Physician Network EHR. Non Clinical Staff. Training Guide

Transcription

1 Physician Network EHR Non Clinical Staff Training Guide

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3 Physician Network Electronic Health Record EHR is here! To access EHR via Desktop: 1. Double-click the EHR Live icon located on your desktop. 2. The EHR login screen appears. 3. Log into EHR with your network username and the temporary password below: Username: First Initial, Middle Initial, Last Name Temporary Password: Lexmed01 **If you are unable to log into EHR, please call x2022 or log a HEAT ticket**

4 To access EHR via Citrix: 1. Select the Citrix icon located on your desktop. The Citrix log in screen will appear. NOTE: If the icon is not on your desktop, go to Internet Explorer/Lexloop and select the Citrix hyperlink. 2. Log into Citrix with your network username and password. Username: First Initial, Middle Initial, Last Name Temporary password assigned by LMC Information Services. 3. Once your profile loads, double-click the EHR Live icon. 4. The EHR login screen appears. 5. Log into EHR with your network username and the temporary password below: Username: First Initial, Middle Initial, Last Name Temporary Password: Lexmed01 **If you are unable to log into Citrix or EHR, please call x2022 or log a HEAT ticket**

5 LMConnectAllscripts.com Website EHR is here! Resources are always available for you, via the LMConnectAllscripts.com website which has many helpful How To s, Super User Recordings, Training Opportunities, etc. To access the LMConnectAllscripts.com website: 1. Double-click Internet Explorer from your computer s desktop. LexLoop appears. 2. Select the LMConnectAllscripts.com link for the top right corner of the screen. 3. This will take you to the LMConnectAllscripts.com website.

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7 EHR PLAYGROUND is now Available! 1. Log into Citrix with your network login name and password. 3. Log into the Playground with the Login ID listed below and Password Start Playing! Physician / Midlevel Providers aprovider3 eprovider3 bprovider3 fprovider3 cprovider3 gprovider3 dprovider3 hprovider3 Ancillary Staff alab3 elab3 blab3 flab3 clab3 glab3 dlab3 hlab3 Non-Clinical Staff afrontdesk3 efrontdesk3 bfrontdesk3 ffrontdesk3 cfrontdesk3 gfrontdesk3 dfrontdesk3 hfrontdesk3 Clinical Staff anurse3 enurse3 bnurse3 fnurse3 cnurse3 gnurse3 dnurse3 hnurse3 For support please log a HEAT ticket to Team Green via Lexloop or by calling

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9 = HELP HEAT Self Service allows you to present questions, issues, and enhancement ideas at your convenience to TEAM GREEN. To log HEAT call: Open Internet Explorer. NOTE: The Information Services Help Desk must set up your account prior to accessing HEAT for the first time (call x ). LexLoop will appear. Scroll down to Applications. Click Heat (IS Requests). The Issue History Screen will appear. Click. Complete the applicable fields: o Begin by typing TEAM GREEN EHR into the About your Issue field. o Provide as much information specific to your question as possible. Click Submit.

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11 Logging Into EHR Navigation Review Updating Your Password You will be given a generic password for your first logon. It is recommended to change your password at this time. 1. Select the Tools menu located at the top, right of the page. From the submenu, choose Settings. 2. Select the Change Password tab. 3. Update your password. NOTE: Passwords must contain up to 8 characters, include a numeric character and a capital letter. 4. Save your changes once finished. Accessing the Patient s Profile Information From the Patient Banner Bar, click the icon. The Patient Profile displays the selected patient s information. 1. Double-click on the icon. 2. From the Citrix profile, double-click the icon. The Enterprise EHR Login page displays. 3. Enter the appropriate information in the Login ID and Password fields and click the New Session button. NOTE: If you float between different practices, it may be necessary to select the appropriate site prior to logging into the application. After you have entered your Login ID and Password information, select the Option icon. A Login Options screen appears. Select the System drop-down menu. 5. To navigate back to the original screen, select the Chart option from the Vertical Toolbar (top, left of screen). Searching for a Patient 1. From the Patient Banner Bar, select the Select Patient dropdown. Select Search. Information contained in the Patient Profile includes: Patient Name, Age, Gender Date of Birth Patient Address SSN Employer and contact information Insurance information NOTE: To print patient demographics from the Patient Profile, click Print in the bottom left corner. Reviewing Chart Alerts Physician practices have the ability to enter pertinent need-to-know information via a Chart Alert. Chart alerts may be viewed from the Clinical Toolbar. Choose the appropriate facility you need to log into. Select Login. 2. From the Select Patient dialog box, free text the patient s name, MRN, or SSN. NOTE: You may also choose to search via a DOB, MRN, or SSN. Ensure to choose the appropriate option via the available dropdown. The Clinical Toolbar can be accessed on any screen. It will either be docked or stationary at the top of the Clinical Desktop, or be floating or moveable on the other screens of EHR. Chart Alerts will appear in bold, red text: Locking and Unlocking EHR 1. From any page, click the button in the upper right corner. The Session Locked dialog page displays. 2. Enter the password in the Password field and press Enter to log back in to EHR. 3. Single-click on the correct patient s name. Select OK. NOTE: Your search default is set to NAME. If you want to change this default, select the Personalize hyperlink. From the Personalize screen, you may choose a different search default. If you find that the Clinical Toolbar is missing, try the following: NOTE: If you are on the Clinical Desktop, the Clinical Toolbar is always docked at the top of the screen. 1. Select the Tools drop-down located in the top right of the screen. 2. Select Show/Hide Clinical Toolbar. The toolbar should now reappear on your screen. NOTE: Chart Alerts may also be reviewed from the Patient Banner Bar by clicking on the icon.

