HOW TO ENTER THE PROGRAM...3 PRACTITIONER SELECTION SCREEN...4 WHAT ARE MASTER LISTS...5 ADDING A NEW GROUP TO THE GROUP MASTER LIST...

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1 TABLE OF CONTENTS PRIVplus TM Workbook HOW TO ENTER THE PROGRAM...3 PRACTITIONER SELECTION SCREEN...4 WHY ARE NAMES RED??... 5 WHAT ARE MASTER LISTS...5 ADDING A NEW DEPARTMENT TO THE DEPARTMENT MASTER LIST... 6 MARRYING UP DEPARTMENTS AND SPECIALTIES... 8 ADDING A NEW GROUP TO THE GROUP MASTER LIST ADDING MANAGED CARE DATA INTO THE GROUP MASTER LIST MANAGE DATA ADDING IN A NEW PRACTITIONER DEMOGRAPHIC SCREEN WHAT IS THE GUIDANCE WIZARD ARCHIVING A PRACTITIONER INSERTING A PICTURE ADDRESS SCREEN APPOINTMENT SCREEN LICENSE SCREEN LICENSE TYPES ENTERING IN A NEW LICENSURE AGENCY WHAT IS APPT REVERIFY? WHAT IS PRINT LATER? WHAT IS SHOW ADDRESS? WHAT IS WEB? WHAT IS WEB IMAGE? WHAT IS FILE? WHAT DOES CANCEL PRINT DO? BOARD CERTIFICATION SCREEN GRADUATE EDUCATION PROFESSIONAL EDUCATION PERSONAL REFERENCE PERSONAL INFORMATION IQRS IQRS Handout provided with Handouts at end of Workbook HOW TO PRINT OUT LETTERS YOU INDICATED TO PRINT LATER HOW TO INDICATE THAT CONFIRMATION HAS BEEN RECEIVED IN MASS WHAT IS THE PURPOSE OF THE GUIDANCE WIZARD HOW TO PRINT A REPORT IMPORTANT NOTES ABOUT REPORTS EXAMPLE OF REPORTS SCREEN

2 REPORT SELECTIONS REPORT PRINTING DESTINATIONS EXAMPLE OF PRINTING A REPORT TO THE WINDOW HOW TO PRINT REPORTS TO A FILE HOW TO PRINT LETTERS TO PRACTITIONERS NOT VERIFICATION LETTERS EXAMPLE OF LETTERS SCREEN LETTER PRINTING SELECTIONS PRINTING LETTERS TO A SPECIFIC ADDRESS TYPE (HOME/OFFICE) HOW TO USE MICROSOFT WORD FROM WITHIN PRIVPLUS TM CREATING A NEW LETTER EDITING EXISTING LETTERS WHAT IF YOU WANT TO EDIT THE SIGNATURE BLOCK IS IT POSSIBLE TO HAVE MORE THAN ONE SIGNATURE BLOCK? INSERTING A LETTER WITHIN A LETTER HYPERLINKS INSERTING A PRIVPLUS TM FIELD WITHIN A LETTER INSERTING A LOOP WITHIN A LETTER HOW TO SET A DOCUMENT UP TO PULL FROM MULTIPLE BINS SETTING MARGINS HOW TO ASSIGN COMMITTEE MEMBERSHIPS IN MASS HOW DO I GET A COMMITTEE SIGN IN SHEET? HOW TO ENTER COMMITTEE ATTENDANCE IN MASS REAPPOINTMENT PROCESSING HOW DOES REAPPOINTMENT PROCESSING WORK? HOW TO SELECT PRACTITIONERS UP FOR REAPPOINTMENT CREATING A NEW APPOINTMENT RECORD THROUGH REAPPOINTMENT PROCESSING CALENDAR HOW TO DO PRIVILEGE DELINEATIONS IMPORTANT NOTES ABOUT PRIVILEGE DELINEATION LABELS HOW DO I CREATE A NEW LABEL TO PRINT TO PRACTITIONERS? ON-LINE HELP HOW TO PRINT OUT THE ON-LINE HELP HOW TO PRINT OUT THE REPORT BOOK HOW TO REACH CBR

3 PRIVplus Training Workbook and Handouts The purpose of this workbook is to introduce you to PRIVplus TM for Windows and help you enter your first practitioner by following the example of the person we are putting in. This workbook will not cover all aspects of the program but will cover many of them. It is not meant to be a Manual for the program as the program has an on-line help system. We recommend that you come to one of our two day training classes if at all possible. In the meantime, this workbook will hopefully provide you with a guide to begin use of the program. Also, we would encourage you to call us at anytime, and as often as you wish. We love to hear from you and are here to help you. Please be sure to explore on line help. It has recently been update and includes many pictures to help you. Let s start at the beginning How to Enter the Program DOUBLE CLICK on the PRIVplus TM icon. TYPE in super as your password. Leave the LOGIN ID as SUPR. CLICK on OK. You will then see the EP2 report appear on your screen. This is just a visual reminder for you that shows license, appt, boards, or liability that have expired already or will expire in two weeks. You can print it out or close it by clicking on the red arrow in the top right hand corner. You will then see the practitioner selection screen. 3

4 Practitioner Selection Screen You will be brought to a screen that looks like the screen below. This is the Practitioner Selection Screen. This is where you will select the practitioner you wish to bring up. You may do this by entering a portion of their last name or entering the practitioner s # and CLICKING on SEARCH. Notice you may search for either current practitioners, archived practitioners or on all practitioners. NOTE: You may also insert a question mark (?) and CLICK on search to get a listing of all practitioners. However, this search takes longer as it is accessing all practitioners. It is easier when searching for a practitioner to enter in a portion of their last name or their ID #. In the example below, we entered a? to search. Notice that we have a list of practitioners. And, although you may not be able to tell it in this document, the names, Dr. Sorrell and Dr. Dixon are in a red print. The Red is an indication to you that something has expired for these practitioners (i.e., a license, insurance or appointment). This is to provide you a visual clue to investigate these expirations. Should the name be blue that means there is expiration within two weeks. 4

5 Why are Names Red?? The first thing we want to do is to look at Master Lists. What are Master Lists Master Lists are the backbone of your program. Through Master Lists you are able to make the program specific to your needs. For example, you build your departments, group practices, insurance carriers, committees, etc. in Master Lists. Although this may already be done in your program, we will cover some of them so you will know how. A part of the beauty of Master Lists is that you are able to make changes and it affects your whole program. For example, you may have 25 practitioners in a group practice. The phone number changes. You can go into Master Lists and change the phone number one time and have that reflected for all the practitioners. This saves you having to bring up each and every practitioner to apply the change one person at a time. So, let s look at Master Lists CLICK on the CLOSE button to close the practitioner selection screen. You will be left with just the options on the Main Tool Bar as shown on the next page. 5

6 Adding a New Department to the Department Master List CLICK on MASTER LISTS on the main tool bar across the top. CLICK on STAFF ORGANIZATION. CLICK on DEPARTMENT CLICK on NEW to add in a new department. You will see the following screen: You will be left at the code field and a code will be defaulted for you. Overtype the code and make the code GER. We will add a new department of Geriatrics. Type out Geriatrics on the description line by CLICKING on that line or pressing Enter. CLICK on SAVE. CLICK on CLOSE. NOTE: Close will close you out of the entire area. This is how CLOSE works throughout the entire program. You will also want to make sure all department & specialties codes are changed to an ALPHA code. You will not know what #1 is on some reports when you run them. 6

