Getting Started. MaximEyes EHR and Practice Management Software

Transcription

1 Getting Started MaximEyes EHR and Practice Management Software Schedule a personalized online demo sales@first-insight.com or , ext NOTE: This is an interactive guide. Simply click on any heading or sub-heading in the Table of Contents below to jump to that section in this guide. Table of Contents Introduction and How to Use This Guide... 1 Transferring Data from MaximEyes EHR to MaximEyes PMS... 2 Billing... 2 Optical... 2 Front Desk... 2 Syncing Patient Information and Creating a New Encounter... 2 Data Entry... 6 Completing the Exam and Transferring Back to MaximEyes PMS... 7 Final Spectacle Rx... 7 Final Contact Lens Rx... 8 Final Diagnoses... 9 Recall In and Schedule In Final Procedures Completing the Encounter Data Transferring and Saving the Encounter Locating Data Transferred in MaximEyes PMS Introduction and How to Use This Guide MaximEyes Electronic Health Records (EHR) and Practice Management Software (PMS) provides eye doctors with comprehensive business solutions that help make patient care more efficient. Patient demographics and scheduling information are entered and maintained in MaximEyes PMS then synced to MaximEyes EHR. MaximEyes EHR contains the exam record and transfers selected data back to MaximEyes PMS so the staff can complete their jobs based on the exam results. This guide will show how you can transfer data from MaximEyes EHR to MaximEyes PMS, sync patient information, create a new encounter, complete an exam in MaximEyes EHR, then transfer the data back to MaximEyes PMS. It will also show you what happens to the data that is captured during an exam. Page 1 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

2 Transferring Data from MaximEyes EHR to MaximEyes PMS You can transfer the following data from MaximEyes EHR to MaximEyes PMS at any time before or after completing the exam. Billing Final diagnoses Final procedures Fees linked to those procedures Optical Final spectacle Rx Final contact lens Rx Front Desk Recall dates & reasons Schedule back instructions Syncing Patient Information and Creating a New Encounter The patient s record is always updated in MaximEyes PMS. To transfer your appointment and patient information for today s or tomorrow s patients from your PMS to your EHR: 1. Enter the patient information and make the appointment in MaximEyes PMS: Page 2 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

3 2. Click SYNC Today s Patients w/sql on the top right of the Patient Records page in MaximEyes PMS. A successful sync should display a Sync Complete box. Click OK and open MaximEyes EHR. 3. In MaximEyes EHR, you will see that Today s Patients have synced and are now listed under Today s Appointments. NOTE: Once a patient has been synced, he/she should be listed under Today s Appointments if the patient is scheduled for today s date. Remember, all patient records should be updated in MaximEyes PMS first and then synced over to display the updated information in MaximEyes EHR. Page 3 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

4 4. You can also click on Find Patient in the EHR to locate a patient not scheduled for today. Type in the first several letters of the patient s first and last name to filter the results and press Enter on your keyboard. Click on the patient s name to select the patient and view their record. 4. Once the correct patient is selected, click New Encounter and choose your preferred encounter type from the Select an Encounter Type drop-down list. Click OK. NOTE: The encounter types and forms are pre-loaded for you. They also are customizable and you can create as many as you need. This is covered during your Customization training session. Page 4 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

5 A navigation tree is displayed on the left side of the encounter page. Click on any page, e.g. Chief Complaint & HPI, Eye Conditions, etc., to navigate to that page within the form. Notice the Main and Exam Navigator tabs at the bottom of the navigation tree. You can easily pull the patient s record back up by clicking Main and clicking Patient Record under the Patient Navigation. 5. At the top of the encounter page, a Rolodex is displayed to scroll back through previous encounter forms. Page 5 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

6 Data Entry There are multiple ways to enter data into each element in the encounter form. 1. If a white text box exists, enter text freestyle by clicking into the box and typing. 2. In addition, every element of the exam form has an Open Data Entry button located on the top right. 3. When you click the Data Entry button, the Data Entry box for that element displays and allows you to quickly click on check boxes from a series of predefined lists to enter data. This is touch-screen friendly if you are using a touch screen monitor. 4. You can easily filter through lists by typing in a portion of the descriptions in the yellow search box, e.g. typing the word Halos filters the list to only display Halos and lights. Check the box next to any description you would like to add. Click the Add button to add the selected description. When you have finished adding all descriptions, click Ok on the bottom right to close the Data Entry box; your findings will be displayed. NOTE: Most lists are customizable by clicking Edit List under the field. Page 6 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

7 5. Some elements do not have text boxes. You can either open the data entry box, or maintain the list by editing or deleting from the main encounter screen. Click E to edit the item or X to delete the item. 6. A Confirm Delete box appears when deleting an item to confirm deletion. Completing the Exam and Transferring Back to MaximEyes PMS The following information will transfer back to MaximEyes PMS: Final Spectacle Rx s, Final Contact Lens Rx s, Final Diagnoses, Final Procedures and any Schedule In or Recall In information. Data can be transferred at any time before or after completing the exam. Final Spectacle Rx Under the Refraction page, enter data for the Refractions element. The Final Spectacle Rx s can easily be created by selecting an option under the Create Rx s for list in Refractions. The information will auto populate into the Final Spectacle Rx s element and can be edited as needed. Page 7 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

