Touchworks Enterprise EHR And Follow My Health Patient Portal Integration Tasking Guide

Transcription

1 Touchworks Enterprise EHR And Follow My Health Patient Portal Integration Tasking Guide

2 Introduction The FollowMyHealth Tasking Guide describes the task types available for communication. Copyright Notice Copyright 2010 Jardogs, LLC. All rights reserved. This document is protected by the copyright laws as an unpublished work. Confidentiality and Proprietary Rights This document is the confidential property of Jardogs, LLC. It is furnished under an agreement with Jardogs, LLC and may only be used in accordance with the terms of that agreement. The use of this document is restricted to customers of Jardogs, LLC and their employees. The user of this document agrees to protect the Jardogs, LLC proprietary rights as expressed herein. The user further agrees not to permit access to this document by any person for any purpose other than as an aid in the use of the associated system. In no case will this document be examined for the purpose of copying any portion of the system described herein or to design another system to accomplish similar results. This document or portions of it may not be copied without written permission from Jardogs, LLC. The information in this document is subject to change without notice. Page 2

3 Table of Contents PORTAL Task General Information... 3 PORTAL Invite... 4 PORTAL Patient Message... 5 PORTAL Appt Request... 7 PORTAL Appt Cancel PORTAL Appt Rescheduled PORTAL Rx Renewal PORTAL Provider Patient Message (Office Initiated) PORTAL Update Pharmacy PORTAL Update Demographics PORTAL Update Insurance PORTAL Task General Information These tasks are all assigned to the Provider (Appointment Provider if an appointment type task). They can be delegated or undelegated according to the preference setting in Task Name dictionary in Enterprise EHR. FollowMyHealth uses the code and mnemonic entry for the Task Name for all interface operations. Because of this, organizations may change the name of the Task. The green P icon in the banner represents the patient has signed up for the Washington University Follow My Health Patient Portal. The portal allows secured l secured messaging to the patient in regards to their health record along with communications to and from Washington University Physicians. Page 3

4 PORTAL Invite This task type is used within Touchworks and used by faculty, nurses and staff that do not have access to send a portal invitation to patients. The task view that contains the Portal Invite task type can be allocated specifically to each group s workflow. With the patient in context create a new task according to the below directions. Page 4

5 PORTAL Patient Message This task type is created when a patient has a general question. The task is assigned to the provider chosen by the patient and displays as being created by the System. The Comments (in lower left corner of tasking screen) displays that the message is from the patient using FollowMyHealth.com. Double clicking the task opens the FollowMyHealth dialogue box: The patient s demographics display at the top of the dialogue box along with the subject and body of the message. Response to Patient is the area for the office or provider to respond to the patient. Clicking the End Communication box will disable the Reply button for the patient in FollowMyHealth. Any conversation history (for multiple passes between the patient and provider) will display at the bottom of the dialogue box. Upon clicking Reply, the task will automatically change status to Complete. Page 5

6 For internal office communication regarding this task, click Details or Reassign. To complete the task without sending a response to the patient: In the FollowMyHealth dialogue box, click the Reply button without entering any information into the Response to Patient field. A warning will appear in red text: without the patient receiving a message. Use the general tasking dialogue box for internal conversations. The task can be reassigned to a new user. The task remains active until a response is given to the patient via the FollowMyHealth dialogue box. Clicking Reply again will complete the task Page 6

7 PORTAL Appt Request This task type is created when the patient wants to make a new appointment. The task is assigned to the provider chosen by the patient and displays as being created by the System. The Comments (in lower left corner of tasking screen) displays that the message is an appointment request from the patient using FollowMyHealth.com. Double clicking the task opens the FollowMyHealth dialogue box: Page 7 The patient s demographics display at the top of the dialogue box. Appointment Details displays who the appointment request is for along with the dates that the patient has chosen. The Reason and Comments are both entered by the patient. Response to Patient is the area for the office or provider to respond to the patient. Clicking the End Communication box will disable the Reply button for the patient in FollowMyHealth. Any conversation history (for multiple passes between the patient and provider) will display at the bottom of the dialogue box.

