ChartKeeper E x p r e s s Patient Records Made Manageable. Quick Start Guide

Transcription

1 ChartKeeper E x p r e s s Patient Records Made Manageable Quick Start Guide

2 Quick Start Guide 1 Congratulations on your purchase of ChartKeeper! As a ChartKeeper user, you will be enjoying VantageMed s premiere computerized Medical Record solution that focuses on medical record automation through the use of document imaging (scanning) technology, HL7 messaging, and database management. ChartKeeper is an intuitive, flexible record-keeping system that leverages the clinical workflow in your office today, resulting in a swift and graceful implementation.

3 Quick Start Guide 2 Table of Contents ABOUT CHARTKEEPER...4 What is ChartKeeper?...4 ChartKeeper Express...4 ABOUT THIS GUIDE...6 Resources...6 The Appendices...6 Conventions...7 GETTING STARTED...8 Reminders...8 Viewing Reminder Documents...9 ChartView...9 Adding a Patient...10 Searching for Patients...11 SETTING UP SYSTEM DEFAULTS...12 Settings...12 Configuring the Application Server...12 Configuring the Release Server...14 Setting up the Scanner...16 Document Defaults...17 Configuring Chart Sections...17 Setting up Templates...18 Patients...23 Patient Vital Types...23 Patient Demographics...24 System...25 Setting up Message Categories...25 Setting up Locations...26 Refer Providers...28 Users, Groups, and Providers...30 Adding a Group...30 Adding a User...33 Setting up a Provider...40 Setting Up QuickCharts...41 WORKING WITH DOCUMENTS...44 Adding Documents to a Patient Chart...44 Creating a New Document...46 Saving a Document or Image...48

4 Quick Start Guide 3 Releasing Documents...49 Working with Released Documents Issues...51 To act on a pending release...51 WORKING WITH IMAGES...52 Scanning Images...52 To quickly scan an image...52 Importing an Image...54 APPENDICES...55 Slide Out Tabs...55 Toolbars and Icons...57 Patient Demographics Fields...59 Basic Search Criteria...60 Advanced Search Criteria...60 Create Document Fields...61

5 ABOUT CHARTKEEPER What is ChartKeeper artkeeper? Quick Start Guide 4 ChartKeeper from VantageMed is a Computerized Medical Record solution that focuses on medical record automation through the use of document imaging (scanning) technology, HL7 messaging, and document management. By putting your entire document handling system onto your computer, ChartKeeper ends the tedious and expensive task of maintaining paper medical records. ChartKeeper works to eliminate paper chart costs, such as materials cost, file storage, forms costs, and courier costs. By utilizing integrated word processing, it can also reduce transcription costs. Plus, once all of your records are available to you on your computer, you will avoid nonproductive time spent locating and filing charts. ChartKeeper Express VantageMed now offers ChartKeeper Express, which is a fully functional, lower cost version of ChartKeeper 5.3. Before you choose which version to install, consider the size of your current practice and your future requirements.

6 Quick Start Guide 5 The following table lists the differences between ChartKeeper 5.3 and Express: Express CK 5.3 No. of users Up to 5 unlimited Database size Costs Up to 4 GB due to SQL Express limitations Lower cost Limited only to SQL Server 2005 limitations HL7 links RidgeMark and Helper RidgeMark and Helper Release server Included Included Operating system requirements Windows XP Professional Service Pack 2 Windows XP Professional Service Pack 2 SQL SQL 2005 Express SQL 2000 Server Net Framework Required Not required v2.0 Windows Required Not required installer 3.1 Word 2003 Required Required

7 ABOUT THIS GUIDE Quick Start Guide 6 This guide provides you with the information you need to begin using ChartKeeper. Please note this guide is not a comprehensive guide for every situation that might occur while using ChartKeeper. Please refer to the additional resources listed below for more support information. Resources You can find more information on ChartKeeper s features in the following resources: The Online Help - Select Help from ChartKeeper s main menu to bring up the online help for using ChartKeeper. The online help provides more detailed information on ChartKeeper s features. Register on VantageMed s VM Campus at and visit the ChartKeeper section. Contact Customer Support at To license and activate ChartKeeper, call The Appendices The Appendices section of this guide contains charts of toolbars, icons, slide out tabs, and other functions. You can print out these pages to familiarize yourself with these components of the ChartKeeper environment.

