Medical Mastermind: How to Guide

Transcription

1 2013 Medical Mastermind: How to Guide Front Office Manual This guide will serve as a navigation tool for the Drummond Certified, Medical Mastermind software product. This guide will provide step by step directions for creating patients, scanning, scheduling appointments, telephone encounters, and faxing. Medical Mastermind Help Desk: Fax:

2 Medical Mastermind Table of Contents Medical Mastermind Table of Contents... 2 How to Get Medical Mastermind Login Credentials... 5 Basic Layout... 7 What Do Main Menu Icons Mean... 9 Home Icon... 9 Patient Search Icon... 9 Workqueues Icon... 9 Schedule Icon... 9 Message Center Icon... 9 Quick Text Icon... 9 Print Icon... 9 Preferences Icon... 9 Help Icon Logout Icon What Are Workqueues Patients Pending Checkin Patients Pending Check Out Patient Accounting Patient Payer Eligibility How to Change Roles / Facilities Patient Search How to Find/Add Patient Patient Info How to Edit/Add Demographics How to Edit/Add Addresses How to Edit/Add Additional Information Adding/Editing Pharmacy How to View / Edit Future and Past Appointments How to Edit/Add Emergency/Additional Contacts INTEGRATED HEALTH CARE SOLUTIONS Page 2 of 89

3 How to Edit/Add Comments How to Add/Edit/Inactivate Payer How to Edit/Add Guarantor How to Sign Consent and HIPAA Forms How to Scan/Upload Documents How to Scan / Upload a Document How to View a Document Scheduler How to Open the Scheduler How to Refresh the Schedule How to Change Date and Time How to View Week View How to Manage Resources Resource Views My Resources Master Resources How to Change Time Scale What Do the Icons Mean On the Schedule How to Schedule a New Appointment How to Schedule a New Appointment without Schedule Blocks How to Schedule a New Appointment Using Schedule Blocks How to Search Blocks How to Edit or View Details of an Appointment View Detail Drag and Drop How to Reschedule a Patient How to Cancel a Patient Printing/Exporting Options for the Schedule Check In Appointment Walk In INTEGRATED HEALTH CARE SOLUTIONS Page 3 of 89

4 Payments Take Payment on Current Visit Take Payment on Past Visits Viewing Detail for a Ledger Statements for a Patient Deleting Payments How to Enter Charges on Checkout How to Link Patients How to Edit/Add Patient Alerts How to Do an Admin Claim How to Print an Excuse Slip Check Out Patients Pending Check Out Workqueue Daily Reports How to Manage the Message Center Messages between Users How to Create a Patient Encounter How to Respond to a Telephone Encounter How to Fax a Document/Receive a Fax How to Receive a Fax How to Send a Fax How to Send a Fax from Patient s Documents Document Review Document Contact INTEGRATED HEALTH CARE SOLUTIONS Page 4 of 89

5 How to Get Medical Mastermind Login Credentials The following section will cover how to login to Medical Mastermind. Medical Mastermind Login From the Login screen, the user should follow these steps. 1. The user will enter the user id and password provided in the User ID field and Password field in the top right corner of the screen. 2. The user will then be prompted to enter the provided password in the Old textbox and then enter a new password as well as confirm the new password in the new and confirm text boxes respectively. a. The new password the user creates has to be 6 characters or more in any combination. 3. The user will then enter their username and the new password that was just created into the User ID field and the Password field. 4. The user will then be prompted to pick and answer 2 security questions. The user should select the question from the dropdown and provide the appropriate answer in the field below. 5. After entering both questions, the user will then be logged into the system. INTEGRATED HEALTH CARE SOLUTIONS Page 5 of 89

6 Reset Password Window INTEGRATED HEALTH CARE SOLUTIONS Page 6 of 89

7 Basic Layout The following section will explain the layout and terminology for the screens in Medical Mastermind. In the top header, the user will see the following from left to right. 1. Medical Mastermind icon The user can also click on the Medical Mastermind icon to return to their home screen. 2. Username, Facility, and Role The user will displayed their username, the current facility and the current role that they are logged in as. The user will be able to click on the Username, Facility, and Role to change to different facility or role. 3. Main Menu Icons The main menu icons are static and will appear whether the user is in a patient or on their home screen. Medical Mastermind Front Office Home Screen On the left side of the screen, the user will see whatever items are located in the navigation. These items could be different if the user is on the home screen or in a patient s account. Clicking on those items will redirect the user to the appropriate page. When the user is in a patient, the user will see the left navigation change to items relevant to that patient. While in patient, the user will have notification of the patient s account by the patient s name appearing in the header below the Medical Mastermind icon or in the Patient Information pane below the left navigation. In the header, the user will also notice the Allergies for the patient, and room number if applicable. INTEGRATED HEALTH CARE SOLUTIONS Page 7 of 89

8 To the left of the patient s name, the user will have a Refresh icon for the page. The refresh icon will refresh the current page to the latest. Also, the user will see a Back button. This Back button will be available when applicable. For example, the user can select the Back button to return a Patient Search list. While in a patient s account, the user will also have an indication of visits for the patient. The indication of the number of visits and access to them will appear below Patient Information, and the user can select the visit to access them. Patient Account View INTEGRATED HEALTH CARE SOLUTIONS Page 8 of 89

9 What Do Main Menu Icons Mean The following section will explain the main menu icons located in the header of Medical Mastermind. Main Menu Icons Home Icon: Home icon will navigate the user to their initial login screen. Patient Search Icon: Patient Search icon will direct the user to the Patient Search page. Patient Search page will allow the users to look up or create patient accounts. Workqueues Icon: Workqueues will direct the user to their workqueues page. Workqueues are a list of work items applicable for the role. Schedule Icon: Schedule icon launches the appointment book for the system. Message Center Icon: Message center icon will redirect the user to the message center where incoming are received and outgoing messages are composed. Quick Text Icon: Quick Text icon launch the Quick Text template. Quick Text will allow the user to access or store common text into word templates. Print Icon: Print icon will create a printable version of the current screen. Preferences Icon: Preferences icon will redirect the user to the preferences link action. The user will have options like changing their password, setting user favorites, or configuring their account. INTEGRATED HEALTH CARE SOLUTIONS Page 9 of 89

10 Help Icon: Help icon will give the user access to the Helpdesk system including chat support, phone support, or helpful documentation links. Logout Icon: Logout icon will either log the user out of the system or provide a temporary desktop shield similar to a screensaver. INTEGRATED HEALTH CARE SOLUTIONS Page 10 of 89

11 What Are Workqueues Patients Pending Check in Patient Pending Check in is a list of patients who have scheduled appointment for the current day s 24 hour period. The list sorted by appointment will show the patient s name, date of birth, access code for the patient portal, time of appointment, scheduled provider, and the portal status. N in the portal field means that the patient has not completed the portal. Y in the portal field means that the patient has completed the portal. I in the portal field means the patient began the portal but did not complete it. By selecting the patient s name in the list, the Patient Info screen for the patient that was selected, and the appointment will be tied to the visit.. Patients Pending Check in Work queue INTEGRATED HEALTH CARE SOLUTIONS Page 11 of 89

12 Patients Pending Check Out Patient Pending Check Out is a list of patients who are currently checked in for their visit. The patient will either appear in the lobby or in the room. The user will select the patient from the Patients Pending Check Out in order to close the visit for the patient. By selecting the patient s name in the list, the Patient Info screen for the patient will open for the patient with a Close Visit button in the top right corner. Patient Accounting Patient Pending Check Out Work queue Patient Accounting is a list of patients who have been checked in that 24 hour period. The user can access patients from Patient Accounting to return to the Patient Info screen for that visit. Patients will automatically be removed from the list in the next 24 hour period. INTEGRATED HEALTH CARE SOLUTIONS Page 12 of 89