7 You are now back at the Main Tool Bar. CLICK on MASTER LIST. CLICK on STAFF ORGANIZATION. CLICK on SPECIALTY. CLICK on NEW. A code will be defaulted for you. You may overtype the code and make it anything you wish. Overtype the code and make it GER. We will add a specialty of Geriatrics. Type out Geriatrics on the description line. CLICK ON SAVE. CLICK on CLOSE. We are now out of master lists again and back at the main tool bar. CLICK on MASTER LIST. CLICK on STAFF ORGANIZATION. CLICK on PRIVILEGES. CLICK on PRIVILEGE ASSIGNMENT. This is where you will let the program know which department the new specialty comes under. This is often referred to as Marrying-Up Departments and Specialties. The reason you need to do this is so that when you print a report or letter for the Department of Medicine the program needs to know that Dermatology, Cardiology, Endocrinology, etc. is included in that department. You will also find a handout at the end of the workbook that will describe this process as well. 7

8 Marrying Up Departments and Specialties On the left-hand side you will see five boxes that contain five of your master lists. These are departments, specialties, categories, subcategories, and procedures (in that order). In your department box (Black print) find the department of GERIATRICS that you just added. Highlight the department of Geriatrics by CLICKING on it. The right hand side shows you a Marriage of the items on the left. For example, if you double CLICK on the yellow folder beside the department of Medicine (on the right hand side) you will see a list of specialties that fall under the department of MEDICINE. 8

9 We need to move the new department of Geriatrics to the right hand side of the screen and Marry the specialty of Geriatrics to it. CLICK on GERIATRICS in the department box on the left-hand side (if you have not already done so). To move it to the right hand side... CLICK on the right pointing arrow between the two columns. You will be asked Are you sure you want to add Geriatrics? CLICK on YES. This will move the department of Geriatrics to the right hand side. Although it is placed at the bottom of the list, it will be sorted in alphabetical order after you leave this screen. Once you move the department over, notice it does not have a yellow folder beside it. This indicates that there are no specialties under the department of Geriatrics. We want to put the specialty of Geriatrics under the department of Geriatrics. To do this you will highlight Geriatrics in the specialty box on the left hand side (it has purple letters). You will highlight the department of Geriatrics on the right hand side (this indicates which department you want the selected specialty to go to). After you have both selected (highlighted) you will CLICK on the right pointing arrow between the two columns. You will be asked Are you sure you want to add Geriatrics?. CLICK on YES. See the example below. 9

10 We now have a new department of Geriatrics with a specialty of Geriatrics under it. NOTE: WHEN YOU DO YOUR PRIVILEGE DELINEATION, DELINEATING THE SPECIFIC PROCEDURES A PRACTITIONER MAY REQUEST WITHIN YOUR FACILITY, YOU WILL FOLLOW THIS SAME PROCESS. YOU WILL MOVE THE APPLICABLE CATEGORY TO THE RIGHT HAND SIDE, PUTTING THE CATEGORY BENEATH THE SPECIALTY. YOU WILL MOVE THE APPLICABLE SUBCATEGORY TO THE RIGHT HAND SIDE, PUTTING THE SUBCATEGORY BENEATH THE CATEGORY. YOU WILL THEN PUT ALL THE PROCEDURES YOU DESIRE BENEATH THE APPLICABLE SUBCATEGORY. CLICK on CLOSE and we are back to the Main Tool Bar. Let s look at another type of Master List. 10

11 PRIVplus TM Workbook Adding a New Group to the Group Master List CLICK on MASTER LIST. CLICK on GROUP INFO. CLICK on GROUP. You will see the following screen: CLICK on NEW to add in a new group. 11

12 As with department and specialties, when you CLICK on New you will be given a code. You may overtype the code to change it if you wish. CLICK on NEW Complete the group master list as indicated above. CLICK on SAVE CLICK on CLOSE Note: In all master list entries, if you are adding an address for a foreign country, you may change the country from USA (which is the default), to the applicable country and then the State and Zip will not be required fields. As long as the country has the USA indication, the blue fields will be required and you must fill them in. Adding Managed Care Data into the Group Master List Note: There are some fields you may complete if the group is affiliated with Managed Care. For example, contract signed, site visit status, county, region, etc. Note: Again, the beauty of the master list area is that all changes are reflected throughout the program. For example, should you change the phone number of one of the groups in your Master List, you will be asked if you wish to apply the change to all practitioners within the group. ALL MASTER LISTS WORK IN THIS SAME MANNER. 12

13 Manage Data We will now move on to entering data on a practitioner. You should now be at the Main Tool Bar. CLICK on MANAGE DATA. CLICK on PRACTITIONER DATA. This will bring you back to the Practitioner Selection Screen. We could search for a practitioner from this screen. However, we want to enter a new practitioner. Adding in a New Practitioner TYPE SMITH in the field labeled Last Name/Practitioner #. After typing SMITH CLICK on ADD. You will then see the following screen: Demographic Screen What is the Guidance Wizard Notice the little box floating in the right upper corner. This is a guidance wizard to walk you through entering your practitioner into the program. You may customize the areas you wish to go to when entering a practitioner, leaving out certain areas and adding others. We will cover 13

14 this after we enter our practitioner in the program. Below are examples of steps you will take to enter a practitioner. Type in John as the First Name. Notice that formal name is completed for you it says Dr. Smith as a default. If the person you are adding is not a doctor you will simply type over Dr. Smith making it correct. At the degree field, CLICK on the down pointing arrow (this is a drop down box). This will bring up your list of degree codes (your master list of degree codes). Select MD as the degree. NOTE: This is how you access all drop down boxes and make a selection from them. However, if you know the code, you may simply type it in as well and not necessarily go to the drop down box. Type a M in the sex field. Notice you did not have to access the drop down box. CLICK on the binoculars at the proctor field. You access this the same way you did the drop down box. CLICK on Ronald Sorrell as Dr. Smith s proctor. CLICK on OK. Enter a beeper/cell number if you wish. At the top of the right hand side you need not worry about the dept/spec boxes all of this information will be completed for you after you enter in an appointment record for the individual. Enter an on staff date of 02/03/1980. Notice that the program will calculate for you the number of years the practitioner has been on staff. NOTE: You must type out the entire year. Enter an off provisional date of 02/03/1980. Enter a Y at the admit status field. This indicates the practitioner does have admitting privileges. You will see an indicate of Termination Date and Reason in the next couple of fields. You will complete these fields if the person leaves your staff. Completing the termination date field automatically archives the practitioner. See more on archiving a practitioner below. NOTE: Fields that have a blue label such as practitioner number, last name and first name are required fields and you will not be allowed to Save the entry until these fields are completed. This is the same throughout the entire program. And, if you choose to not track the information in the fields that are not Blue you do not have to. Archiving a Practitioner NOTE: Completion of the termination date will archive the practitioner. Once a practitioner is archived, they will no longer appear on your reports unless you specifically ask for them to. Also, you may reactivate an archived practitioner at any time by removing this termination date. The nice thing is that you still have access to all of the information, should you get a call from someone requesting information on the practitioner. 14

