Quick Reference. eivf Quick Reference Frequently Asked Questions 1

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1 Quick Reference Quick Reference...1 Frequently Asked Questions...4 Where s the IUI schedule?...4 How do I schedule an IUI...4 How do I double-book an appointment?...4 How do I print lab schedules...4 How do I print doctors schedules...4 How do I book a doctor s appointment?...4 How do I book a lab appointment?...5 How to Add-On a lab to an existing lab appointment...5 Where is the patient s demographic information?...5 How do I add a new patient to eivf?...5 How do I delete a duplicate patient demographic record?...5 Where s the insurance information?...6 Where is endocrine lab results?...6 From User Home...6 From Lab Results...6 How do I print endocrine lab results?...6 From User Home...6 From Lab Results Tab...6 How do I see and print the Due In list?...7 How do I enter Obstetrical ultrasound results?...7 How do I enter Follicular ultrasound results?...7 How do I enter Semen Analysis results...7 How do I enter Blood results from Satellite lab?...8 How do I attach a lab to a flowsheet...8 How do I schedule a lab and Doctors Appointment at once?...9 How do I verify a RX status...10 From User Home...10 From Patient Tab...10 How do I add a new patient to eivf?...10 Where is the patient s demographic information?...10 Where s the insurance information?...10 How do I book a doctor s appointment?...10 How do I confirm an appointment?...11 How do I grant web access to the Patient Portal?...11 eivf Quick Reference Frequently Asked Questions 1

2 How do I check in a patient?...11 How does a physician complete an H&P and treatment plan?...11 How does a physician select codes for billing?...11 How do I complete a nursing assessment?...12 How do I order a Lab?...12 How do I document patient education?...12 How is a Semen Analysis processed in eivf?...12 How do I check out a patient and schedule any future labs/appointments?...13 How do I bill for the appointment?...13 How does a physician document a cycle plan?...13 How do I setup a cycle order?...13 How do I customize a flowsheet?...13 How do I check compliances?...14 How do I schedule IVF or OI classes?...14 How do I document a patient education class?...14 How do I write a prescription?...14 How do I order labs from the flowsheet?...14 How do I adjust meds on the flowsheet?...15 How do I trigger a patient?...15 How do I select a patient for retrieval?...15 How do I schedule a patient for retrieval?...15 How do I select a patient for transfer?...15 How do I schedule a patient for transfer?...15 How do I document the gamete sheet?...16 How does a physician document a cycle plan?...16 How do I schedule an injection class?...16 How do I document an injection class?...16 How do setup a cycle plan?...16 How do I customize a flowsheet?...17 How do I order labs from the flowsheet?...17 How do I adjust meds on the flowsheet?...17 How does a physician document the review of a flowsheet?...17 How does a nurse document patient communication in regards to the flowsheet?...18 How do I document an IUI?...18 How do I document patient phone calls?...18 How do I task?...18 How do I order a procedure?...18 How do I schedule a surgery?...18 How do I document a surgery?...19 How does a physician select codes for billing?...19 eivf Quick Reference Frequently Asked Questions 2

3 How do I bill for the surgery?...19 How do I assign a referring MD to a patient s demographic information?...19 How do I order a Semen Analysis?...19 How do I schedule a Semen Analysis?...20 How do I confirm an appointment?...20 How do I check in a patient?...20 How do I create a progress note?...20 How do I enter results for a Semen Analysis?...20 How do I print the lab results?...20 How do I check out a patient?...21 How do I create a referral letter?...21 How does a physician document a follow up consultation?...21 How does a physician document a cycle plan?...21 How does a nurse document patient education?...21 How do I document a Go Visit?...21 How does a physician select codes for billing?...22 How do I bill for the appointment?...22 Flowsheet Quick Tips...23 Scheduling tests ordered from Flowsheets...23 Use the notebook icon on the flowsheet...23 Use the Scheduled Tasks Lists in Schedule Tab...23 To add a new medication to a Flowsheet...23 To schedule tests ordered from Flowsheets...24 Use the Schedule (notebook) icon on the flowsheet...24 Use the Scheduled Tasks Lists in Schedule Tab...24 To print flowsheets for Due In today...24 To print all flowsheets for all Patients Due In today:...24 To print flowsheets for given Doctor or Cycle type Due In today Click N Build Quick Tips...25 Reviewing Results...26 Available Help...27 eivf Basics Review Scenario...28 eivf Basics Self Assessment...28 eivf Quick Reference Frequently Asked Questions 3

4 Frequently Asked Questions Where s the IUI schedule? 1. Click on Schedule Tab 2. Click on Labs Icon 3. Click on Lab Type dropdown list and select IUI 4. Select a Facility 5. Click the Schedule radio button on top of the screen. How do I schedule an IUI 1. Click on Schedule Tab 2. Click on Labs Icon 3. Click on Lab Type dropdown list and select IUI 4. Select a Facility 5. Click the Schedule radio button on top of the screen. 6. Click on a time slot you wish to schedule the IUI 7. Right Click (Move arrow slightly over New Lab Order/Schedule) Left click to select. 8. Type in Patient s Last name and click on Search magnifying glass 9. Select the desired patient 10. Open Labs Folder 11. Selected IUI Processing 12. Click Save How do I double-book an appointment? 1. To Double-book and appointment, place your arrow in the margin next to the appointment and click left-right-left. How do I print lab schedules 1. Click Schedule Tab 2. Click on Labs Icon 3. Select Lab Type 4. Select Internal or External Lab by clicking on radio buttons next to them 5. Select Facility 6. Click Schedule button 7. Choose Date 8. Click Report button in lower right corner How do I print doctors schedules 1. Click Schedule Tab 2. Click on Providers Icon 3. Open Doctor Folder and Select a Doctor 4. Click on Schedule radio button 5. Choose a Date 6. Click Report Button in lower right corner. How do I book a doctor s appointment? 1. Click Schedule Tab 2. Click on Providers Icon 3. Open Doctor Folder and Select a Doctor 4. Click on Schedule radio button 5. Choose a Date eivf Quick Reference Frequently Asked Questions 4

