal from Scheduled Visits. If the Patient Portal icon does not appear next to a patient on the list (to indicate they have an active account), you can right-click the patient and select Patient Portal Setup from the pop-up menu. This will open the Patient Portal Setup window (Figure 3.4).

Procedure Details

1. In MicroMD EMR, open the chart of the patient you want to enable for the Patient Portal.

2. Open the Health Information Access portion of his or her chart.

3. Click the Portal button. The Patient Portal Setup window opens (Figure 3.4).

4. In the Comment text box, enter any instructions regarding the medical information to share with the patient.

○ Verify that the patient has a valid e-mail address included in their chart.

○Information entered in the Comment field displays when a user attempts to publish documents for the patient.


Chapter 3. Configuring Users for the Portal Deactivating a Patient from MicroMD Patient Portal

Deactivating a Patient from MicroMD Patient Portal

To deactivate a patient from the MicroMD Patient Portal, you must first determine the type of deactivation you want to accomplish.

Do you want to prevent the patient from accessing their account completely?

Do you want to prevent just health information from being sent to their account?

Removing the Patient’s Access

If you want to completely deactivate the patient’s ability to log in to their account, you need to log in to the Patient Portal as an administrator and open the patient’s entry in the Address Book. Remove the check mark from the Active checkbox at the bottom.

Figure 3.5 Uncheck the Active Checkbox

The next time the patient tries to log in, their credentials will not be valid and they will not be able to access the portal.

5. Click the Create button. The system displays a dialog box explaining that the account was successfully created. The system automatically generates information for Portal Patient Id, Portal User Name and Portal Password. An e-mail is also sent to the e-mail address saved in the patient’s chart.

Procedure (continued) Details (continued)

○The patient can change his or her login and password in the My Profile section of the Patient Portal.


Deactivating a Patient from MicroMD Patient Portal Chapter 3. Configuring Users for the Portal

Preventing Health Information from Appearing on the Patient’s Account

To remove the ability of MicroMD EMR users to publish a patient’s information to the patient’s portal account, either the patient can “opt out” or the practice can opt them out. While the patient will not receive health information or messages, they can still log in to their account and use the other features (e.g., online payments).

Patient Opt Out

The patient must log in to their Patient Portal account and click the My Profile link below their name at the top of the window.

Figure 3.6 My Profile Link

On the profile page, they can simply choose Yes from the Healthcare Information Opt Out field.

Figure 3.7 Patient’s “Opt-Out” Option

Practice Opt Out

For the practice to opt the patient out of receiving health information, log in to the Patient Portal as an administrator and open the patient’s entry in the Address Book. Click the Patient Portal tab and click the Opt Out button.

Figure 3.8 Opting the Patient Out at the Practice Level

�Once you deactivate the sending/receiving of health information for the patient’s portal account, only the patient can opt back in by setting the option in their account (Figure 3.7) to No.


Chapter 3. Configuring Users for the Portal Deactivating a Patient from MicroMD Patient Portal



Adding Forms to the Portal

Forms on the Patient Portal allow your practice to gather important information easily and efficiently from the patient. You can create online patient registration and eliminate much of your practice’s paperwork. You can also take advantage of the built-in medical information form, which transfers the patient’s data back to MicroMD EMR.

In This Chapter


Managing forms (page 4.2)

Reconciling data from the built-in patient health form (page 4.7)

Overview

Patients can complete these forms online and the data goes directly to the practice, where your staff can decide what to add to the patient’s chart and what needs further review. This reduces the need for patients to handwrite forms prior to appointments or when waiting for check-in.

Figure 4.1 Public Forms

There are two types of forms:

Private Forms: These forms are only accessible from within the patient’s individual account on

the Patient Portal.

Public Forms: These forms are accessible from the main page of the practice’s Patient Portal

(Figure 7.1 on page 7.1). Patients can chose the form they need to complete and submit to the practice through the Forms section of the portal.


Chapter 4. Adding Forms to the Portal Managing Forms

Managing Forms

To access the forms for your practice, select Menu > Admin > Forms. The Form Manager window allows you to work with your list of forms. You can create new forms, edit or delete existing forms, and even duplicate existing forms. This comes in handy when you have multiple forms that are similar but have small differences.

