Front Desk Release Notes. Medtech32. Version 20.0 (March 2012)

Transcription

1 Front Desk Release Notes Medtech32 Version 20.0 (March 2012) IMPORTANT NOTE Medtech recommends that all Medtech upgrades and database back-up and restore processes are performed by a Medtech Certified Technician or your Practice Technician. For a list of Medtech Certified technicians please visit the Medtech Global Website: These Release Notes contain important information for all Medtech Users. Please ensure that they are circulated amongst all your staff. We suggest that these notes are filed safely for future reference. Copyright Medtech Limited Page 1 of 29

2 Table of Contents For further information on these new features, or any other queries regarding the Front Desk changes in the Version 20.0 Release, please contact Medtech Support on MEDTECH ( ) - Option 1 or send us a fax, toll free on 0800 MEDTECH ( ) or nzsupport@medtechglobal.com. Version 20.0 Release Notes... 3 Front Desk Items... 3 User Interface... 3 Navigating Patients... 3 Patient Palette... 3 Patient Search... 4 Patient Search Screen... 4 NHI Number... 4 Appointments... 4 Appointment Book Screen... 4 Print Slip Icon... 4 Using Keywords in the Notes field... 5 Display of Procedures in Patient Appointment Screen... 5 Accounts... 6 Account Holder Account Screen... 6 Filter for Service Provider on A/C Holder Account Screen... 6 Filter for Transaction Range on A/C Holder Account Screen... 6 Print Single Inv-Rcpt Shortcut Option... 7 Accidents... 8 Accredited Employers... Error! Bookmark not defined. First Time Use After Upgrade... Error! Bookmark not defined. If your Practice is NOT activated for ConnectedCare... 8 If your practice IS activated for ConnectedCare... 9 New/View ACC45 Form Changes to ACC45 Form First Time Use Each Day Patient Register Updates to the Patient Register Accredited Employer Field ACC45 Status Screen ACC45 Unload Utility ManageMyHealth Shared Electronic Health Records (After Hours) Shared Electronic Health Record PreRequisites Search MMH SEHR To search for the Patient Search Patient through MMH SEHR Search Patient through MMH SEHR Results Add ManageMyHealth Patient to Medtech Update Existing Patient Detail from ManageMyHealth Add Patient MMH SEHR Possible matching Patient results Patient Activity Daily Record Reception Inbox Provider/Patient Inbox Online Appointment Manager Accessing Online Appointments Appointment Request Status s Manual Mode Appointment Request Status s Automated Mode Valid Online Appointment Status s SMS Text Message Service Address Book Address Book Screen Addition of City field Scanning Scanning Module Scanning Module Icon Copyright Medtech Limited Page 2 of 29

3 Navigating Patients Version 20.0 Release Notes Front Desk Items User Interface New toolbar icons for Next Patient and Previous Patient have been added to Medtech32. The new toolbar icon will allow the user to navigate back and forward through the list of recently opened patients which is currently shown and navigated through the Patient menu. The new toolbar icons are available in Window Toolbar Setup for selection. You can also use the shortcuts of Shift + Ctrl + P to move to the Previous Patient, and Shift + Ctrl + N to move to the Next Patient in the Patient menu. Patient Palette The Patient Mobile Number (where entered in the Patient Register) will now display on the Patient Palette to the right hand side of the Work and Home Numbers. Copyright Medtech Limited Page 3 of 29

4 Patient Search Screen Patient Search NHI Number Patient Search The NHI number has now been added to the Patient Search screen. The NHI Number column will be displayed next to the DOB column and will be populated with the NHI Number for the Patient that has been entered into the Patient Register. Appointments Appointment Book Screen Module Appointments Appointment Book 1/2/3/4 Print Slip Icon Appointments Print Slip The Print Slip option in the Appointment Book now has an icon. This new Print Slip icon appears on the Appointment Book menu and the Appointment Book screens. Copyright Medtech Limited Page 4 of 29