5 6. Double click on time slot desired 7. Type in Patient last name and hit Magnifying glass 8. Double click on Patient desired 9. Select a Visit type 10. Select a Location 11. Select Duration 12. Select Schedule status 13. Enter any notes (These will print out on schedule) 14. Click Save. How do I book a lab appointment? 1. Click on Schedule Tab 2. Click on Labs Icon 3. Click on Lab Type dropdown list and select lab type 4. Select a Facility 5. Click the Schedule radio button on top of the screen. 6. Click on a time slot you wish to schedule the IUI 7. Right Click (Move arrow slightly over New Lab Order/Schedule) Left click to select. 8. Type in Patient s Last name and click on Search magnifying glass 9. Select the desired patient 10. Open Labs Folder 11. Selected IUI Processing 12. Enter any Notes (These will print on schedule) 13. Click Save How to Add-On a lab to an existing lab appointment 1. Find appointment and double-click to open 2. Click on the Addon Lab button in lower left corner. 3. Select provider ordering Add-on lab 4. Click on Labs folder to open 5. Click check box for desired lab 6. Click Save. Now you have returned to the original order, you must click on the folder in the right-hand side Lab Request List that you just created and click on the check box to add this new lab. 7. Click Save. 8. Click Close. Where is the patient s demographic information? 1. Click on Patients Tab 2. Click Patient Search button in lower left corner 3. Type in patient last name and hit magnifying glass 4. Double click on desired patient 5. Select Demographic, Insurance or Partner tabs to view information How do I add a new patient to eivf? 1. Click on Patients Tab 2. Click on New button in lower right corner 3. Type in information, please remember to select male or female 4. Click Save. How do I delete a duplicate patient demographic record? 1. Find the Patient Demographics screens. 2. Look to the right side Patient Status field 3. Click on the dropdown list and select Inactive 4. Click Save eivf Quick Reference Frequently Asked Questions 5

6 5. The next time you do a patient search, you will not be able to see this record. Where s the insurance information? 1. Click on Patients tab 2. Click on Patient search button (lower left corner) 3. Type in patient last name and hit magnifying glass 4. Double click on desired patient 5. Click on Insurance tab 6. Click on Name of Insurance Company to view notes and id numbers. Where is endocrine lab results? Daily results can be seen two different ways: From User Home 1. Click on To Do List 2. Click on Doctor of Record folder to expand it 3. Select a Lab Type by clicking on the folder 4. Locate the patient and double click on the entry to review result. From Lab Results 1. Click on the lab results tab 2. Choose a lab type=blood test 3. Choose a date 4. Click on Released button 5. DO NOT View Completed Results These are for lab use only. 6. Click on Refresh button 7. Now you may select how you want the list sorted---click on the Blue column title to sort by that column For example: Click on Patient name to sort alphabetically by first name 8. Locate the patient and double click on the entry to review result. How do I print endocrine lab results? You can print individual lab reports or daily summary reports (past or present) from eivf. Daily results can be printed two different ways: From User Home 1. Click on To Do List 2. Look to see that Results button is checked. 3. Click print button in lower right corner. (Notice that this will print only today s released results grouped by physician.) From Lab Results Tab 1. Select Lab Results Tab 2. Click on Date desired 3. Click on Released button 4. Click Refresh button 5. Click on Print button 6. Click on button of your choice: All Patients will print individual reports for each patient (about 50 separate pieces of paper) Providers will print individual reports for all patients of doctor selected for date chosen Select Patients will allow you to choose individual patient reports to print, just scroll and put a check mark next to desired name. Summary button will print a summary report of all tests run on the date selected. eivf Quick Reference Frequently Asked Questions 6

7 How do I see and print the Due In list? If you would like to print a list of who is Due In Today for Lab Tests. 1. Click on User Home 2. Select To Do List 3. Choose Schedule button 4. Click Print button 5. Now you will see a small pop-up menu, make sure Schedule button is black here, and click Print again. This will print out a list of all patients scheduled for lab and ultrasound appointments today. Noto: The list is grouped by Physician for your convenience. If the patient is currently cycling as IUI or IVF, there will be a notation in the Cycle Ref. column. How do I enter Obstetrical ultrasound results? 1. Click on Schedule Tab 2. Select Lab Icon on left 3. Select Lab Type using arrow, pull down list select Ultrasound 4. Select Internal or External lab 5. Select Facility name. 6. Click On Schedule radio button (at top of middle screen) 7. Click on the appointment entry (Patient Name) you wish to enter results to 8. Click on Ultrasound Test Results button on the bottom of the Schedule screen. This will display the Obstetrical Ultrasound Results screen. 9. Enter the number of gestations on the Gestation No. field before entering any results. This will create appropriate # of fields up on screen for entering information. 10. Enter all patient exam data 11. Click on Lab Completed box, when data entry completed. 12. Click on Released checkbox. This is important. Result will not embed on flowsheet if not released 13. Click on Save button. 14. Click on Close button. This will return automatically to Schedule screen. How do I enter Follicular ultrasound results? 1. Click on Schedule Tab 2. Select Lab Icon on left 3. Select Lab Type using arrow, pull down list select Ultrasound 4. Select External or Internal lab 5. Select Facility name. 6. Click On Schedule radio button (at top of middle screen) 7. Click on the appointment entry (Patient Name) you wish to enter results to 8. Click on Ultrasound Test Results button on the bottom of the Schedule screen. This will display the Obstetrical Ultrasound Results screen. 9. Begin Entering Patient s Data 10. Follicular reports have 2 distinct tabs Labeled Follicle and General Observations. When data entry completed click on Completed Box. 11. Click on Released checkbox. This is important. Result will not embed on flowsheet if not released. 12. Click on Save button. 13. Click on Close button. This will return automatically to Schedule screen. How do I enter Semen Analysis results 1. Select Schedule Tab...Labs Icon 2. Select Semen Analysis from Lab Type drop list 3. Click to select your site (Waltham, Brookline etc) 4. Click on the Schedule radio button 5. You will now see the daily SA schedule. 6. Click once on desired patient and then right click eivf Quick Reference Frequently Asked Questions 7