8 Quick Start Guide 7 Conventions To help keep you on track, we have used a number of conventions throughout this guide: Bolded Words TECH TIP Typically, a word that is capitalized and bolded is a command you act on; it could be a button (e.g., click the Options button), or a keyboard command (e.g., press F1 for Help). Tech Tips are designed to help you avoid common pitfalls or take advantage of special features. They appear in boxes accompanied by an information icon. Pipe symbol ( ) used in menu and screen sequence commands Mousing When we instruct you through a sequence of actions involving menus or buttons, we use the pipe symbol ( ) as a shortcut (for example, "Select Options Users... Groups... "). This simply means that you click the Options button and then click Users... and then click Groups... We use standard "mousing" conventions: "click" means to left-click on something (e.g., click Payer). Right-click" means to click the right mouse button to display a menu for the item on which you are clicking. Drag and drop" means to left-click on an item, and while holding down the left button drag the item to somewhere else and then release the left button; and so forth.

9 GETTING STARTED Quick Start Guide 8 If you have not yet installed and started up ChartKeeper, please refer to the Installation Instructions for ChartKeeper Express documents. These documents will also instruct you on activating your license and logging on for the first time. Reminders When you start up ChartKeeper you will see a Reminders window displaying all messages and documents requiring attention. There are three main functional areas in the Reminders window: Messages, Documents, and Release Status. You can access the Reminders window at any point during your ChartKeeper session by clicking the Reminders button or selecting View Reminders from the menu. (See the Setting up Message Categories section of this guide to set up time saving default messages for your practice.) In the Reminders window, select Messages in the left pane to review and act on messages awaiting your attention.

10 Quick Start Guide 9 You can view, reply, forward, or delete a message by right-clicking on it and selecting the desired operation. Note: You cannot create a new message from the Reminders window. To create a new message, click the Mail icon. Viewing Reminder Documents Select Documents in the left pane to view all outstanding documents that require your attention. You can also sign, edit, and release documents by right clicking and selecting the relevant command. ChartView After you close Reminders (click the [x] in the upper right corner) you will be in Chart View which breaks chart contents down into categories based on your chart keeping practices. Refer to the Configuring Chart Sections section of this manual to set up some default chart sections. The sections in the screen below are for illustrative purposes only and may differ from the chart sections in your practice. Click on the sliding tabs to access patient information and important Patient Alerts. (See the Appendices section of this guide for more information on sliding tabs.)

11 Quick Start Guide 10 Adding a Patient Patient records can be added to ChartKeeper via its interface with your PMS (such as VantageMed's RidgeMark application) or manually, depending on your setup. Please contact your RidgeMark customer support representative for additional information about interfacing ChartKeeper with RidgeMark. You can add a patient manually from the Search screen. 1 To access the Search screen, click the Patient Selection button. The Search dialog box appears: 2 Right-click on an empty area in the screen and select New Patient. 3 Fill out the fields on the Demographics screen and then click Save.

12 Searching for Patients Quick Start Guide 11 ChartKeeper lets you quickly locate patients or recently opened charts. You can conduct a basic or advanced search for a patient chart from any view in ChartKeeper. 1 To access the search screen, click the Patient Selection button. The Search dialog box appears: 2 For a basic search, enter the relevant criteria. (Criteria work together to produce search results.) You can find a list of search criteria in the Appendices section of this guide. Note: You can run a search on partial criteria, i.e., part of a last name, and receive all matching results. 3 Click the Search button or press the Enter key. Matching records appear in the area beneath the criteria. 4 To open the patient's chart, select the patient row and click the Select button or press the Enter key.

13 Quick Start Guide 12 SETTING UP SYSTEM DEFAULTS Before you begin using ChartKeeper in your practice, you need to set up your defaults for messaging, demographics, vitals, documents, chart sections, and users, among others. If you want to send documents to others outside of your practice, you must set up the Release Server. The Release server is installed when you install ChartKeeper Express. If you are communicating with a Patient Management System (PMS) such as RidgeMark, you must install and configure HL7. Refer to your PMS documentation or contact VantageMed customer support if you have not yet set up HL7 in RidgeMark. Settings Configuring the Application Server The Application Server section configures the server on which ChartKeeper resides. To configure the Application Server, select Tools Maintenance Settings Application Server.

14 Quick Start Guide 13 The Application Server screen displays: The following properties can be configured on this screen: Company Name Property Graphic Signature on Document Line for Provider to Sign On Text For Incomplete Text For Unsigned Text For Signed Description The name of your practice or company. Select if your practice uses a preconfigured image of each health care provider s signature to electronically sign documents. See Creating a Graphic Signature in the online help for more information. Select to include a line on documents for providers to sign physically. Enter the text that is shown when a document is incomplete. Enter the text that is shown when a document is unsigned. Enter the text that is shown when a document is signed.