5 Using Keywords in the Notes field The Note field on the New Appointment screen has been modified so that it can accept the entry of data using Keywords. Keywords can also be used in the Notes field on the Appointment Book screen. Display of Procedures in Patient Appointment Screen Module Appointments Patient Appointments A Procedure column has been added to the Patient Appointments screen to show the relevant Procedure associated with the Patient Appointment. The Procedure column will be populated from the Procedure field in the View Appointment screen. Copyright Medtech Limited Page 5 of 29

6 Accounts Account Holder Account Screen Module Accounts A/C Holder Account Filter for Service Provider on A/C Holder Account Screen A new dropdown for Provider has been added to the Filter Patient Account screen so that users can filter the Patient Account Holder screen using a specific Service Provider. By default the Provider will be set to All Providers. Filter for Transaction Range on A/C Holder Account Screen Transaction Range fields have been added to the Filter Patient Account screen. The From and To fields allow the users to set the period for viewing patient account transactions in the A/C Holder Account screen. The Transaction Range dates are calculated using the Transaction Period defined in the Postal & Accounting Details tab in the Setup Location Setting screen. Copyright Medtech Limited Page 6 of 29

7 On upgrade to Version 20.0 the Transaction Period is set to 6 months by default and the Transaction Range will reflect the 6 month period from today s date. A practice can alter the Transaction Period in the Location Settings screen to suit the practice workflow. The Transaction Range dates on the Filter Patient Account screen can be changed manually where required. Print Single Inv-Rcpt Shortcut Option Accounts Print Single Inv-Rcpt A new shortcut key Ctrl + I has been created for the Print Single Inv-Rcpt option in the Accounts Menu when the A/C Holder Account screen is displayed. Copyright Medtech Limited Page 7 of 29

8 Accredited Employers Accidents Accredited Employers operate within the ACC Partnership Programme. Work related injury claims for Employees of an Accredited Employer are managed by the Accredited Employer, and not ACC. Claims for Employees of an Accredited Employer are lodged by completing the ACC45 form and sending all documentation to the nominated Accredited Employer contact or their nominated third party administrator. If the claim is lodged with ACC, there may be a delay in granting cover and payment to the client. Currently, all ACC45 forms within Medtech32 are sent to ACC, including those for Accredited Employers. Within Version 20.0, Medtech has implemented new functionality to enable claims relating to employees of Accredited Employers to be sent electronically to the respective Accredited Employers or their nominated third party administrators. Accredited Employers wishing to receive ACC45 s directly need to register with Medtech and Medtech needs to add them to the Accredited Employer Directory which is linked to the Accredited Employer field in the ACC45 Form in Medtech32. To enable this functionality, there have been changes made to a number of screens within the application which are detailed below: First Time Use After Upgrade The first time you use an ACC45 form for a patient after upgrading to Version 20.0, a check will be performed on the configuration of your Medtech32 to identify if your practice is already activated for the ConnectedCare module which is the basis for the Accredited Employer functionality. If your Practice is NOT activated for ConnectedCare If your Practice is NOT activated for the ConnectedCare module the system will check for internet connectivity. a) If there is no internet connectivity, it will disable the Accredited Employers download button on the ACC45 screen and will show the following hint when hovering over the button. There appears to be no internet connectivity. b) If there is internet connectivity, it will enable the Accredited Employers download button the ACC45 screen and will show the following hint when hovering over the button. To download the Accredited Employer list you must activate automatic download process for the very first time by clicking the Download button Copyright Medtech Limited Page 8 of 29

9 The following pop-up dialog will also be displayed. It will show once for each and every staff member each day on opening the ACC45 form until the practice is activated for the ConnectedCare module. When the Ok button is selected, the following web form will be displayed. You will need to select the Download button to download the Accredited Employer list. The Accredited Employer field on the ACC45 form will be disabled until the practice has completed this process and has activated for the ConnectedCare module. This will avoid any Accredited Employers from being entered until such time as they can be uploaded. If the user selects the Download button on the above web form, the Accredited Employer field on the ACC45 form will be re-enabled. If your practice IS activated for ConnectedCare If your practice is activated for the ConnectedCare module it will then download the list of Accredited Employers. a) If the download succeeds (either downloads and updates the list or there are no changes to download) it will disable the Accredited Employers download button on the ACC45 screen and show the following hint when hovering over the button. The ACC list of accredited employers is up to date. b) If the download fails it will disable the Accredited Employers download button on the ACC45 screen and show the following hint when hovering over the button. Failed to update accredited employers list. Copyright Medtech Limited Page 9 of 29