Figure 4.2 New Form

When you create a new form, there are several fields that you need to complete and several options you can add to the form to gather the information you need from the patient. Table 4.1 explains the fields on the form window in more detail.

To edit an existing form, simply click the form and make the necessary changes.

To delete a form, click the form and click the Delete button.

To create an exact copy of the form, click the form and click the Duplicate button. Be sure to

give the form a different name so you can tell the two forms apart.

To create a new form, click the New Form button.

○The Patient Health Information form (page 4.7) is a system form that you cannot edit. You can, however, choose the locations and whether it is active.


Managing Forms Chapter 4. Adding Forms to the Portal

Adding a Field to a Form

When you create your form, you want to add data-entry fields to the form to gather the information from the patient. You create new fields when you click the Add a field button on the form (Figure 4.2 on page 4.2). The Field Properties window opens and changes depending on the field you select from the Type drop-down.

Figure 4.3 Field Properties Window

For example, to add a list of choices to the form where the patient can only select one of the choices, select Radio Button List from the Type drop-down. The fields on the window are: Type, Label, Required, Values, Description and Key. However, if you select Single-Line Text from the Type drop-down, your fields are: Type, Label, Required, Description and Key. There are no Values for you to provide with a text field. Table

Table 4.1 Fields on the New Form Window

Field Description

Title Enter the name of the new form. The text you enter here appears in the list of forms (Figure 4.2).

Active Place a check mark in this checkbox to make the form visible to patients in their individual private accounts on the portal.

Public This option is not currently in use for the MicroMD Patient Portal.

Submit To The Submit To field is a search field that allows you to search and select a specific user or queue to receive the completed form. If you do not want to specify a user or queue, you can leave this field blank. The portal sends completed forms to the practice’s inbox by default.

Route To From the Route To drop-down, select the tag you want to apply when the patient completes this form and submits it. (See page 2.10 for more details on tags.)

Visible to Locations Place a check mark next to each location to make this form available to specific locations within the practice. If you want the form made available to the patient’s default location, place a check mark next to Default Location.

Add a Field button Click the Add a Field button to insert a variety of data entry options. You have several options, including checkboxes, drop-down lists and section headings.



4.2 explains each of the available fields on this window.

Single-Line Text

To gather a simple phrase or a few words from a patient (such as their first name or their age), use this simple text field.

Figure 4.4 Single-Line Text Field on the Patient Side

For example, Betty at Summervale Medical Center wants the patient to enter their last name and their first name as two individual pieces of information. She adds two single-line text fields: one with the label Last Name and one with the label First Name. Since she MUST have this information to create the new patient’s account in the system, she places a check mark next to Required as well.

Table 4.2 Fields on the Field Properties Window

Field Description

Type From the Type drop-down, you select the specific data-entry method you want to use to gather a bit of data from the patient. See starting on page 4.4 for details on each type of field.

Label The text you enter in the Label field is the text that appears on the actual form next to the type of option (e.g., next to a checkbox). For example, if you want the patient to enter their first name in a text field, you choose the Single-Line Text option from the Type drop-down and type First Name in the Label field.

Required If you want to make sure a patient completes a certain field before they click Submit to send the form to you, place a check mark next to Required. This displays an asterisk ( * ) next to the label on the form and forces the patient to complete the field or they cannot submit it to you.

Values The Values field displays when you select Drop-down List, Radio Button List and Check Box List. For each of these fields, you type each option you want to provide on a separate line. See the sections below for examples of each type.

Description The text you enter in the Description field appears on the form below the entry field. Use this text for instructions or hints about the information needed.

For example, Betty at Summervale Medical Center has created an online patient registration form and on that form is a list of contact choices on one of her forms (e.g., e-mail, phone, mail). The patient should choose as many options as they need so she typed in the Description field Choose all that apply. to give the patients additional guidance.

Key This field is currently not in use.


Managing Forms Chapter 4. Adding Forms to the Portal

Multi-Line Text

If you want to gather a paragraph of information from the patient or you want to allow the patient to add any other comments or notes to the information they entered on the form, use the Multi-Line Text field. This allows a large number of characters and paragraphs.

Figure 4.5 Multi-Line Text Field on the Patient Side

Date Picker

With a Date Picker field, the portal displays a pop-up calendar when the patient clicks in the field. This allows the patient to choose the appropriate date quickly and easily.