13 Patient Accounting Work queue Patient Payer Eligibility Patient Payer Eligibility is a list of patients who have a scheduled appointment within 5 business days, and their insurance has not been verified for the visit. The user will select the row for the patient and the eligibility check window will appear. The system will automatically run the insurance and present the user with the eligibility data received. The user will have the ability to expand the appropriate section by selecting the arrows next to the service type. The user will then enter information in the textboxes provided and then hit the save button in order to close the window after information has been added to the comments textbox. Information added to the comments textbox will show on the Patient Info screen when the patient is accessed. The information displayed will also be stored in the dropdown to the left of the Refresh button. If there is ever a reason to rerun the verification, the user will select the Refresh button. INTEGRATED HEALTH CARE SOLUTIONS Page 13 of 89

14 Patient Payer Eligibility Work queue INTEGRATED HEALTH CARE SOLUTIONS Page 14 of 89

15 How to Change Roles / Facilities The following section will demonstrate how to change roles. Role/Facility Selection The user should follow these steps in order to change roles or facilities. 1. The user should select their username, facility, and role link in the middle of the screen. 2. The user will then be presented with all the available roles that the user has at the assigned facilities. 3. The user will then select the role at the facility that they would like to switch to. The user will then be presented with those role options at that facility. INTEGRATED HEALTH CARE SOLUTIONS Page 15 of 89

16 Patient Search The following section will cover how to find and add a patient. How to Find/Add Patient The user should select the Patient Search icon located in the main menu. Patient Search From the Patient Search screen, the user can enter the patient s identifying information and select the search icon in the top right corner or strike the Enter key. Results will show below the grid if the patient exists in the system. 1. The following search types are available: Patient, Contacts, Guarantor, and Ins. Subscriber 2. The user can search based on any of the search fields as well as by full or partial entries. 3. The user can also use the Most Recent dropdown which will display the most recent five patients that have been selected. 4. After selecting Search or striking Enter key, the user can select the patient from the search results grid that appears below the blue header. 5. The Patient Info screen will appear for the patient selected. 6. If the patient does not exist, the user can select the Add button in the bottom right corner. 7. The user will then populate the required fields and optional fields located in the window. a. Required Fields: First Name, Last Name, Date of Birth, Sex. b. Optional Fields: Middle Name, Suffix, Nickname, SSN, Marital Status, HID, Ethnicity, Race, Religion, Preferred Language, Home Phone, Cell Phone, Work Phone, Address. INTEGRATED HEALTH CARE SOLUTIONS Page 16 of 89

17 c. Other Fields: Release of Info, US Citizen (Checked By Default), Retired, Organ Donor, Allow Statements (Checked By Default), Allow Collections (Checked By Default), and Account Active (Checked By Default). 8. After populating the appropriate fields, the user will select the Save button in the top right of the window. 9. The Patient Info screen will appear for the patient created. Patient Add Window INTEGRATED HEALTH CARE SOLUTIONS Page 17 of 89

18 Patient Info Patient Info will be the main centric page that the user will work from a registration process. Patient Info Located in the top header of Patient Info, the user will see the following. 1. Image of the Patient Typically this image will be the scanned in card of the patient. 2. Scan / Upload Documents The user can select this link which will open a popup for the user to scan information for the patient. 3. Alerts/Warnings The Alerts/Warnings will appear based on critical information missing for the patient s registration. These Alerts/Warnings will disappear when the actions on those items have been satisfied. These Alerts/Warnings include: a. No Address Found b. No Payer Found c. Release of Information (HIPAA) d. Guarantor Not Found INTEGRATED HEALTH CARE SOLUTIONS Page 18 of 89

19 4. Payer Information The Primary Payer information will display above the Alerts/Warnings for the patient if the patient has insurance on file. It will also display the Policy Number, Group Number, Co-pay, Deductible, Remaining Deductible and Comments for the patient. The descriptions can be seen on tool tip. 5. Financial Data The Financial Data information for the patient is displayed including the Total Outstanding, Insurance Outstanding, Patient Outstanding, Sent to Collections, and Linked Patients amount. a. Total Outstanding Total dollar amount for the patient regardless of insurance status. b. Insurance Outstanding Dollar amount that is still pending insurance payment. c. Patient Outstanding Dollar amount that is in patient responsibility. d. Sent to Collections Dollar amount that is in collections. e. Linked Patients Total amount due by all patients who are linked. 6. Recall Date or Recall Comments The date and comments would be used for the campaigns and lists for the patients. Above the header for Patient Info, the user will see the following: 1. Menu Option The menu option is another option for the user to open certain items for the patient. Many of these items will link to the same items from the Patient Info page, but the Menu option does contain additional items such as printing and exporting. The menu option will give the user the ability to navigate to items such as: a. Admin Claim Admin Claims are used to enter in billing charges not related to a visit. b. Alert Alert will notify the user of particular problems about the patient. These alerts are not user specific. c. Comment Comments will be entries located on the bottom of the Patient Info page. d. Billing Comment Billing Comments will be entries that appear on the claim side for the patient. e. DMS DMS will open a pop up window for the patient s scanned in images. f. Patient Patient option will allow the user to link to additional items for the patient which include: i. Addresses Opens the address window for the patient. ii. Appointments Opens the appointment window for the patient. INTEGRATED HEALTH CARE SOLUTIONS Page 19 of 89

20 iii. Export Gives the ability for the user to export a CCR record for the patient. iv. HIPAA/Guarantor Opens the HIPAA or Guarantor signature window for the patient. v. Payers Opens the Payer window for the patient. vi. Pharmacy Opens the Pharmacy window for the patient. g. Progress Notes Allows the user to see Visit Notes for the patient if those exist. h. Print This option will give the user the ability to either print a Superbill or Face Sheet for the patient if necessary. 2. Provider Name Dropdown This provider in the dropdown would be the provider for the visit if the patient was to be checked in. 3. Choose Apt. This appointment would be the appointment type that the patient would be checked into if the patient was to be checked in. 4. Check In This button would check the patient in for a visit. Below the header for patient info, the user will see two tabs and information below corresponding to those tabs. The user can navigate to information in those areas by clicking on the tab. The information below will then correspond. Those two tabs and information under those include: 1. Demographics Tab a. Main Demographics b. Addresses i. Name, Date of Birth, Ethnicity, Race, Sex, Language, Phone Numbers, Address. i. Physical, Mailing, Billing, Employer c. Additional Information i. Employer, Primary Resource, Secondary Resource, Primary Physician, Referring Physician, Last Visit, and Pharmacy. d. Future Appointments i. Past and Future Appointments View future, past and cancel appointments. ii. Book Appointment to Block Book future appointments based off appointment type and preference. INTEGRATED HEALTH CARE SOLUTIONS Page 20 of 89

21 e. Emergency / Additional Contacts Set contacts applicable to the patient in case of emergency. f. Comments Add pertinent comments onto the patient s account. 2. Payer / Guarantor / HIPAA Tab a. Payer Set payer relationship for the patient. b. Guarantor Set responsible party for the bill. c. HIPAA Sign HIPAA agreement for the patient. d. Treatment Consent Set treatment agreement for the patient. Patient Info INTEGRATED HEALTH CARE SOLUTIONS Page 21 of 89

22 How to Edit/Add Demographics On the Patient Info screen of the Demographics tab, the user can select the Edit button in right corner. Demographic Information Edit The user will then have the ability to change or populate the required fields and optional fields located in the window. The fields include: 1. Required Fields: First Name, Last Name, Date of Birth, Sex. 2. Optional Fields: Middle Name, Suffix, Nickname, SSN, Marital Status, HID, Ethnicity, Race, Religion, Preferred Language, Home Phone, Cell Phone, Work Phone, Address. 3. Other Fields: Release of Info, US Citizen (Checked By Default), Retired, Organ Donor, Allow Statements (Checked By Default), Allow Collections (Checked By Default), and Account Active (Checked By Default). After the user has changed the desired information, the user will select the Save button in the top right and the window will close. INTEGRATED HEALTH CARE SOLUTIONS Page 22 of 89

23 How to Edit/Add Addresses Demographic Information Edit Window On the Patient Info screen of the Demographics tab, the user can select the Add button in the top right corner of the Addresses section. Patient Info Addresses Section INTEGRATED HEALTH CARE SOLUTIONS Page 23 of 89