12 Accessing the Patient s Chart From the Horizontal toolbar, select the Clinical Desktop tab. Filtering within Chart Viewer 1. Select the Chart Viewer tab from the Clinical Desktop. 2. Click the Quick Filter icon. A Search field displays with a list of filtering options. 3. Click one or more category drop-downs or begin to type into the Search field to narrow the list of chart items further. For example, if you are searching for a CBC result, select the Section filter and choose Diagnostics or type the CBC in the Search field. 4. Ensure the Server field reflects the facility you are printing from. If it does not, choose the appropriate option from the drop-down menu. 5. Select the appropriate printer from the Printer drop-down. NOTE: Select Save as Default Printer if you will always use this printer. 6. Select OK to print. NOTE: The Clinical Desktop contains different tabs. Each tab contains different types of patient data. This data includes: Problem List (Active, Past, Family, etc ) Medications (Including Past) Allergies Historic Vital Signs Office Notes NOTE: Instead of viewing the Clinical Desktop in 3 window panes, you may choose the Full Screen option for a more expanded view of the patient s chart. Filtering Tabs within the Clinical Desktop The Clinical Desktop consists of 3 separate window panes. Each pane contains different tabs, which can be sorted and filtered to show various items. 1. Select the appropriate tab you would like to review. 2. Select the drop-down menu located directly below the tab name. 3. Choose the appropriate content you would like to review. 4. The selected content will now display in the viewer. 4. Once you are finished filtering or want to start over, select the Quick Filter icon. This will reset the Chart Viewer. Viewing Documents within Chart Viewer 1. Double-click the desired document. A viewer window will display. 2. Once you have completed the viewing process, select the X icon to close the window. Printing Items 1. Right-click on the item you want to print. 2. From the submenu, select the appropriate Print Option. If printing a document from the Chart Viewer, select Print > Selected. If printing a Problem or Medication list, select the Print List option. NOTE: It may be necessary to select the arrow down on the submenu to see more options. 3. The Print Dialog screen appears. icon HEAT = Help HEAT Self Service allows you to present questions and issues at your convenience to TEAM GREEN. To log a HEAT call: 1. Open Internet Explorer. 2. Lexloop will appear. Scroll down to Applications. Click Heat (IS Requests). 3. Login to the application with your User ID. NOTE: The Information Services Help Desk must setup your account prior to accessing HEAT for the first time (call: ). 4. The Issue History screen will appear. Click New Issue. 5. Complete the applicable fields: Begin by typing TEAM GREEN EHR into the About Your Issue field. Provide as much information specific to your question as possible, including your contact information. 6. Click Submit. An EHR Team Member will be with you shortly. NOTE: You may also call and your call will be triaged appropriately.

13 Accessing the Daily Schedule 1. From the Horizontal toolbar, select Daily. The Daily Schedule page displays. Accessing a Patient Profile From the Patient Banner, click the icon. The Patient Profile displays the selected patient s information. Basic Clinical Inquiry Logging In to EHR 1. Double click on the icon. 2. From the Citrix profile, double-click the icon. The Enterprise EHR Login page displays. 3. Enter the appropriate information in the Login ID and Password fields and click the New Session button. Locking and Unlocking Allscripts 1. From any page, click the button in the upper right corner. The Session Locked dialog page displays. 2. Enter the password in the Password field and press Enter to log back in to EHR. 2. Select a provider from the Provider drop-down menu on the Daily Schedule page. If the appropriate provider is not listed in the drop-down list, click the button and search for a provider. From the list of appointments, double-click to select a patient and display the selected patient s Clinical Desktop. Additionally, once a clinical note has been initated, click the corresponding icon in the N column to the left of the appointment. The Note displays. Viewing Multiple Provider Schedules 1. From the Horizontal toolbar, select Provider Schedules. The Provider Schedules page displays with 4 providers schedules displayed simultaneously. Users can specify up to 4 default providers for simultaneous viewing. On the Provider Schedules page, select the Personalize link in the upper-right corner of the page. The Personalize dialog page displays. Choose a default value from the Default Providers 1, 2, 3, 4 drop-down menus or click for a different provider. to search Information displayed includes: Patient Name, Age, Gender Date of Birth Patient Address SSN FYI information Chart Alerts Med History Consent Rx Benefit Plan Employer and contact information Insurance information Pharmacy Benefit Retail Pharmacy Preference (max. of 4) Mail Order Pharmacy list (max. of 4) Advance Directive information NOTE: To print patient demographics from the Patient Profile, click Print in the bottom left corner.

14 Accessing Chart Viewer 1. From the Horizontal toolbar, select Clinical Desktop. 2. Select the Chart Viewer tab. 3. In the chart viewer pane, double-click the appropriate document to view in a separate window. 4. To print a document from within the chart viewer, right-click on the selected document, click print, then click selected. Other Print options include: Chart Prints the ENTIRE chart (to be used only when appropriate). Selected Prints only the selected document. SnapShot Prints patient s active problems, medications, and allergy list; HMP items, and a list of encounters. Worksheet Prints patient s active problems, medications, an allergy list and a list of the patient s results. Chart Viewer Options Specialty Views: After accessing the Chart Viewer, select the appropriate view from the View drop-down menu. The recommended view is All by Section by Sub-Section. This view organizes items by type of document, similar to tabs in a paper chart (i.e. lab, radiology and consultation). There are additional specialty view options to choose, such as Family Practice and OB/GYN views. The specialty views are also organized by type of document but only display chart items linked to the selected specialty. Additional Views: Additional views are available such as: Filtering: All by Owner All by Specialty All Results All Notes Click the Quick Filter button to filter a list of desired records. A Search field displays with a list of filtering options. Clicking the Quick Filter button a second time will hide the Search field. Click one or more category drop-down arrows to narrow the list of chart items further. Select the desired option from the drop-down menu(s) as needed. Grouping and filtering may also be applied to printing from Chart Viewer. The view created when using grouping and quick filter(s) will also be the default when the Print Chart button is clicked. An asterisk indicates a modified Chart View. Clinical Toolbar Contents The Clinical Toolbar provides access to a patient s chart information from any page within EHR. It displays as a floating toolbar on the Daily tab and the Task tab. When the Clinical Desktop is accessed; it becomes docked under the patient banner. Button/ Field Description qchart Opens the Clinical Desktop in a separate pane allowing the ability to view the patient s clinical desktop from a task list in a separate pane that can be minimized. Encounter Summary Displays the Encounter Summary page enabling the user to preview what has been documented during the current encounter prior to committing. Vitals Displays the Order Details page with the Vitals tab active, enabling the user to enter vital signs for a patient. Add New Problem Displays the Add Clinical Items (ACI) page. The History Builder tab is automatically selected enabling the user to add and update the patient s problems and historical information. Add New Medication Displays the Add Clinical Items (ACI) page. The Orders tab is automatically selected enabling the user to order medications. Add New Order Displays the Add Clinical Items (ACI) page. The Orders tab is automatically selected enabling the user to search for and select from all available orderable items. Problem Based Order Displays the Add Clinical Items (ACI) page. The Problem-based Orders tab is automatically selected enabling the user to select from previously ordered problem-specific medications and orders. Chief Complaint Displays the Add Clinical Items (ACI) page. The History Builder tab is automatically selected enabling the user to enter a chief complaint. Note Enables the user to create a new note, navigate to the current note in context, or close the current note. FUTURE FUNCTIONALITY Post to Encounter When selected, ensures all problems assessed are automatically added to the Encounter Form for the current encounter and display within the Assessment section in the structured note.