15 Your screen should look like the following: PRIVplus TM Workbook CLICK on SAVE Notice demographics is now checked off on your guidance wizard (see the next page). 15

16 Inserting a Picture You will notice that there is a place in the middle of the screen which will allow you to insert a picture of the practitioner. If you click on Picture you will be in a directory which is under CBR\PRIV called Imaging. You can put pictures of your practitioners in this directory and then access them by clicking on the picture button and selecting the appropriate picture under the imaging directory. You can also browse anywhere on your computer to find a picture that you have saved elsewhere. Once you select that image it will automatically put a copy of it under your PRIV imaging folder. If you do so, their picture will be displayed here on the demographic screen. Call CBR with any questions. CLICK on the right pointing arrow at the bottom of your guidance wizard. This will advance you to the address section. You may also move to the address section by clicking on the address tab. As you CLICK on the right pointing arrow - notice address is checked off on your guidance wizard. This will be the case as you progress throughout entering your practitioner. 16

17 Address Screen Note: In this screen you will see that you will be typing information on the lower part of the screen, or in the part with the yellow background. As you add additional records, you will see a list form in the grid at the top. This is the same for many of the data input screens. Complete the address field as indicated below: Put Dr. Smith in Mazurek Orthopedic Associates Group. Access your drop down boxes or binoculars as needed. NOTE: You MUST make the first address the primary address and indicate that it is the mailing address. You may change this later if you wish. You may track as many addresses as you wish. The primary address will appear as Red in the list. You will get a choice of address types when you print letters. 17

18 Appointment Screen CLICK on SAVE. CLICK on the right pointing arrow on your guidance wizard to proceed to appointments. Complete the appointment screen as indicated above. CLICK on SAVE. CLICK on the right pointing arrow on the guidance wizard and proceed to licensure. 18

19 License Screen Complete the licensure screen as indicated above accessing your drop down lists or typing in the Codes. License Types NOTE: Type indicates the NPDB list of License Types. You may add to this list if you wish. However, if you add to the list, you want to be sure to use alpha codes as the number codes are exported to IQRS. Examples of codes you may wish to add are UPIN to track UPIN numbers or CS for a controlled substance. NOTE: Agency is from the list of Licensure Agencies that came with the program. You may add to this list or edit the list if you wish. 19

20 Entering in a New Licensure Agency When you click on the binoculars at agency in the screen displayed above, you will see the following screen: If the agency you need is not on the list, you will click on the NEW button to add in a new licensure agency and then you will see the screen and complete as the following example indicates: There is no limit to the number of licensing agencies you may enter. 20

21 What is Appt Reverify? NOTE: The last field on this screen is labeled APPT REVERIFY and the box has a X in it. By leaving the box clicked this indicates that you wish to reverify this license at reappointment time. There is an automatic process to allow you to do this all at one time for everyone selected for reappointment. CLICK on SAVE. You will see the following screen. From this screen you may edit the address for this letter if you wish by clicking on Show Address. You may also choose to print the letter now or print later or cancel print. You may also make mailing choices for labels (choice of five types) or envelopes. You may choose to make an indication that you verified this license by going to the web site for the agency, or you may click on Web Image and be pushed directly to the web site more on this option below. CLICK NONE for Mailing Options. CLICK on Print Later. What is Print Later? By clicking on Print Later we are able to add in the remaining information on this practitioner, or several practitioners, and print all of the letters and labels or envelopes at one time. CLICK on the right pointing arrow on the Guidance Wizard and follow these same steps to complete the liability insurance screen. Remember to indicate you wish to print the letter later. After completion of liability insurance... CLICK on the right pointing arrow on the Guidance Wizard and you will move on to Board Certification. Complete the screen as the following indicates: 21

22 What is Show Address? By clicking on the Show Address Button you will see the following: If you wanted to change the address or the Salutation for JUST this letter you could do so by making your change here and then printing the letter. It would not be changed in the Master List. For that reason, it is easier to have only one entry for an agency. No need to have multiple NC Board of Medical License or say multiple Duke University Medical Centers. If you have multiples, it makes it difficult to find all individuals who participate with a particular agency/entity. 22

23 What is Web? If you click on the button that is labeled Web only you will get an indication in the Verification record for the license entered that indicates you went to the web and verified the license on the date you clicked on the web button. See below: When a record was added to license (and for that matter liability, grad education, board certification, professional experience and personal references) a verification record is created indicating where the letter was sent and the date it was sent. This is actually your tickler file letting you know what is still pending for verification purposes. Once you get the verification letters returned (or have completed the verification, you will enter the received date thus satisfying that the confirmation is complete. The sent date is automatically entered for you. When you click on Web it is understood that you did it today and there is nothing to receive. Therefore, the sent and received date are both completed for you along with a note in the comments field. See above. 23

24 What is Web Image? When you click on the Web Image button, you are taken directly to the website for verification. As previously mentioned, there is a place in the License Agency Master List where you may enter the website for verification (called URL). See place for URL address in License Institution Master List. You will not be able to push out to the web for verification if you have not entered the URL address. So, when you click on the Web Image button, you are taken to that website. See example below: 24

25 Notice above that I was taken directly to the NC Medical Board and may now verify my license. Please keep in mind that ALL state agencies do not allow on line verification and you must have the URL address entered in the License Agency Master List in order to get to the website when you click on the Web Image Button. At this point, at least for NC, you would click on the Look Up a Licensee Button. When you do so, you will see the following: (in the case of NC): 25

26 Although it is not obvious, the license number you entered is now on your clip board. So, you may click into the License Number field (if one is available) and press the CTRL button and the V key on your keyboard and the number will be dropped in for you. See below: You may then click on Submit and find the practitioner you requested. (Mine is a fake example). As soon as I see as much of the screen as possible and as much verification as I wish I press the ALT Key and the Print Screen Button on My keyboard. You may then completely close out of the website. You will see the following screen: 26

27 Click on the Import Image button and you will see this: 27

28 The Image is pulled in as indicated above. You will then see the following: 28

29 Click on Yes if you have imported the image. Now, now the bottom of the licensure record, if you have imported a record: 29

30 You have a button that says SHOW Image. That means you may get back to it and view it, delete it, or print it if you wish at anytime. Also, notice the verification record that is now associated with it: 30

31 NOTE: There is a handout at the end of this workbook that deals with Pushing Out to Websites. What is File? If when doing verification, you click on File, you will be prompted to print the letter to the file first. This gives you the opportunity to view the letter first and then print it. Or, you may make changes to the letter and then print it. What does Cancel Print Do? Cancel print just creates a record in both License and verification tracking. However, there will be no date sent completed. This is mostly used when you are entering records that you have previously already verified. 31

32 Board Certification Screen NOTE: You may again make the decision to reverify this record at reappointment time. CLICK on SAVE CLICK on PRINT LATER. CLICK on the right pointing arrow on your guidance wizard and you will be taken to Graduate Education. Graduate Education is where you track Medical School, Dental School, PA School, Internship, Residency, Fellowship, etc. Complete the Screen as indicated below: 32