8 7. Click to select Sample Drawn This step tells the computer to create a blank SA input form for this patient. 8. Now Click on the Andrology Tab. 9. You may now choose to view all of today s patients at once and enter each data separately, or search for an individual patient to enter data. 10. To view all of today s patients...click on the Test Date button and select a date...then hit enter. 11. All patients that have had Sample Drawn selected on the schedule will appear. 12. Bring your arrow over to the Lab Column and double click on appropriate test name to enter data. 13. Now the Data Entry screen will appear. 14. Enter all data on General Details Tab, then hit Save Details button 15. Next click on Test Result Tab and scroll down to enter relevant data. 16. Review data and click on Lab Completed button 17. Click in Released check box 18. Click on Save Result button How do I enter Blood results from Satellite lab? 1. In eivf, go to SCHEDULE, LABS, EXTERNAL LABS, choose the satellite lab on the lab report, and find the scheduled patient. 2. Double click to open the encounter, and verify name, DOB, DOR, DOS, and test from this screen. Right click and choose sample drawn - the block will turn blue. 3. Go to the LAB RESULTS tab, and choose... the date of sample draw, lab type- blood test, ALL and refresh. (A list of all patients of confirmed encounters will appear) 4. Find the patient name in this list, and double click to manually enter the patient s result. Enter your name, check lab completed, and release it. Make any necessary alert phone call according to IUI and IVF alert phone calls protocol. How do I attach a lab to a flowsheet 1. Double click on the appointment (in a time slot that already contains an appointment) on lab schedule. 2. The Modify Lab Appointment window appears. 3. Double click on Provider Name closed folder list that contains the lab Patient Lab Orders window appears. 5. If the lab is not attached/ordered from the flowsheet the Cycle Ref dropdown field will be active. 6. Choose the respective Cycle Ref from the dropdown window eivf Quick Reference Frequently Asked Questions 8

9 7. Click Save. Now you have attached this lab to the flowsheet and the results will appear on the flowsheet for the given day and given lab column. 5, 6 8. Now you have returned to Modify Lab Appointment. 9. Click Close. How do I schedule a lab and Doctors Appointment at once? There two ways to make a lab appointment and create a copy in providers schedule. 1. Double click on a time slot you wish to make the lab appointment on. A. The New Lab Appointment window appears. B. Type in Patient s Last name and click on Search magnifying glass C. Select the desired patient D. Click on the Addon Lab button in lower left corner. E. Select provider ordering Add-on lab F. Click on Labs folder to open G. Click check box for desired lab H. Click Save. Now you have returned to New Lab Appointment, you must click on the folder in the right-hand side Lab Request List that you just created and click on the check box to add this new lab. I. Click on Provider dropdown list and select your provider. A copy of this lab will be created in selected Provider s Schedule. J. Click Save. K. Click Close. 2. Click on a time slot you wish to make the lab appointment on. A. Right Click (Move arrow slightly over New Lab Order/Schedule) Left click to select. B. Type in Patient s Last name and click on Search magnifying glass C. Select the desired patient D. Click check box for desired lab E. Click Save. Now you have returned to Schedule window. F. Double click on Lab Appointment and the The Modify Lab Appointment window appears. G. Click on Provider dropdown list and select your provider. A copy of this lab will be created in selected Provider s Schedule. H. Click Save. eivf Quick Reference Frequently Asked Questions 9

10 Important Note: Normally all Lab Appointments that need to appear on Provider schedule is mapped to a specific Visit Type by your system administrator and should work seamlessly. However, if eivf cannot find the corresponding mapping entry (Lab to Visit Type), it will use the default Visit Type as Any Visit. How do I verify a RX status You can verify an RX status in two different ways: From User Home 1. Click on Rx icon on left hand side of screen 2. All Rx s prescribed by that user will display with status From Patient Tab 1. Click on Rx icon on the left hand side of the screen 2. All Rx s for that patient will display with status How do I add a new patient to eivf? All patients will automatically populate eivf after being entered into your current billing system. 1. Click on Patients Tab 2. Click on New button in lower right corner 3. Type in information, please remember to select male or female 4. Click Save Where is the patient s demographic information? 1. Click on Patients Tab 2. If you have not been working on a patient a Patient Search window will automatically open. 3. If you need to change the patient click Patient Search button in lower left corner 4. Type in patient last name and hit magnifying glass 5. Double click on desired patient 6. Click the grey Demographics bar on left side of screen 7. Select Demographic, Insurance or Partner tabs to view information Where s the insurance information? 1. Click on Patients tab 2. Click on Patient search button (lower left corner) 3. Type in patient last name and hit magnifying glass 4. Double click on desired patient 5. Click the grey Demographics bar on left side of screen 6. Click on Insurance tab 7. Click on Name of Insurance Company to view notes and id numbers. How do I book a doctor s appointment? 1. Click Schedule Tab 2. Click on Providers Icon 3. Open Doctor Folder and Select a Doctor 4. Click on Schedule radio button 5. Choose a Date 6. Double click on time slot desired 7. Type in Patient last name and hit Magnifying glass 8. Double click on Patient desired 9. Select a Visit type 10. Select a Location eivf Quick Reference Frequently Asked Questions 10