15 Clinical Update Using the Add Clinical Item Page (ACI) The Add Clinical Item page allows the entry of the patient s clinical information in a single location. Add new clinical items such as allergies or problems to a patient s record by clicking on the appropriate icon from the clinical toolbar. In the ACI, begin searching for items by free texting in the search field. As you type in the search field, EHR automatically conducts incremental searches, displaying items matching the letters typed. Utilizing the My Favorites List or QuickList is more efficient than searching through a lengthy master list. To add an item to a user s My Favorites or QuickList, simply right-click the item and choose the appropriate list. By adding an item to the QuickList, it is automatically added to My Favorites List. If suitable results are not found, click OR hit ENTER to search the master dictionary. To narrow a search that returns a large amount of results, use the alpha tabs located on the right side of the ACI. To sort the view within the ACI use the icons to the right of the drop down list: - Navigates the user back to his/her QuickList - Sorts the results in a multi-column view. Term Master List My Favorites (500 items) QuickList (50 items) Definition Entering Vital Information EHR dictionary which contains all diagnoses and codes. Enables the user to save most frequently used dictionary entries in a user-specific list. A subset of the My Favorites list containing most frequently used orderable items. This is a personalized per user. 1. From the Clinical Toolbar, click the Add New Vitals button. The Order Details page displays. 2. Enter the patient s vital signs. 3. Click. The Order Details dialog closes. 4. The Vital Signs entered will display in bold magenta on the Clinical Desktop. 5. To save, click on the Clinical Toolbar. Vitals display on the Clincial Desktop. Adding a New Problem 1. From the Clinical Toolbar, click the Add New Problem button. The Add Clinical Item (ACI) displays with the History Builder and Active tabs selected. 2. As you type in the search field, EHR automatically conducts incremental searches, displaying items matching the letters typed. The selected list may be changed by choosing another option from the drop-down menu. (defaults to My Favorites list) If your search produces no matching results, click icon to utilize the master search capabilities. To sort the view within the ACI use the icons to the right of the drop down list: - Navigates the user back to his/her QuickList - Sorts the results in a multi-column view. - Sorts the results in a single column list view. 3. Once the problem is located, click the box to the left of the problem(s) to add it as history to the patient s chart. Select the icon to assess the problem for an Office Visit. The selected problem(s) displays in bold magenta in the upper-left pane of the ACI. A Problem Details box for a selected item may be viewed/ modified by right-clicking the medication and selecting Edit from the displayed menu. - Sorts the results in a single column list view After entering or updating all relevant information in the ACI, click the OK button and Commit the information. 4. Click to return to the Clinical Desktop. 5. To save, click on the Clinical Toolbar.

16 Adding Allergies 1. From the bottom left pane on the Clinical Desktop, click the Allergies tab. 2. Click the button in the bottom left corner. The Add Clinical Item (ACI) displays with the History Builder and Allergies tabs selected. 3. Select the associated radio button for the allergen being recorded: Viewing the Medications List On the Clinical Desktop, the Medications component displays with a list of the patient s medications. Different views are available in the drop-down list: Alphabetical, by Problem, by Status and by Type. 3. If suitable results are not found, click OR hit ENTER to search the master dictionary. The icon can be used to toggle between the QuickList and My Favorites. The selected list may be changed by choosing another option from the drop-down menu. (defaults to My Favorites List) 4. Once the medication is found, click the box next to the medication. NOTE: Because this medication is NOT being prescribed, the Medication Details screen does not appear automatically. 5. Right-click the medication and select Edit from the submenu. 4. Begin typing the allergen into the search field. As you type, EHR automatically searches through the My Favorites, displaying matching items. The selected list may be changed by choosing another option from the drop-down menu. (defaults to My Favorites list) If your search produces no matching results, click icon to utilize the master search capabilities. To sort the view within the ACI use the icons to the right of the drop down list: - Navigates the user back to his/her QuickList - Sorts the results in a multi-column view. - Sorts the results in a single column list view. 5. Once the correct item is identified, click the checkbox to the left of the allergen(s). The selected allergen(s) display in bold magenta in the lower-left section of the ACI. An Allergy Details box for a particular allergen may be viewed/ modified by right-clicking the medication and selecting Edit from the displayed menu. This allows the user to enter the date of onset along with the reaction type (i.e. anaphylaxis, hives). 6. Click to return to the Clinical Desktop. 7. To save, click on the Clinical Toolbar. Formulary status indicators: - Preferred formulary status. (lowest co-pay) - Approved formulary status. (higher co-pay) - Non-approved formulary status. (full price) - Prior Authorization is required. - Over-the-Counter medication. <no indicator> - No formulary information available for selected Medication. Adding a Historical Medication 1. Click the button on the Clinical Toolbar. The Add Clinical Item (ACI) displays. Select the Med Hx tab. 6. From the Medication Details screen, you may enter items such as: Linkable Problem, Sig, Days, Quantity, and Refill information. 7. Select Save and Return to ACI or Save and Close ACI. 8. Click once you are returned to the Clinical Desktop. Allergens associated with a lethal or urgent reaction (ex. Anaphylaxis or hives) display with a red triangle icon within the Allergies component on the Clinical Desktop. 2. Begin typing the medication into the search field. As you type, EHR automatically searches through the My Favorites, displaying matching items.