8 Use the Complete or Incomplete buttons under Response to Patient to add a canned response to the patient. This canned response can be added to. The Complete message reads: Your request to schedule an appointment has been fulfilled. We may or may not have been able to match the dates and times you indicated in your request. If your insurance requires a referral, please make sure you have a valid referral to cover your visit. Please check your Appointment page for the details of your appointment. Thank you for using FollowMyHealth. Confidentiality Notice: This message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply and destroy all copies of the original message. The Incomplete message reads: Your request to schedule an appointment has not been fulfilled in our systems. Please contact the appointment call center for clarification. Thank you for using FollowMyHealth. Confidentiality Notice: This message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply and destroy all copies of the original message. Upon clicking Reply, the task will automatically change status to Complete. For internal office communication, click Details or Reassign. Page 8

9 Use the general tasking dialogue box for internal conversations. The task can be reassigned to a new user. The task remains active until a response is given to the patient via the FollowMyHealth dialogue box. To complete the task without sending a response to the patient: In the FollowMyHealth dialogue box, click the Reply button without entering any information into the Response to Patient field. A warning will appear in red text: the patient receiving a message. Clicking Reply again will complete the task without Page 9

10 PORTAL Appt Cancel This task type is created when the patient chooses to cancel an existing appointment. The patient is able to request to cancel appointments that are greater than one business day in the future. The task is assigned to the appointment provider chosen and displays as being created by the System. The Comments (in lower left corner of tasking screen) displays that the message is an appointment cancellation request from the patient using FollowMyHealth.com. Double clicking the task opens the FollowMyHealth dialogue box: The patient s demographics display at the top of the dialogue box. Appointment Details displays who the appointment cancellation request is for along with the date of the existing appointment that the patient wants to cancel. Response to Patient is the area for the office or provider to respond to the patient. Clicking the End Communication box will disable the Reply button for the patient in FollowMyHealth. Page 10 Any conversation history (for multiple passes between the patient and provider) will display at the bottom of the dialogue box.

11 Use the Complete or Incomplete buttons under Response to Patient to add a canned response to the patient. This canned response can be added to. The Complete message reads: Your request to cancel an appointment has been fulfilled. We may or may not have been able to match the dates and times you indicated in your request. If your insurance requires a referral, please make sure you have a valid referral to cover your visit. Please check your Appointment page for the details of your appointment. Thank you for using FollowMyHealth. Confidentiality Notice: This message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply and destroy all copies of the original message. The Incomplete message reads: Your request to cancel an appointment has not been fulfilled in our systems. Please contact the appointment call center for clarification. Thank you for using FollowMyHealth. Confidentiality Notice: This message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply and destroy all copies of the original message. Upon clicking Reply, the task will automatically change status to Complete. For internal office communication, click Details or Reassign. Page 11

12 The task remains active until a response is given to the patient via the FollowMyHealth dialogue box. To complete the task without sending a response to the patient: In the FollowMyHealth dialogue box, click the Reply button without entering any information into the Response to Patient field. A warning will appear in red text: the patient receiving a message. Use the general tasking dialogue box for internal conversations. The task can be reassigned to a new user. Clicking Reply again will complete the task without Page 12

13 PORTAL Appt Rescheduled This task type is created when the patient chooses to reschedule an existing appointment. The patient is able to request to reschedule appointments that are greater than one business day in the future. The task is assigned to the appointment provider and displays as being created by the System. The Comments (in lower left corner of tasking screen) displays that the message is an appointment rescheduling request from the patient using FollowMyHealth.com. Double clicking the task opens the FollowMyHealth dialogue box: Page 13 The patient s demographics display at the top of the dialogue box. Appointment Details displays who the appointment request is for along with the date that the patient would like to reschedule. Response to Patient is the area for the office or provider to respond to the patient. Clicking the End Communication box will disable the Reply button for the patient in FollowMyHealth. Any conversation history (for multiple passes between the patient and provider) will display at the bottom of the dialogue box.