Figure 4.6 Date Picker Field on the Patient Side

Label/Instructions

The Label/Instructions field allows you to enter a paragraph of text that displays on the form but is not available for the patient to edit. It allows you to communicate to the patient on the form and provide more information or directions for completing the form properly.

Figure 4.7 Label Field on the Patient Side



Section Heading

The Section Heading is simply a title to help you organize the information on your form into logical portions.

Figure 4.8 Section Heading Field on the Patient side

Spacer

The Spacer option does just what the name implies. It provides some breathing room between other fields or sections that you add to the form.

Check Box

The Check Box option allows you to add a single choice to the form. This is good if you want the patient to only check a box if the answer is yes. For example, Betty added a single check box to her form with the label Check this box if we may contact you via e-mail.

Figure 4.9 Checkbox Field on the Patient Side

Drop-down List

If you want to provide several options to a patient, but you want to conserve space on your form, you can add a drop-down field. This allows the patient to select from a list of items and the rest of the items are hidden from the display. Patients can only select one option from the list.

Figure 4.10 Drop-down List Field on the Patient Side

� The text “This space intentionally left blank.” does not appear on the actual form when viewed by the patient.


Built-In Patient Health Information Form Chapter 4. Adding Forms to the Portal

Radio Button List

The Radio Button List provides the patient with several options displayed at the same time, and they may only choose one of the multiple options.

Figure 4.11 Radio Button List Field on the Patient Side

Checkbox List

The Check Box List provides the patient with several options displayed at the same time. With the Check Box List, patients may choose multiple options.

Figure 4.12 Checkbox List Field on the Patient Side

Built-In Patient Health Information Form

The Patient Portal provides practices with a built-in Patient Health Information form that allows patients to submit updates to their health data. The patient can submit as little or as much information as needed. When they click Submit Form, the system sends the form to the practice's inbox in the EMR, ready for practice users to import and reconcile the data.

○If your practice does not want to use this form, you must turn the form off. Remove the check mark from the Active checkbox on the form under Menu > Admin > Forms (see page 4.2 for more on managing forms).


Chapter 4. Adding Forms to the Portal Built-In Patient Health Information Form

Figure 4.13 Patient Health Information Form

The built-in form allows the patient to submit data for the following areas of their chart:

Notification of a Submitted Form in the EMR

When patients submit new medical history, a MicroMD EMR user must reconcile those changes and accept them into the patient's chart. The system sends a Mail message to the practice with an XML file attached (Figure 4.15). The system also enables several icons throughout the system to indicate that there is new health data that you need to add to the patient's chart (Figure 4.14).

Problem List

Allergies

Medications

Immunizations

Vital Signs

Family History

Social History

Procedures

� Patients can click the Save Data button to save the form and submit it later.



Figure 4.14 PHD Alerts in MicroMD EMR

EMR Health Data Reconciliation

When you open Mail message in the EMR or click a PHD icon, the system displays the message with the data file attached. To begin your reconciliation, simply right-click the attachment and select Import from the pop-up menu (Figure 4.15).

Figure 4.15 File Import

On the initial Data Reconciliation window, the file should already appear in the drop-down so all you have to do is click the Load button. The system loads the data that the patient submitted and adjusts the Data Reconciliation window (Figure 4.16).



Figure 4.16 Data Reconciliation Window

The system populates the Current MedInfo pane with the current medical information from the patient's chart. In the New Info pane is the information the patient submitted from the Patient Portal health information form. Any new information or information that differs from what is currently in the chart appears with a red bar.

Double-click each entry you want to reconcile (for example, the Pancreatic Cancer entry in Figure 4.16) to open the appropriate Add window for the medical information (for example, Figure 4.17).

Figure 4.17 Example Medical Information Window

○If you do not want to import an entry into the patient's chart, simply remove the check mark from the entry under the New Info pane.



For any discrete data fields such as Diagnosis, Medication, Habit, Social History, etc. click the Lookup icon

( ) and select the appropriate entry from your database. If the entry does not exist in your database, click the New button to add it.