17 Medication Management Viewing the Medications List On the Clinical Desktop, the Meds tab is in the bottom left pane. The Medications component displays with a list of the patient s medications. Creating a New Prescription 1. From the Clinical Toolbar, click the Add New Medication drop down and select Rx. The Add Clinical Item (ACI) displays with the Orders and Rx tabs selected. 2. Begin typing the medication into the search field. As you type, EHR automatically searches through the My Favorites, displaying matching items. The selected list may be changed by choosing another option from the drop-down menu. (defaults to My Favorites List). If suitable results are not found, click OR hit ENTER to search the master dictionary. 5. Choose the appropriate SIG and instructions. 6. In the Days field, enter the amount of days supply and the proper quantity will populate in the Qty field. (OR, enter the quantity in the Qty field and it will populate the number of days supply in the Days field.) 7. In the Refill field, enter the number of refills. 8. Optional Step: In the next 2 immediate fields, select the appropriate follow-up action from the drop-down menu: Complete, Evaluate, or Renew and the desired date for the action. 9. Select the desired Action for the prescription delivery method from the corresponding drop-down menu: The icon can be used to toggle between the QuickList and My Favorites. Different views are available in the drop-down list: Alphabetical, by Problem, by Status and by Type. 3. Once the correct medication is located, click to highlight the corresponding problem from the list on the left pane of the ACI. 4. Next, click the checkbox to the left of the medication. The selected medication displays in magenta in the left section of the ACI. The Medication Details box displays. 10. If sending to a pharmacy or calling the prescription in to a pharmacy, select the appropriate location from the Pharmacy drop-down menu: If suitable results are not found, click to search the master dictionary for ALL pharmacies. 11. If appropriate, select the Split Rx checkbox and complete the secondary set of fields. 12. In the Ordered by field, select the authorizing provider for the medication: Formulary status indicators: - Preferred formulary status. (lowest co-pay) If the ordering provider is not found in the drop-down - Approved formulary status. (higher co-pay) - Non-approved formulary status. (full price) - Prior Authorization is required. - Over-the-Counter medication. <no indicator> - No formulary information available for the selected medication. All yellow fields in the Medication Details box must be completed prior to being able to continue on. list, click to search the list for ALL providers for a particular practice. 13. If appropriate, in the Therapy area, select the End date for this medication. (i.e. for an antibiotic) 14. Click. The Medication Details dialog closes. The selected medication displays in magenta in the left side of the ACI. 15. Click to return to the Clinical Desktop. 16. To save, click on the Clinical Toolbar.

18 Rx Renewal with Changes Action Send to Retail Description Sends a transmission to the pharmacy. (E-prescribe) 1. On the Clinical Desktop, the Meds tab is in the bottom left pane. The Medications component displays with a list of the patient s medication. 7. Select the desired Action for the prescription delivery method from the corresponding drop-down menu. Send to Mail Order Sends a transmission to a mail order company. (E-prescribe) 2. Right-click the medication to be renewed. Select the Renew with Changes option. The Medication Details displays. Print Rx Prints the prescription for the patient. Record Call Rx This is used to merely record the prescription in the patient s medical record. It does not print a prescription or send it to a pharmacy or mail order. Indicates the prescription needs to be called into a pharmacy; automated tasks are generated based on this selection. 8. If sending to a pharmacy or calling the prescription into a pharmacy, select the appropriate location from the Pharmacy drop-down menu. Dispense Sample Discontinuing an Rx Indicates one or more samples of the medication were provided to the patient during the office visit. 1. On the Clinical Desktop, the Meds tab is in the bottom left pane. The Medications component displays with a list of the patient s medications. 3. If necessary, modify the dosage using the drop-down menu in the upper-left corner of the box. If suitable results are not found, click to search the master dictionary for ALL pharmacies. 9. If appropriate, select the Split Rx checkbox and complete the secondary set of fields. 10. In the Ordered by field, select the authorizing provider for the medication. 2. Right-click the medication to be discontinued. Select. The selected medication displays in magenta text within the Discontinued medications list. Order D/C is used when discontinuing a medication that was ordered by a provider within the practice. Automatically populates within any Notes opened on the patient s appointment encounter. Record D/C is used when discontinuing a medication that was ordered outside of the practice. Does not populate into any Notes. 3. To save, click on the Clinical Toolbar. 4. Choose the appropriate SIG. 5. In the Refill field, enter the number of refills. 6. Optional Step: In the next 2 immediate fields, select the appropriate follow-up action from the drop-down menu: Complete, Evaluate, or Renew and the desired date for the action. If the ordering provider is not found in the drop-down list, click to search the list for ALL providers for a particular practice. 11. If appropriate, in the Therapy area, select the End date for this medication. (i.e. for an antibiotic) 12. Click. The Medication Details dialog closes. The selected medication displays in the Meds Component in magenta in the Clinical Desktop. 13. To save, click on the Clinical Toolbar.

19 Order Entry 5. Choose the appropriate performing location and communication method in the Perform drop-down menus. These fields are set to default per order, but may be changed as appropriate. Entering Orders Using QuickSets 1. From the Clinical toolbar, click the Problem Based Order button. The Add Clinical Item (ACI) displays with the Orders and Problem-based tabs selected. Entering Orders 1. From the Clinical Toolbar, click the Add New Order icon. 2. The Add Clinical Item (ACI) displays with the Orders and Lab tabs selected. 2. Ensure the QuickSet radio button is selected. 3. From the Problems tab on the ACI, highlight the desired problem. A list of previously ordered items (Medications, Labs,Procedures, Imaging) for the selected problem displays. 6. Click in the Order Details box. This is the area where the user can note whether the order needs financial authorization or an appointment needs to be scheduled. If not searching for a Lab order, select the tab of the desired type of order: Rx, Med Admin, Immun, Rad, Procs, FU/Ref, Instructions, etc. For ease of ordering, highlight the Problem from the Problem list in the upper left pane in ACI. 4. Single-click an item from the list to order. From the submenu, select the appropriate option. If ordering through the Note, first choose Assessment before placing Orders. (This action automatically generates the problem(s) to link any medication(s) or order(s) to.) 2. As you type in the search field, EHR automatically conducts incremental searches, displaying items matching the letters typed. 3. Once identified, click the checkbox to the left of the orderable item(s). 4. Right-click the order and select Edit from the submenu. The Order Details screen will appear. NOTE: From this screen, you have the ability to make any changes to the order (i.e. Clinical Questions, Specimen Collection, Ordering Provider, etc.) 7. Click. The Order Details page closes. The selected orderable item(s) displays in bold magenta on the left side of the ACI. (NOTE: if Save and Close is chosen, the ACI will close and the user will return to the patient s Clinical Desktop.) 8. Click to close the ACI and return to the Clinical Desktop. 9. To save, click on the Clinical Toolbar. 5. Click to return to the Clinical Desktop (OR Note). 6. To save, click on the Clinical Toolbar.