8 Final Contact Lens Rx In order to create a Contact Lens (CL) Rx, a CL Evaluation must first be created. 1. Click on the Contact Lens page from the Exam Navigator. 2. Under the CL Evaluations element, click New Fit, Refit or Trial to begin the evaluation. 3. Enter all necessary criteria by typing into the white text boxes, choosing from the drop-down menus and/ or clicking the Open Data Entry button next to any of the field. IMPORTANT: You must choose Final or Trial to Order under Status in order for the CL Rx to transfer back to MaximEyes PMS. 4. If the Status is selected as Final under the CL Evaluation element, the Rx will appear under the Final Contact Rx s element and will transfer back to MaximEyes PMS. If the Trial to Order status is selected under CL Evaluation, the Rx will not appear under the Final Contact Rx s but will still transfer to MaximEyes PMS. Page 8 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

9 Final Diagnoses Final Diagnoses transfer back to the Superbill in MaximEyes PMS. 1. From the Final Findings page, click the Open Data Entry button in the Final Diagnoses element. 2. Click the Final Diagnoses tab and type any or all of the ICD 9 or ICD 10 description or ICD 9 or ICD 10 code in the Search: field. Click the appropriate line item to add it to the Final Diagnoses box at the bottom. If any additional modifiers are needed, they will appear after clicking on the line item for selection. Regardless of what was typed in the Search: field to find the diagnosis, the correct description, code and any place holders will show for the final diagnosis. NOTE: Ophthalmic related diagnoses are filtered to the top of the list for easy selection. Page 9 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

10 Recall In and Schedule In The Recall In and Schedule In information transfers back to MaximEyes PMS. 1. Click the Plans tab under the Final Diagnoses element, then select the radio dial next to Recall In. Either check the box next to a quick selection recall under the Recall Favorites List, or check the appropriate frequency and recall description on the right. 2. Click Add to add the selection to Plans. Page 10 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

11 3. Click the Plans tab and select the radio dial next to Schedule In. Either check the box next to a quick selection schedule in under the Schedule Favorites List, or check the appropriate frequency and description on the right. 4. Click Add to add the selection to Plans. Page 11 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

12 Final Procedures Final Procedures also transfer back to the Superbill in MaximEyes PMS. 1. Click the Open Data Entry button in the Final Procedures element: 2. The top portion of the Data Entry box displays suggested/historical diagnoses and CPT codes, which can be selected. 3. The bottom portion of the Data Entry box displays the bill under Bill 1. Make sure the correct diagnoses are listed. You can select from the suggested diagnoses or CPTs by clicking S for Select next to the appropriate line item. 4. To search for CPT codes not suggested or used historically, click the radio dial next to Code or Description and type in the white text box the appropriate code or description. Select the code and click Add to add in that CPT code. 5. When finished, click Ok to close the Final Procedures box. Page 12 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

13 NOTE: A CPT Code Bundle List is a quick and easy way to add in a group of procedures with diagnosis pointers, modifiers and units. Click on the down arrow next to CPT Code Bundle List on the Final Procedures element and select from several predefined bundles. CPT Code Bundle Lists are customizable. This will be covered during your customization training. Completing the Encounter When you finish with the encounter, a provider and/or tech can Sign off on the encounter form to document the completion of the exam. Data Transferring and Saving the Encounter 1. To transfer any of the following data, ICD codes, CPT codes, fees, eyewear Rx, recall & scheduling timeline, back to MaximEyes PMS, click Data Transfer at the top of the Encounter Form. 2. The Data Transfer button can be clicked as many times as necessary to transfer information back during the exam, or you can click the button once at the end to transfer all information back at once. NOTE: Clicking the Data Transfer button automatically saves the encounter. You will need to click the Edit button to edit the encounter after data transferring and/ or saving the encounter. Page 13 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

14 3. If both a Spectacle Rx and Contact Rx are created, the following message will appear. 4. Always select Yes to create separate records for Spectacle Rx and Contact Rx, and to create separate orders in MaximEyes PMS for billing purposes. Locating Data Transferred in MaximEyes PMS The GET EXAM INFO. button helps to retrieve information back from MaximEyes EHR instantly. 1. At the top of the Patient Record in MaximEyes PMS, click GET EXAM INFO. 2. The Final Spectacle RX, Final CL RX, Final Diagnoses and Procedures and Recall and Schedule In information can all be located in MaximEyes PMS for the front office and optical staff to easily complete their tasks. 3. The Final Spectacle RX and Final CL RX transfer back to the Rx Module in MaximEyes PMS. From the Rx Module, locate the Rolodex on the top left and flip through to find the Spectacle Rx for the correct date of service. Page 14 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

15 4. Also, flip through the Rolodex to find the CL Rx with the correct date of service. The CL Rx will have a blue asterisk next to the CL Rx tab. Page 15 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

16 NOTE: Instructions and notes also transfer from the spectacle and contact rx orders made in MaximeEyes EHR. IMPORTANT: You must click in the Type of contact lens field for each eye and select the appropriate quantity and/or description from the drop-down menu; this ensures the correct contact lens type transfers to the billing tab. Page 16 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

17 5. The Final Diagnoses and Final Procedures transfer to the Superbill in MaximEyes PMS. These codes can be altered if needed. Page 17 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

18 6. Recall In and Schedule In information can be found under the Patient Record in MaximEyes PMS. NOTE: The recall populates in the field corresponding with the type of recall selecting in MaximEyes EHR. For example, the Annual Eye Exam recall will transfer to the Annual field in MaximEyes PMS. Page 18 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes

19 7. To find the Schedule In information, scroll to the bottom of the patient s record as shown below. Page 19 of 19 MaximEyes EHR & PMS: Getting Started. First Insight and MaximEyes