15 Quick Start Guide 14 Property Release Document Status Document Add Status Lock Out Message Allow editing of the Appointment Room Description Select the default checked status when releasing a document. Select the default checked status when adding a document. Specify a message to appear when a user is locked out of a portion of ChartKeeper. Checking this option allows you to edit a patient s appointment room in your schedule. You must interface with a PMS system to enable scheduling. To save your configuration, click the Apply button, and then OK. Configuring the Release Server The Release Server section configures the server guiding the release of documents. The Release Server is automatically installed when you install ChartKeeper Express. Note: You must have a modem and/or printer installed to use the Release Server.

16 Quick Start Guide 15 1 Select Tools Maintenance Settings Release Server. The Release Server screen displays: 2 Configure the following properties: Property Polling Interval Max Items Per Poll Event Number of Retries Retry Interval Description Sets number of minutes at which system is regularly polled for any new document releases. Maximum number of items to be released per single poll. Number of times to retry a failed document release. Interval between attempts to retry a failed document release. 3 Click Apply, and then OK to save your configuration.

17 Quick Start Guide 16 Setting up the Scanner An important feature of ChartKeeper is the ability to scan documents and images into your system. Once scanned into ChartKeeper, you can add documents to patient charts or send them to other locations or providers. Scanner Settings in Application Maintenance allows you to configure ChartKeeper to communicate with your scanner. First, refer to your scanner s documentation to connect your scanner and install the driver in Windows. Once you have set up your scanner, you can configure the settings in ChartKeeper. Select Tools Maintenance Settings Scanner Settings. To change the output type, click the down-arrow and select the output type. We recommend you set the output type to Black and White 1-bit. To change the resolution, click the down-arrow and select the resolution. We recommend 150 bits per pixel resolution.

18 Document Defaults Configuring Chart Sections Quick Start Guide 17 The Chart Sections section defines the various sections of a patient chart. You can create a custom folder (Root) or a sub-folder (Child) to meet the needs of your practice. The existing chart section tree structure appears in the middle column. Important! Chart sections are one of the most important areas in ChartKeeper. Before you define your sections, plan ahead what types of documents will be stored and in which section or folder they will be stored. The order in which you enter the sections will determine the order in which the document folders appear. To add a new root to the chart, right-click in the middle column, select Add Root and enter the Code and Description, click Apply and then click OK.

19 Quick Start Guide 18 To add a new child to an existing node, select the node, rightclick and select Add Child, and then enter the Code and Description. Click the Apply button and then click OK. Repeat this for each child you want to add and then click OK when done adding all chart sections to exit the screen. To delete a chart section, select the relevant node, right-click and select Delete. A confirmation box will appear to confirm the deletion. Note: You cannot delete a chart section if you have a document stored for any patient in the chart section you are attempting to delete. Setting up Templates ChartKeeper allows you to create template for Word documents and scanned images. 1 From the toolbar select Tools Maintenance Documents Templates. The Templates screen displays:

20 Quick Start Guide 19 2 Right-click the right window and select Add New. The Template Details dialog box appears: 3 Enter a name and description for the template. Use a meaningful name that won't be forgotten. 4 Enter an appropriate unique code for the new template. 5 Select the Text Insert check box if the template be used as a text insert shortcut for providers or transcriptionists. 6 Select the File Type for the text or image file. Use Tiff Image for scanned documents, Word Document for Microsoft Word or text documents.

21 Quick Start Guide 20 7 Select the Chart Section drop-down list and select the chart section in which documents based on this template will be stored. 8 Check the Active check box to make the template useable. Clear this check box to disable the template. 9 Check the Allow All Users To Sign Template check box to let any user sign this template. This provides an administrator a way to add a template to the system without triggering a required doctor's review and signature, such as for scanning in old history. 10 Assign specialties to the template by selecting the Specialties tab and clicking the Add button. The Select Specialties dialog box appears: 11 Select and move the relevant specialties from the Available Specialties window to the Assigned Specialties window, and then click OK. 12 Assign providers to the template by clicking the Providers tab and clicking the Add button. Note: You must first set up your providers. See the Users, Groups, and Providers section of this guide.

22 Quick Start Guide 21 The Select Providers dialog box appears: 13 Select and move the relevant providers from the Available Providers window to the Assigned Providers window, and then click OK. If you have selected a Word document file type in Step 6, click the Open Document button to launch Microsoft Word. You will create your template in Word. Once opened, you can use any of Word's options for formatting and inserts to create your template.