11 11. Select Duration 12. Select Schedule status 13. Enter any notes (These will print out on schedule) 14. Click Save. How do I confirm an appointment? 1. Double-Click on the patient s appointment in the schedule. 2. Use Status pull-down menu to choose appropriate option. 3. Hit Save. Color of appointment slot will change to green if confirmed. How do I grant web access to the Patient Portal? 1. Click on the Patients tab along the top of the screen. 1. Click the grey Demographics bar on left side of screen. 2. Open a patient record. A demographics screen will appear. 3. Click on the Patient Access Setup button. 4. Use the pull-down menu under Request Status to select the appropriate selection. In this case you will select Patient request Granted. 5. After selecting this option, a login will automatically generate in the next field. 6. Select a temporary password of choice, the patient can change this once they have logged in to the portal. 7. Re-type the password in the Confirm Password field. 8. Choose an expiration date and then click Save. Typical time frames range from 6 months to a year. How do I check in a patient? 1. Click on the Schedule tab. 2. Check schedules desired for viewing. 3. Click on Show Schedule for Selected Entities. 4. Left-click to select the appointment. 5. Right-click and a menu will appear. 6. Select Check-in. Color of appointment slot will change to pink once checked-in. How does a physician complete an H&P and treatment plan? 1. Click on the Patients tab along the top of the screen. 2. At this point, the patient should have already filled out information in the patient evaluation via the patient portal. 3. Open a patient record. Using the horizontal icons across the top of the record select the icon with the single red check mark. 4. Click on Show Evaluation in bottom right corner 5. Click on desired section for review and fill in comments as applicable. 6. Next, click on the icon for New Click N Build 7. Click the radio button next to Click N Build on right side of screen. 8. Use pull-down menu to select Physical Exam and Plan Note. 9. Click the button to the right with the picture of a folder. 10. Document and build your plan. 11. Select Save. How does a physician select codes for billing? 1. Click on Patients tab 2. Using horizontal icon bar click on the billing icon with the red dollar sign. 3. The billing transaction window will appear. 4. At the bottom of the screen in the Transactions box, check each box for each procedure that was completed. 5. Above this box are the diagnosis boxes. Highlight, by clicking on it once, the diagnosis in the right box labeled Current Diagnosis. eivf Quick Reference Frequently Asked Questions 11

12 6. Move it into the left box by clicking on the arrow that points left. How do I complete a nursing assessment? 1. Click on the icon for New Click N Build 2. Click the radio button next to Click N Build on right side of screen. 3. Use pull-down menu to select the Patient Medical History and Physical Assessment Note. 4. Click the button to the right with the picture of a folder. 5. Document and build your note. 6. Select Save. 7. Next, Click again on the icon for New Click N Build 8. Click the radio button next to Click N Build on right side of screen. 9. Use pull-down menu to select the Nursing History Note. 10. Click the button to the right with the picture of a folder. 11. Document and build your note. 12. Select Save. How do I order a Lab? 2. Select New Lab Order from the horizontal icon bar. 3. Select Lab Type from the pull down menu. 4. Click the plus sign to open the folder. 5. Check boxes of desired tests. 6. Check the Lab Order completed box and then Select save. How do I document patient education? 1. Click on the icon for New Click N Build 2. Click the radio button next to Click N Build on right side of screen. 3. Use pull-down menu to select the Patient Education Record Note. 4. Click the button to the right with the picture of a folder. 5. Document and build your note. 6. Select Save. How is a Semen Analysis processed in eivf? In order to process a Semen Analysis in eivf, it must be ordered, scheduled, collected, pending, released and reviewed. 1. Left-click on the slot once in order to select the appointment. 2. Right-click in the same slot and a menu will appear. 3. Select Sample Collected. Color of appointment slot should change once collected. 4. Click on Lab Results tab. 5. Select Semen Analysis from pull-down menu under Lab Type. 6. Select Pending radio button. 7. Double click on desired patient. 8. Enter test results under results tab. 9. Lab Tech will check the box for Lab Completed in left bottom corner. 10. Lab Tech will also check the box to Release for physician review. 11. Select Save 12. Physician can now view the results via the Released radio button under Lab Results tab. 13. Physician will check the box for Reviewed and select Save. eivf Quick Reference Frequently Asked Questions 12

