submitting a patient care document · patient care documents: submitting a record for patient care...

Submitting a Patient Care Document

Prior to submitting a Patient Care Document (“PCD”), the requester must sign up

for access to the GLHC PCD website. (Refer to the PCD Registration Quick Reference Guide).

Thank you for making a difference in patient care!

Once your account has been activated, select the link from the confirmation email or open an internet browser and type in the following:

https://patientcaredocuments.michiganhealthconnect.org/

In order to save time, it is recommended that you save the link to your internet Favorites.

Your submitted documents will display in a state-wide health record (VIPR) under the

“Advance Care Documents” tab.

Logging In 1. Once you open the link, the following screen will display. Enter your Login (your email

address) and the Password you initially created. Then select “Sign in”.

Patient Care Documents: Submitting a Record

For Patient Care Document questions or issues, contact GLHC at (844-454-2443) or

[email protected]. Revised 05012019

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2. There is a “Welcome” message that we encourage you to read the first time you log in.

3. On the Home page, there are six available actions as displayed within the grey toolbar.

1) Home: Allows you to return to the initial screen once logged in 2) Submit a New Record: Allows you enter patient demographics and submit a

document

3) Submission Status: Allows you to check/track the status of your submissions 4) VIPR: Provides a link to the VIPR application (This requires a separate login for

VIPR) 5) Edit Profile: Allows you to change your name, organization and password. It also

displays the Patient Care Document Types you are subscribed to submit 6) Logout: Allows you to effectively logout of the application

Submitting a Record To submit a new record, select “Submit a New Record” in the grey toolbar.

Submitting Patient Information: Step 1

IMPORTANT: The system uses patient demographic information from various contributing organizations to match various patient records into one viewable patient record. It is

therefore vital to review and confirm all demographic information that you entered is correct; otherwise the submitted document will not link to the rest of the patient’s record in

the State-wide Patient Record (VIPR).




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Examples below display two records for patients where the DOB was entered incorrectly and did not match with the rest of the patient’s record in VIPR.

1. The year in the DOB was transposed (1913 vs. 1931):

1. June was entered instead of July:

Entering Patient Demographics

You can tab through each field to enter information rather than clicking on the mouse.

1. Enter entire Patient Name: (mandatory fields)

2. Enter Patient Address (mandatory fields)

3. Enter Patient Information (mandatory fields)




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Gender defaults to “Male”. Make sure to change this to female when applicable.

4. Optional Fields: Social Security and Primary Phone number are optional but they assist

in matching correct patient records in VIPR. Make sure to use dashes.

5. Once all patient demographic information has been entered, select Attach Documents:

Submitting a Patient Care Document: Step 2

Reviewing all Demographic Information

Once you select Attach Documents the following screen will display the entered patient

demographic information. Make sure to verify ALL the information before proceeding. If it is incorrect, select the webpage back arrow to make corrections prior to uploading a

document.

Note: If mandatory fields were not completed, the following screen will display noting the

fields that were not completed. It is important to note that this does not occur for

DOB.




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Selecting a Document Title

Important: All scanned documents must be submitted as a PDF document.

1. The PATIENT CARE DOCUMENT UPLOAD section will appear on your screen. Prior to attaching the PDF document, select the Document Type associated with the document

you are going to attach by first clicking on the dropdown arrow next to Document Type.

2. Various titles are available for you to select from.

Note: The Document Type you select will be the title of the document that is displayed in VIPR. It is therefore best to match the title of the document to the Document Type.

Selecting OTHER types of documents

If it is not listed, use the last option on the dropdown list of Other.

You must enter the title of the Document in the Document type section. If you don’t enter a title, the submission will be rejected. Do not use abbreviations.

Adding Documents




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1. Once you have selected a title, select Browse to locate and insert the document.

2. Once the name of document and the attachment has been added, select Attach

Document. (You will not be able to select this button until both are selected.) Hit this button once and wait.

3. Attaching the document may take some time based on its size. Once your document is

attached, the Document Type and Browse attachment sections will be blank again. If you have no other documents to attach, select Close.

4. The first page of the PDF document will display to confirm that you have uploaded a document.

Note: Do not select Attach Document twice or it will upload the same document again.