24 To add an address, the user should follow these steps: 1. Select the Add button in the right corner of the address header. 2. An address popup will appear. 3. Pick the address type from the dropdown if it is different from Physical or need to specify. 4. Enter Address 1, Address 2, City, State, and Zip. 5. Select Save button in top right. To edit an address, the user should follow these steps: 1. Select the Edit button next to the address that is to be edited. 2. Change the information to the correct information. 3. Select Save button in top right. To delete an address, follow these steps: 1. Select the Delete button next to the address that is to be deleted. 2. Confirm deleting by selecting Ok. Patient Addresses Window INTEGRATED HEALTH CARE SOLUTIONS Page 24 of 89

25 How to Edit/Add Additional Information On the Patient Info screen of the Demographics tab, the user can select the Edit button in the top right corner of the Additional Information section. Patient Info Additional Information 1. Enter or select the appropriate information needed for the patient. Below is an explanation of each field. Employer: The free text field is reserved for the Employer of the patient. Primary Facility: The dropdown is reserved to store if needed the Primary Facility for the patient. This field will be seen in areas such as faxing for the patient. Primary Resource: The dropdown is reserved to acknowledge the Scheduling Resource that the patient is primarily assigned. The resource is shown when scheduling a patient. Secondary Resource: The dropdown is reserved to acknowledge the Scheduling Resource that the patient is assigned to after the Primary Resource. The resource is shown when scheduling a patient. Primary Physician: The dropdown is reserved to store the Primary Physician for the patient. The user can enter text into the dropdown to filter the list. To add to the list, the user will select the Edit button to the right of the list. INTEGRATED HEALTH CARE SOLUTIONS Page 25 of 89

26 Last Seen Date: The date is reserved to store the date the patient last saw their Primary Physician. Date is not applicable for all specialties. Referring Physician: The dropdown is reserved to store the Referring Physician for the patient. The user can enter text into the dropdown to filter the list. To add to the list, the user will select the Edit button to the right of the list. Recall Date: The date is reserved to store the Recall Date for the patient that will be used in Campaigns/Lists. Recall Comments: The free text field is reserved to store the comments for the Recall Date. 2. Once all information is entered as needed, the user will select the Save button in the top right window. Patient Additional Information Window Adding/Editing Pharmacy To edit a pharmacy for the patient, the user should follow these steps: 1. Select the Change/Remove link in the Additional Information section. 2. Select the Add button next to the pharmacy that should be added for the patient. a. The user can also select the Map link to see a MapQuest for the pharmacy. b. The user can also search for a pharmacy by using the Pharmacy Search tab at the top. INTEGRATED HEALTH CARE SOLUTIONS Page 26 of 89

27 Add Pharmacy Window How to View / Edit Future and Past Appointments On the Patient Info screen of the Demographics tab, the user can see the Future Appointments for the patient in the grid below the Provider, Date and Reason header. Patient Info Future Appointments INTEGRATED HEALTH CARE SOLUTIONS Page 27 of 89

28 If the Patient has a future appointment, the appointment will be displayed in the grid showing the Provider, Date and Time of Appointment, and Reason. Also on the grid, there is an option to cancel the appointment if desired. 1. If the user would like to cancel the appointment, the user should select the Cancel button on the appointment that should be cancelled. 2. A popup window to confirm cancellation will appear and comments box to put Reason is available. The user should select Ok to confirm if cancellation is needed. If the user would like to view past appointments for a patient, the user should follow these steps. 1. In the top right corner of the section, the user should select All Appointments. 2. A popup window will appear which contains a Future Appointments and Past Appointments tabs. 3. The popup window will default to open to the Future Appointments tab. The future appointments tab will show in more detailed information than the viewer on the Patient Info screen like the Authorization Code for the patient portal for the visit. 4. To view past appointments, the user should select the tab at the top of the screen. 5. If the Patient had any past appointments, all of the past appointments would show in the grid below. Additionally, the user will see the Authorization Code for the visit, Schedule Resource assigned to that visit, Schedule Begin Time, Schedule End Time, Appointment Type, Created Appointment User, Cancelled Appointment User, Reason for Appointment, and a Yes or No indicator for if a visit occurred for that appointment. 6. When finished, the user can select the X icon in that popup window to return to the Patient Info screen. All Appointments Window INTEGRATED HEALTH CARE SOLUTIONS Page 28 of 89

29 How to Edit/Add Emergency/Additional Contacts On the Patient Info screen of the Demographics tab, the user can see the Emergency / Additional Contacts for the patient in the grid below the Name, Relationship, Home, Cell, Work, Address header. Patient Info Emergency/Additional Contacts To add a contact, the user should follow these steps: 1. Select the Add button in the right corner of the Emergency / Additional Contact area. 2. A popup window will appear. 3. Enter name, relationship and/or all other information needed. 4. If the information is the same as the patient, the user can select the Copy Demographics/Address Information From Patient button. 5. Select Save button in top right corner. To edit a contact, follow these steps: 1. Select the Edit button next to the contact that should be edited. 2. Change the information as needed. INTEGRATED HEALTH CARE SOLUTIONS Page 29 of 89

30 3. Select the Save button. To delete a contact, follow these steps: 1. Select the Delete button next to the contact that should be deleted. 2. Confirm the action by selecting Ok. Emergency Contact Window How to Edit/Add Comments INTEGRATED HEALTH CARE SOLUTIONS Page 30 of 89

31 On the Patient Info screen of the Demographics or Payer/Guarantor / HIPAA tab, the user can see the Comments for the patient below the User, Comment, and Date header. Patient Info Comments To add a comment to the patient s account, the user should follow these steps. 1. Select the add button located in the Comments section at the bottom of the Patient Info. 2. A popup window will appear. 3. The user will then have a textbox to enter the comment information in for the patient. 4. When finished entering the appropriate text, the user will select the Save button in the top right corner. 5. The comment will then be displayed in the grid. 6. If the comment needs to be edited, the user will select the Edit button. A popup will appear, and the user should change the appropriate information. Then, select the Save button in the top right corner. INTEGRATED HEALTH CARE SOLUTIONS Page 31 of 89

32 How to Add/Edit/Inactivate Payer Patient Comments Window On the Patient Info screen of the Payer/Guarantor / HIPAA tab, the user can see the payer(s) for the patient below the Payer, Policy #, Group #, Bundled, Subscriber, Coverage, Auth. Codes, Date and Order header. Patient Info Patient Payer INTEGRATED HEALTH CARE SOLUTIONS Page 32 of 89

33 To add a payer, the user should follow these steps. 1. Select the Add button in the top right corner of the Patient Payers section. 2. The Patient Payer pop up will be presented; the user will enter the payer id or the payer name and select it from the list if the insurance is already in the list. 3. The user will then enter the following information: a. Required items include the Policy Number, Claim Filing Indicator, and Patient to Subscriber Relationship. b. Non-required items that may be entered include the Group Name, Group #, Payer Order, Coverage Start, Coverage End, Customer Service #, and Comments. Bundle with Primary and Assignment of Benefits checkboxes are checked by default. 4. Once all information needed is entered, select the Save button in the top right window. 5. The user should follow these same steps to add multiple insurances. If the Payer is not listed in the dropdown, the user should follow these steps. 1. On the Patient Payer pop up, the user will select the Add New Payer option. The user will be presented with a window with two tabs across the top labeled Search and Custom. 2. The user will first user the Payer Search field to keyword search for the insurance. The results will return below the Clearinghouse, CH ID, Payer ID, Name, and Enrollment grid. The user will then select Add button next the insurance if returned. INTEGRATED HEALTH CARE SOLUTIONS Page 33 of 89