13 How do I check out a patient and schedule any future labs/appointments? 1. Click on the Schedule tab. 2. Once you have a schedule screen in front of you find the patient s appointment slot. 3. Left-click on the slot once in order to select the appointment. 4. Right-click in the same slot and a menu will appear. 5. Select Check-out. How do I bill for the appointment? 1. Click on the Billing tab across the top of the screen. 2. Adjust the dates to desired time frame for a list of transactions. 3. Double click on desired patient to open billing window. 4. Check to make sure that all procedures performed are checked off in the transaction box at the bottom of window. 5. Select Send How does a physician document a cycle plan? 6. Open a patient record. 7. Select Click N Build icon from horizontal row. 8. Click the radio button next to Click N Build on right side of screen. 9. Use pull-down menu to select Cycle Plan. 10. Click the button to the right with picture of a folder. 11. Document cycle Plan. 12. Select Save. How do I setup a cycle order? 2. Select Flowsheet icon from vertical row of icons. 3. Click on New. 4. The cycle order tab will appear first unless that patient has alerts. 5. Enter the planned cycle, treatment center, cycle number, fertility center doctor, treatment coordinator, blood work monitoring, and ultrasound monitoring from drop down menus. 6. Anesthesia consult information may also be entered on this page if desired. 7. In order to import physicians documentation of cycle plan, click in General Note box. 8. Click on icon next to General Notes to import most recent treatment plan. 9. The next step is to complete the medical notes prescription tab. 10. Select treatment cycle template. All relevant treatment protocols and instructions will appear. 11. Next select lab notes tab and enter all pertinent information. 12. Mock or trial transfers may be entered under the transfer notes tab. How do I customize a flowsheet? 2. Select flowsheet icon from horizontal row of icons. 3. Select reference date and press tab on the keyboard to auto format the date column on the left hand side of the screen. 4. Select LMP date and press tab on the keyboard. LMP will appear on the TE (treatment event) column. 5. For this particular example, the patient will take OCP s first according to the treatment protocol. 6. Place cursor on row for date to start OCP. 7. Right click and select Event Based Medication and move mouse to select OCP. eivf Quick Reference Frequently Asked Questions 13

14 8. OCP s will appear in the flow sheet for number of days specified by protocol. 9. If the patient was to start Lupron next select the date desired and right click. 10. Select Event Based Medication and move mouse to Lupron. 11. Medications may also be added by double clicking on a cell under the desired medication column on the desired date row. 12. Select drug brand, strength, flowsheet tag, and prescription duration. How do I check compliances? 2. Select flowsheet icon from horizontal row of icons. 3. Select red compliance tab. 4. Compliances are color coded according to status. 5. Red compliances are an alert to note compliance incomplete. 6. Orange compliances are an alert to note compliance expired. 7. Blue compliances are an alert to note compliance complete or waived. How do I schedule IVF or OI classes? 2. Select schedule tab. 3. Check entity name IVF-OI Classes. 4. Select show schedule for selected entities. 5. Choose a date. 6. Double click on time slot desired. 7. Type in patient last name and hit magnifying glass. 8. Double click on patient desired. 9. Select visit type of IVF or OI Class. 10. Select schedule status. 11. Click Save. How do I document a patient education class? 2. Select Click N Build icon from horizontal row. 3. Click the radio button next to Click N Build on right side of screen. 4. Use pull-down menu to select Patient Education Record. 5. Click the button to the right with picture of a folder. 6. Document education 7. Select Save. How do I write a prescription? 2. Select RX icon from horizontal row of icons. 3. Select template name. 4. Select cycle reference. 5. If the patient is taking the prescription to the pharmacy select print. 6. If the prescription will be sent electronically, select preferred pharmacy and then select Save. How do I order labs from the flowsheet? 2. Select flowsheet icon from horizontal row of icons. 3. Using the scroll bar on the bottom, scroll over to the desired lab column 4. Click once in the cell aligned with the lab column and the date for the ordered lab, a check mark will appear. eivf Quick Reference Frequently Asked Questions 14

15 5. When a check mark appears, a lab has been order and is in the record for scheduling. How do I adjust meds on the flowsheet? 2. Select flowsheet icon from horizontal row of icons. 3. Find the drug column and the date you wish to adjust. Double click the cell and a window titled Quick Summary will appear. 4. Adjust the drug brand, strength, flowsheet tag, and prescription duration 5. Select Save. How do I trigger a patient? 1. Select flowsheet icon from horizontal row of icons. 2. Left click once to highlight row of date desired to trigger. 3. Right click and select mark event as trigger. 4. A trigger mark will appear under the TE (treatment event) column. How do I select a patient for retrieval? 2. Select flowsheet icon from horizontal row of icons. 3. Check box for select patient for retrieval. 4. Select Save. How do I schedule a patient for retrieval? 2. Select embryology tab. (Retrievals must be scheduled under embryology and not under Schedule tab) 3. Single click on retrieval list icon in the vertical row. 4. Select trigger list radio button. 5. Select appropriate date or date range to find patient. 6. Double click on desired patient. 7. Select OR schedule date. 8. Double click on time slot desired. 9. Select doctor of the day. 10. Select schedule status. 11. Click on plus sign under Schedulable Providers. 12. Check box to select doctor s schedule to place egg retrieval on. 13. Select Save. How do I select a patient for transfer? 2. Select flowsheet icon from horizontal row of icons. 3. Check box for select patient for transfer. 4. Select Save. How do I schedule a patient for transfer? 2. Select embryology tab. (Transfers must be scheduled under embryology and not under Schedule tab) 3. Single click on ET list icon in the vertical row. 4. Double click on desired patient. 5. Select OR schedule date. eivf Quick Reference Frequently Asked Questions 15

