Apollo Quick Reference Guide Version 1.00

Transcription

1 Apollo Quick Reference Guide Version 1.00 The purpose of this document is to supplement any training you may receive on Apollo. It is not a comprehensive working manual. For continuous updates and how-to information, please go to

2 Table of Contents 1. Search for a Person 3 2. Add a New Main Member and Dependant 4 Patient Details 4 Medical Scheme Details 5 Add Address Details 5 Add a New Dependant 6 3. Add/Edit Patient Profile Details 7 4. Load a treatment and create a Doctor s Rx 8 Create Rx 9 Submit 9 5. Prepare a Script and process a Claim 10 Script History 11 Claim Line History 11 Copy Script 11 Doctors Rx Validate a Script and To-Follows 12 Script Validation 12 Complete a To-Follow Create a Mixture 14 Mixtures Module 14 pg. 2

3 1. Search for a Person To search for a patient, after selecting the Search tab, type in the search criteria into the Search field. Step 1 Start typing the search criteria in here. You can search for any combination of the following fields: First name Surname ID Number Cellphone Number Home Phone Number Work Phone Number Alternate Phone Number Medical Scheme Other Number Loyalty Number Barcode If you find the patient you are looking for, you can double-click on the line to take you to the treatment section to process the patients script. Step 2 Double-click the correct patient from the filtered list.. pg. 3

4 2. Add a New Main Member and Dependant If, after searching, you do not find the correct patient, you can create a new profile for a Main Member, by clicking on the New button. Patient Details Step 1 Click the New button. Complete the new patient profile screen by adding as much detail about the patient as possible. Step 2 Fill in as much as possible. Mandatory fields are highlighted in RED. Click Add or Next to continue to add further details or save to continue the dispensing process. NB Any patients with similar details will be listed here. Helps prevent duplication of profiles. Click Add to add the Master Patient Profile record. If you choose Finish you will not be prompted to add any further detail for the patient. During the loading of a new patient, the system will still search through and list all patients with similar details as they are being typed in. This gives you another opportunity to select an already loaded patient, should you have missed it during your initial search. This functionality helps to reduce the likelihood of duplicate patient profiles. pg. 4

5 Medical Scheme Details You will then have the option to load the Medical Insurance (Medical Scheme in South Africa) Options. By default, the first option is a Private or Cash option. Click New to add a new option or Edit to edit an existing selected option. Step 3 After clicking New, add the necessary Medical Scheme details and click Save. Add Address Details You are able to capture multiple addresses for the patient with an Address Type for each, e.g. Delivery Step 4 Click New to add an address. Select the address type and enter the relevant details. Click Save. pg. 5

6 Add a New Dependant Adding a New Dependant is straight forward. In the Profile tab, after searching for the correct patient profile, click on the New button. Complete the relevant details with as much information about the patient as possible and click Save. Step 1 Click New to add a new dependant. Step 2 Add as much detail for the patient as possible. Drop down lists help simplify various selections. pg. 6

7 3. Add/Edit Patient Profile Details You can add or edit information for any patient in the Patient tab. Here you will be able to change any of the patient s profile information as well as the extended patient profile details such as Medical Scheme, Funder (Who s paying), Address, Notes, etc. Step 1 Select the Patient tab. Choose the patient. Step 2 Click edit to change any of the patient profile information. Step 3 To add/edit any extended patient profile information, select the relevant tab. Step 4 Click New to add or Edit to change details and complete the form as required, then click Save. pg. 7

8 4. Load a treatment and create a Doctor s Rx One of the key strengths of Apollo is that there are a number of options that will take you to the point of being able to dispense medication for the patient. Step 1 Select the Treatment tab and click Add Item to start the process. Step 2 Enter the relevant medication details. Enter to go the next field. You are able to search or use a dropdown list. NB Formulary related listings display here. If there is a Medical Scheme formulary, it will display in the next column for comparison. Step 3 You can click Save to save for a future dispense, or select the items you would like to dispense to the patient. Step 4 Next you would either Submit or Create Rx and then Submit. (See details for Submit and Create Rx below) pg. 8

9 Create Rx The concept of a Doctor s Rx is to keep track of all prescriptions written by a doctor. It is essentially a way of grouping all prescriptions. It s a simple way of filtering doctor prescription history, as opposed to all treatment history for a patient which includes OTC treatments. NB: If you load details from a prescription written by a doctor you MUST create an Rx if you would like to record this information. Step 5 Record prescription related information and print a label to stick on the physical script. Submit After you have created an Rx, or if you don t need to create one, you will then then click Submit. You will then be taken through the breadcrumbs dispensing process showing you the various steps to complete the dispensing process. Step 6 Breadcrumbs will take you through the submission process to complete the transaction. Step 7 After doing a validation you have various print options. pg. 9

10 5. Prepare a Script and process a Claim The Treatment tab will be where the user spends that majority of their time. This is where the patient s treatment is displayed, both current repeatable medication as well as medication history. Generally, if a patient would like a repeat, you would make the selections here. Step 1 Select the items you would like to dispense for the patient. Step 2 Click Submit to run through the dispensing process (Breadcrumbs). In Apollo all scripts get processed through the Claiming Engine PRIVATE scripts get processed as Private. Clicking Submit will take you through the breadcrumbs dispensing process showing you the various steps to complete the dispensing process. Step 3 Breadcrumbs will take you through the submission process to complete the transaction. Step 4 After doing a validation you have various print options. pg. 10

11 One of the strengths of Apollo is the access to information that it gives the user. With very little effort the user should be able to answer an questions that may arise relating to the script and treatment history of the patient. The lower half of the Treatment tab gives you various views of information relating to the patient s treatment history. Script History The Script History lists all the scripts that have been dispensed for the patient on the left and the medication related to the script on the right. This shows the financial impact of the patient s script history. Claim Line History The Claim Line History shows all of the claims for the product line that you have selected in the top half of the treatment screen. Copy Script The Copy Script tab shows the non-financial status of each of the scripts, e.g. To Follows, Repeats Left, etc. Doctors Rx The Doctors Rx shows all the scripts and items that were linked when you created a Doctors Rx, i.e. this view does not include OTC dispenses. pg. 11

12 6. Validate a Script and To-Follows Script Validation During the Breadcrumb dispensing process, one of the processes is the Validation process. This can be used in a two-step dispensing situation when different people process the claim and collect and hand out the medication. By default, the system with automatically validate all the items you are dispensing. If you are short of stock at the time of processing the script, click Cancel on the Copy Script popup window. This will allow you to change the quantity of tablets that you are giving the patient; the balance will be a To-Follow. Step 1 Change the quantity that you are giving the patient here and the balance will reflect as a To-Follow. pg. 12

13 Complete a To-Follow If the patient returns for his To-Follow, search for the patient and then choose the Validation tab. Step 1 Select the item you would like to supply. The balance will show under quantity you are able to edit this if the number is incorrect. The balance thereafter will reflect as a To-Follow. Step 2 Click Copy Script to complete the transaction. pg. 13

14 7. Create a Mixture Mixtures Module Step 1 Select the Mixtures module Step 2 Search through the list of mixtures to find a mixture that had previously been loaded. Step 3 For a new mixture. Click New and complete the relevant fields. Step 4 After loading the header information for the mixture. Select Ingredients. Click New and load each of the ingredients that make up the mixture. pg. 14