23 Quick Start Guide Select Fields, located on the upper left side of the ChartKeeper template screen, to see all of the fields available in ChartKeeper as merge fields. 15 Click the field you want on the left and click the Select button to add it. Repeat this for each field you need. Example: If you insert fields for the patient's name into your template, the patient's name appears in the record when you create a document. 16 Click Apply to save changes and keep this window open. Click OK to save changes and close the window. 17 When you have completed your template, click the red X in the top right corner or select File Exit in Word. ChartKeeper will prompt you to save the template. 18 Click Yes. The Template Details dialog box displays again. 19 Click the Apply button to save changes and check for any Alerts. Click OK when finished to save changes and Close the dialog box.

24 Quick Start Guide 23 Patients The Patient area is where you configure the contents and the order of the various drop-down lists that appear in patient demographics and record keeping. You can set up drugs, reactions, dosages, usage directions, vital types, allergies, races, nationalities, ethnic groups, citizenships, military status, and religions. Once you have set up the defaults, you can begin adding patients in Demographics. Patient Vital Types In this section, you set up your practice defaults for vitals. Before setting these up, you should consider in what order your practice typically enters patient vitals. You can then set up the order of these fields in Patient Maintenance. Access this area by selecting Tools Maintenance Patient Vital Types. The Vital Types screen displays: To add a new vital type, right-click in the right window and select Add New, then enter the text.

25 Quick Start Guide 24 Patient Demographics To access patient Demographics, click the Demographics Demographic screen displays: icon. The Refer to the Patient Demographics table in the Appendices section of this guide for details about demographic fields.

26 Quick Start Guide 25 System Setting up Message Categories The message categories configured here appear in the drop-down list when sending a message within the practice, and also identify the message subject in the Reminders and Mail windows. 1 To add message categories, select Tools Maintenance System Message Categories. 2 Right-click in the right window, select Add New. A new line appears. 3 Type the name of the message category. 4 Press the Tab key to save the message category and stay in the screen to another or click the [X] in the upper right corner to close the window and save the record.

27 Quick Start Guide 26 Setting up Locations The Locations section stores the details related to each different location in which care providers practice. 1 To add locations, select Tools Maintenance System Locations. The Application Maintenance Locations screen displays: 2 Right-click in the right window, select Add New.

28 The Locations - New Location dialog box displays: Quick Start Guide 27 3 Enter the location code and name. (If you use RidgeMark as a PMS, enter the ID of this location in the AKA field.) 4 In the Universal ID drop-down field select the interface to use with the system at this location. ( L is commonly used when using HL7 to interface with RidgeMark.) 5 Specify whether this is a service location (a location where practice members provide care) or a release location (a location to which records are released), or both a service and a release location. 6 Enter the relevant demographic details, including address, contact people, and phone numbers. 7 Click Apply to apply the data to the record, and then click OK to save the record and exit the dialog box.

29 Quick Start Guide 28 Refer Providers The Refer Providers section records details for physicians to whom referrals are made and from whom referrals are received. This information is used in the referral section of a patient's chart. To add a new Refer Provider 1 Right-click and select Add New, or select Action Add New.

30 Quick Start Guide 29 The Refer Provider Details - Add New dialog box appears: 2 Enter the relevant demographic contact and specialty information for the Refer Provider. The Default Comm. field specifies the default mode of communicating with this provider. 3 Check the Active check box to make the refer provider active in the system. 4 Select the Apply button to apply the record, and then the OK button to save.

31 Quick Start Guide 30 Finding a refer provider If you have a long list of refer providers, you can locate a provider quickly without scrolling through the list. In the Type Name to Search box, type the first few letters (or complete name) of the provider you are looking for. The refer provider name (or similar names) is automatically listed. Users, Groups, and Providers The Users and Groups section allows you to add users, define, and edit permissions for users, and add and populate groups of users with common permission settings. You can also change your password and username in this section. Groups allow you to specify certain permissions for specific groups of users, such as, physicians, administrators, RNs, and office assistants. Adding a Group 1 To add a group, select Tools Maintenance Users and Groups Groups. 2 In the Group window, right-click in the right pane and select Add New.

32 The Group Details - Add New dialog box appears. Quick Start Guide 31 3 Enter a group name and description. Note: Before you can add members to a group, you must create the user. See the Adding a User section of this manual. 4 To add members, on the Members tab, click the Add button.

33 Quick Start Guide 32 The Select Users dialog box appears: 5 Select and move the relevant user(s) from the Available Users window to the Assigned Users window, and then click OK. 6 To add restrictions particular to this group, click the Restrictions tab. Right-click and select Add New. The Select Restrictions dialog box appears: 7 Select and move the relevant restriction(s) from the Available Restrictions window to the Assigned Restrictions, and then click OK.