16 6. Double click on time slot desired. 7. Select doctor of the day. 8. Select schedule status. 9. Click on plus sign under Schedulable Providers. 10. Check box to select doctor s schedule to place transfer on. 11. Select Save. How do I document the gamete sheet? 2. Select embryology tab. 3. Single click on grey bar with Embryology Data on left hand side of screen. 4. Single click on gamete sheet icon. 5. Select Sperm Prep/Insemination Data tab. 6. Enter media, sperm preparation, and insemination details. 7. Select Gamete Sheet tab. 8. Enter number of oocytes and select tab on keyboard. 9. Enter data for each day. 10. Select Save. How does a physician document a cycle plan? 2. Select Click N Build icon from horizontal row. 3. Click the radio button next to Click N Build on right side of screen. 4. Use pull-down menu to select Cycle Plan. 5. Click the button to the right with picture of a folder. 6. Document cycle Plan. 7. Select Save. How do I schedule an injection class? 2. Select schedule tab. 3. Check entity name IVF-OI Classes. 4. Select show schedule for selected entities. 5. Choose a date. 6. Double click on time slot desired. 7. Type in patient last name and hit magnifying glass. 8. Double click on patient desired. 9. Select visit type of IVF or OI Class. 10. Select schedule status. 11. Click Save. How do I document an injection class? 2. Select Click N Build icon from horizontal row. 3. Click the radio button next to Click N Build on right side of screen. 4. Use pull-down menu to select Patient Education Record. 5. Click the button to the right with picture of a folder. 6. Document education. 7. Select Save. How do setup a cycle plan? 2. Select Flowsheet icon from vertical row of icons. 3. Click on New. eivf Quick Reference Frequently Asked Questions 16

17 4. The cycle order tab will appear first unless that patient has alerts. 5. Enter the planned cycle, treatment center, cycle number, fertility center doctor, treatment coordinator, blood work monitoring, and ultrasound monitoring from drop down menus. 6. Anesthesia consult information may also be entered on this page if desired. 7. In order to import physicians documentation of cycle plan, click in General Note box. 8. Click on icon next to General Notes to import most recent treatment plan. 9. The next step is to complete the medical notes prescription tab. 10. Select treatment cycle template. All relevant treatment protocols and instructions will appear. 11. Next select lab notes tab and enter all pertinent information. 12. Mock or trial transfers may be entered under the transfer notes tab. How do I customize a flowsheet? 2. Select flowsheet icon from horizontal row of icons. 3. Select reference date and press tab on the keyboard to auto format the date column on the left hand side of the screen. 4. Select LMP date and press tab on the keyboard. LMP will appear on the TE (treatment event) column. 5. For this particular example, the patient will take OCP s first according to the treatment protocol. 6. Place cursor on row for date to start OCP. 7. Right click and select Event Based Medication and move mouse to select OCP. 8. OCP s will appear in the flow sheet for number of days specified by protocol. 9. If the patient was to start Lupron next select the date desired and right click. 10. Select Event Based Medication and move mouse to Lupron. 11. Medications may also be added by double clicking on a cell under the desired medication column on the desired date row. 12. Select drug brand, strength, flowsheet tag, and prescription duration. How do I order labs from the flowsheet? 2. Select flowsheet icon from horizontal row of icons. 3. Using the scroll bar on the bottom, scroll over to the desired lab column 4. Click once in the cell aligned with the lab column and the date for the ordered lab, a check mark will appear. 5. When a check mark appears, a lab has been order and is in the record for scheduling. How do I adjust meds on the flowsheet? 2. Select flowsheet icon from horizontal row of icons. 3. Find the drug column and the date you wish to adjust. Double click the cell and a window titled Quick Summary will appear. 4. Adjust the drug brand, strength, flowsheet tag, and prescription duration 5. Select Save. How does a physician document the review of a flowsheet? 1. Right click on the flowsheet and a menu will appear. 2. Select Decision Taken. 3. The date, time, and user who made the decision will be documented under the flowsheet review log. 4. To view this documentation, select General tab. 5. Click on Flowsheet Review Log. eivf Quick Reference Frequently Asked Questions 17

18 How does a nurse document patient communication in regards to the flowsheet? 1. Right click on the flowsheet and a menu will appear. 2. Select Patient Communicated. 3. The date, time, and user who made the decision will be documented under the flowsheet review log. 4. To view this documentation, select General tab. 5. Click on Flowsheet Review Log. How do I document an IUI? 2. Select Click N Build icon from horizontal row. 3. Click the radio button next to Click N Build on right side of screen. 4. Use pull-down menu to select IUI Note. 5. Click the button to the right with picture of a folder. 6. Document the IUI. 7. Select Save. Please note: The nurse will select the Quick Note radio button and follow the instructions 4 7 when documenting an IUI. The physician will use the Click N Build radio button and follow all the instructions above when documenting IUI. How do I document patient phone calls? 1. From Patients tab select phone call icon. 2. Enter message content. 3. Select Save. How do I task? 1. From User Home tab select clinical task icon 2. Select New Task button in bottom right corner of screen. 3. Search for patient related to task. 4. Select subject, priority, DOR and status if applicable. 5. Select either User of User Group radio button. 6. Check box to select users. 7. Document note or task. 8. Select Save. How do I order a procedure? 1. From Patients tab select New Procedure Order icon. 2. Select plus sign under diagnosis to add diagnosis. 3. Select plus sign under planned procedures to add procedures. 4. Select expected schedule date if applicable. 5. Use Create Task and instructions above to task directly from this screen. 6. Select Save. How do I schedule a surgery? 1. Click Schedule tab. 2. Click on Providers Icon 3. Open Doctor folder and select a doctor. 4. Click on schedule radio button. 5. Choose a date. 6. Double click on time slot desired. eivf Quick Reference Frequently Asked Questions 18