10 New/View ACC45 Form Changes to ACC45 Form Module Accidents ACC45 The New ACC45 and View ACC45 screens will modified so that users will be able to enter an Accredited Employer code or description, search for an Accredited Employer or manually download the Accredited Employer list. The Accredited Employer field has been added to the Work and Referral Tab of the New/ViewACC45 Form. To search for an Accredited Employer, you can click on the ellipsis button. This will launch the Find Accredited Employer screen. You can also enter some leading characters and select the tab key to launch the Find Accredited Employer screen. The entered characters will be used as the search criteria. Once a valid Accredited Employer is entered, its associated details will be used to populate the Employer, Address and Town/City fields which will also be disabled. To manually download the Accredited Employer list, the user can click on the ACC button. Non-Accredited Employers will be entered in the Employer field following the same process that is currently used for the ACC45 forms. The remainder of the ACC45 form should be completed and submitted as per the current processes of sending ACC45 forms to ACC. Important Note: The Accredited Employer field will appear only on NEW ACC45 forms created after upgrade to Version All historical ACC45 forms in the system will open in the previous format of the ACC45 form. Copyright Medtech Limited Page 10 of 29

11 First Time Use Each Day On opening the ACC45 form for the first time each day following registration the ACC45 form will first check to see if a download attempt for Accredited Employers has been made that day. During this process you may notice a small delay in the screen opening as the validation check is performed: If you are not opening the ACC45 form for the first time of the day it will check the status of the last download attempt. a) If the status is SUCCESS, it will disable the Accredited Employers download button and show the following hint when hovering over the button. The ACC list of accredited employers is up to date. b) If the status is NOCONNECTIVITY, it will disable the Accredited Employers download button and show the following hint when hovering over the button. There appears to be no internet connectivity. c) If the status is NOTREGISTERED, it will enable the Accredited Employers download button and show the following hint when hovering over the button. To download the Accredited Employer list you must activate automatic download process for the very first time by clicking the Download button If any other status is identified, it will disable the Accredited Employers download button and show the following hint when hovering over the button. Failed to update accredited employers list. Patient Register Module Patient Register To support the Accredited Employer implementation, the Patient Register Next of Kin/Employer tab has been modified to include an Accredited Employer field. The Accredited Employer field will be disabled until the practice is activated for ConnectedCare. Updates to the Patient Register Accredited Employer Field 1. If the Accredited Employer field is empty, it will use the Accredited Employer details, if available, from the last submitted ACC45 form to populate the employer fields. 2. If an Accredited Employer has been entered, it will not be overwritten by the Accredited Employer details from a submitted ACC45 form. 3. If the Accredited Employer on the Patient Register Next of Kin/Employer tab is the same as the ACC45 form, the details from the ACC45 form will be used to update the employer details on the Patient Register Next of Kin/Employer tab Copyright Medtech Limited Page 11 of 29

12 4. If an Accredited Employer is entered, the associated details will be used to populate the Employer, Address, Town/City and Phone fields which will also be disabled. If an Accredited Employer is NOT entered for a Patient, you can use the Name, Address and Town/City fields as per normal process to capture a Patient s employer. ACC45 Status Screen Module Accidents ACC45 Status The ACC45 Status Screen has been modified so that users are able to view which ACC45 forms were sent to ACC and which ACC45 forms were sent to an Accredited Employers (AE). A Sent To column has been added to the ACC45 Status Screen. If the ACC45 form is sent to an Accredited Employer, the Sent To value will be set to AE. If the ACC45 form is sent to ACC, the Sent To value will be set to ACC. The functionality in the ACC45 Status Screen has not been changed and is the same as previous versions. ACC45 forms sent to Accredited Employers or ACC will be updated accordingly. ACC45 Unload Utility Utilities ACC Electronic Forms (ACC45) The ACC45 Electronic Lodgement Utility screen has been modified to reflect the ability to send ACC45 forms to Accredited Employers. The functionality in the ACC45 Electronic Lodgement Utility Screen has not been changed and is the same as previous versions. ACC45 forms sent to Accredited Employers or ACC will be uploaded accordingly. Copyright Medtech Limited Page 12 of 29