Once you click OK on the Add window, the system adds the data to the patient's chart and clears the red bar and the check mark from that item in the New Info pane. You can also see the word “ADDED” next to any item you have imported into the patient's chart (Figure 4.18). Close the windows when your reconcile is complete.

Figure 4.18 Medical Information Added

Updating Demographic Information in MicroMD PM

For those with MicroMD PM, you need to reconcile the demographics information on the PM side. If the patient submits a new form or updates their existing information, the Patient Portal can send specific users an internal mail message to alert them of the updates.

Specify Users to Receive Notifications

If you would like a notification that a patient has updated their demographics information, identify those users in the MicroMD EMR setup entry in the PM (under Setup > Practice Preferences > Additional Modules).

Figure 4.19 Patient Portal Setup in MicroMD PM

� If you do not save this information as discrete data, you will not be able to report on it or select the same entry for other patients in the future.

○You must have the Add Reference Data function associated with your EMR user account to add an entry to your database.



Users will then receive mail messages with a Verify button in their Task Management module when the system receives an Patient Health Information form for a patient. The Verify button allows the user to quickly access the Data Reconciliation window in the PM (Figure 4.20 on page 4.12).

Patient Portal Verify

There are a few ways to be notified that a patient has submitted data through the Patient Portal:

You can click the Verify button on the notification mail message.

You can also select Misc > Patient Portal Verify from the main menu and double-click an entry.

You can click the PHI icon ( ) next to the patient’s name in the Check-In/Check-Out module.

Once you get to the Data Reconciliation window (Figure 4.20 on page 4.12), the system only displays the demographic fields that the patient updated on the portal. There are three panes on the window:

Current Info: The Current Info section displays the current demographics in the patient’s

account in MicroMD PM.

New Info: The New Info section displays the demographics submitted by the patient in the

Patient Health Information form. Edit the fields that you want to change by typing the new information or search for the correct information by clicking the Search button. Place a check mark next to the data that is correct. Click the Add button to add the selected data to the Verified Info column.

Verified Info: The Verified Info section displays the demographics information you have chosen

to add or update to the patient’s account. When you are confident that all of the selected data in the Verified Info section is correct, click the Apply button to commit your changes.

Figure 4.20 Data Reconciliation Window

�Click the Include All button to place a check mark next to every entry. Click the Exclude All button to clear the check mark from all the entries in the list.


Online Appointment Scheduling

For practices with MicroMD PM + EMR, you can provide your patients with scheduling options in the Patient Portal. The information comes from the Patient Portal into MicroMD every 15 minutes and includes new, cancelled and rescheduled appointments.

In This Chapter


Setting up online appointment scheduling (page 5.1)

Where appointment requests go when the patient submits them (page 5.3)

What happens when the patient schedules the appointment (page 5.4)

Setting up Online Appointment Scheduling

To set up the online scheduling for your patients, you need to do some setup on both the MicroMD PM side and the Patient Portal side. This establishes the communication between the two systems, as well as identifies whether you want to allow only appointment requests or allow the patient to schedule the appointment:

send an appointment request

Once the patient sends their request, it appears in the Appointment Request list and in the Check-in/Check-out window of MicroMD PM. Staff can then confirm the appointment and add it to the practice's schedule.

schedule the appointment from available open time slots

Practices can establish the available time slots for Patient Portal users. Once the patient chooses an appointment time slot and clicks Request, the appointment is made, and the appointment added to their list.

Practice Setup - Locations and Providers for Online Scheduling

To let the Patient Portal know which practice locations and practice providers you want to make available for online scheduling, there is a simple action to take. There is an OS checkbox on both the practice locations and the practice providers.

Locations

To include a practice location in online scheduling for the Patient Portal, place a check mark in the OS checkbox for that location under Maint > Practice > Location (Figure 5.1).

� “OS” stands for “Online Scheduling”.


Chapter 5. Online Appointment Scheduling Setting up Online Appointment Scheduling

Figure 5.1 OS Checkbox for a Location

Providers

To make a practice provider’s schedule available to the Patient Portal, place a check mark in the OS checkbox for that provider under Maint > Practice > Provider (Figure 5.2).

Figure 5.2 OS Checkbox for a Provider

Appointment Templates

In MicroMD PM, you need to establish the time slots in your schedules that you want to allow for patient scheduling through the Patient Portal. You need to work at the Appointment Day Setup level (Figure 5.3), although you can make changes using the Customize Day option.