19 7. Type in patient name and hit magnifying glass. 8. Double click on patient desired. 9. Select Visit type of Surgery. 10. Select duration. 11. Select schedule status. 12. Enter any notes. 13. Select Save. How do I document a surgery? 1. Click Patients tab. 2. Search for desired patient chart. 3. Select document icon from horizontal row of icons. 4. Select template category of Clinical Reports. 5. Select template name. Example: Hysteroscopy Operative Note. (Templates are designed by clinical site and loaded by eivf) 6. Select Open button. 7. Complete report. 8. Select Save. How does a physician select codes for billing? 9. Click on Patients tab 10. Using horizontal icon bar click on the billing icon with the red dollar sign. 11. The billing transaction window will appear. 12. At the bottom of the screen in the Transactions box, check each box for each procedure that was completed. 13. Above this box are the diagnosis boxes. Highlight, by clicking on it once, the diagnosis in the right box labeled Current Diagnosis. 14. Move it into the left box by clicking on the arrow that points left. How do I bill for the surgery? 1. Click on the Billing tab across the top of the screen. 2. Adjust the dates to desired time frame for a list of transactions. 3. Double click on desired patient to open billing window. 4. Check to make sure that all procedures performed are checked off in the transaction box at the bottom of window. 5. Select Send How do I assign a referring MD to a patient s demographic information? 1. Click on Patients Tab 2. If you have not been working on a patient a Patient Search window will automatically open. 3. If you need to change the patient click Patient Search button in lower left corner 4. Type in patient last name and hit magnifying glass 5. Double click on desired patient 6. Click the grey Demographics bar on left side of screen 7. Select Demographic, Insurance or Partner tabs to view information 8. In the Demographics Tab, there is a section for Reference Information 9. Click on the yellow pencil button next to Referring Doctor field 10. A provider window will appear, enter information and select Save. How do I order a Semen Analysis? 2. Select New Lab Order from the horizontal icon bar. eivf Quick Reference Frequently Asked Questions 19

20 3. Select Semen Analysis from Lab Type in the pull down menu. 4. Click the plus sign next to Semen analysis to open the folder. 5. Check box of Semen Analysis test. 6. Check the Lab Order completed box and then Select save. How do I schedule a Semen Analysis? 1. Select Schedule Tab. 2. Display semen analysis schedule. 3. Double click in time slot desired. 4. Search/Select patient and the screen below will appear. 5. Select Provider. 6. Under Lab Request List, open folder to view ordered labs. 7. Check box of desired labs to schedule. 8. Type notes if desired. 9. Select Save and patient will appear on schedule. How do I confirm an appointment? 1. Double-Click on the patient s appointment in the schedule. 2. Use Status pull-down menu to choose appropriate option. 3. Hit Save. Color of appointment slot will change to green if confirmed. How do I check in a patient? 1. Click on the Schedule tab. 2. Check schedules desired for viewing. 3. Click on Show Schedule for Selected Entities. 4. Left-click to select the appointment. 5. Right-click and a menu will appear. 6. Select Check-in. Color of appointment slot will change to pink once checked-in. How do I create a progress note? 1. Click on the icon for New Click N Build 2. Click the radio button next to Click N Build on right side of screen. 3. Use pull-down menu to select the Patient Education Record Note. 4. Click the button to the right with the picture of a folder. 5. Document and build your note. 6. Select Save. How do I enter results for a Semen Analysis? 1. Click on Lab Results tab. 2. Select Semen Analysis from pull-down menu under Lab Type. 3. Select Pending radio button. 4. Double click on desired patient. 5. Enter test results under results tab. 6. Lab Tech will check the box for Lab Completed in left bottom corner. 7. Lab Tech will also check the box to Release for physician review. 8. Select Save 9. Physician can now view the results via the Released radio button under Lab Results tab. 10. Physician will check the box for Reviewed and select Save. How do I print the lab results? 1. Click on Lab Results tab. 2. Select Semen Analysis from pull-down menu under Lab Type. eivf Quick Reference Frequently Asked Questions 20

21 3. Select either Completed, Released, Reviewed radio button, based on Lab Status. 4. Double click on desired patient. 5. Click on test results tab. 6. Select Print in the bottom right corner. 7. A document option window will appear. 8. Click once on the desired report and select Ok. 9. Screen will close and return you back to the Lab Results Tab listing. How do I check out a patient? 1. Click on the Schedule tab. 2. Once you have a schedule screen in front of you find the patient s appointment slot. 3. Left-click on the slot once in order to select the appointment. 4. Right-click in the same slot and a menu will appear. 5. Select Check-out. How do I create a referral letter? 1. Click on New document from the horizontal icon bar on patient chart. A Quick Summary window will appear. 2. Using the Template Category pull-down menu to select Referral Letters 3. Using the Template Name pull-down menu to select desired referral letter 4. Select open How does a physician document a follow up consultation? 1. Click on Patients Tab. 2. Select Progress Notes tab at top of screen. 3. Select New to document new progress note. 4. Select Quick Note Template, Click N Build, or free text as desired. 5. Select Save. How does a physician document a cycle plan? 2. Select Click N Build icon from horizontal row. 3. Click the radio button next to Click N Build on right side of screen. 4. Use pull-down menu to select Cycle Plan. 5. Click the button to the right with picture of a folder. 6. Document cycle Plan. 7. Select Save. How does a nurse document patient education? 2. Select Click N Build icon from horizontal row. 3. Click the radio button next to Click N Build on right side of screen. 4. Use pull-down menu to select Patient Education Record. 5. Click the button to the right with picture of a folder. 6. Document education 7. Select Save. How do I document a Go Visit? 2. Click on the icon for New Click N Build on right side of screen. 3. Click on the radio button next to Quick Note Templates. 4. Use pull down menu to select Go Visit. eivf Quick Reference Frequently Asked Questions 21