33 Graduate Education As with licensure agencies, if the institution you need is not listed, you may add it in the same manner. CLICK on SAVE. CLICK on PRINT LATER. Note: It is important that you enter the year complete in the applicable field as this information is needed when you query IQRS. You will be left at the graduate education tab. Add in another record as indicated on the next page. 33

34 CLICK on SAVE CLICK on PRINT LATER CLICK on the right pointing arrow on the Guidance Wizard and you will proceed to Professional Experience. 34

35 Complete the Professional Experience record as indicated below: Note: You will put all hospital affiliations in the professional experience area. Professional Education CLICK on SAVE CLICK on PRINT LATER CLICK on the right pointing arrow at the bottom of your Guidance Wizard and you will proceed to Verifications. This is where you enter Personal References. Follow the steps below to enter your personal reference: NOTE: You will access the drop down box at Subject. You have two types of Reference Subject areas to select. You may select reference within your facility (meaning that the person who will be the reference is in PRIVplus TM ) or reference outside your facility. If you select within your facility, when you click on the drop down box on the right hand side at institution you will get a list of other practitioners within PRIVplus TM. If you select outside your institution you will access your Institution Master List. You may also, just type the person and address. CLICK on Reference. You need not complete anything else on the left-hand side of the screen. CLICK on the drop down box at the field labeled Institution. You may select another practitioner within your PRIVplus TM for Windows program to be a reference. Select any person you wish to be a reference. 35

36 Personal Reference CLICK on SAVE CLICK on PRINT LATER 36

37 Personal Information Below you will see the personal information tab. Please note that NONE of these fields are required fields. However, you may want to be sure to complete the SSN for IQRS and you may wish to complete the Birth date for IQRS as well as for some of the reports that will give you age information. Note: You do not have to go through the Guidance Wizard in the order it is listed. You may click on any area to complete at anytime. It is actually best to complete demographics and then personal information. Why? Because some of the information from the personal tab may be information that you wish to print on some of your letters. For example, if you enter the SSN, you have the ability to drop the last four of the SSN onto the letter for identification of the practitioner. Complete the items you desire. We have now completed all items on our guidance wizard except IQRS. There are several places within the program where you may query IQRS. In this example, after completing the items you desire here, click on Save and then go back to the Verification Tab. On the next page, we will go over how to query IQRS from the Verification Tab. 37

38 We will do IQRS from the Verification Tab. CLICK on the IQRS button at the bottom of your screen two times (Not on the Guidance Wizard). YOU WILL SEE THE SCREEN ON THE NEXT PAGE. 38

39 IQRS Dr. Smith is already selected as the individual you wish to query the NPDB on. CLICK on OUTPUT. You will see the screen below: CLICK on YES to create a verification tracking record. NOTE: If you had incomplete data you would have gotten a message that the data was incomplete so that you had the opportunity to complete the information before exporting to IQRS. You will now get the message shown on the next page. 39

40 You would now go into IQRS and pull this file in and query the NPDB. NOTE: IQRS Handout provided with Handouts at end of Workbook. CLICK on CLOSE at the IQRS Selection Screen and you will be back at the Verification Record. Notice the Wizard is now complete. CLICK on CLOSE. You will be back at the Practitioner Selection Screen. You have completed entering in your practitioner. CLICK on CLOSE and close the practitioner selection screen. 40

41 How to Print out Letters you Indicated to Print Later CLICK on OUTPUT. CLICK on Verif Batch Printing. You will see the following screen: This is where you may print all the letters you indicated you wanted to print later when you entered Dr. Smith. Note that it will default to the current date. However, if you had enter practitioners in for a couple of days and wanted to print all letters at one time, you can change the Print Date Range field to any time period you wish. 41

42 PRIVplus TM Workbook CLICK on SEARCH and you will see a list of all the letters you ask to Print Later for the specified timeframe. Your screen will look like the screen below: You may now select any letters you wish to print. We want to select them all. CLICK on SELECT ALL. CLICK on either Labels or Envelopes if you wish. CLICK on PRINT. You will see the screen below: CLICK on OK. The license verification letter will print. You will then be prompted to print the remaining letters. Or, if it is a verification that you wish to push out to the website to verify, you have that option as well. NOTE: After you print the letters you will get a message asking if printing was successful. If you say NO you will be able to reprint the letters (this is in case your printer jammed). As you printed these letters a verification tracking record was created in each practitioners verification record indicating the date the letter was sent. The verification tracking record will look like the one on the next page. 42

43 Notice the date sent field is complete. As long as the date received is blank, you may run a report to find out what is still pending for your practitioners. The report is VT1. In order for this report to provide you with valuable data and to be accurate, it is important that you log in the data you actually receive the verifications back. The next page outlines this process. CLICK on CLOSE. 43

44 How to Indicate that Confirmation has been Received in Mass When you receive responses to the verification letters sent out you may satisfy confirmation received in mass instead of one practitioner at a time as you did previously. CLICK on MANAGE DATA. CLICK on MASS UPDATE. CLICK on CONFIRMATION RECEIVED. You will see the following screen: This list indicates all letters sent out but not received (meaning the received date is still blank). Notice you may change the sort option if you wish. You also have an indication as to when the letter was sent out. If it has been an unacceptable length of time, you may CLICK on any letter or letters you wish to resend (this will highlight the entire line) and then CLICK on print to resend the letter. This feature allows you to resend any letters that should have been received by now without bringing up each individual practitioner to do this. And, when you send a second letter, you will get an indication, in the practitioner s verification tab, of the date the second letter was sent, as well as the total # of letters sent. CLICK on Dr. Smith s North Carolina License record. Notice that today s date is already defaulted as the received date. After highlighting Dr. Smith s North Carolina license... CLICK on RECEIVED. You will then see the screen on the following page. 44

45 CLICK on YES. Dr. Smith s verification tracking record will now reflect that the response to the inquiry you made to the NC Licensing Board has been received. See the screen below: If you were to now run the VT1 report, this practitioner s license would not show up on the report as being outstanding. CLICK on CLOSE and you will be returned to the Practitioner Selection Screen. CLICK on CLOSE to close up the Practitioner Selection Screen. 45

46 How to Customize your Guidance Wizard What is the purpose of the Guidance Wizard As you entered your practitioner and visited each area, that subject area was Clicked on the wizard. If you had exited the program without completing all areas, you would get a message upon signing in the next time, that you had incomplete practitioners. This simply means that there were areas that you did not go to. Therefore, this will help you to avoid forgetting to enter data. You may customize the wizard to either add areas or take away areas. For example, if you do not want the fact that you did not go to Board Certification to make your practitioner incomplete, you may remove it from your wizard. To customize the wizard follow these steps. CLICK on FILE on your Main Tool Bar. CLICK on OPTIONS. You will see the screen below: You may remove the X on any subject by clicking on that area. Taking the X off will take that subject off your wizard. Placing an X in any subject will add that subject to your wizard. NOTE: If you use hospital memberships, it would be good to add that subject area to your wizard so that you go to hospital memberships as you enter a new practitioner into the program. CLICK on CLOSE. 46