Figure 5.3 Appointment Day Setup

By default, all time slots are available to patients online when you activate online scheduling (page 5.3), unless you have protected that time slot (i.e., a lock icon appears in the P column for that slot). To prevent patients from scheduling in a time slot, click the P column in the time slot twice to display the R. The R restricts the time slot to only your staff members.


Appointment Requested Chapter 5. Online Appointment Scheduling

For example, Betty at Summervale Medical Center has opened up the time slots between 8:00 am and 9:45 am to allow their patients to schedule appointments automatically from the Patient Portal. For those time slots, she has neither a lock icon nor an R in the P column. For all other time slots on the day, she has the R, which allows her staff to schedule appointments but prevents the patients from scheduling on the portal during the rest of the time slots.

Scheduling Setup on the Portal Side

Once you have the PM set up appropriately, you can activate the appointment scheduling from within the administrative side of the Patient Portal. As a user with the Admin privilege, log in to the portal and select Menu > Admin > Scheduling. The Scheduling Admin window opens (Figure 5.4).

Figure 5.4 Scheduling Options for the Practice on the Portal

Make sure there is a check mark next to Patients can schedule appointments. Then select how far into the future they can schedule appointments and whether you want the portal to schedule the appointments automatically or if the portal should only create an appointment request in the PM.

Appointment Requested

If the practice has elected to allow patients only to send appointment requests from the Patient Portal, when the patient clicks Request (Figure 7.10 on page 7.9), the portal sends the request to the PM and the request appears in the Appointment Request window (Figure 5.5).

○Practices currently should not edit the Appt. Types, Templates and Calendars tabs, as well as the reminder options on the Rules tab.


Chapter 5. Online Appointment Scheduling Appointment Scheduled

Figure 5.5 Appointment Request List

On the red corner flag of the request, the system displays the date and time the patient submitted the request, as well as the date and time slot they requested. When the practice schedules the appointment, the portal adds the new appointment to the patient's appointment list on the portal.

Appointment Scheduled

If the practice has elected to allow patients to schedule the actual appointment, when the patient clicks the Request button, the portal adds the appointment to the patient's list automatically and automatically adds it to the appointment schedule back in the PM (Figure 5.6). There is nothing left for you to do.

Figure 5.6 Appointment Schedule


Practice Side of the Patient Portal

While your practice publishes data to the Patient Portal from the Portal Updates section of the Desktop within MicroMD EMR and from within patient charts, practice users can also respond to patient messages online, and send/receive messages to/from patients and other practice users online.

In This Chapter


Logging in to the Portal (page 6.1)

Patient Portal Main Workspace, including receiving and composing messages (page 6.2)

Appointment Calendar (page 6.7)

Tools and User Profile (page 6.8)

Logging in to the Portal

The practice side of the Patient Portal allows staff members to interact with the patients through the portal, including exchanging messages with patients online and sending patient broadcasts.

Figure 6.1 Practice Side of the Patient Portal

�For administration information (e.g., creating new users or changing information displayed on the public side of the portal, please refer to previous chapters beginning with Chapter 2.


Chapter 6. Practice Side of the Patient Portal Patient Portal Inbox

To access the practice side of the Patient Portal, visit your portal’s web site. This was created when your practice went through the registration process with your MicroMD support staff. Typically, this address follows this format: http://yourdomain.mysecurechart.com

Patient Portal Inbox

The Patient Portal Inbox is the heart of the practice’s online portal and is the first window a user sees when they log in. Items are color-coded based on whether the item is a completed online form or a message, and they can also have tags to allow the user easy sorting and managing.

Figure 6.2 Practice Inbox on the Patient Portal

Receiving a Message

New items sent from MicroMD EMR also appear in the user’s inbox online. If a patient sends a message to the practice from his or her portal account (or to the individual user), the message appears in the Inbox.

Click the arrow ( ) to expand the message (Figure 6.2). Table 6.1 explains the buttons in more detail.

○Only users with the Can view Practice items permission on their portal user account will be able to select the Practice workspace. (See page 6.7 for selecting your workspace.)