34 3. If the insurance is not returned, the user will select the Custom tab; enter the Payer Name, Address 1, Address 2, City, State and Zip. Once the information is captured, select the Save button. This action will place that insurance in the dropdown where the user can follow the steps for adding insurance. If the user needs to inactivate a payer, the user should follow these steps. 1. The user should navigate to the Patient Info screen. 2. The user should select the Payer / Guarantor / HIPAA tab. 3. If the user needs to deactivate or delete insurance, the user will select the Delete button on the grid for the insurance that needs to be deleted. 4. The user will then confirm the deletion. 5. If the user would like to view Inactivated/Deleted insurances, the user will select the check box next to Show Inactive Payers. The inactivated insurances will show in red. If the user would like to reactivate insurance, the user should select the Activate button. Once the payer has been added to the patient, the user will have other options. 1. DMS This option will show the user insurance cards that have been scanned under the Insurance Cards section for the documents. 2. Elig - This option allows the user to check payer eligibility o The icon allows the user to apply quick text to the Comments section. o The icon allows the user to view eligibility in an XML format. o The icon allows the user to add a response using HTML format. o The icon allows the user to export the eligibility information to an Excel document. o The icon allows the user to export the eligibility information to a PDF document. o The icon allows the user to export the eligibility information to a CSV file. o The icon allows the user to export the eligibility information to a Word document. o The user will select the icon to display detailed information about the plan coverage. o The user will select the icon to refresh the screen to display changes. o The user will select the icon to save changes. o The CoPay Amt captures the copay amount for the patient. This information is viewable from the Patient Information screen. o The Deductible captures the deductible amount for the patient. This information is viewable from the Patient Information screen. o The Remaining Ded captures the deductible amount for the patient. This information is viewable from the Patient Information screen. 3. Delete This option will inactivate the insurance for the patient. INTEGRATED HEALTH CARE SOLUTIONS Page 34 of 89

35 4. Auth Codes This option will allow the user to attach Authorization Numbers to visits. o The user will select the item of No Codes Saved / Active. o Popup window will appear for the user to add the Authorization#, Start Date, End Date, # of Visits, and Provider. o The user will then select the Save button in the top right corner. o The users will then have these visits available in the header for Check In. Patient Info Payer INTEGRATED HEALTH CARE SOLUTIONS Page 35 of 89

36 How to Edit/Add Guarantor On the Patient Info screen of the Payer/Guarantor / HIPAA tab, the user can see the Guarantor for the patient below the Guarantor section next to Relationship. Patient Info Guarantor To add or edit a guarantor, the user should follow these steps: 1. Click the Edit Guarantor button. 2. Pick the relationship to the Patient from the dropdown. 3. If self, the user will not be prompted for further information and the user can select the Save button in the top right corner. 4. If not self, the user will be prompted to enter the appropriate information and then select Save. a. Required fields include First Name, Last Name, and Address. b. The user will have the option to select Copy Address from Patient if the Guarantor has the same address. c. If the Guarantor is the Primary Subscriber for the insurance, the user can select Primary Subscriber from the relationship dropdown and it will default the fields similar to the subscriber. INTEGRATED HEALTH CARE SOLUTIONS Page 36 of 89

37 How to Sign Consent and HIPAA Forms Patient Info Guarantor On the Patient Info screen of the Payer/Guarantor / HIPAA tab, the user can see the HIPAA and Consent status for the patient in the HIPAA and Treatment Consent sections. Patient Info HIPAA/Treatment Consent To have the patient sign the HIPAA, the user should follow these steps. 1. The user should then select the Edit HIPAA button located in the HIPAA section. 2. A popup window will appear. INTEGRATED HEALTH CARE SOLUTIONS Page 37 of 89

38 3. The user will instruct the patient to sign the signature pad located in the window. The user will see the patient signing in the top left window. 4. When the patient has completed signing, the user will then select the Save button in the top right window. 5. The user will have the option to have the patient designate where they would like to receive messages by selecting the check boxes below. In normal circumstances, the boxes are not checked. 6. If the user would like to have the Patient sign the HIPAA and the Treatment Consent Form at the same time, the user should leave the check box stating Apply Signature to Treatment Consent checked. This feature will use the patient s signature for both options. In most circumstances, the check box is checked. 7. After selecting the Save button, the user will be prompted with an option to Add People to HIPAA Authorization. If they would like to add people, the user should select OK. If the user would not like to add people, the user should select Cancel. 8. If the user selects Ok, a popup will appear to add the name of the person the patient would like to add. The user should enter that information and select Save. This action will add the contact to the list at the bottom of the window. If there are more people that would like to be added, the user can select the Add button in the bottom grid. The contact popup will appear again, and the user can add as many contacts as needed. When finished, the user should select X icon in the HIPAA popup window. If the user needs to add more contacts for a previous HIPAA, the user will select Edit HIPAA and then scroll to the bottom grid and Add as above. 9. If the user selects Cancel, the popup will close. 10. If the user needs to print the HIPAA form, the user should select the Print HIPAA captured on and then select print. INTEGRATED HEALTH CARE SOLUTIONS Page 38 of 89

39 Patient Info HIPAA To have the patient sign the Treatment Consent separately from the HIPAA, the user should follow these steps. 1. The user should select the Treatment Consent link located next to the Guarantor. 2. A popup window will appear with the Treatment Consent information. 3. The user will instruct the patient to sign the signature pad located in the window. The user will see the patient signing in the top left window. 4. When the patient has completed signing, the user will then select the Save button in the top right window. 5. The user will only have the option to sign both forms at the same time through the HIPAA interface. INTEGRATED HEALTH CARE SOLUTIONS Page 39 of 89

40 Patient Info Treatment Consent How to Scan/Upload Documents The following section will cover how to scan and upload information into a patient s chart. How to Scan / Upload a Document If you would like to scan or upload a document into a patient s chart, the user should follow the following steps to do so. 1. Go to the Patient Info page for the patient. 2. After pulling the Patient Info, the user can navigate to the scan page via these options. a. Click Scan / Upload Documents below the image on the Patient Info page. i. This option will open the scan page in a popup window on top of Patient Info. b. Click on Scan / Upload Docs link in the left navigation. i. This option will open the scan page in a page and redirect the user from Patient Info. c. Click on Documents page in the left navigation. i. This option will show all scanned in images the patient has on file. ii. The user will then click on Upload Document or Scan Document link in the top right corner. iii. The user will then be directed to the scan page. INTEGRATED HEALTH CARE SOLUTIONS Page 40 of 89

41 Scan Links 3. To scan a document, the user should select the Document Type for the Document. Then, change the description for the document if necessary to describe what this document is. These steps are required before scanning. Then, place the Document that the user wishes to scan either on the Feeder or the Flat. After doing so, the user should select the Scan button. This action will then scan the desired pages in. When all pages are completely scanned, the user should then select the Save button in the top right corner. Once a document is saved, the user will be prompted with a successful upload, thus that document is saved into the Patient s chart. If the document has received an error, and the user wishes to delete before saving, the user should select the Clear button next to the scan button. 4. Other options that the user can do are: move pages forward and back by using the arrow buttons. Also, the user can see more options to the right of those arrows. The user can hover over the icons and the user will be told what the buttons do. 5. Prior to scanning, the user can select the Auto crop, Color, Continuous, Duplex, or Camera buttons to turn those features on. Auto crop will size the document appropriately for the data if checked, select Color if the document you wish to be scanned in Color, select Continuous if you are going to scan documents in sections into the same group, select Duplex if you would like to scan in front and back, select Camera if you have a digital camera hooked up to your computer. INTEGRATED HEALTH CARE SOLUTIONS Page 41 of 89

42 Scan Page To upload a document, the user should follow the same steps as scanning to the step of picking the Document Type and Description, after picking the document type and description, the user should follow these steps: 6. Select the Browse button, after selecting the browse button the User will search for files on their computer. 7. Select the Document on the user computers that they wish to upload. 8. After selecting the document, the user should select the Upload button. 9. A successful upload will appear. At that point, the document has been saved into the patient s chart. How to View a Document If the user would like to view a document in a patient s chart, the user should follow the following steps to do so. INTEGRATED HEALTH CARE SOLUTIONS Page 42 of 89