34 Quick Start Guide 33 8 To define the Access Rights for this particular group, click the Access Rights tab. For each area of ChartKeeper, possible rights include View, Add, Change, Delete, and Report. 9 Select the check box below each right you are granting users in this group. 10 Click the Apply button to apply your changes, and then click OK to save them and close the dialog box. Adding a User 1 To add a user to the system, select Tools Maintenance Users and Groups Users.

35 Quick Start Guide 34 2 Click on the Users folder to display a list of current users (if any). 3 Right-click the in the right pane and select Add New. 4 In the user details Add New box enter the required information on each of the following tabs as outlined below, clicking the Apply button on each tab as it is complete. ChartKeeper will move to the next required tab automatically. You can scroll among available tabs using the arrow buttons.

36 Personal Information Tab Quick Start Guide 35 Enter personal information, including Login ID, full name, password, and department. Check the Provider check box if the added user is a health care provider. This will activate the Provider Information tab. See Setting up Providers in this section. User Defaults Tab Note: You only need to set up user defaults if you are using ChartKeeper on a standalone system; otherwise user and patient information will transfer from your PMS via the HL7 interface.

37 Quick Start Guide 36 On this tab, you can define the default area code, city, state, zip code, and gender for this particular user. In the Document Insert Defaults section, select the Provider, Location, and Status from the drop-down list. Do not select the Use Duplex Mode check box unless you want every document you scan to automatically scan both front and back. The User Options Tab This tab defines user preferences, including: the default search criterion when searching for patient records, lock out messages, the background color for any field where you place your cursor, whether reminders are shown at startup automatically, whether message notification appears automatically, whether document statistics are shown automatically, and so forth. To have reminders, messages, and schedules display when you open ChartKeeper, check the Reminder at Start, Message Notification, and Show Scheduler Tab boxes. (Use the Show Scheduler Tab only if you are importing appointments from a practice management system using the HL7 interface.)

38 Complete the information on the User Options tab. Quick Start Guide 37 Below are some recommendations: Select unsigned from the Note Add Status drop-down list. Select No message, Lock at minimize from the Lock Out Message drop-down list. This option will help keep you HIPAA compliant by requiring the user to enter a password to restore ChartKeeper s after they have minimized it. From the Focus Color group, we recommend you select the lightest color that will allow the dark fonts to be more visible.

39 Quick Start Guide 38 Release Defaults Tab Release Defaults define default settings for when this user releases a document. Complete the information on the Release Defaults tab. Following are some recommendations: In the Priority group, set a high priority for providers and nursing staff and a low priority for clerical staff. From the Administered By drop-down list, select the person that creates the release screen. (This is normally the case.) From the Cover Page drop-down list, select Default. In the Destination group, select the Referral radio button. This will default you to look in the preferring provider table to locate the recipient. Leave the To, Name, and Fax Number fields blank.

40 Quick Start Guide 39 Member Of Tab You can select the groups to which the user belongs on this tab. Please see the Adding a Group section of this manual for information about setting up groups and restrictions. The user will inherit any security restrictions of the group to which he is assigned. 1 Click the Add button on the Member Of tab. The Select Groups screen displays: 2 Select a group and click the Move button to move the group to the Assigned Groups area. Repeat this for each group, or click Move All to make the user a member of all groups. Changing a User Password 1 From the toolbar select Tools Maintenance Users and Groups Users. 2 Right-click the user record and select Change Password. 3 In the Change Password dialog box, enter the old password and type the new password in the New Password field. Confirm the password and click OK. The Provider Information section presents seven additional sub-tabs that must be completed for health care providers only.

41 Quick Start Guide 40 Setting up a Provider Provider Defaults Tab To send electronic prescriptions to a pharmacy, you can set the pharmacy up as a referring provider or as a location (see Setting up Referring Providers & Locations in this guide). Provider Defaults covers basic provider information, including , default templates, locations, default text to use for incomplete, unsigned and signed documents, provider specialties, and whether the provider uses a graphic signature file when signing a document electronically. Note: If you check Use Graphic Signature, you must identify the graphic signature file to use on the Signature tab. See Using a Graphic Signature in ChartKeeper s online help for more information.