Table 6.1 Buttons Available for Inbox Items in the Portal

Button Description

Send Item The Send Item button allows you to forward the item to another user. For example, Anthony has a question about his test results. You can click Send Item to forward that portal message containing the question to Dr. Davidson.


Patient Portal Inbox Chapter 6. Practice Side of the Patient Portal

Composing a Message

Sending a message to a patient (or to another user) is simple in the Patient Portal, and any messages you send appear back in MicroMD EMR to the Mail sections of your Desktop and the Workflow Communication section of the patient’s chart.

Figure 6.3 Composing a Message

Reply If you want to respond to the patient or user who sent you the item, click the Reply button.

Comment The Comment button allows you to create a threaded conversation with the patient or practice user.

Archive When you click the Archive button, the Patient Portal sends the item to the Archive folder and keeps that item in the folder for the length of time specified in your Practice Settings (page 2.7).

Options The Options button provides a variety of tasks you can perform against the item such as reassigning the item to another user, printing the item or downloading the item as a PDF file.

Actions The Actions button allows you to select or rotate any attachments in the inbox item. For example, if all of the image attachments on the message are upside down, you can select Flip all from the Actions button to change their orientation back to normal.

○ Mail messages sync between the Patient Portal and MicroMD EMR every 15 minutes.

Table 6.1 Buttons Available for Inbox Items in the Portal (continued)

Button Description



To compose a message:

Procedure Details

1. Click the Compose button. The Compose window opens and displays the search field.

2. Begin typing the name of the person to whom you want to send the message.

The portal automatically begins finding the closest matches to the text you entered.

3. When you find the correct person, select their name from the list.

The portal displays the patient’s age and date of birth, as well as prompts you to select the type of message you want to send.

For a practice user, the system automatically selects Secure Message for you.

4. Make your selection and click OK. The message composition screen displays (Figure 6.3 on page 6.3).

5. Complete the fields on this screen and click Send when you’re ready.

If you want to add more people to the message or change the message type (or add), you can make those changes on the right side of the screen.

The Send as practice checkbox removes your personal user information from the message and any responses to the message appear in the practice’s inbox.

�Use the Templates drop-down for boilerplate text and help standardize your communications (page 2.12).


Patient Portal Inbox Chapter 6. Practice Side of the Patient Portal

Tagging an Inbox Item

If you want to tag an inbox item, simply click the blank tag icon next to the item and select the tag you want to assign to the item (Figure 6.4). When items have tags, users can filter the workspace list using the Tags drop-down at the top of the window. See page 2.10 for more on creating tags.

Figure 6.4 Tagging an Inbox Item

Address Book

The Address Book allows you to search through the patients, users and other contacts your practice has on the Patient Portal. You can begin typing in the search field, and the system automatically starts to display a list of people who match your search.

Figure 6.5 Searching the Address Book

When you see the person you want, click their name. The portal displays information about that person’s account on the portal to the right of the search.

Patient Users

The Address Book displays details about a patient on the portal, from the patient’s contact information to their upcoming appointments.



Figure 6.6 Patient User Address Book Entry

The first tab displays the patient’s contact information. When you make a change to the data

on this window, the system sends the update back to MicroMD EMR and updates the patient’s chart.

The Patient Portal tab displays the patient’s online portal account information. On this tab,

you can also help reset the patient’s password (if necessary) or re-invite them to the portal. If you click the Appointments tab, you can view the list of appointment requests has made and the appointment’s current status.

The Messages tab displays all of the messages on the Patient Portal that relate to this individual

patient, including sent and archived messages.

Practice Users and Other Contacts

When you select a practice user or other contact from the search window (Figure 6.5 on page 6.5), the system displays the contact details for that user or contact, including the address and phone number for the practice.

Filtering by Item Type

The Types drop-down at the top of the main workspace allows you to display only those inbox items with which you want to work. For example, if you only want to process incoming forms patients have completed online, you can click Select None and then place a check mark next to Forms only. The system automatically filters the other items from the displays, leaving only form items.

Figure 6.7 Filter by Message Type


Appointment Calendar Chapter 6. Practice Side of the Patient Portal

Filtering by Item Tags

The Tags drop-down at the top of the main workspace allows you to filter out only those messages containing the selected tag(s). Color-coding inbox items can be a powerful time-saver and could improve efficiency. See page 2.10 for more details on creating tags.