43 Document Viewing/Options 1. Go to the Patient Info page for the patient. 2. After pulling the Patient Info, the user can navigate to the DMS or Documents using these options. a. Click DMS on the next to the edit button on the demographics tab. i. This option will open the scan page in a popup window on top of Patient Info. b. Click DMS in the menu item on the Patient Info page. i. This option will open the scan page in a popup window on top of Patient Info. c. Click on Documents page in the left navigation. i. This option will show all scanned in images the patient has on file. 3. Using all three options, the user will see all scanned images in folders and descriptions located on the left side of the window. 4. The user can select the item and the item will appear to the right in the view pane. For further detail options, the user will have to navigate to the Documents page in the left navigation. The user can then right click on an item, and an options will be presented which include some of the below items. a. View Option will select the item and it will appear in the viewing pane. b. Popup View Option will open the image in a full popup on top of main screen. c. Export Will make document appear in the Downloads for the computer in the format scanned. d. Export CCR/CCD In Human Readable Format Meaningful Use Attestation e. Export XSL (CCR) Meaningful Use Attestation f. Export XSL (CCD) Meaningful Use Attestation INTEGRATED HEALTH CARE SOLUTIONS Page 43 of 89

44 g. Edit Doc Type / Description Will allow the user to change the folder or description for the document. h. Edit Doc Content Will redirect the user to the scan page where the user can have editing option. i. Fax Will allow the user to fax the document. j. Will allow the user to the document. k. Security Meaningful Use Attestation l. Delete Will remove the document from the patient s account. m. Request Review Will give the ability for the user to place in a user s Document Review work queue. n. Properties Gives detail information on the document like size and scanned user. o. Print, Save, Zoom The user can hover their mouse over the image to use their PDF reader options. p. Print All Documents The user can select the Print icon next to All Documents to print all documents associated with the patient. INTEGRATED HEALTH CARE SOLUTIONS Page 44 of 89

45 Scheduler In this section, the user will be shown the details in regards to the scheduler. The schedule works in terms of either a right click or selecting the grid and selecting the Menu in the top right corner. How to Open the Scheduler The user will select the Schedule icon which is the fourth icon in main menu. Schedule Link Whenever the schedule is selected, a new window will open and the user will have two windows open. How to Refresh the Schedule The scheduler will refresh based on user preference, and it does not auto refresh. The schedule will display to the user the last time the schedule was updated. INTEGRATED HEALTH CARE SOLUTIONS Page 45 of 89

46 Schedule In order to refresh the schedule, the user should follow these steps. 1. Click the Last Updated button in the top right corner of the scheduler window. 2. The schedule will refresh to the latest version. How to Change Date and Time To switch dates and time, the user should follow these steps. INTEGRATED HEALTH CARE SOLUTIONS Page 46 of 89

47 Changing Days for Scheduler 1. The user should select the < > arrows in the top left corner. a. > arrow will move the day forward one day. b. < arrow will move the day backward one day. 2. Today Will return the user to the current date. 3. The down arrow will open a calendar. In the calendar, the following areas act as follows. a. < > arrows move the month forward or backward by one month each click. b. << >> arrows move the month forward or backward by three months each click. c. The user can also select the Month and Year in the middle in order to select other months and years. 4. Quick Date The user can select items from the dropdown like 1 Year From Today and the user will be redirected to that date from today s date. How to View Week View INTEGRATED HEALTH CARE SOLUTIONS Page 47 of 89

48 In order to view a week view for a scheduling resource, the user should follow these steps. Week View for Scheduler 1. Select the WK beside the scheduling resource that the user would like to see the view week view. 2. The week view will open for that scheduling resource. 3. The user can use the < > in the top left in order to forward or backward a week by each click. 4. The user can book appointments the same by selecting the appointment block or right clicking. 5. In order to return to the normal day view, the user should select the Day button beside the scheduling resource. 6. Selecting the Day button will return the user to the main view of the schedule for that day. If there are only two resources on the schedule showing, the user can also select the Day or Week below the refresh button to toggle between the two views. INTEGRATED HEALTH CARE SOLUTIONS Page 48 of 89

49 How to Manage Resources There are three different options for managing resources. Those resource options are Resource Views, My Resources, and Master Resources. Resources are classified as the items that show on the schedule. Resource Views Managing Resources for Schedule To change to a predefined Resource View for the schedule, the user should follow these steps. 1. The user should either right click on the screen or click the Menu button and select Resource Views. 2. The user should select the appropriate resource view. 3. This will change the above resources to the desired view. My Resources To manage the scheduling resources for the user without using Resource Views, the user should follow these steps. My Resources are the items on the main pane for the schedule. INTEGRATED HEALTH CARE SOLUTIONS Page 49 of 89

50 1. The user should either right click on the screen or click the Menu button and hover over Manage Resource, and then the user should select My Resources. 2. The user should then move the Resources from available on the left to the current on the right then hit the Save button. 3. The resources on the right of the screen will be the Resources that show for the grids. Master Resources To manage the scheduling resources for the user without using Resource Views, the user should follow these steps. Master Resources are the items that appear above the main pane for the schedule. Master Resources are always accessible regardless of removing items from My Resources. 1. The user should either right click on the screen or click the Menu button and hover over Manage Resource, and then the user should select Master Resources. 2. The user should then move the Resources from available on the left to the current on the right then hit the Save button. 3. The resources on the right of the screen will be the Resources that show above the grids and not show for the main schedule if they do not exist in My Resources. They will not display above the grid if they are a current My Resource. This feature is best used whenever the user has scheduling resources that they need to access but schedule to rarely. The schedule view is user specific and will remain unchanged until the user makes that change. How to Change Time Scale To manage the time scale for the schedule, the user should follow these steps. INTEGRATED HEALTH CARE SOLUTIONS Page 50 of 89

51 Change Time Scale for Schedule 1. The user should either right click on the screen or click the Menu button and hover over Change Time Scale, and then the user should select time interval desired. 2. The Resources will change for that time scale interval. What Do the Icons Mean On the Schedule This section will cover what the icons mean for the schedule. The following icons will appear whenever an item has been completed for that appointment. For further detail, the user can right click on the schedule or click the menu, and then select Schedule Help. A popup will appear with further explanation. INTEGRATED HEALTH CARE SOLUTIONS Page 51 of 89

52 Schedule Help INTEGRATED HEALTH CARE SOLUTIONS Page 52 of 89

53 Green Phone: Green phone on an appointment block indicates that the patient was confirmed by either the Auto dialer phone system, or they were confirmed through the manual confirm process. Yellow Phone: Yellow phone an appointment block indicates that the patient was called and answered, but the patient did not select the confirm button. Speaker: The speaker indicates that the patient was called, and a voic was left. Checklist Icon: Checklist icon indicates that the patient has had their eligibility verified in the same month or within 7 days of the appointment. Yellow Shirt Figure: If a person symbol appears on the schedule block, and they have a yellow shirt on. Then, the Registration Patient Portal has been started but not completed. Green Shirt Figure: If a person symbol appears on the schedule block, and they have a green shirt on. Then, the Registration Patient Portal has been started and completed. Black Shirt Figure: If a person symbol appears on the schedule block, and they have a black shirt on. Then, the Registration Patient Portal has been completed within a time period where the patient will not have to do the Registration Patient Portal again. Birthday Cake: If a birthday cake appears on the schedule block, then the patient has a birthday within one week of the appointment. How to Schedule a New Appointment There are two ways in order to schedule a new appointment in Medical Mastermind. Both options are available to be used while scheduling. Those two options include: 1. Scheduling Without Blocks a. Scheduling without blocks is used when there is no predefined notion of when an appointment should be made or not made. 2. Scheduling With Blocks a. Scheduling with blocks is used when there is a predefined notion of when an appointment should be made or not made. INTEGRATED HEALTH CARE SOLUTIONS Page 53 of 89

54 How to Schedule a New Appointment without Schedule Blocks To schedule an appointment with schedule blocks, the user should follow these steps. New Patient Appointment 1. In order to schedule a new appointment, the user should find the appropriate date by select the down arrow in the top left corner. Then, the user should find the appropriate date by selecting the arrows. 2. Once the date is found, the user should find the time slot desired. On the time slot desired, the user should right click on the block or left click the block and select the menu in the top right. 3. The user should then select New Patient Appointment regardless if the patient is new or established. 4. A popup will appear. a. The user can now search for the patient, and the user can either select the Search icon or select the Enter key if the patient exists. The results will appear below. b. If the patient does not exist and is new, the user can select the (+) button next to search in order to create the patient. 5. The user will then select the Appointment type in the top right corner of the window. The user can also put in a reason for their appointment as well as phone numbers and address. INTEGRATED HEALTH CARE SOLUTIONS Page 54 of 89