42 Setting Up QuickCharts Quick Start Guide 41 After you have created and set up your chart sections, you can create custom chart views for specific users or practitioners called QuickChart views. Some specialists or providers, for example, may need to see only specific parts of the chart. They can switch to a preconfigured QuickChart View to see only the information they require. Note: The functions view, sign, unsign, release, or view properties of documents can be performed in the ChartView, Document View, Date of Visit View, and QuickChart View, depending upon their respective permissions. 1 To configure a QuickChart, select Tools Maintenance QuickChart Views. The QuickChart View screen appears: 2 Specify whether the chart is grouped as a weekday chart (charts for providers working on specific weekdays) or a non-weekday chart (charts that cannot be grouped by a specific day). 3 Specify any Visit date range for the QuickChart by clicking the drop-down list arrows for the From and Through fields. 4 The QuickChart can filter records by specific providers. To assign providers to the QuickChart, click the Browse button.

43 Quick Start Guide 42 Note: You must first set up a provider. See the Setting up a Provider section of this guide. 5 From the Select Providers dialog box, select the applicable provider(s) in the Available Providers area, click the Move button to move the name(s) to the Assigned Providers area and click OK. 6 In the Status group, we recommend you select all three check boxes: Signed, Incomplete, and Complete/Unsigned. This will allow a wider range of options for the provider. 7 In the Chart Section box, right-click and select Add New. 8 Click on the drop-down arrow and select from the list of available chart sections. 9 Place your cursor in the next line and repeat this for each chart section you want to add. Note: The order of the sections that you select will be the default order for the provider s chart, so plan carefully.

44 Quick Start Guide Enter a number in the MaxCount field. For example, if the provider always views the last 2-3 history records, enter a max count of Type a name for the QuickChart in the Save as box, click the Apply button to save the QuickChart view, then click OK to exit the screen.

45 Quick Start Guide 44 WORKING WITH DOCUMENTS ChartKeeper allows you to easily create new documents or scan existing documents and save these documents for your practice. You can store these documents in a patient s chart, release them to another location or provider, or move them to another chart. Documents and files normally associated with Microsoft Word can be created, edited, and viewed in ChartKeeper using a seamless Word 2003 interface. When you open a document, the fully functional Word toolbar appears. Edit the document in the same manner you would edit a document using Word from your Windows desktop. Adding Documents to a Patient Chart Using the Document Insert function, you can place documents from external sources into a patient's chart. 1 Select the patient chart into which the document will be inserted. You can use the Search Patient button. 2 To insert a document, select Tools Document Insert from the menu.

46 Quick Start Guide 45 The Document Insert window appears, showing the patient s chart on the left side and the contents of your workstation on the right: 3 Open the folder into which the document will be inserted in the left-hand pane. 4 Use the navigational pane on the right-hand side to open the folder containing the document to insert. The documents in that folder display in the far-right pane. Note: To view a document before you insert it, double-click it. The document opens in the application in which it was created. To view all documents in the navigational pane, click on the the Document Insert screen and select Thumbnails. pulldown at the top of 5 Click and drag the document to the left-pane (right of the folder or first pane).

47 Quick Start Guide 46 The properties screen displays: 6 You can edit the Date of Visit, Provider, Location, and File Name fields and then click OK to save the document to the chart. 7 To close the Document Insert window, click the [X] on the upper right of the screen. The document that you added to the patient's chart appears in the folder you selected in Chart View. Creating a New Document 1 To create a new document, open the desired chart and click the New Document icon from the toolbar.

48 Quick Start Guide 47 The Create Document dialog box appears: 2 Complete the Create Document dialog box. See the Appendices section of this manual information on the elements in the Create Document dialog box. 3 Click OK. The document opens in its appropriate editor. Edit your document as needed. If you need help with editing the document, see the help for the editor that you are using. 4 Exit the document according to the command used in the editor that you are using.

49 Sav ing a Document or Image Quick Start Guide 48 Saving new or edited document or image in ChartKeeper is a strictly controlled and audited activity. For this reason, a Save dialog box specific to ChartKeeper appears when the Save command is issued. 1 To save an open document or image, select File Save from the menu. 2 The ChartKeeper Save dialog appears. 3 Do any of the following, as required: Select the Release this Image check box to launch the Chart Release dialog after the save. Select the Sign this Image check box to insert the image as signed into the patient chart. Select the Print check box to print the document to a default printer. Select the Incomplete check box to save the file with the status of incomplete. 4 Click Yes to save the file.