47 How to Print a Report Important notes about reports 1. When you run a report with the word Current in the title, the word current is very important. For example, Report AP1 Current Appointments would not have a practitioner on it whose appointment had expired because he/she is not Current. If you have a practitioner whose appointment does not start until next month, that person will also not be on the report because they are not current today. 2. You may change the sort of your report but you cannot change what items print on the report. For example, you are unable to leave a column that prints on a standard report off. However, all reports may be printed to several destinations, such as to Excel. Therefore, you have the option to print a report to Excel and eliminate a column if you wish. We will cover report destinations later. 3. You have the ability to print out a copy of most of the reports to create a Report Book. On each report you will see what the selection choices and sort choices are. There is a handout at the end of this workbook that tells you how to print out the report book. You should be at the Main Tool Bar. CLICK on OUTPUT on your Main Tool Bar. CLICK on REPORTS. You will see the following screen. Notice that your subject areas are listed on the left-hand side. Notice some of your report options on the right hand side (i.e., double space, include archived doctors, etc.) Notice the yellow folders beside the subject areas. 47

48 DOUBLE CLICK on the Demographics yellow folder. The various reports will then be listed. The screen will look like the following. Example of Reports Screen CLICK on DM01 which will highlight that report. Report Selections CLICK on SELECTION. You will then see the screen on the following page. NOTE: Clicking on Selection gives you the ability to narrow the results of the report. You could have simply clicked on run to printer and the report would run and include everyone in your program. By going to Selection you narrow the results of your report to select a particular department or specialty, etc. If you do not go to Selection and you click on Print you automatically get everyone. 48

49 You may make your selection choices for your report. CLICK on Medicine under department. CLICK on SAVE and you will be returned to the report screen. CLICK on SORT. You will see the screen on the next page. 49

50 Report Sorting You may change how your report is sorted on this screen. This report is defaulted to be sorted by Department and then by Practitioner. We want to change this. CLICK on Department under Sort Order Selected. CLICK on Remove. This will move department to the left-hand side. Repeat this process and also remove Practitioner Name. CLICK on Practitioner ID under Select Field for Sort on the left-hand side. CLICK on ADD and practitioner ID will be moved to the right hand side. This indicates that we wish our report to be sorted by practitioner ID number. CLICK on SAVE. You will again be returned to the report screen. CLICK on DESTINATION. You will see the screen on the following page. Note: A few reports have a predefined sort and cannot be changed within PRIVplus TM. However, you may change your destination as described on the next couple of pages. 50

51 Report Printing Destinations You may choose to print the report to the Window, to the Printer (this is the default), or to the File. If you choose File you may then specify the name of the file, the type of file, and the directory you wish it to go to (i.e. you may choose to make it a type of Word for Windows and MS Office as your Directory and it will then go to Microsoft Word). We will print to the Window by following the steps below. CLICK on Window. CLICK on SAVE. CLICK on RUN on the system report screen. You will see the screen on the next page. 51

52 Example of Printing a Report to the Window Had your destination been to the printer the report would have automatically been sent to your printer. NOTE: Normally instead of selecting the window to print to you will accept the default and print directly to the printer. YOU RUN ALL REPORTS IN THIS SAME MANNER. HOWEVER, THE SELECTION AND SORT OPTIONS WILL BE DIFFERENT DEPENDING ON THE REPORT. 52

53 How to Print Reports to a File Note that you also have the option to print to a file. Had you clicked on File above you will then give the file a name. For example, if I wanted to print this report to Excel, I might choose to name the report DM1.xls. Then in the box labeled File Type, I will choose Excel. In the box labeled Directory, I may choose where I wish the report to go. I chose to print the report to My Documents on my C drive. Once I click on the Save button, I will see the following screen: 53

54 Notice it says run to file. You may the click on Run to file and the report will go to My Documents and will be an Excel file. You may then bring the report up in Excel and delete a column or make any type of changes desired. Note: You may also print the report to the Window and then export it. See below: If you click on the icon that looks like two sheets of paper in the left hand corner, that is also an option to export the report. Once you click on it you will see the following: From this screen you may select the format you would like the report (PDF, Excel, Word, etc.). And, if you change the Destination to say Excel (for example) and then click on OK the report will automatically go to Excel and open up in Excel right in front of you. It is then totally away 54

55 from PRIVplus and you may make changes, save it to another location and then attach it to an and it to someone if you wish. How to Print Letters TO Practitioners Not Verification Letters CLICK on OUTPUT on your Main Tool Bar. CLICK on LETTERS and you will see the following screen: Notice it looks similar to reports with the yellow folders beside the different subject areas. DOUBLE CLICK on the yellow folder beside Demographics. Your screen should look like the example on the following page. Example of Letters Screen CLICK on the HAPPY BIRTHDAY LETTER. NOTE: you have the option to letters to practitioners you can t verification letters (unless you print them to a file first and then attach to an . THERE IS A HANDOUT AT THE END OF THIS WORKBOOK THAT COVERS HOW TO LETTERS TO PRACTITIONERS. CLICK on PRINT and you will see the screen on the following page. 55

56 Letter Printing Selections From this screen you may make letter selections. You may print this letter to practitioners within a specific department, specialty, status, hospital membership, in a certain county, town, etc. Printing Letters to a Specific Address Type (home/office) NOTE: You may choose to print the letters to any specific address type or you may leave the mailing address box selected (notice mailing address has an X by it). By leaving the mailing address X on, you will be indicating that you wish the mail to go to the address you indicated as the mailing address when you entered the practitioner into the program. If you select Home as the address type and take the X off of mailing address - this is an indication that you wish the letters to go to their home (whether this is indicated as the mailing address or not). CLICK on MEDICINE in the department box. CLICK on PRINT and the letters will print. After your letters print you will be left at the Letters Screen. CLICK on CLOSE to close out of letters. You will be returned to the screen with your Main Tool Bar. NOTE: You print all letters to practitioners in this same manner but some of your selection choices will be different based on the letter you are printing. For example, when printing licensure letters, you will be given an option to print for just a certain type of license if you wish. You may also select to print just license expiring for a specific timeframe. There are many letters in the program. 56

57 How to Use MICROSOFT Word from Within PRIVplus TM PLEASE NOTE: The purpose of this document is not to teach you how to use Microsoft Word. If you have specific questions about Word you will need to consult their on-line Help, a Manual or any other resources you use for Microsoft Word. But, Word does provide you with many features that you may use within PRIVplus TM (i.e., spell check, inserting pictures and clipart, inserting bitmaps, etc.). The purpose of this document is to tell you how to perform the functions you previously performed in PRIVplus TM. For example, how to insert a field, how to link two letters together, and how to enter a Loop to prevent multiple letters printing for practitioners with multiple records. Creating a New Letter To create a new letter you may either highlight an existing letter and the click on the Copy button or you may click on the New button. If you copy an existing letter you will be prompted to give it a new name. Please note that when naming new letters you may only use dashes or underscores in the letter name (i.e. VA-APP or VA_APP) and letter names must be 1 to 8 characters in length. You may not use periods or spaces in the letter name. The new letter will then appear on your list of letters for that subject area. It is by far easier to copy an existing letter to create a new one. In many of the subject areas within PRIVplus TM you will find a generic letter specifically for this purpose. If you copy an existing letter, the address header and signature block will most likely be there and all you will need to do is modify the body of the letter. When you open the letter it will be opened in Microsoft Word. Editing Existing Letters As with the old PRIVplus TM for Windows text editor, to edit an existing letter, you will double click on the subject area desired (license, appointments, etc) and will see a list of the letters within that subject area. You will then click on the desired letter and click on the Edit button. The only difference is that the letter will open up in Microsoft Word. You will then have all the functionality that Microsoft Word provides. For example, spell check, tables, inserting bitmaps, columns, etc. Below you will see the Microsoft Word Menu from within a letter (AP1) in PRIVplus TM Notice that it looks like any Microsoft Word Menu except you have a couple of new buttons: Insert Merge Field - you will click on Mailings then insert Merge Field to get a list of the fields from PRIVplus TM that you may choose to drop into your letter. Insert Loop - you will click on Add-Ins to use the Looping function described below. Once the letter is open you may make as many changes as you wish. For almost all your letter editing functions you will need to have a working knowledge of Microsoft Word, or, you will need to consult the on-line help system within Word or use the Word Manual. However, you will find some additional functionality listed below which is specific to PRIVplus TM : 57