55 Once a reason and appointment type is entered, the user should select the save button to schedule the appointment. 6. An access code will be given to the user, and the user can then give this access code to the patient if the clinic utilizes the Patient Portal. How to Schedule a New Appointment Using Schedule Blocks To schedule a new appointment using schedule blocks, the user should follow these steps: Schedule Blocks 1. In order to schedule a new appointment, the user should find the appropriate date by select the down arrow in the top left corner. 2. Once the date is found, the user should find the time slot desired. On the time slot desired, the user should left click the appointment block desired. 3. A popup will appear. a. The user can now search for the patient, and the user can either select the Search icon or select the Enter key if the patient exists. The results will appear below. b. If the patient does not exist and is new, the user can select the (+) button next to search in order to create the patient. INTEGRATED HEALTH CARE SOLUTIONS Page 55 of 89

56 4. The user will then select the Appointment type in the top right corner of the window. The user can also put in a reason for their appointment as well as phone numbers and address. Once a reason and appointment type is entered, the user should select the save button to schedule the appointment. 5. An access code will be given to the user, and the user can then give this access code to the patient if the clinic utilizes the Patient Portal. How to Search Blocks In order to search schedule blocks, the user should follow these steps. 1. Select the scheduling resource name. 2. A popup window will appear. Searching Blocks 3. The window will automatically show the user all of the next available blocks for the user. The user has the option to choose the appointment type in the dropdown, to set the begin date for INTEGRATED HEALTH CARE SOLUTIONS Page 56 of 89

57 the appointment, and choose if the patient desires morning and afternoon appointments. If the user changes these options, the user will hit the Search button in the far right corner. 4. A list of available appointments will appear. 5. The user can select the Select on the line to schedule a patient for that time slot. 6. The user will be prompted for the new patient appointment process as indicated above. The user can also search blocks from the Patient Info screen for the patient in the Book Patient to Block section. Block Searching How to Edit or View Details of an Appointment This section will cover how to edit an appointment. There a few ways in order to do so. View Detail To see further detail on an appointment and edit other details about the appointment, the user can follow these steps. 1. The user hover their mouse over appointment in order to view detail about the appointment like the following. a. Patient Name, Date of Birth, Facility, Appointment Type, Registration Portal Code, Appointment Begin Time, Appointment End Time and HID. 2. To see even further detail, the user can left click on the appointment block. 3. A detail popup will appear for the scheduled appointment. INTEGRATED HEALTH CARE SOLUTIONS Page 57 of 89

58 a. Appointment Info tab will allow the user to see more detailed information about the actual appointment. i. Patient Info including the phone numbers and address in which the user can enter and update to the main account at this point. The user can enter the information and hit save in the top right corner. ii. Appointment Info including Registration Portal number, Appointment details, User Scheduling details, and Appointment Reminder details. iii. Manually confirm option will allow the user to select the checkbox and enter text to note that the appointment has been called. The user will select the checkbox, then enter text and select the Save button in the top right corner. b. Payer Info tab will allow the user to view the existing insurance in more detail as well as add a payer if needed. c. Appointment History tab will allow the user view future appointments and past appointments. Appointment Detail Drag and Drop To move an appointment from one block to another on the current day, the user can follow these steps. INTEGRATED HEALTH CARE SOLUTIONS Page 58 of 89

59 1. Left click and hold on the appointment block with your mouse. 2. Drag your mouse to the appropriate block and release the left click. 3. The appointment will be dragged from the original block to a new block. How to Reschedule a Patient In order to reschedule an appointment, the user should follow these steps. 1. Have open or open the scheduler. 2. Navigate to the date of the appointment that needs to be rescheduled. 3. Right click on the appointment block. 4. Select the Cut item. 5. Navigate to the date that is to be rescheduled to. 6. Right click on the block that will be rescheduled to. 7. Select the Paste button. 8. The appointment should be removed from the original block and moved to the new block. INTEGRATED HEALTH CARE SOLUTIONS Page 59 of 89

60 Cut, Copy and Paste Options How to Cancel a Patient In order to cancel an appointment, the user should use the following steps. 1. Have open or open the scheduler. 2. Once the schedule has been opened, the user should navigate to the appropriate schedule block that should be cancelled. 3. The user should hover the mouse over the appointment block and then select the red X in the top right corner. 4. After selecting the red X, a popup will appear which the user will confirm with a reason if needed. 5. The appointment will then be removed from the schedule block. The user can also cancel and appointment from Patient Info for the patient info listed under Future Appointments. There will be a Cancel link for the patient s appointments. INTEGRATED HEALTH CARE SOLUTIONS Page 60 of 89

61 Cancel Appointment Printing/Exporting Options for the Schedule The user can either right click or select the menu, and then the user will hover over Print/Export. The user will then select the report from the list. Report options for the schedule include: INTEGRATED HEALTH CARE SOLUTIONS Page 61 of 89

62 Print/Export Schedule 1. Face Sheet Face Sheet report will print a demographical summary for the patient. a. The user must right click on a patient s appointment to have this option. 2. Superbill Superbill print a configured charge sheet for the patient. a. The user must right click on a patient s appointment to have this option. 3. Resource Schedule Resource Schedule report will print appointment level detail for the day for the resource selected. a. Includes Name, Location, Appointment Type, Appointment Time, Reason, and Phone Numbers. b. The user must be on the Resource column desired for the report. 4. Resource Superbills Resource Superbills will print a batch level of super bills for the patients located on resource selected day schedule. a. The user must be on the Resource column desired for the report. 5. All Resource Schedule All Resource Schedule will print the appointment level detail for the day for all resources in the view. INTEGRATED HEALTH CARE SOLUTIONS Page 62 of 89

63 a. Includes Name, Location, Appointment Type, Appointment Time, Reason, and Phone Numbers. 6. Resource Schedule Detailed Resource Schedule Detailed will print appointment level detail for the day for the resource selected. a. Includes Name, Location, Appointment Type, Appointment Time, Reason, and Phone Numbers, Confirmation, and PT Balance. 7. All Resource Schedule Detailed All Resource Schedule Detailed will print appointment level detail for the day for all resource selected. a. Includes Name, Location, Appointment Type, Appointment Time, Reason, and Phone Numbers, Confirmation, and PT Balance. 8. Schedule Schedule provides a summary of appointment cancellations. 9. Summary Summary provides a list of appointments types for a date range. 10. Export to PDF Export to PDF option will export the schedule into a PDF for the current view. Check In Appointment If the user needs to check in a patient for the today s schedule, the user will follow these steps. INTEGRATED HEALTH CARE SOLUTIONS Page 63 of 89

64 Patients Pending Check In 1. The user will single click the desired patient from the Patients Pending Check In work queue on the home screen. 2. The Patient Info screen for that patient will appear. 3. The user will need to capture the appropriate data like address, insurance changes, and all other items needed. Please refer to those sections for help in those areas. 4. After collecting all information needed prior to the provider seeing the patient, the user will click the Check in to Scheduled Apt. button once in the top right corner of the screen. 5. The user will be returned to their home screen. Walk In If the user needs to check in a patient that is a walk in and does not have an appointment, the user should follow these steps. 1. The user should Patient Search for the patient. 2. The Patient Info screen will appear. 3. The user will need to capture the appropriate data like address, insurance changes, and all other items needed. Please refer to those sections for help in those areas. 4. The user will select the appropriate provider, appointment type as necessary and select the check in button in the top right corner. 5. The user will be returned to their home screen. Payments If the user needs to take a payment for a patient, the user should follow the steps in this section. INTEGRATED HEALTH CARE SOLUTIONS Page 64 of 89