Figure 6.8 Filter by Tag

Changing the Workspace

The Spaces drop-down at the top of the main workspace allows you to view either items sent to you personally, to the practice, or both items sent to you and items sent to the practice.

Figure 6.9 Filtering by Workspace

Simply click the Spaces drop-down and place a check mark next to the workspace you want to view.

Appointment Calendar

The online Appointment Calendar is for information purposes only. Practices should not make any changes on this calendar. You should maintain your calendar in the MicroMD PM + EMR software.

○Only users with the Can view Practice items permission on their portal user account will be able to select the Practice workspace.


Chapter 6. Practice Side of the Patient Portal Tools and User Profile

Tools and User Profile

Each of the practice’s portal users has some behind-the-scenes settings and tools they can use to enhance their experience and portal environment.

Figure 6.10 User Tools

Tools

The Tools section of the user’s Menu allows them to change their password, print a physician’s schedule and turn auto-zoom on or off.

Profile

Your user profile allows you to manage your individual contact information, as well as the behavior of the portal when you work online. For example, you can elect to show recently searched patients when you begin to create a new message. The most commonly used settings are:

Message Signature: The signature is similar to a signature in your e-mail application. It

automatically appends to the end of the messages the user creates online. This does not affect messages sent from within MicroMD EMR.

Number of items to show on one page: This setting relates to your list of messages in any of the

folders you view online.

Refresh page after archiving/deleting an item: When you delete a message from your inbox or

you archive an item, the item can either remain on the screen while you continue to work (unchecked) or you can have the portal automatically refresh the list for you (checked).

Show recently searched for patients in Compose window address search: This setting tells the

portal to display a list of recent patients in the To field when you create a new mail message.


Patient Side of the Patient Portal

The patient side of the MicroMD Patient Portal is straightforward and easy to navigate. A patient gains access to the system when your practice enables their account in MicroMD EMR. (See page 3.3 for details on activating a patient’s portal account.)

Figure 7.1 Patient’s First View of the Patient Portal

After the patient signs in, they have a variety of information they can access:

Messages (page 7.3): Patients can receive secure messages from the practice, and (if you

choose) they can send secure messages back to the practice.

Records (page 7.5): You can publish the patient’s C-CDA, CCR or CCD to their Patient Portal

account so they can view what you have on file for them or important information from their visit.

Forms (page 7.7): If you want to streamline the paperwork your patients complete before their

visit or if you want to allow patients to keep their medical information up to date, you can provide online forms for patients to complete at their convenience before they arrive for their appointment.

Appointments (page 7.7): Patients have the ability to send your practice appointment requests

and (if you choose) to schedule the actual appointment from established time slots on your practice’s schedule.

Locations (page 7.9): The Locations tab simply shows the patient their default location within

your practice, as well as the contact information and directions for the other locations you make visible on the portal.


Chapter 7. Patient Side of the Patient Portal Logging In

Logging In

Patients receive an e-mail when you enable their account in the EMR for the Patient Portal that contains a link to the practice’s portal to register and sign in. Once the patient registers, they can log in and view their account. A patient logs in using the Click here to sign in button on the practice’s public main page (Figure 7.1).

When the patient clicks the sign-in button (or when they register for the first time), they enter their username and password. The first time they sign in, the patient uses the credentials contained in their registration e-mail. They need to enter their birthday to validate their account for the first time, and they’ll need to change their password.

Figure 7.2 Patient Sign-in Screen

�Patients can click the Forgot password? button to reset their password. Your staff won’t have to worry about handling patient passwords.


Messages Chapter 7. Patient Side of the Patient Portal

Messages

Practices can communicate to their patients through the Messages feature of the Patient Portal. Depending on your practice’s settings, your patients can also send messages back to your practice. See page 2.2 for details on the settings available.

Figure 7.3 Messages in the Portal

The portal organizes the patient’s messages into an Inbox and a Sent box. The Inbox contains all messages sent from the practice to the patient. The Sent box contains a copy of all messages the patient sent to the practice (provided the patient has not deleted the message).

Sending a Message

If the patient wants to send a message to the practice, they simply click the Send Message link at the top of the window. They can send a message from any screen while they are in the Patient Portal. Table 7.1 explains the fields available to the patient on this window.