58 What if you want to edit the Signature Block The signature block is a letter that has been inserted into other letters. Why?? By having a letter that contains the signature block, you may change that signature block in one place and have the change reflected in all letters that it has been dropped into. That is by far quicker than having to bring up every individual letter. The same is the case for having letters that serve as address headers. It is easier to have one address header for License Letters than it is to enter all the merge fields necessary in every licensure letter. How to edit the signature block: The signature block is located within the Demographic Subject Area of letters. 1. Click on Output on the Main Tool Bar 2. Click on Letters 3. Double Click on Demographics 4. Click on a letter entitled Signatur Letters are listed in Alpha order 5. Click on the Edit button this will open up the letter. 6. Make the change. 7. Click on the Floppy Diskette (which means Save) or Click on the Word File and then the Word Save (also performs the Save function). 8. Click on File and Exit Note: It is important that you Exit out of Word Not just Close Is it possible to have more than one signature block? Yes, you may make as many signature blocks as you wish. For that matter, you may have as many letters as you wish. You will use steps 1-8 above to Edit any letter. Inserting a Letter Within a Letter Hyperlinks You may have a letter such as a Signature Block or Address Block that you wish to insert into multiple letters. The advantage to having a signature block letter is that you will be able to change your signature block in one place and have the change take place in all letters. If you wish to insert a signature block letter (or any other PRIVplus TM letter) into another letter, you will do this by clicking on the Insert button on your Word Menu Bar (normally the top tool bar) and then clicking on Hyperlink. Hyperlink is the function you use to link the two letters together. Once you click on Hyperlink option you will be asked which letter you wish to link (or which letter do you want to drop into the letter you are currently in). See the Hyperlink Edit Box Below: 58

59 You will then click on Browse and find your CBR\PRIV directory. See Below: For example, if your PRIVplus TM program is located on your C drive where it says LOOK IN you would first indicate your C Drive, then look for your CBR folder and then the PRIV folder. Be sure to have the indication of ALL FILES on the line titled Types of Files. You will then see a list of files (or letters to choose from). In our example here you would look for the Signatur.rtf file. You will click on Signatur.rft and then click on OK and the Signature letter will be dropped into the letter you are currently in. Below you will see an example of the signatur.rtf letter being dropped into a letter: 59

60 Please note: You may drop letters created in the demographics folder into letters from any other subject area. However, other than demographics, you cannot cross subject areas. For example, you may not drop a letter containing liability insurance fields into a license letter. The reason for this is because liability insurance fields are not accessible within a license letter and therefore liability insurance fields may not be dropped into a license letter. Therefore, a letter containing liability insurance fields may not be dropped within a license letter for the same reason. Please Note: If you have a letter in Microsoft Word which is not a letter created from PRIVplus TM and you wish to hyperlink that letter to print with one of your PRIVplus TM letters, all you have to do is to place that letter within your CBR\PRIV folder and you may link that letter to a PRIVplus TM letter as well. For example, you have an application in Microsoft Word that you would like to print following a PRIVplus TM s letter. Copy the application into the CBR\PRIVfolder. Then, from within the PRIVplus TM letter, Click on Insert, Hyperlink, find the letter, Click on OK and the two letters will print out together. Inserting a PRIVplus TM Field within a Letter If you have a need to insert a field within either an existing letter within PRIVplus TM or into a new letter you have created, you may do this by clicking on the Insert Merge Field button. For example, you are within a letter and you have a specific place you wish to insert the practitioner s SSN. You place your cursor on the desired line and then you Click on the Insert Merge field button. Scroll down until you find the SSN field, Click on it and it will be dropped into your letter at the place you had your cursor. If within Microsoft Word you have field codes with shading turned on the field codes with shading, the field you dropped into your letter will appear as if it were highlighted in gray. (It is far easier if you have the field codes showing and shaded. You may do this by clicking on Tools on your Menu bar, then clicking on Options and at the View tab you want to have an indication of Show field codes and with shading.) To delete a field you have dropped into a letter, highlight it and press your delete key. Inserting a Loop within a Letter By clicking on the Insert Loop button you will be able to insert a loop into your letter. This will avoid multiple letters printing for practitioners with multiple records. Instead all information will print within one letter. For example, LC2 is a letter to practitioners notifying them of licenses that are expiring. We created a loop within this letter in order to put all expiring license(s) within 60

61 one letter. Had we not done so, we would have a separate letter for each license record the practitioner has. In the example below we have used the Insert Word Field Option to say IF and then the Insert Merge Field Option to select Secondary Department. We are saying -- If there is a secondary department... then do the rest. If you ran this letter for someone who did not have a secondary department - nothing would print at that spot. We have used the Insert Loop Option to get one letter per practitioner and we have used the Insert Hyperlink to link the Signature Block Letter (Signatur.rtf) into this letter. Please Note: If you are editing a letter and it has a Loop already in it - just leave it. If you copy a letter that has a Loop in it - just leave it. Chances are this will take care of all Loop questions and you will not have to figure out the logic. Tips: 1. If you want to change the font on a letter that you have dropped into another letter (i.e. you are in LC1.rtf and you want the change the font for the Signatur.rtf (signature block that you have dropped into LC1.rtf), you must go to the Signature Block letter to change the font. 2. When printing letters to a file within PRIVplus TM for Windows, once the letters have finished printing, you will now be left in the file instead of having to go to Output/Letters Printed to the File. 3. If you print five letters to a file it is now considered five sections and not five letters. Therefore, you cannot print page 1-3 of 5 pages. This is a limitation of merges within Microsoft Word. You may print all of it or, if you want just section 3, you can go to that part, insert a page break, and then print current page. Or, you may also highlight the portion that you wish and then print selection. How to set a document up to pull from multiple bins using PRIVplus TM and Microsoft Word. Example: EX1 and EXQUES (Professional Experience Letter and the Questionnaire) 61