20 Entering Orders Using CareGuides 1. Search for and select a new problem from the ACI. The problem displays in bold magenta in the ACI. OR From the ACI, highlight an existing Active problem. Refer to the Assessing a Problem or Adding a New Problem section for more information about searching for and adding a new problem. Use the tabs to display specific types of items available: Rx Med Admin Order FU/Ref Instruct Authorizing Orders / Order Notification Tasks 1. From the Horizontal toolbar, select Task Lists. 2. From the Task List, double-click the desired Order Notification task. The Clinical Desktop displays with a defaulted worklist view. 3. A list of items requiring attention displays. 2. Ensure the problem is highlighted. Click the button. A list of associated CareGuides displays. The CareGuide button is only activate if a template is available for the selected problem. 3. Select the appropriate CareGuide from the list. The contents of the CareGuide template displays. 5. Click to return to the Clinical Desktop. The system performs formulary checking and searches for duplicate orders. Respond to any displayed messages, as appropriate. 6. To save, click on the Clinical Toolbar. Viewing a Worklist 1. From the Horizontal toolbar, select Worklist. This multipatient worklist allows the user to view any orders placed by the provider. 4. View the details of the requested order as necessary. To view detailed information for the selected order, doubleclick the item to display the Medication Viewer. 5. Right-click the desired order and highlight the appropriate action for the selected result(s). 6. From the Clinical Toolbar, click. The selected order(s) is/are removed from the displayed worklist. 4. Select the checkbox to the left of the desired items to be ordered. The user s role in the office dictates which worklist defaults (i.e. Specimen Collection vs. Appointment Scheduling vs. Order Result Management). 2. Highlight the patient s name to display items needing attention. 3. To view detailed information for the selected item, doubleclick the item to display more details about the order. 4. You may complete these orders as appropriate. Action Authorize Authorize All Description Authorizes the selected item. Once authorized, any associated action will be fulfilled (i.e. Send to Pharmacy, Print, etc.). Authorizes all orderable items displayed at one time. Once authorized, any associated actions will be fulfilled (i.e. Send to Pharmacy, Print, etc.). Void Changes the status of the selected item to Void. The user may re-order or take further action.

21 Verifying Results 1. From the Horizontal Toolbar, select Task List. 2. From the My Active Tasks view, double-click a Verify Patient Results task. 7. Select an appropriate Verify option from the options listed at the bottom of the Worklist. Viewing a Patient Worklist Results Verification Results to be verified appear in the Order-Result Management worklist. This worklist displays in the Patient Worklist tab within the Clinical Desktop. The worklist is considered patient-centric because it displays items for only the patient in context. Verify verifies only the result which is highlighted. Verify All verifies all displayed results. 8. The Results Verification window appears. 3. The Patient Worklist displays on the Clinical Desktop. Viewing a Multi-Patient Worklist 1. From the Horizontal Toolbar (HTB), select Worklist. This is a cross-patient worklist, meaning it displays a list of pending items for multiple patients. The user s role dictates which worklist defaults (i.e. Specimen Collection vs. Order-Result Management). 2. Click to highlight the patient s name to display items needing attention. 4. A list of items requiring attention displays. 5. View the result(s) as necessary. To view detailed information, including result history, doubleclick the item. Scroll down through the worklist to view additional results or items. 6. To view orders for additional patients, click on the Next Pt arrow or select patient names from the drop-down field. 9. In the Patient Communications section, select the appropriate method of communication: Call Pt with Results Mail Results to Patient Discussed results with patient No patient communication needed at this time. 10. If necessary, document a message in the Message to Staff and/or Message to Patient sections using Dragon, free text or Text Templates (TT). If utilizing the Result note, the Message to Staff will not display for patients; however, the Message to Patient will display. 11. When complete, click: Verify to commit changes and remain within the selected patient s clinical desktop OR Verify and Next Patient to commit the changes and move on to the next patient.

22 IMPORTANT NOTE: The QVerify option is dependent on the user s default result verification preferences and should not be used until the provider s preferences have been setup with the assistance of an EHR Support Team. QVerify is a quick verify option and does not allow the user to edit the patient communication method or add any comments on the results. Once a user s default settings have been setup, QVerify can be utilized as the option for normal labs which do not need additional comments whereas Verify can be utilized as the option for abnormal labs requiring additional provider comments. The table below describes all options available when verifying results: Review Action Review All QVerify Description Only marks an item as reviewed allowing verification to be performed later. Review actions may be useful for covering providers who may still need to review the results for a patient. Marks all displayed items as reviewed allowing verification to be performed later. Indicates the selected result(s) has been reviewed and verified. This option applies the default settings for patient communication needed and does not allow the user to enter annotations and/or messages. Qverify actions do not display the Results Verification page. QVerify All Verify Verify All Indicates all displayed result(s) have been reviewed and verified. This option applies the default settings for patient communication needed and does not allow the user to enter annotations and/or messages. Displays the Results Verification page enabling the user to select or edit the patient communication needed for selected result(s). The provider is able enter annotations and messages to staff or patients regarding the selected result(s). Displays the Results Verification page enabling the user to select or edit the patient communication needed for all displayed results. The provider is able enter annotations and messages to staff or patients regarding all displayed results.