13 ManageMyHealth Shared Electronic Health Records (After Hours) Enhancements have been made to the Shared Electronic Health Record (SEHR) to provide a seamless integration between Medtech32 and ManageMyHealth to improve efficiency and usability. The new Shared Electronic Health Record functionality provides new search capability in Medtech32 and the ability to Add a ManageMyHealth Patient to Medtech32 and Update Patient records from ManageMyHealth. Shared Electronic Health Record PreRequisites The new Search MMH SEHR button is only available if your practice is registered for the After Hours ManageMyHealth Module. If your practice is registered for the After Hours ManageMyHealth module the SEHR module should be actively highlighted in the Module tab in the ManageMyHealth Setup ManageMyHealth screen. Search MMH SEHR A new Search MMH SEHR button has been added to the Patient Search window. The new Search MMH SEHR button is only available if the practice is registered for the After Hours ManageMyHealth Module (see Shared Electronic Health Record PreRequisites). To search for the Patient 1. Log into Medtech32 as a staff member who is registered for ManageMyHealth and press F2 or select from the menu Patient Search 2. Type the name of the patient and click the search button, the MMH SEHR button will be enabled. Copyright Medtech Limited Page 13 of 29

14 3. Click the Search MMH SEHR button, two options Search new patient and Currently selected patient will be displayed. 4. If the patient search result is empty, the Currently selected patient option will be disabled. 5. When the patient cannot be found in Medtech32, select the Search new patient option from the Search MMH SEHR button to allow you to search ManageMyHealth for the patient. Copyright Medtech Limited Page 14 of 29

15 Search Patient through MMH SEHR 1. Selecting the Search new patient option will open the ManageMyHealth SEHR Patient Search screen 2. Select your search criteria in the Group In and Search In drop down lists. 3. Type the first four characters of the last name of the Patient and click the Search Button. 4. If the Auto Suggest check box is ticked then the entered text for Patient Name automatically filters the results set. Copyright Medtech Limited Page 15 of 29

16 5. If the Advanced Search checkbox is ticked then it will display further fields that can be used for searching. 6. Type the Name of the Patient or select from the Auto Suggest list and click the Search button. Search Patient through MMH SEHR Results The list of patients will be displayed based on the search criteria.age, DOB, NHI no., Contact No. and Practice Name where they are registered will be displayed. Copyright Medtech Limited Page 16 of 29

17 Add ManageMyHealth Patient to Medtech32 The Add Patient link will be displayed for the Patients who are not registered with the Practice that have been located through the MMH SEHR search. 1. Click on the the Add Patient link. 2. Clicking the Add Patient link will open the Medtech32 Patient Register screen, prepopulating the Patient s demographic details from ManageMyHealth. 3. Click OK in the Patient Register, the Patient Register will close and Patient will be displayed on the Palette. The Patient will be added as a Casual patient into the Medtech32 database. Copyright Medtech Limited Page 17 of 29

18 Update Existing Patient Detail from ManageMyHealth When the patient details exist in the Medtech32 database, when searching for the Patient the Currenlty Selected Patient option will be enabled. 1. Selecting the Currently selected patient will open the ManageMyHealth SEHR Patient Search displaying the Patient selected in Search Patient screen. 2. Alternatively the Patient s details can be viewed from Patient Register screen, by clicking the Search MMH SEHR icon. The new Search MMH SEHR icon is only available if the practice is registered for the ManageMyHealth Module SEHR. Copyright Medtech Limited Page 18 of 29