65 Take Payment on Current Visit In order to take a payment for a visit on the same day, the user can follow these steps. Patient Info Make Payment Link 1. Select the patient from the Patients Pending Check Out work queue. 2. The user will have an option below the Close Visit button in the top right corner that says Make Payment. 3. If the user needs to enter a payment, the user can select that option. 4. A popup window will appear. 5. The user will then enter the amount, method, type along with reference number, provider, and comments if needed. The user can also select the Show Receipt checkbox if they wish to print a receipt after saving. 6. Once all information is entered correctly, the user will then select the Save button in the top right corner. 7. The user will see the payment applied in the Payments area for the visit. INTEGRATED HEALTH CARE SOLUTIONS Page 65 of 89

66 Take Payment on Past Visits Make Payment Window In order to take a payment for a visit not on the same day, the user can follow these steps. 1. The user can navigate to the patient. Payment on Ledgers 2. The user can then select the Payment link in the left navigation. 3. The user will then be presented with Payment page which will show the ability to apply a payment, outstanding ledgers, and patient payments along with giving the user the ability to produce a statement. INTEGRATED HEALTH CARE SOLUTIONS Page 66 of 89

67 4. If the user needs to make a payment on the ledger, the user should enter the amount of total payment and method as well as provider, reference number and comments if needed in the top section labeled Patient Payment. 5. The user can then either enter the amount on each ledger that will go to that individual ledger, or the user can select the Distribute Payment button and the system will distribute the amount appropriately for the outstanding ledgers. 6. After distributing the amount, the user should select the Save button. Viewing Detail for a Ledger To view detail for a ledger, the user should follow these steps. Ledger Detail 1. From the payment page, the user should locate the ledgers section. 2. The user should select the View button to the right of the ledger. 3. A popup will appear, and the ledger detail will show below the grid. Statements for a Patient To produce a full statement for outstanding for the patient, the user should follow these steps. 1. From the payment page, the user should select the Statement Button in the top right corner. INTEGRATED HEALTH CARE SOLUTIONS Page 67 of 89

68 2. The print out will appear in a popup, and the user can print the report for the patient. To produce a statement for specific ledgers, the user should follow these steps. 1. From the payment page, the user should locate the ledgers section. 2. The user should uncheck the ledgers that are not needed to be printed. 3. The user should then select the Statement icon below the checkboxes of the ledgers. 4. The print out will appear in a popup, and the user can print the report for the patient. Deleting Payments Statements If the user needs to delete payments, the user should follow these steps. 1. From the payment page, the user should locate the Patient Payments section at the bottom of the page. The user will see all patient payments applied to the account. 2. The user can select the Delete button for the patient. 3. The user will then have the opportunity to input an adjustment reason and then select Adjust. INTEGRATED HEALTH CARE SOLUTIONS Page 68 of 89

69 Payments How to Enter Charges on Checkout If the user needs to enter charges for the visit upon checkout, the user should follow these steps. Charge Entry 1. Select the patient from the Patients Pending Check Out work queue. INTEGRATED HEALTH CARE SOLUTIONS Page 69 of 89

70 2. Select the Chart button below the Close Visit on the Patient Info screen. 3. A popup will appear. 4. The user should then select the Visit Codes from the list by selecting the radio button beside the proper code. Visit Code Tab for Charge Entry 5. After selecting radio button, the page will then switch to the Orders page for the visit. The user can either search the list for the code in the proper category, or the user can enter the code or description of the code in the Quick Search textbox on the top left of the screen. By searching, the list will be filtered based off the entry. If there is only one entry left, the user may strike the Enter key on the keyboard to add the code, otherwise, the user will select the code with their mouse. The code will show above the headings. a. If the user needs to add additional units, the user will select the textbox beside the Delete icon and change that number to the proper number. b. If the user needs to delete an order, the user will select the Delete icon beside the order. c. If the user needs to attach a modifier, the user will select the M beside the order. 6. After selecting the appropriate orders, the user will select the Save button in the top right corner. INTEGRATED HEALTH CARE SOLUTIONS Page 70 of 89

71 Orders Tab for Charge Entry 7. After selecting the save button, the page will switch to the Diagnosis page for the visit. The user can either search the list for the diagnosis or code in the proper category, or the user can enter the code or description of the diagnosis in the Quick Search textbox on the top left of the screen. By searching, the list will be filtered based off the entry. If there is only one entry left, the user may strike the Enter key on the keyboard to add the diagnosis, otherwise, the user will select the code with their mouse. The diagnosis will show above the headings. a. The order of the diagnoses will be based the sequence the diagnoses are selected. b. If the user needs to delete a diagnosis, the user will select the Delete button beside the diagnosis that needs to be deleted. 8. After the selecting the appropriate diagnoses, the user will select the Save button in the top right corner. INTEGRATED HEALTH CARE SOLUTIONS Page 71 of 89

72 Diagnosis Tab for Charge Entry 9. The window will close, and the Patient Info screen will reflect the additions. How to Link Patients On the Patient Info screen located in the header under Financial Data, the user can see the link of Linked Patients. Linked Patients would be patients who are either manually linked together by the user or patients who are linked due to the following: * The results above are matched on the following criteria 1. Guarantor SSN or 2. Guarantor Firstname & Lastname & Date of Birth or 3. Guarantor Firstname & Lastname & Address1 & Zip Match or 4. Guarantor Firstname & Lastname & (HomePhone or WorkPhone) or 5. Patient matches Guarantor, SSN or 6. Patient matches Guarantor, Firstname & Lastname & Address1 & Zip or 7. Patient matches Guarantor, Firstname & Lastname & (HomePhone or WorkPhone) 8. Guarantor SSN matches Patient SSN & Patient Relationship = Self To view items for Linked Patients, the user should follow these steps. INTEGRATED HEALTH CARE SOLUTIONS Page 72 of 89

73 Patient Info Linked Patients 1. Select the Linked Patients link on Patient Info or select the patient s name in the Patient Information pane below the left navigation. 2. The Guarantor Group popup will appear. Manually linked patients will appear in the top of the header, and Patients Linked Based on Guarantor Information will appear in the bottom header. Guarantor Group Window To add patients to the Manually Linked Patients, the user should follow these steps. 1. Select Link Patients in the top right corner. 2. Search for the patient using Acc#, First, Last, DOB, SSN, Phone, and or Gender. INTEGRATED HEALTH CARE SOLUTIONS Page 73 of 89

74 3. Select the patient s name in the results field below the header. 4. The selected patient will now be added to the Guarantor Group of Manually Linked Patients. To add patients to the Patients Linked Based on Guarantor Information, the user should follow these steps. 1. The user should associate the same Guarantor for that patient in the Guarantor section for the patients. 2. The user can return to the Linked Patients link and the patients will be added to the Patients Linked Based on Guarantor Information section. Once patients are add to the Guarantor Group, the user can sync information between patients. Syncing information includes Phone numbers, Address, Contacts, Guarantor, HIPAA, and Treatment Consent. To sync information between patients, the user should follow these steps. 1. The user should select Link Patients from the patient that the user would like to sync from. 2. The user should then select the Sync link on the patient that the user would to sync to. 3. The user should then check the boxes for the items that they would like to synch. 4. The user should select the Save button in the top right corner. 5. The system will then synch those accounts. To go between accounts that are synched, the user can select the Go To link beside the patient s name. To see a history of the account, the user can select the patient s name. In order to delete the link, the user should select the Delete Link for the patient that should be removed from the group. The user will only be able to delete manually linked accounts, but patients linked on guarantor can be removed by changing the guarantor on the accounts. INTEGRATED HEALTH CARE SOLUTIONS Page 74 of 89

75 Guarantor Group Window How to Edit/Add Patient Alerts After creating or searching for the patient, the user will be presented with the Patient Info screen. If the user would like to add a patient alert, the user will follow these steps. To add a patient alert, follow these steps: Patient Alert INTEGRATED HEALTH CARE SOLUTIONS Page 75 of 89

76 1. Select the (!) icon in the Patient Information area below the left navigation for the patient. 2. A popup will appear. 3. Enter the message and select the alert Level. If the level is high, a popup will appear whenever the patient is selected. EMR alert entry will make a popup appear on the Visit Note for the providers. 4. Select Save to close the window. Patient Alert How to Do an Admin Claim If the user needs to add an administrative charge to a patient s account, the user should follow these steps. INTEGRATED HEALTH CARE SOLUTIONS Page 76 of 89