62 If you want the questionnaire to pull from a different bin, you make that indication in the first letter. In our example of EX1 and EXQUES you will go into the EX1 letter. Open it up by clicking on edit. While in the letter Click on File on your Menu, Click on Page Setup and then on the Paper Source Tab. Depending on your specific printer, your first page may be set to automatic default, or something else. You will select the appropriate tray for the other pages you may pull from a different bin. In example below we have asked for the first page to pull from Tray 2 and for all other pages to pull from Tray 3. See below: You will leave the Apply to: with the indication of Whole Document and then Click on Ok. With this indication your letter would print from Tray 2 and the questionnaire would print from Tray 3. NOTE: You never have to go into EXQUES (the questionnaire) to accomplish this. The setting was made in the first letter (EX1). 62

63 Setting Margins How to have margins one size on one page and another size on subsequent pages. For example: margins. You want EX1 (the professional experience letter) to have 1 However, you want the EXQUES (questionnaire) to have ½ margins. The questionnaire is hyperlinked into the EX1 letter so that it will be pulled when the letter is printed. In other words, the EXQUES (questionnaire) is embedded within the EX1 letter.. Therefore, the EXQUES takes on the margins of the letter into which it is embedded. How to Make Margins Different: 1. Open up EX1. 2. Scroll to the bottom where the hyperlink statement is. 3. Highlight the line indicating a hyperlink. It will look like this: H:\CBR\PRIV\EXQUES.rtf 4. Click on File on the Main MS Word Menu 5. Click on Page Setup 6. Change the margins 7. Click on Apply to this section 8. Click on OK Please Note: Changing the margins in the actual EXQUES will not work. You have to change the embedded object within the document in which it is embedded. This is Word s way of handing embedded objects. 63

64 How to Assign Committee Memberships in Mass You should now be at your Main Tool Bar. Note: First you must have built the Committee Under Master Lists. CLICK on MANAGE DATA. CLICK on MASS UPDATE. CLICK on Committee Membership. In the committee field, we selected the Medical Executive Board from the drop down box. You may also search for just individuals in a certain Department, Specialty, etc. In the example below, we just click on Search and got a list of everyone in the program. CLICK on SEARCH. You may then Click on the Select All button to select everyone or Click on just the ones you need to assign to the committee. CLICK on the ASSIGN button after you have selected everyone you wish. You will be asked if you wish to assign the selected practitioners to the committee. CLICK on OK. Your screen will look like the following: CLICK on CLOSE to close Committee Memberships and you will be returned to your Main Tool Bar. 64

65 How Do I Get A Committee Sign In Sheet? 1. First you must have the committee set up. This is done in Master List, Committees. 2. You must have assigned the practitioners to the committee. This is done Under Manage Data, Mass Update, Committee Membership. 3. If you have done #1 and #2 above, to get the Committee Sign In Sheet do the following: Click on Output on the Main Menu Click On Reports Double Click on Committees Click on CO5 Committee Sign In Sheet Click on Selection Click on The Committee You Desire in the Committee Box Enter the Date the Committee is Meeting Click on Save Click on Run to Printer Troubleshooting Tips: If you do not get anyone on your report, check to be sure that the committee is set up for the correct timeframe. For example, if you are trying to get a committee sign in sheet for 10/15/2001, but in Master List Committees the committee is set up for last year, you will not get anyone on a sign in sheet for this year. If you are printing the sign in sheet and you are getting one person per page, you need to check your sort. The report should be sorted by Committee First and then Practitioner. You do not want it to be sorted by Practitioner first. 65

66 How to Enter Committee Attendance in Mass You should now be at your Main Tool Bar. CLICK on MANAGE DATA. CLICK on COMMITTEE ATTENDANCE. CLICK on the drop down box beside the COMMITTEE field and select the Medical Executive Board. Notice the attendance date defaults to the current date. CLICK on the SEARCH button. Only the individuals who are assigned to the committee will be listed. You may CLICK on the SELECT ALL button to select everyone. CLICK on the ATTENDED button. Your screen will look like the following: Note: We selected All because most people did attend the meeting. You may then go back and select just the few that did not attend and click on Not Attended (described below). CLICK on CHRISTY DIXON. CLICK on NOT ATTENDED. This will change her record to reflect that she did not attend the meeting. You would follow this same process to indicate anyone who was excused. NOTE: There are other Mass Update features found under Manage Data, Mass Update. 66

67 Reappointment Processing How does Reappointment Processing Work? Reappointment processing allows you to find all practitioners who are up for reappointment based on the information that you entered into their appointment record, and perform a number of actions on them all at one time. It is ideal to be working currently on practitioners who are up for reappointment at least three months in the future. That way, we have three months to send out letters to reverify pertinent data, query IQRS, etc, and get the results back in. How to Select Practitioners up for Reappointment In order to use the Reappointment Processing portion of the program, and to find the practitioners who are up for reappointment, you will first click on Manage Data on the Main Tool Bar and then Click on Reappointment Processing. You will see the following screen: Notice that I have filled in a Current Appt To Date of 03/08/2002 through 12/31/2002. This means that I want to find all practitioners whose Appointment Expires between those two dates. In the appointment record at the appointment tab you have two dates, an appt from date and an appt to date. The reappointment process runs off of the appt to date. After entering in the dates desired, click on the Search button. You will get a listing of practitioners up for reappointment. You will notice above, that I have 5 individuals who fall within that time frame. From this screen, I may select all, or some of the practitioners and then perform any of the actions listed under ACTIONS on the right hand side. For example, if I 67

68 click on Profile under Actions, the button at the bottom will then change to PROFILE and I will be able to print a profile on all individuals selected. Remember, when you put your practitioners in you indicated for some of the verifications items that you wanted to reverify them at reappointment time? If you did so, then you can come here, select the individuals up for reappointment, click on verify, and you will be able to print ALL the items you indicated you wanted to reverify on ALL of them at one time. One of the nicest features is that you may also Reappointment them all at one time. When you first entered your practitioner in, you gave them an appointment record. At reappointment you need to give them another record. You do not want to edit the existing record because doing so will lose history. Through the reappointment processing area, you may create a new appointment record for each person in mass. Creating a New Appointment Record Through Reappointment Processing With the same practitioners selected as above, I may now click on Appoint under Actions and will see the following screen: From this screen in now have several options as to how I wish to create the new appointment records. Remember creating a new appointment record here will add a new record in these individuals appointment tab. That keeps me from having to bring up each practitioner and do it one at a time. One of my choices is to use the previous period. This means if the individuals selected had a two year appointment and I use this option, their appointment record will be created using another two year period of time. Another option is to allow me to specify a number of months that I wish the new appointment record updated. This means if I enter 18 months my practitioners selected will get a new appointment record that runs for 18 months following the end of the one listed. 68

69 My third option is to allow me to straight type in the grid, the information that I want. If I click on Enter Data In Grid my screen will look like the following one: 010 Notice that I have a column that is labeled NEW. I may click in that column and type in what I wish the New Appt From Date, Appt To Date and Status to be. See the following example of data I have entered in this example: I may then click on the Appoint button at the bottom and all practitioners will have a new record. 69

70 Calendar PRIVplus TM for Windows provides you with a five year calendar that will give you a visual indication of expirations of license, insurance, board certifications and appointments. You may move through the years by clicking on the arrows at the bottom that point left and right. Below you will see an example of the calendar: Although this does look nice, unless you have a color printer it does not print out very well. 70