Figure 7.4 Sending a Message


Chapter 7. Patient Side of the Patient Portal Messages

Deleting a Message

If the patient wants to remove a message from their Patient Portal, they can simply place a check mark next to the message(s) they want to remove and click the Delete button. They can perform this action in both the Inbox and the Sent box.

Table 7.1 Fields on the Patient Message Screen

Field Description

To In the To field of the message window (Figure 7.4), the patient can begin typing the name of the person to whom they want to send a message. If you allow patients to select more than one person, the patient can continue adding people to their message. By default, users can send a message to any user you allow in your Patient Portal settings (page 2.2).

Subject In the Subject field, the patient should enter a brief title listing the main reason for their message to the practice. This text appears in the list of messages for the practice user (Figure 6.1 on page 6.1).

Message The patient should the content of their message in the Message field.

Add Attachments button Patients can add attachments to secure messages sent through the Patient Portal. Accepted file formats are: *.pdf, *.jpg, *.txt, *.doc, *.docx, and *.png.

Once the patient clicks the Add Attachments button, they browse for the file they would like to upload and click Open. This attaches the file to the message and transfers it to the practice when the patient clicks the Send button.

� Patients should be careful when deleting messages as there is no way for the practice to retrieve deleted messages for the patient.


Records Chapter 7. Patient Side of the Patient Portal

Records

In the Records section of the Portal, patients can view their electronic health records, as well as their Care Plan and the date and time of their next appointment. These records appear only when people from your practice publish these records to the patient’s account and as long as the patient has not opted out of receiving health records online in their patient profile (page 7.6).

Figure 7.5 Records in the Patient Portal

When you publish a patient’s information from the EMR to the Patient Portal, the records that you publish take on one of three file formats (or all formats if your practice chooses to publish them all).

CCD: Continuity of Care Documents

CCR: Continuity of Care Record

C-CDA: Consolidated-Clinical Document Architecture

Please refer to the main MicroMD EMR User’s Reference Manual for more details about these records.

�Patients have the ability to “opt out” of receiving messages and health records online. They can select Yes from the Healthcare Information Opt Out option in their online patient profile.


Chapter 7. Patient Side of the Patient Portal Patient Profile

Patient Profile

In the My Profile section of the Portal, users can view their user name, password, notification e-mail address and other settings. They can also grant access to their account to family members. This is especially helpful for parents and for other caregivers.

Figure 7.6 Patient Portal Profile


Completing Forms Chapter 7. Patient Side of the Patient Portal

Completing Forms

The Forms feature of the Patient Portal is an easy way for practices to provide paperwork in electronic format directly to the patient. Patients can complete the forms online and submit them back to the practice before they arrive for their appointment.

Figure 7.7 Forms in the Patient Portal

When a patient has logged in to their account, both public and private forms appear in their list. Once the patient completes and submits a form, the portal sends the patient a confirmation message.

Please see Chapter 4 for details on creating forms in the portal.

Scheduling Appointments

When the patient logs into the Patient Portal and wants to schedule an appointment, they can click the Appointments tab (Figure 7.8). This displays the patient's current upcoming appointments, along with the ability to request (or schedule) the appointment.


Chapter 7. Patient Side of the Patient Portal Scheduling Appointments

Figure 7.8 Appointments on the Patient Portal

The patient can select the provider, practice location, the type of appointment, and the time frame. Once the patient clicks Refresh, the system displays all of the available time slots from MicroMD PM. The slots that appear in the list are those time slots where there is no lock and no R in the P column of the appointment’s setup, as well as no other appointment scheduled.

Figure 7.9 List of Available Time Slots

When the patient clicks a time slot to choose that appointment, the system displays the Request Appointment window (Figure 7.10). The patient can verify the information, add a note to the practice and click the Request button.


Locations Chapter 7. Patient Side of the Patient Portal

Figure 7.10 Appointment Request on the Patient Portal

Locations

On the Locations tab in the patient’s account, they can view contact information, hours and directions to the locations you make visible on the Patient Portal. The information the patients see depends on the choices your practice has made in the Manage Locations section under Menu > Admin (page 2.8).

Figure 7.11 Locations in the Patient’s Account


Chapter 7. Patient Side of the Patient Portal Locations



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