77 1. Navigate to the Patient Info screen. 2. Select the Create Admin Claim button in the top right corner. 3. Select a provider, a charge, and the appropriate number of units for the charge. 4. Select Save. 5. The user will then proceed to the patient payment page to take payment for that ledger. Admin Claim Window INTEGRATED HEALTH CARE SOLUTIONS Page 77 of 89

78 How to Print an Excuse Slip If the user needs to print an Excuse Slip for a visit, the user should follow these steps. 1. The user should select the Excuse Slip link in the left navigation for the patient. 2. The user can enter the Date of return for the patient. Also, the user can add additional comments if needed. 3. Then, the user should select the Print icon for the visit below. 4. Select the print icon and the printer. 5. Each excuse slip printed will appear in the Documents section for the patient. INTEGRATED HEALTH CARE SOLUTIONS Page 78 of 89

79 Excuse Slip To produce an Excuse Slip in Medical Mastermind, the patient must have a visit in Medical Mastermind. INTEGRATED HEALTH CARE SOLUTIONS Page 79 of 89

80 Check Out Patients Pending Check Out Work queue After checking the patient in as an appointment or a walk in, the patient will appear in the Patients Pending Check Out work queue. If the user needs to close a visit for a patient, the user should follow these steps. 1. Select the patient from Patients Pending Check Out work queue. 2. The user should then gather whatever other information needed for the visit including taking payments or entering charges in for the visit prior to closing the visit. Please refer to those sections as needed. The user will also see the checkout message from the provider. 3. Then, the user should select the Close Visit icon in the top right of the Patient Info screen. 4. The user will then be returned to the Home screen. INTEGRATED HEALTH CARE SOLUTIONS Page 80 of 89

81 Patient Info Close Visit Daily Reports If the user needs to run balancing reports, the user will follow these steps. Reports Link 1. Navigate to the Home page of Medical Mastermind. 2. Select the Reports option in left navigation. 3. The user will then select the report that needs to be run. INTEGRATED HEALTH CARE SOLUTIONS Page 81 of 89

82 4. Set the begin date and end date for the report as needed along with any other search criteria needed. 5. If the user sees a (+) button, then the user has the option to select that button which will expand that section and see further detail if needed. 6. In order to print the report, the user will select the format in the dropdown located above the left logo. Generally, the report is printed in a PDF format. After selecting the format, the user will then select the Export button which will open a preview viewer. From there, the user will be able to print the report. Report Example How to Manage the Message Center The user will select the Message Center icon to be redirected to the message center. Message Center Link The user will be presented with the Inbox where the user will review received messages. The user will single click the item to select a message from the grid to view the message. The selected message will be highlighted in green in the grid. Messages that will appear in the message center include: 1. between Users 2. Patient Telephone Encounters INTEGRATED HEALTH CARE SOLUTIONS Page 82 of 89

83 3. Faxes about Documents 4. Refill Requests Message options that are available include: 1. Group Message Group message will send a message to multiple users in a form of single message. If one user completes or modifies the message, all other users will have the affected change. If not selected, the message will be considered an individual message and will not be affected by other users. 2. Urgent Message Urgent message will make the message number appear red in the recipient s mailbox. 3. Refresh Icon Refresh icon will get the latest for the user. Messages between Users To create a message between users, the user can follow these steps. Message Center 1. User will open the message center 2. The user will select the Compose option to create a new message. 3. The user will select the users/roles from the left side available. INTEGRATED HEALTH CARE SOLUTIONS Page 83 of 89

84 4. After selecting, the user will move to the To: location. 5. The user will then enter the subject and body to the message. 6. When completed composing the message, the user will select the Send button. To remove items from the message center, the user can follow these steps. 1. The user will select the checkboxes beside the messages that the user wishes to take action on. 2. The user will then select the Choose Action dropdown. Options include Mark Unread, Mark Read, Completed, Inactive, or Trash. How to Create a Patient Encounter To document a Telephone Call or Encounter, the user should follow these steps. Telephone Encounter 1. Pull the patient chart through Patient Search or Workqueues. 2. Select Patient Encounters or Telephone Encounters in the left patient navigation. 3. Select the Add Encounter button. 4. If the Patient Name is the same as the patient, the user does not have to fill that field out. If the date and time is current, the user does not have to fill that field out. INTEGRATED HEALTH CARE SOLUTIONS Page 84 of 89

85 5. The user is required to fill out the Reason for Calling. After filling out Reason for Calling, the user should select the Save button. 6. Once the telephone encounter is saved, the user can create a task by selecting the name or names of staff members who need to take action toward the task. 7. By selecting the save button the telephone encounter will be sent to the message center of each user selected. 8. The user will have the ability to respond to the telephone encounter by selecting the Response option. Example Patient Encounter How to Respond to a Telephone Encounter To respond to a Telephone Encounter, the user has two options. One option includes: 1. Select message from the message center 2. Select the Apply Message to Patient s Telephone Encounter button. 3. The system will apply the body of the current message as a resolution to the telephone encounter. Second option includes: 4. The user can select the Go to Patient or Go to Telephone Encounter page. 5. The user can then from the Telephone Encounters page select Response and enter the response for the Telephone Encounter. The user should mark Resolved if the encounter is completed and not just a comment. INTEGRATED HEALTH CARE SOLUTIONS Page 85 of 89

86 How to Fax a Document/Receive a Fax The following sections will show the user how to send a fax or receive a fax. How to Receive a Fax In order to check for received faxes, the user should follow the following steps. 1. The user should right click on the Print button, and then the user should select Go To Fax 2. This step will show the user the received faxes. The user can view the fax by clicking on the row for the Document. 3. To attach the document to a patient, the user should select Patient. After selecting Patient, the user can enter the patient s name or other information then select the Search icon in the top right. The search results will appear below, the user can then select the desired patient. Their information will display, after finding the patient, the user can then select the Save button and the document will be attached to the Patient s chart. 4. NOTE: If the user needs to notify a user of the fax, the user can right click on the Mail button and select create message and quickly send a message to a user. The user can also use this function in all parts of the system. The user can also create message templates by going through manage messages. 5. To attach a document to a User, the user should right click and select User, then pick the user and enter a message for that user. Then, hit the save button and the user will be sent the message and fax. 6. To delete a fax, the user can right click and select delete. INTEGRATED HEALTH CARE SOLUTIONS Page 86 of 89

87 How to Send a Fax To send a fax, the user should follow these steps. 1. Right click and select Go To Fax. 2. In the top right of the fax window, the user should put the Name and Number of the person who will receive the fax, then select Send A Fax. 3. The user will then follow the same steps as scanning or uploading. Upon hitting the Save button after Scanning or Upload button after uploading the document will be faxed. If an error in sending occurs, the user will see those documents below the received faxes. The user can fix those errors by right clicking and picking the appropriate options. How to Send a Fax from Patient s Documents To fax a Document from a Patient s documents, the user should go to the Patient s documents page then follow these steps. 1. Right click on the document desired, select Fax. 2. The user should then enter the appropriate information and then select the Fax button. Document Review Document Review work queue will populate patient who have a document tied to them that needs to be reviewed by the user. The documents appear in this queue by a user selecting their name either on the fax or scan interfaces. INTEGRATED HEALTH CARE SOLUTIONS Page 87 of 89

88 The user will select the row for the document and it will open with the following screen. The user will have comments which will allow the user to comment on the document. The user will have access to Progress Note and Patient Histories if needed. The user will also have the ability to add the comment into the patient s medical history if desired. If the document is intended for another user, the user has the ability to Reassign the document. Document Contact Document Contact work queue will populate with patients who have a document that another user has asked to be contacted. The user will select the row for the document and it will open with the following screen. INTEGRATED HEALTH CARE SOLUTIONS Page 88 of 89

89 The user will have a comments box which will show the comments from the person sending them the document. The user will also have access to Progress Note and Patient Histories if needed. The user will then make a comment into the bottom comments box to make a notation in the patient s chart. When complete, the user will select the Complete button. If the user needs to comment and not complete, the user will select the Save button. INTEGRATED HEALTH CARE SOLUTIONS Page 89 of 89