50 Releasing Documents Quick Start Guide 49 Signed documents can be sent or released, as required, to other providers, other practice locations, insurance companies, and so forth. Documents can be released via fax (if you are using the Release Server), or to a printer. To view the documents that have failed and need your attention, select Tools Release Queue. 1 To release a document, select the document, right-click the document, and select Release. The Chart Release dialog box appears: 2 Select the method for releasing from the Release Method dropdown list. Your choices are Fax or Print. (If you are not using the Release Server, only Print will be available.) Note: If you select Print, you need only to select the person who requested the print from the Requested by drop-down list, and select who is administering this document from the Administered by dropdown list. Then click Apply to hold the print job in the Pending Releases grid. Click OK to release the document to the printer. The document prints to your default printer. 3 Select the priority for the document from the Priority group. 4 In the Destination group, click in an empty cell in the To column, click the down arrow, and select Location, Provider or

51 Quick Start Guide 50 Other from the drop-down list. If you select Other, do not enter a provider/location. 5 In the Provider/Location drop-down list, select the specific place. The relevant fax number appears automatically once you press the Tab key if the number was added previously to Referring Providers or Locations under System in Application Maintenance (see Setting Up Locations and Referring Providers in this guide). The fax number can be modified in the cell, if needed. 6 Type the name of the person to receive this fax into the Fax To (Name) cell and enter a fax number in the Fax Number column. Make sure to include the area code. 7 In the Requested By drop-down list, select the provider of record name. 8 Select a cover sheet from the Cover Page drop-down list. 9 Select the person filling out the release screen (for example, administering the fax release) from Administered by drop-down list. 10 Add any necessary message and reason for the release. Note: If you are adding multiple releases, the above fields will remain the same unless you change them. 11 Click Apply. The release moves to the Pending Releases section at the bottom of the screen. It remains there until it has been faxed. 12 Click OK. The screen closes, and the releases are sent to the server queue.

52 Working with Released Documents Issues Quick Start Guide 51 Check the status of released documents in the Release Queue by selecting Tools Release Queue. The Release Queue screen displays: Select your criteria and click Search to find a released document in any status, such as failed or completed, using different criteria, such as location or date. To act on a pending release Right-click a fax or print document with a pending status and select the desired action (Forward, Switch to Print, Remove, Cancel, Refresh). Check the connection to your printer or fax machine.

53 WORKING WITH IMAGES Scanning Images Quick Start Guide 52 Scanning is now a one-touch method using a high-end scanner (Fujitsu strongly recommended). You can scan several documents for a patient at one time (bulk scanning). Or, you can quickly scan a document into a patient's chart with Quick Scan. You can also scan in an image after starting a new image document for a patient by clicking on the New Document icon and selecting a template with a file-type for an image. Before you begin, you must perform an initial set up. See the Setting up the Scanner and Users, Groups and Providers sections in this manual. For each user that is going to use Quick Scan, you can set whether the Scanner Dialog displays. To quickly scan an image You can quickly scan from the main window of ChartKeeper for a quick onetime scan when needed. Or, if you have many documents to scan, you can continue to scan repeatedly in the Document Insert window. 1 To start a scan, from ChartKeeper s main window, select the patient and the folder for this document. 2 Click the Quick Scan icon from the toolbar.

54 Quick Start Guide 53 3 Adjust the settings as needed in this dialog and click Scan. (See the Setting Up the Scanner section in this guide.) The button name may be different in your scanner dialog depending on your scanner. The Scanning dialog box displays showing the progress of the scan. When finished, the file appears in the right-hand panel with the name of the folder and "Quick Scan" in the file name. 4 Double-click to open the image. Note: See the Saving a Document or Image section of this guide to save the image.

55 Importing an Image Quick Start Guide 54 You can import an image into ChartKeeper directly, or into a Word document in ChartKeeper. To Import an Image Directly into ChartKeeper 1 Select Tools Document Insert from the menu. The Document Insert screen displays: 2 Browse to and select the desired image file in the File System pane. 3 Drag and drop the image to the patient chart folder in the left pane. To Insert an Image into a Word Document 1 Create the new document or open an existing document. See the Creating a New Document section of this guide. 2 From the Word menu, select Insert Picture From File. 3 Browse to the image, select it and click Insert. The image is inserted into the document.

56 APPENDICES Slide Out Tabs Quick Start Guide 55 ChartKeeper's Slide Out Tabs provide instant access to patient information. Just click a tab at the side and a window containing that information slides into view. Not only do these unique windows provide quick reference, they can be changed, allowing easy record maintenance and upkeep. Click the Save button to save new or edited information. Windows can be "pinned" in place by clicking the icon in the upper right corner of the pane. When pinned, the icon appears as.