14 Use the Complete or Incomplete buttons under Response to Patient to add a canned response to the patient. This canned response can be added to. The Complete message reads: Your request to reschedule an appointment has been fulfilled. We may or may not have been able to match the dates and times you indicated in your request. If your insurance requires a referral, please make sure you have a valid referral to cover your visit. Please check your Appointment page for the details of your appointment. Thank you for using FollowMyHealth. Confidentiality Notice: This message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply and destroy all copies of the original message. The Incomplete message reads: Your request to reschedule an appointment has not been fulfilled in our systems. Please contact the appointment call center for clarification. Thank you for using FollowMyHealth. Confidentiality Notice: This message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply and destroy all copies of the original message. Upon clicking Reply, the task will automatically change status to Complete. To complete the task without sending a response to the patient: In the FollowMyHealth dialogue box, click the Reply button without entering any information into the Response to Patient field. A warning will appear in red text: patient receiving a message. Page 14 Clicking Reply again will complete the task without the

15 PORTAL Rx Renewal This task type is created when the patient requests a refill on a medication. The task is assigned to the provider chosen by the patient and displays as being created by the System. The Comments (in lower left corner of tasking screen) displays that the message is from a patient using FollowMyHealth.com. Double clicking the task opens the FollowMyHealth dialogue box and navigates to the Clinical Desktop: The patient s demographics display at the top of the dialogue box. Medication Details displays the information entered by the patient. Response to Patient is the area for the office or provider to respond to the patient. Clicking the End Communication box will disable the Reply button for the patient in FollowMyHealth. Any conversation history (for multiple passes between the patient and provider) will display at the bottom of the dialogue box. Page 15

16 Use the Complete or Incomplete buttons under Response to Patient to add a canned response to the patient. This canned response can be added to. The Complete message reads: Your request to renew a medication has been fulfilled. Thank you for using FollowMyHealth. Confidentiality Notice: This message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply and destroy all copies of the original message. The Incomplete message reads: Your request to renew a medication has not been fulfilled in our systems. Please contact the appointment call center for clarification. Thank you for using FollowMyHealth. Confidentiality Notice: This message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply and destroy all copies of the original message. For internal office communication, click Details or Reassign. Use the general tasking dialogue box for internal conversations. The task can be reassigned to a new user. The task remains active until a response is given to the patient via the FollowMyHealth dialogue box. Page 16

17 To complete the task without sending a response to the patient: In the FollowMyHealth dialogue box, click the Reply button without entering any information into the Response to Patient field. A warning will appear in red text: the patient receiving a message. Clicking Reply again will complete the task without Page 17

18 PORTAL Provider Patient Message (Office Initiated) These tasks are created in the tasking workspace within Enterprise EHR and must be a task concerning patient. The radio button must be on Concerning patient. Assign To is the provider the message is coming from. Task type must be PORTAL Patient Message. Add the message to the patient in the Comment section. Once completed, click the OK button. The task appears as a task assigned to the provider. The task will remain in the task list until the FollowMyHealth service recognizes it and sends it to the patient. Once FollowMyHealth delivers the message to the patient, the task will auto-complete (the process takes less than one minute). If the task remains on the task list for longer than several minutes, FollowMyHealth could not find a patient with an account with the patient portal. This task will need to be worked and manually completed once the patient has been notified. Page 18

19 PORTAL Update Pharmacy This task type is created when the patient updates their pharmacy. The task is assigned to the provider chosen by the patient and displays as being created by the System. The Comments (in lower left corner of tasking screen) displays that the message is a pharmacy update request from the patient using FollowMyHealth.com. Double clicking the task opens the FollowMyHealth dialogue box: The patient s demographics display at the top of the dialogue box. The New Preferred Pharmacy displays the pharmacy information the patient entered in FollowMyHealth. The Respond to Patient is the area for the office or provider to respond to the patient. Clicking the End Communication box will disable the Reply button for the patient in FollowMyHealth. Page 19