19 3. Click the Update Patient link to update any of the Patient s Demographic details from ManageMyHealth. Copyright Medtech Limited Page 19 of 29

20 4. Select the check boxes in the Update column against the details which need to be updated for the Patient s details in Medtech32 or click the Select All button which will place the tick in all the check boxes and click the Update Details Button. 5. The Patient Register will auto populate the details selected for updating 6. Click OK in the Patient Register screen to save the changes. Add Patient MMH SEHR Possible matching Patient results 1. If there is a match available for the Patient in Medtech32, then the Possible Matching Patient Detail screen will display with details of the existing matching Patients in Medtech The Possible Matching Patient Details screen provides the option to Add Patient and Update Patient. 3. If one of the listed Patients is a match for the Patient you are trying to add then you can then select the record and click the Update Patient link and update the selected Patient Details into the Patient Register. Copyright Medtech Limited Page 20 of 29

21 4. If none of the listed Patients is a match for the Patient you are searching for then you can then select the record and click the Proceed To Add Patient link. The Patient Register will be opened in Medtech32, prepopulating the Patient s Demographic details. 5. Click OK in the Patient Register, the Patient Register will close and the Patient will be displayed on the Palette. The Patient will be added as a Casual patient into the Medtech32 database. Copyright Medtech Limited Page 21 of 29

22 Patient Activity IMPORTANT NOTE It is required that the Medtech Services Windows Service is Started and Running to enable the use of the Patient Activity interface after the upgrade to Version Your practice must also be registered for ManageMyHealth. As part of the upgrade to Version 20.0, enhancements have been made to the Patient Activity interface that was implemented within Medtech32 to provide a more integrated, streamlined interface between ManageMyHealth and Medtech32. Daily Record Module Clinical Daily Record The Daily Record screen has been modified so that all Patient Activity items will be included except for Online Appointments. The item s description will be displayed on the Daily Record screen. When the item is opened, either the Patient Inbox ManageMyHealth tab or the Reception Inbox ManageMyHealth tab will be displayed, depending on which user is currently logged in. Reception Inbox Module Inbox Reception Inbox [ManageMyHealth] ManageMyHealth Reception Inbox [ManageMyHealth] The existing Reception Inbox ManageMyHealth tab has been updated to allow more seamless integration with existing Inbox features. 1. When a Patient Activity notification is opened, a Print button will available on the web form window. Selecting the Print button will print the Patient Activity notification. Copyright Medtech Limited Page 22 of 29

23 2. A Patient column has been added to the list screen to display the Patient s name. A user will recieved ManageMyHealth notifications for Patient s when the following is actioned by a Patient on the ManageMyHealth website: a) Patient has UPDATED demographics ADDRESS DETAILS b) Patient has UPDATED demographics PHONE NUMBER DETAILS Users will also receive ManageMyHealth notifications for a Patient for the following: a) Patient Secure s A File button will be available on Patient Secure s and will have the same functionality as on the New/View Provider Inbox screen to mark the record as complete and go to next record. A File & Reply button will also be available on Patient Secure s have the same functionality as on the New/View Provider Inbox screen to mark the inbox record as complete and launch ManageMyHealth Message Reply screen if registered with ManageMyHealth, otherwise prompt the ManageMyHealth login screen. New Online Appointment Requests and Appointment Cancellations will also be seen in the Reception Inbox in the Online Appointments tab (See Online Appointment Manager section in these Release Notes) Copyright Medtech Limited Page 23 of 29