22 5. Click the button to the right with the picture of a folder. 6. Note will appear. 7. Fill in additional information as desired. 8. Select Save. How does a physician select codes for billing? 1. Click on Patients tab 2. Using horizontal icon bar click on the billing icon with the red dollar sign. 3. The billing transaction window will appear. 4. At the bottom of the screen in the Transactions box, check each box for each procedure that was completed. 5. Above this box are the diagnosis boxes. Highlight, by clicking on it once, the diagnosis in the right box labeled Current Diagnosis. 6. Move it into the left box by clicking on the arrow that points left. How do I bill for the appointment? 1. Click on the Billing tab across the top of the screen. 2. Adjust the dates to desired time frame for a list of transactions. 3. Double click on desired patient to open billing window. 4. Check to make sure that all procedures performed are checked off in the transaction box at the bottom of window. 5. Select Send eivf Quick Reference Frequently Asked Questions 22

23 Flowsheet Quick Tips Scheduling tests ordered from Flowsheets There are two different ways to schedule lab tests from flowsheets. Use the notebook icon on the flowsheet 1. Open flowsheet and check off boxes to order tests. 2. Now go to upper right corner of flowsheet and click on the picture of the notebook. 3. Here you will see a list of the tests ordered. 4. Double click on the first test you want to schedule. 5. Now select a facility and the schedule will automatically come up 6. Double click on the time slot desired, and schedule as normal (Don t forget to open the folder and check off the test name) 7. Click save. 8. Now you can go back to the top of the box and double click on the next test you want to schedule. If you delete an appointment from a schedule, the test order will come back to this screen so you can reschedule at a different site. Or, if you prefer, you can go back into Scheduled tasks to change the appointment to a different site. Once a test is ordered from a flowsheet (using the check-mark boxes) it automatically is placed into the Schedule Task folder of the MD of record. Use the Scheduled Tasks Lists in Schedule Tab 1. Click on Schedule tab 2. Click on labs 3. Select lab type 4. Note that Schedule Task button is selected 5. Click on your doctor s folder. 6. Choose a lab site. 7. Double click on patient s name 8. The program will automatically bring you to the date requested from the flowsheet. 9. Double Click on a box to select desired appt time. 10. This will pull in the patient name and information. 11. Click to open the last folder in the Lab Request List 12. Check off the desired test. 13. Click to open allergy folder and check off any allergies. 14. Click Save. You may schedule both blood tests and ultrasounds using the scheduled tasks feature. To add a new medication to a Flowsheet. Begin Creating flowsheet as usual. After you Select your Treatment Cycle Template and Protocols, go Down to the Labs and Medications section where you will see the Prefabricated Template. 1. Single click a medication row adjacent to your desired location. 2. Then click on the Insert a new row picture {Blue square with arrow} 3. Select Specific Drug from Drop down list 4. Select specific name from Element Content column drop down list. 5. This will insert a new column for your medication in the flowsheet. eivf Quick Reference Flowsheet Quick Tips 23

24 Continue entering your Cycle orders. This will add a new column for your medication in this flowsheet only. To schedule tests ordered from Flowsheets There are two different ways to schedule lab tests from flowsheets. Use the Schedule (notebook) icon on the flowsheet 1. Open flowsheet and check off boxes to order tests. 2. Now go to upper right corner of flowsheet and click on the picture of the notebook. 3. Here you will see a list of the tests ordered. 4. Double click on the first test you want to schedule. 5. Now select a facility and the schedule will automatically come up 6. Double click on the time slot desired, and schedule as normal (Don t forget to open the folder and check off the test name) 7. Click save. 8. Now you can go back to the top of the box and double click on the next test you want to schedule. If you delete an appointment from a schedule, the test order will come back to this screen so you can reschedule at a different site. Or, if you prefer, you can go back into Scheduled tasks to change the appointment to a different site. Once a test is ordered from a flowsheet (using the check-mark boxes) it automatically is placed into the Schedule Task folder of the MD of record. Use the Scheduled Tasks Lists in Schedule Tab 1. Click on Schedule tab 2. Click on labs 3. Select lab type 4. Note that Schedule Task button is selected 5. Click on your doctor s folder. 6. Choose a lab site. 7. Double click on patient s name To print flowsheets for Due In today. 1. While in User Home..To Do List..Schedule..Click on Print Button 2. Select the Flowsheets Button To print all flowsheets for all Patients Due In today: 1. Just click on the Print button This will bring up a list of all patients due in today that had tests 3. ordered from flowsheets. 4. If you want everyone on the list, click Print 5. If you want to choose specific patients, Click on unselect all and then check the selected patients before printing. To print flowsheets for given Doctor or Cycle type Due In today. 1. Select Cycles and/or Provider, then Click Print 2. This will show you the names in that category 3. If you want all these flowsheets click print, otherwise click unselect list and check off the desired names before printing. eivf Quick Reference Flowsheet Quick Tips 24

25 Click N Build Quick Tips Time to time updates/or new builds may cause click n build to stop working properly in eivf and throw an Automation error , which means the DLL files for Click N Builds have been corrupted. In event this occurs your must do the following: 1. Right Click on your start button and select Explorer 2. Type in your server name in the address field in Explorer 3. Locate Installation Files folder 4. Locate cb files under Installation Files folder 5. Copy all Files in cb files folder 6. Locate your local C:\Drive from Explorer 7. Locate Folder called WINDOWS in your C:\Drive 8. In WINDOWS folder locate cub-folder called System32 9. Paste files you copied from cb files into System32 folder 10. Finally locate batch file called clicknbuilds in your System32 folder 11. Double click on clicknbuild system will run and prompt you to click OK until done 12. Open eivf and Click N Build problems should be resolved. eivf Quick Reference Click N Build Quick Tips 25