20 The Communication History displays any conversation history (for multiple passes between the patient and provider) will display at the bottom of the dialogue box. Upon clicking Reply, the task will automatically change status to Complete. For internal office communication, click Details or Reassign. Use the general tasking dialogue box for internal conversations. The task can be reassigned to a new user. The task remains active until a response is given to the patient via the FollowMyHealth dialogue box. To complete the task without sending a response to the patient: In the FollowMyHealth dialogue box, click the Reply button without entering any information into the Response to Patient field. A warning will appear in red text: the patient receiving a message. Clicking Reply again will complete the task without Page 20

21 PORTAL Update Demographics These tasks are completed by the FPP PBS-IS Patient Services Group This task type is created when the patient updates their demographics. The task is assigned to the provider chosen by the patient and displays as being created by the System. The Comments (in lower left corner of tasking screen) displays that the message is a demographics change request from the patient using FollowMyHealth.com. Double clicking the task opens the FollowMyHealth dialogue box: The patient s demographics display at the top of the dialogue box. The New Patient Information displays the demographic information the patient entered in FollowMyHealth. Page 21

22 The Response to Patient is the area for the office or provider to respond to the patient. Clicking the End Communication box will disable the Reply button for the patient in FollowMyHealth. The Communication History displays any conversation history (for multiple passes between the patient and provider) will display at the bottom of the dialogue box. Upon clicking Reply, the task will automatically change status to Complete. For internal office communication, click Details or Reassign. Page 22

23 Use the general tasking dialogue box for internal conversations. The task can be reassigned to a new user. The task remains active until a response is given to the patient via the FollowMyHealth dialogue box. To complete the task without sending a response to the patient: In the FollowMyHealth dialogue box, click the Reply button without entering any information into the Response to Patient field. A warning will appear in red text: the patient receiving a message. Clicking Reply again will complete the task without Page 23

24 PORTAL Update Insurance These tasks are completed by the FPP PBS-IS Patient Services Group This task type is created when the patient updates their Insurance. The task is assigned to the provider chosen by the patient and displays as being created by the System. The Comments (in lower left corner of tasking screen) displays that the message is an insurance update request from the patient using FollowMyHealth.com. Double clicking the task opens the FollowMyHealth dialogue box: The patient s demographics display at the top of the dialogue box. The New Patient Insurance Information displays the insurance information the patient entered in FollowMyHealth. Page 24

25 The Respond to Patient is the area for the office or provider to respond to the patient. Clicking the End Communication box will disable the Reply button for the patient in FollowMyHealth. The Communication History displays any conversation history (for multiple passes between the patient and provider) will display at the bottom of the dialogue box. Upon clicking Reply, the task will automatically change status to Complete. For internal office communication, click Details or Reassign. Use the general tasking dialogue box for internal conversations. The task can be reassigned to a new user. The task remains active until a response is given to the patient via the FollowMyHealth dialogue box. To complete the task without sending a response to the patient: In the FollowMyHealth dialogue box, click the Reply button without entering any information into the Response to Patient field. A warning will appear in red text: the patient receiving a message. Page 25 Clicking Reply again will complete the task without

26 PORTAL Unverified Item (future use) New pictures of this task is not available at this time as this functionality is disabled. This task type is created when a patient submits a form for an appointment and the form contains discrete data (problems, medications, allergies, and immunizations) that is not in the EHR. The organization and provider must have preferences set to accept discrete data from the patient. See the FollowMyHealth Dashboard Guide for more information on the preference for discrete data. The task is assigned to the provider chosen by the patient and displays as being created by the System. The Comments (in lower left corner of tasking screen) displays that the message is from a patient using FollowMyHealth.com. Double clicking the task navigates to the Clinical Desktop to work the unverified items. Unverified items appear in the corresponding list in the Clinical Desktop. To work these items, highlight an unverified item and right-click on the selection. To accept the item and place it in the patients chart, select Verify and Add. To discard the item and not keep it in the patients chart, select Remove. Page 26

27 Once all unverified items have been worked and Committed to the patients record, the PORTAL Unverified Item task must be completed manually by clicking the Done button on the Task screen. Once an unverified item has been worked, that item will not appear as a new unverified on upcoming appointment forms, regardless if the item was Verified and Added or Removed. Page 27

28 Page 28 Touchworks Enterprise EHR & PORTAL Patient