24 Provider/Patient Inbox Module Inbox Provider Inbox [ManageMyHealth] Module Inbox Patient Inbox [ManageMyHealth] The existing Provider Inbox ManageMyHealth tab has been updated to allow more seamless integration with existing Provider Inbox features. If you require information on the Provider/Patient Inbox functions, please refer to the ManageMyHealth section in the Full Release Notes. Online Appointment Manager Module Inbox Reception Inbox [Online Appointments] ManageMyHealth Reception Inbox [Online Appointments] IMPORTANT NOTE It is required that the Medtech Services Windows Service is Started and Running to enable the use of the Online Appointments Manager after the upgrade to Version Your practice must also be registered for ManageMyHealth. As part of the upgrade to Version 20.0, the current Online Appointment Manager interface will be removed and has been replaced by a new integrated communication service within the Medtech32 application. Accessing Online Appointments The Online Appointments will now be available within the Medtech32 application in the Reception Inbox module which can be accessed via Module Inbox Reception Inbox or ManageMyHealth Reception Inbox menus. Users can also use the Reception Inbox toolbar icon available in the Window Toolbar Setup screen to access the Reception Inbox screen. On opening the Reception Inbox and clicking on the Online Appointments tab all Patient Online Appointments will be displayed for the user. Copyright Medtech Limited Page 24 of 29

25 Users will be able to see all details of the Online Appointment including Provider, Patient, Appointment Time, Duration, and Appointment Status. Double Clicking on any record in the Online Appointments screen will open the ManageMyHealth Online Appointment form to enable you to see full details for the Online Appointment. Fig: 1 - Example Appointment Request Message From this screen you have the ability to enter any Notes, and Accept and/or Decline the Online Appointment Request. Copyright Medtech Limited Page 25 of 29

26 Appointment Request Status s Manual Mode The following applies for Appointment Request Status s when in Manual Mode: When an appointment is received in the Reception Inbox, its status is set to To be processed. When the receptionist accepts or declines an appointment, the status is set to Accepted or Declined respectively. When an accepted or declined appointment is uploaded to ManageMyHealth (and sent back to the Patient), the status is set to Accepted - Confirmed or Declined - Confirmed respectively. If an appointment is received after the appointment date, the status is set to Expired. Appointment Request Status s Automated Mode The following applies for Appointment Request Status s when in Automated Mode: If Online Appointment replies are set to Automated mode, the Accepted, Declined and Cancelled Online Appointments will have an Accepted - Automatic, Declined - Automatic and Cancellation - Automatic status respectively. Fig: 2 - Example Appointment Cancellation Message Copyright Medtech Limited Page 26 of 29

27 Valid Online Appointment Status s The following are the Valid Online Appointment Status s for the Online Appointments screen: a) To be processed b) Accepted c) Accepted Confirmed d) Declined e) Declined Confirmed f) Accepted Automatic g) Expired h) Cancellation - Automatic SMS Text Message Service IMPORTANT NOTE It is required that the Medtech Services Windows Service is Started and Running to enable the use of the SMS Text Message Service after the upgrade to Version The Medtech Services Windows Service must be set to Automatic if you are using the SMS Text Message Service Enhancements have been made to the SMS Text Message Service. Included in these enhancements is the ability for Patient s to reply to the text messages sent from your Practice. For details on the SMS Text Message Service Enhancements please refer to the ManageMyHealth SMS Text Message Service User Guide found in the Documents folder on the Version 20.0 Installation DVD. Important Note The Inbox Received Messages (ability to receive replies from Patients for any SMS) functionality is switched off for all practices by default. If you would like this functionality activated for your Practice please contact Medtech Support on MEDTECH ( ). Address Book Screen Setup Agencies Address Book Addition of City field Address Book A new column City has been added next to the Street Address column in the Address Book Screen. The value of the City field of the Address Details tab is used to populate the City column. Copyright Medtech Limited Page 27 of 29

28 Copyright Medtech Limited Page 28 of 29

29 Scanning Scanning Module Module Inbox Scanning Scanning Module Icon An icon has been added to Medtech32 for the Scanning module. The Scanning module icon will be shown in the Menu and be available in the Toolbar Setup for user selection. On clicking the toolbar icon for the Scanning module, the Scanning window will be opened for the user. The new toolbar icon is available in Window Toolbar Setup for selection. If you have any questions regarding the information contained in these Release Notes please contact: Medtech Helpdesk on MEDTECH ( ) - Option 1 Copyright Medtech Limited Page 29 of 29