23 Structured Notes Adding a New Note 1. From the Clinical Toolbar, click the Note button. The Note Selector displays. 5. Once identified, click the checkbox to the left of the chief complaint(s). The selected chief complaint(s) displays in bold magenta in the upper-left pane of the ACI. 6. Click to return to the Note Selector. The Chief Complaint(s) display in the lower portion of the Note Selector. 7. Click The Note Authoring Workspace displays. Viewing and Accessing Office Notes 1. On the selected patient s Clinical Desktop, the default view has the Chart Viewer component displayed on the right side of the screen. 2. From the Visit Type drop-down menu, select the appropriate type of visit the current note will be used to document. 3. To add a chief complaint, select hyperlink. The ACI displays with the History Builder and Chief Complaint tab selected. 2. Double-click the appropriate document to view in a separate window. The left-hand panel displays the Table of Contents with the available forms listed within each note section. The Chief Complaint that was chosen in the Note Selector displays under the History of Present Illness (HPI) 4. Enter the chief complaint in the search field. As you type in the search field, EHR automatically conducts incremental searches, displaying items matching the letters typed. The selected list may be changed by choosing another option from the drop-down menu. (defaults to My Favorites list) If your search produces no matching results, click icon to utilize the master search capabilities. To sort the view within the ACI use the icons to the right of the drop down list: 8. Select a section in the Table of Contents to begin documenting. 9. Document the selected note section using the associated controls. See table below for control descriptions. 10. Click Save & Close to save the current note and exit out of the Note Authorizing workspace. Use the Previous and buttons to see the Next or Previous note without having to leave the Note Viewer. - Navigates the user back to his/her QuickList - Sorts the results in a multi-column view. - Sorts the results in a single column list view.

24 Control Description 2. Complete only the pertinent information displayed in the Detail dialog using the available controls. (All sections do not need to be completed.) Adding/Removing Forms from a Note 1. Highlight the form in the Table of Contents you want to delete or where you want to add a new form. Y/N Boxes Indicate the presence or lack of a symptom. 2. Right -click the highlighted form. A menu of actions displays. Checkboxes When selected, indicate symptoms exist. Radio buttons Indicate one of many possible symptoms exist. When a group of radio buttons is present, only one may be selected. Textboxes Used for entry of free text or dictation into a note section. Text templates may also be used to expedite this process. Degree Indicators Using Degree Indicators Display to the right of clinical items within a form indicating additional details may be linked. When selected, the Detail dialog displays. Once completed the degree indicator displays as filled or colored in. Detail forms may be linked to any finding on a form, including symptoms. 1. From the displayed form, select the degree indicator to the right of the desired clinical item. The Details dialog displays. 3. Click to return to the Note Authoring Workspace. 4. Review the information rendered into the note displayed within the lower pane (the Note Accumulator). If edits are necessary, access the Detail dialog again using the Degree Indicator. 3. Select Delete Form to remove the selected form from the current note. -- OR Select Add Form Above or Add Form Below to insert a new form in the desired location. The Form Selector dialog displays. 5. Begin typing. If suitable results are not found, click OR hit ENTER to search the master dictionary. 6. Once identified, click the checkbox to the left of the form(s) and click. The selected form(s) display within the designated section of the note.

25 Scan Overview SCAN The Scan module is an electronic imaging and chart management application. It is used to transfer written documents such as consults, test results, and other pertinent chart information into an electronic format. Scanned documents are indexed to the appropriate patient for the appropriate visit and under the correct document type. Scanned documents may then be viewed from the Chart Viewer in EHR. Logging in to Scan 1. From the desktop, double-click the EHR Scan icon. The EHR Scan Sign On page displays. 2. Enter a User Name and Password and press OK. Accept the Licensing Agreement, if necessary. 3. Click the OK button. The User (or User Group) rights govern what is available to the Scan user. Certain buttons or pages may be grayed out or unavailable. All users must change their password per the Scan Password Policy. Searching for Patients in Scan 1. From the Scan toolbar, select the then select Patient Chart. The Patient Search page displays. 2. From the Type drop-down menu, select the search type and enter your search criteria. Users may search for patients by Name, MRN, DOB, Phone, Other, or Bar Code. 3. Select your organization from the drop-down and click the Search button. A list of patients that meet the search criteria displays. 4. From the patient list on the Pick Patient page, select a patient name and click the Select button. The Patient Chart displays with the Chart Group in the middle of the page. 5. To view a document in a chart, select the appropriate folder from the Chart Group and double-click the document to open it. Patient Chart Group Structure Please note the following folder display scheme: Empty Folders are gray Sub-folders with content are yellow Folders with content are gray/yellow System folders have a blue diamond The following table is an example of the contents of the folders available within LMC Scan Directory Chart Groupl. These are the components within that Chart Group: NOTE: It may be necessary for the user must insert the LMC Chart Group through the blue check mark. Folder Subfolder(s) Office Notes Office Visit Exam Forms Patient History Summary Work/School Excuse Health Maintenance Immunizations Growth Chart Deleting Blank Pages in Scan If blank pages were detected, the Blank Page Deletion window displays. You can view the pages to determine whether they are to be filed or deleted. 1. Click the Zoom In icon to enlarge the document, if needed. When a scan job is complete, Scan uses the amount of ink on a page to determine if any scanned pages are blank and should be omitted based on the Blank Page Threshold. Note: A small file size does not necessarily indicate a page is blank. There may be only a small amount of information on a page, such as a patient signature. 2. If the page contains information to be included in the patient chart, double-click to select the page. This indicates that the document should not be deleted. 3. Click the Delete icon to delete the unselected documents. 4. From the confirmation dialog box, click the Yes button to confirm the deletions or click the No button to return to the Blank Page Deletion page. Viewing a Document in Scan 1. To work with a document in Scan, bring a patient into context and select the appropriate folder or subfolder from the Chart Group. 2. Double-click a document to open. The document displays in the Document Viewer. 3. To manipulate the scanned image, use the toolbar at the top of the Document Viewer.