57 Quick Start Guide 56 The following table details the Slide Out Tabs. Tab Description Patient demographic information can be viewed and edited using the Demographics window. This information often comes from your practice management system, but can be edited in ChartKeeper as necessary. The Referrals window contains information when the patient has been referred to another care provider, and when the patient has come to the practice as the result of a referral. This information can be entered or edited in ChartKeeper as necessary. The Insurance window contains a patient's insurance company information. This information often comes from your practice management system, but can be viewed in ChartKeeper. Patient Alerts are useful notices for care providers concerning a specific patient and can be set to short-term, notice of hospitalization, or open-ended alerts. When a patient alert is added, the patient's care provider will see the alerts icon at the bottom of the screen when they open the patient s chart.

58 Toolbars and Icons Quick Start Guide 57 Icon Description This error indicator appears when there is a problem with a ChartKeeper form or operation. Hover the mouse pointer over the icon and information regarding the identified problem appears. Launches the ChartKeeper print dialog box. Launches the Search dialog box for patient selection. Launches the Reminders workflow management tool. Launches the Mail dialog box. Launches the Appointment Schedule window. Opens the patient Demographic window. Patient alerts. Select this icon to view the patient Alerts window. Slides the Referral Authorization window into view. Slides the Insurance window into view. Opens the Vitals window. Opens the Medication window. Opens the Allergies and Reactions window. Pins a Hover Over window in an open position. Indicates that there is mail for you.

59 Quick Start Guide 58 Icon Description Displays in a patient s chart and indicates that there is an active Patient Alert for that patient. Indicates that there are documents in print queue. Parses an image. Creates a new document (Microsoft Word or scanned image). QuickScans a document. Launches appropriate editor to edit an existing document. Views a document. Deletes a document. Releases a document. Signs a document. Unsigns a document. Opens the Release History window. Opens the Document Revisions window. Views the document's properties. Note: ChartKeeper's toolbars can be viewed or hidden using the View menu.

60 Quick Start Guide 59 Patient Demographics Fields The following table details the fields in Patient Demographics maintenance setup: Field(s) First Name Last Name Middle Initial Prior Last Name Title Date of Birth ID SSN Address 1 Address 2 City/State Zip Code address Phone No(s) Gender Occupation Marital Status Default Provider Signature On File Active Deceased Chart completely scanned Archive location Patient name information. Description Patient's date of birth; age will be calculated automatically and appear in the Age field. Patient ID number (specific to your practice). Patient social security number. Patient address information. City/State will populate automatically if a zip code is selected from the drop-down list. To add a zip code, select the Browse Patient's address. button. Patient's contact information. To add a new phone number, click the Primary or Secondary radio buttons and type a phone number. Basic patient information. Patient's primary physician. Select if patient signature is on file. Select if patient is active. If deceased, select and enter date of death. If the patient chart has been scanned check this check box. Enter the location of the scanned chart in this box.

61 Quick Start Guide 60 Basic Search Criteria Last Name First Name Criterion Middle Name Prior Last Name Date of Birth SSN Phone No Medical Record No Active / Inactive /Both Description Search by whole or partial surname. Search by whole or partial first name. Search by middle initial. Search by whole or partial prior last name. Search by whole or partial date of birth. Search by the patient's social security number. Search by patient's whole or partial phone number. Search by patient's chart number. Check to search active or inactive patient records only. Or, search for both types of records. Advanced Search Criteria Criterion Date of Visit Provider Chart section Location Marker Description Select start and end range for a date-based search. Select to search patients by practice providers. Search by a specific section of a chart. Search by office location. Search by a specific chart marker.

62 Quick Start Guide 61 Create Document Fields This table details the elements of the Create Document dialog box. Field Date of Visit Date Noted Date Recorded Status Revisions Provider Location Templates File Name Chart Section File Type Specialty Allow Secondary Release Access Restrictions Release Restrictions Description Date of visit for which document is being created. Date of document creation. Date document saved (automatically populated and not editable). Status of the document (signed, unsigned). For a new document, the status defaults to Unsigned and cannot be edited. Revision number of the document. For a new document, there are zero (0) revisions. This cannot be edited. Lists providers in your system. Select the relevant provider for this document from the drop-down list. Lists office locations in your system. Select the office location from the drop-down list. New documents can only be based on a preconfigured template. Select the appropriate Word or scanned image template for the document you are creating. Notes pertaining to this document. Where this document will be saved in the chart. This defaults from the template you selected for this document and cannot be edited. Displays the type of computer file for this document. The file type is based on the template you selected for this document, and cannot be edited. Lists any specialty associated with this type of document. For example, MRI or X-Ray documents may only be available to specific specialists. Select this to allow this document to be released. Restrict specific users from releasing this particular document. Restrict specific providers from receiving this document.

63 sales: support: VantageMed Corporation. All rights reserved.