71 You should be at your Main Tool Bar. PRIVplus TM Workbook How to do Privilege Delineations CLICK on MASTER LIST. CLICK on STAFF ORGANIZATION. CLICK on PRIVILEGES. CLICK on PRIVILEGE ASSIGNMENT. Your screen should look like the screen below: Just as we did when we married the specialty to the department, we are going to marry the category, subcategory and procedures to the specialty. Remember to marry things up, whether it be specialties to departments, or procedures to departments/specialties/categories and subcategories, they go from the left hand side to the right hand side. Take the following steps: DOUBLE CLICK on the GERIATRICS department (black lettering) on the right hand side. This will then show the specialty of Geriatrics(purple lettering) under the department of Geriatrics. CLICK on the specialty of Geriatrics leaving it highlighted. Your screen should look like the screen on the following page. 71

72 CLICK on the Category of Not Applicable on the left hand side (blue lettering). CLICK on the right pointing double arrows between the columns. On the right hand side CLICK on the blue Not Applicable category, leaving it highlighted. We want to now put a Not Applicable subcategory under the Not Applicable category. You will do this following the same steps above. After you get the subcategory under the category, CLICK on the first few procedures in your procedures list (red lettering) and move them to the right hand side following the same steps. When you are finished your screen should look like the screen on the following page. 72

73 All privilege delineations are done in this same manner. Important Notes about Privilege Delineation You want to update your facility privilege delineations before you start this process. You build privileges for the facility not a specific person. After building for the facility, you may then give them to the practitioners taking away what they either did not ask to do or were not approved. You have five levels to work with. Level One and Two have to be the department and specialty. Level Five has to the actual procedure. You may use Category and Subcategory to customize for your facility. It is best to start with a small department. Build it, give to one practitioner first and print all of the Privilege reports to be sure you are getting what you desire before moving on. You may have unlimited text in any Category, SubCategory and Procedure We have a handout on Core Privileges which may be done in PRIVplus. Please us for this handout if you have an interest. Also, PRIVplus has a feature that would allow you to put your privileges on your facility INTRANET site for viewing through the facility (provided you give them security). See more information at the end of the workbook. 73

74 How to Assign Privileges to Practitioners in Mass You should be at your Main Tool Bar. CLICK on MANAGE DATA. CLICK on MASS UPDATE. CLICK on Privilege Assignment. From the department drop down box select the department of Medicine. CLICK on the SEARCH button. Your screen should look like the screen below: We have selected the practitioners who are in the Department of Medicine to give privileges to. We may now select all of these individuals or just a few of them. CLICK on Select ALL. We want to give privileges to all the practitioners who are in Medicine. Your screen should look like the screen on the following page. 74

75 CLICK on the ASSIGN PRIVILEGES button. You will see the screen on the following page. 75

76 Now that you have selected the practitioners (on the previous screen), you must select which privilege delineation you wish to give to ALL the practitioners you selected on the previous screen. In the following example, we have indicated that we would like to give privileges in the department of Geriatrics to these practitioners. NOTE: Is important to remember that any and all Departments, Specialties, Categories, Subcategories and Procedures left in the bottom portion of the screen will be assigned to all the practitioners you selected when you CLICK on the OK button. What this means is that if Geriatrics has several Categories under it and each category has a bunch of procedures, you must delete all categories and procedures you DO NOT WANT prior to clicking on the OK button. Once you click on the OK button, you will be asked if you wish to assign the procedures. CLICK on YES. We then must go and answer questions about each procedure for each practitioner. CLICK on MANAGE DATA. CLICK on PRACTITONER DATA and select Christy Dixon and go into her privileges and procedures tab. Your screen should look like the screen on the following page. 76

77 CLICK on row 1 of your grid which will give you the full details of this specific procedure in the yellow bottom portion of your screen. Using your drop down boxes, where applicable, complete this screen. After completion you will get the following screen: CLICK on YES You will then be given the ability to apply this same information to all procedures. NOTE: You must complete this step for all practitioners that you just gave the procedures to. You must also delete any of the procedures that you assigned to any practitioner who should not have them. 77

78 Labels How do I create a new label to print to practitioners? 1. Click on Output on the Main Menu, Click on Labels and Envelopes, Click on the New Button at the Bottom. 2. The program will default to a code for you. Enter a description in the description line. 3. Your goal is to drag the fields from the Field/Text (A) column on the Left onto the label in the middle. (B) A B C D F E 4. If you want to drop a word onto your label and then drop a field beside the word (such as Birthday: and then drop the practitioner s birthday), you do this by typing the word you wish in the box at C and dragging and dropping it onto your label at the desired location. 5. Be sure to save the label. After you have completed creating your new label, you may then click on the print button to print it. 6. You may select a label type at D. You may change the font at E. You may skip the first few labels on your sheet and begin with a certain label by indicating the # you wish to skip at F. Notes: Be sure that you select a label size large enough to accommodate the # of lines you have used as well as the font size. Do delete a field, double click on the line. The entire line will be removed and you will have to redrop any fields you wish. If you want information regarding a certain address type on the label, you will make this selection when you click on Print. You will select the Home Address type if you wish the home address, phone, etc. You may have as many labels as you wish. 78

79 There are many more features and much more functionality available with PRIVplus TM for Windows. It has been our goal to help you begin using the program. As you might expect, nothing is as good as attending one of our Two Day training classes. And, we encourage you to come to a class just as soon as possible. We also mail out a newsletter please be watching for that for tips and tricks. And, we sent our tips and tricks via . If you are not routinely getting s from us we probably do not have your address and would love to have it. On-Line Help Within PRIVplus TM for Windows you do have an on-line help system. This system may be reached by clicking on Help on your Main Tool Bar across the top, or you may press the F1 key in any tab and get help on that subject. Although there is on-line help we also encourage you to call us often. We are here to help you and as you are ready to tackle other areas of the program, please call us and allow us to help you the first time you try to do something new. Or, if you have a need that you do not readily see addressed within the program, please call us. Chances are we have heard the question before and may have ideas to help you. Or, we are always looking for development ideas as our updates are driven by our users and their needs. How to Print Out the On-Line Help If you go to Windows Explorer and look for the drive you have PRIVplus TM on and the look for the CBR\PRIV directory you will see a folder called Docs. This folder contains a document called Manual5.doc. This is a MS Word document that you may print with ALL of the help topics. You may then use the document that you print to create a manual. Or you can go to our website and view videos that show you how to do certain functions in PRIVplus TM. How to Print Out the Report Book In the same directory as listed above, you will also find a document entitled PPW_Rpts. This is a document that you may print to see examples of PRIVplus TM reports. There are notes at the bottom of each report. How to Reach CBR We may be reached by any of the following methods: Phone Fax BrendaS@cbrassoc.com or AleshaP@cbrassoc.com Website Following this section you will find a list of handouts that are available. We can you any handout you wish. You can also view a video showing you how to do several things in PRIVplus TM. 79

80 Additional Handouts: PRIVplus TM Workbook 80

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83 If you would like any of the handouts listed above, please circle the one you wish and fax it to: Please indicate your address here: We will be happy to you any handout you wish. Although we try to put a lot of information in this training workbook, nothing is a good as getting out of your environment and coming to a training class. Please contact us if you are interested in attending a training class and we will provide you with information. Most important is that you remember that we are always here to help you and just a phone call or away. 83