26 Scanning Using the Quick Scan Workflow This workflow is the preferred method when scanning multiple documents of different types, for a single patient. This workflow may also be used when scanning a single document type for a single patient. Using this method, images are scanned straight to a Chart Group s folder or subfolder thus, eliminating the need for the filer to indicate document type. 1. Search for and select a patient to bring them into context. Select the folder or subfolder the document needs to be scanned into. 2. Click the Scan button at the bottom of the screen. The Scan Documents window displays. 3. Select an Encounter and Owner for your document if necessary. This is important if you are tasking the document to the physician. 4. Select the Duplex option if scanning double-sided documents. If using a flatbed scanner, the user is prompted to continue scanning after each page. 5. Enter the date that is contained on the document. 6. Place document in the ADF or the Flatbed. 7. Click : You will receive a dialog box which indicates whether you want to continue this scan. Select the appropriate option. 8. If you select yes, you will be brought back to the Scan Documents window to continue scanning. 9. If you receive a Blank Page Deletion box, refer to section above. 10. Once all documents have been scanned, the module will bring you back to the Scan Main Window. Scanning Using the Batch Basket Workflow 1. From the Scan toolbar, click the Batch button. The Batch Basket workflow is the preferred method when scanning single document types for multiple patients. Similar documents may be placed in a pile upon receipt and scanned in as a Batch Basket by anyone at the end of the day. Once all documents are scanned, they must be sorted to the appropriate patient chart. Recommended batch size is less than 50 pages. 2. The Batch Basket Window will open. Select. 3. From the Batch Scan Documents page, enter a name for the batch. Everyone shares the Batch Basket. It is highly recommended to file your documents once they have been scanned in. When naming the batch under Batch Name and Def. Doc. Type, it is best to include your facility name, type of batch and your initials. The date can be today s date, you will be able to change it per your document when you file. 4. If applicable, set The Access Group to limit access to this batch to specific groups of users. 5. Select Duplex for double-sided or Flatbed. 6. Click the Scan button to begin scanning. 7. Navigate through dialog boxes as they appear. Filing From the Batch Basket 1. Highlight the correct batch that needs to be sorted to a chart. 2. Click the Sort to Chart button to sort the images to patient charts. The first image displays. 3. To identify the patient, manipulate the image as necessary. 4. Enter search criteria to search for and select the patient. 5. Confirm the Document Date. If it does not match the date on the document, you may change it. 6. Click the Ellipsis button to select the appropriate Current Folder. This indicates the Chart Group folder where the scanned image is filed for each patient. 7. The Select Folder window opens. Select the correct folder or subfolder where the document will be filed. If needed, select a different chart group from the drop down menu. 8. Select OK and you will be returned to the Sort Documents to Charts window. 9. Click the File Document button to sort the scanned image to the selected patient. The next image displays. 10. If the next page belongs to the previously filed page, click the Page 2 button to include it as an additional page. HINT: Once you file a document as a Page 2, you will get the option to file the next page as Page 3. This pattern will continue. 11. If all remaining pages belong to the same document, click the File Remaining Pages button to include the remaining images as additional pages. 12. Continue the same process for separate patients.

27 User Guide Sending Patient Invites Connecting patients to the Portal allows them to View, Download, & Transmit their health information. The first way to connect them is by sending an Invitation: 1. Ensure your facility is selected via the drop-down (top-right of screen) before searching. 2. Select the menu. Ensure the Invite Patient tab is selected. Accepting Requests from Patient Queue Patients can request to connect to a facility themselves without receiving an invitation. Their request appears in the Patient Queue. This is the second way of connecting them to your facility: 1. Select the menu. 2. Select the Patient Queue tab. Dashboard Invitation / Getting Started 1. Single-click the Register for FollowMyHealth link within the Dashboard Invitation. NOTE: Your Practice Manager will send your invitations to your LMC Outlook account. 2. You will be directed to the Portal website. Select the icon to create a new username & password. 3. Create a Username. NOTE: For convenience, use your EHR username for your portal username (ex. First Initial, Middle Initial, Last Name). 4. Create and confirm your password. NOTE: Requirements are 8 characters in length, include at least one numeric, and one special character (!@#$%). 5. Enter and confirm your information. 6. Select Continue. 7. You should receive a Login Creation was Successful! notification. 8. Enter your newly created username & password. Select Login. 9. Enter your Security Code. NOTE: This code may be your department number. Ask your Practice Manager if you are unsure. 10. Select I Accept 11. You should now have access to the Patient Portal. 3. Search for the Patient under the Select Search Type field. Patients matching the search display under the Search Results section. NOTE: It is important to match patients to the correct health record. Follow your facility s protocol for patient-match criteria. 4. In the Invite Patient column, select the radio button attached to your facility s name. 5. Select Send. The Send Invite screen will appear. 6. Ensure the patient s first & last names are correct. If not, select Cancel to start over. 7. Confirm the patient s Date of Birth: Free text the DOB using the MM/DD/YYYY format. Or, use the calendar option to search. 8. Enter the patient s address. 9. Enter the patient s Security Code. NOTE: Security Code should be the last four digits of the patient s SSN. 10. Select Send. NOTE: The patient will receive an with a link. This does NOT contain their Security Code. If patient does not receive an , another invite can be generated by repeating these steps. 11. Scan Patient Enrollment form to the Portal subfolder in EHR Scan. NOTE: If the patient has requested additional connections to other facilities, Batch Scan these documents but DO NOT file them. Name the Batch with the following: FMH Your Facility Name Date. 3. Select the patient you would like to match to a health record. NOTE: It is important to match patients to the correct health record. Follow your facility s protocol for patient-match criteria. 4. Select the Match to Patient button. 5. The patient s information will appear under the Select Search Type section. Update this information, if necessary. 6. Select Search. 7. In the Match Patient column, select the radio button attached to your facility s name. 8. Select Match. Proxy Account Overview Proxy is the authority to act on behalf of another. The Portal allows for Proxy accounts to be setup. There are 2 types of Proxy accounts: Minor Proxy Young Adult/ Adult Proxy (Patient-Directed) NOTE: For security reasons, it is important to ensure that the proxy is truly authorized to act on behalf of the patient. Follow your facility s protocol before assigning Proxy accounts.