(You will be able to determine this by reviewing the uploaded documents as seen in the next step). If so, see Removing Documents on the next page.




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Additional Documents If you have more than one document to submit, you may continue to attach additional PDF

documents as needed by selecting +Add Document and following steps 1 – 4 in this section.

This will save significant time as you won’t have to start over at Step 1 and re-enter all patient demographic information for a second or third document.

Review the DOCUMENTS section to confirm that you have uploaded all the appropriate documents for this patient.

Removing Documents If you attached a document in error, or you have attached the same document twice, simply

select the red colored Remove button.

Submitting Documents




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1. Once all documents have been attached and you have review the patient demographics,

read the submission Terms. If you agree to the terms, check the verification box and then select “Submit Record”.

2. The following screen will display, confirming the ACD has been submitted:

Submitted Document Validation by GLHC The request and document will be reviewed by Great Lakes Health Connect within seven

business days of submission. Is it very important to periodically review the Submission Status, GLHC does not provide alerts for rejected submissions. All documents will be

reviewed to validate the following items, if any do not pass, the document will be rejected. The patient, or physician, signed the applicable document.

The patient name on the document matches the submitted name. The submitted title matches the type of attached document.

The document is a good scan quality.

Submission Status – NOTE: IT IS VERY IMPORTANT TO PERIODICALLY CHECK

THIS SECTION FOR REJECTED DOCUMENTS AS YOU WILL NEED TO RESUBMIT THOSE DOCUMENTS

1. To check the status of a submission, select Submission Status.

2. Locate the desired Submission (by Patient Name, Date Submitted, or Document). The




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status of the submission will display to the far-right.

There are three types of Status: 1) Pending Review: Submission has been submitted and is waiting to be reviewed.

2) Document(s) in Community Record: Submission has been submitted, reviewed, approved and is uploaded into VIPR.

3) Submission Rejected: Submission has been submitted and reviewed, but was rejected by the Reviewer. The reason for the rejection will be provided for you.

Rejection Notifications 1. As stated above, rejected submissions are located under the Status column within the

Submission Status section.

2. The reason for the rejection can be viewed by clicking directly on Submission Rejected.

3. The REJECTION NOTES (reason) will display in a pop-up box (see below).

4. To hide Rejection Notes, click your mouse anywhere on the screen.

5. To view the rejected document, select the icon to either the right of the document or the Submission Rejected status.

This will also allow you to confirm the rejection reason or have the document readily available to re-submit if the rejection reason was other than something within the document

itself.

6. Make sure to resubmit any rejected document for the sake of the patient.




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Examples of Document Types for Advance Care Directives The following are examples of the types of documents that match to a specific Title.

Designation of Patient Advocate

If the document is specifically titled as such, then this label should be selected.

If this is only PART of the title and the form includes Durable Power of Attorney for Healthcare, then you can select Durable Power of Attorney for Healthcare instead.

Designation of Patient Advocate/NO BLOOD The form is typically a 2 page document and includes the following on the second page:

ONLY select this title if the above symbol is in the document.




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Durable Power of Attorney/Finance Only

The key on this type of document is that it does not reference health care. Keep in mind that referencing HIPAA is not the same as health care. The document will only focus on the

patient’s finances and estate.

Note: It is important to quickly scan through the document as we often see the Durable

Power of Attorney for Health Care included on subsequent pages. If so, please submit the

document either under the title of Durable Power of Attorney for Finance and Healthcare or Durable Power of Attorney for Healthcare as this is the key information

for medical providers.

Durable Power of Attorney for Healthcare There are many types of documents that fall into this category. Examples include:




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Hospital DNR (Do Not Resuscitate)

This type of document is typically generated from within a hospital setting.

Out of Hospital DNR (Do Not Resuscitate)

Document is a specific legal document that provides guidelines to providers outside the

hospital.

Letters of Guardianship

These documents are a specific legal document from a Probate Court and are labeled accordingly.

Living Will

The title of the document is easily identifiable.

However, if the document includes a Durable Power of Attorney for Health Care, the title should include either include Living will and Durable Power of Attorney for Health

Care or just Durable Power of Attorney for Health Care in the title as this takes




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precedence.

Statement of Treatment Preferences (SOTP) These documents specifically address a patient’s preferences for treatment.