28 Setting Up Minor Proxy Accounts 1. Ensure your facility is selected via the drop-down (top-right of screen) before searching. 2. Select the menu. 3. Select the Proxy tab. Patient Banner Bar New icons in the Patient Banner Bar help distinguish a patient s FMH Portal Registration status. Hover over the icon to display the status. Chart Viewer The Chart Viewer will contain Portal Documents including: Release of Information Forms Secure Messaging Communications (including responses to patients) 4. Search for the Patient under the Select Search Type field. 5. Select Search. NOTE: If you are unable to see the patients you have searched for, select to open the screen to see applicable info. Scroll bars are also available for navigation. 6. Patients matching the search criteria will display. Using the Select Patient column, choose the patient. 7. Select Add Patient to Invite. The patient s name will appear in Add Healthcare Proxy box. 8. Select Invite Proxy. The Invite a Proxy screen appears. 9. Enter the Proxy s information including: First & Last Name Address & Security Code Relationship to the Patient Access Level Telephone Number & Address 10. Select OK. NOTE: Proxies can be Suspended or Removed at any time from the Proxy tab. 12. Scan Patient Enrollment form to the Portal subfolder in EHR Scan. NOTE: If the patient has requested additional connections to other facilities, Batch Scan these documents but DO NOT file them. Name the Batch with the following: FMH Your Facility Name Date. Encounter Summary A NEW Meaningful Use Alert has been added to the Encounter Summary. To satisfy the alert: 1. Provide the patient with Portal access information. 2. Right-click the alert. 3. Select the appropriate option from the submenu. NOTE: The Portal icon only denotes the patient s FMH Portal Registration status. It does not indicate if the patient has a connection to the Physician Practice. Patient Profile The patient s Preferred Communication methods will display in the Patient Profile. Select the located on the Patient Banner Bar. Select the Preferred Communication hyperlink. There are 4 drop-downs available which default to Patient Portal when the patient registers. NOTE: If the patient is not registered, these will be unavailable. Secure Messaging Patients can send a secure message to the facility from the portal. The message generates a task in EHR. The types of tasks are: EHR Task View Provider, Nurse View FMH Non- Clinical View FMH Task Rx Refill Request Appt Request Double-click the task: Task opens Clinical Desktop. Complete renewal and/or reply in EHR. Schedule in Vision. Response to the Patient is available for all FMH tasks in EHR to reply to patient with a secure message. Once satisfied, the task will fall off your Task List.

29 Physician Network EHR Welcome to Non-Clinical EHR Training! Basic Navigation Additional Notes:... 3 Daily and Provider Schedules Patient Banner Bar Patient Profile Meaningful Use Clinical Alerts Appointments Task List Introduction Worklist Introduction Clinical Desktop EHR Scavenger Hunt... 5 Check-In How To Patient Check In... 7 Appointment Check-In: New Patient... 9 Appointment Check-In: Established Patient Check-Out How To Worklist Views Patient Check-Out and Appointment Scheduling How To Encounter Selector Work Excuse Referrals/Imaging Outgoing Referrals (ereferrals/in-network): Authorization & Scheduling Outgoing Referrals (Out-of-Network): Authorization & Scheduling Referral Order Completion Imaging Referral and Order Completion Order Completion Surgery Scheduling Tasking How To Task List Views Creation - Medical Complaint Completion - Medical Record Request Creation - Medication Renewal Task Creation for Billing Question Scan Q&A/Evaluations 1

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33 EHR Scavenger Hunt Try It! Test yourself on a few navigation related exercises. Search for and select a patient. Look for the following items & Fill in the blanks: Does the patient have allergies? If so list one: Has the patient had a flu shot? If so, what date was it administered? Does the patient have any active medications? List one: Does the patient have any social history listed in his/her chart? List one: Does your patient have any Chart Alerts? List one: What is the patient s Social Security number? Does the patient have any outstanding Meaningful Use alerts? List two: Try to print a document from the patient s chart. 5

34 Select the best answer: You can tell if a patient has allergies listed in his/her chart by looking in the Patient Banner. True False To pause and secure a session of Enterprise EHR without logging out of the application, select the Lock option in the upper-right corner of the Enterprise EHR window. True False Tabs in the Clinical Desktop can be sorted or filtered quickly and easily to see various items. True False The All Provider View can be personalized as needed by an individual to include various schedules of providers and other ancillary services. True False What tab in the Clinical Desktop contains all of a patient s scanned records and office visit notes? Health Management Chart Viewer Worklist Under which icon can you add a patient s retail and/or mail order pharmacy? Let s Review to answer any questions you may have! 6

35 Physician Network EHR How To Patient Check In This How To demonstrates the procedure of patient check-in for Misys Vision and EHR. 1. From EHR, update the Patient Location to Waiting Room on the Clinical Toolbar. 2. From the Daily Schedule, ensure to check the SOC box, if the TC box is checked. 3. From Misys Vision, enter Language, Race, and Ethnicity for Meaningful Use. 4. Update all other demographics as appropriate. 5. Arrive the patient. The arrival time can be edited to reflect the patient s true arrival time. The arrival status crosses over from Vision to EHR. 6. From EHR single-click the patient s name once to select the patient. If applicable, double-click on the name to review the Clinical Desktop Chart Viewer tab for scanned items. 7. Click the Information (i) icon to go to the Patient Profile. 8. If applicable, update the FYI information. 9. If applicable, update the patient s pharmacy preference. 10. If applicable, document those who provide care to the patient in the Patient Care Team section. 11. Update the Status to the appropriate choice on the Clinical Toolbar. 7

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37 Appointment Check-In: New Patient Scenario: A New patient has arrived for an appointment and has registered at the designated check-in area. Complete the following information which the patient reported to you: Try It! Directions: 1. Single-click on the Procedure patient from the Daily Schedule. Update the patient s Location from the Clinical Toolbar to Waiting Room 2. From the Daily Schedule, check the SOC box. NOTE: The SOC box is only checked if the TC box is already checked. How To: Enter the following Patient Information into Misys Vision: Race, Language, and Ethnicity New patient information (demographics, insurance, etc.) Arrive the patient 3. Select the i from the Patient Banner bar. Return to EHR and complete the following: 4. Update the patient s Primary Care Physician. Search for Provider,Zachary NOTE: Select the Provider radio button to search for an in-network PCP provider. Select Referring Provider to search for an out-ofnetwork PCP provider. 5. From the Patient Profile Dialog Box, enter the following: FYI: Patient is recently married Enter your initials and the date 9

38 6. Pharmacy: Target on Garners Ferry Road 7. Select Save and Close 8. Update the patient s Status from the Clinical Toolbar: Status: Nurse Ready 10

39 Appointment Check-In: Established Patient Scenario: An Established patient shows up for an appointment and has registered at the designated check-in area. Complete the following information which the patient reported to you: Try It! Directions: 1. Single-click on the Established patient from the Daily Schedule. Update the patient s Location from the Clinical Toolbar to Waiting Room 2. From the Daily Schedule, check the SOC box. How To: NOTE: The SOC box is only checked if the TC box is already checked. Enter the following Patient Information into Misys Vision: Race, Language, and Ethnicity New patient information (demographics, insurance, etc.) Arrive the patient 3. Ensure the patient has an updated HIPPA Privacy Form on file: Toggle to the Clinical Desktop tab From the Chart Viewer view the HIPPA Privacy Form 4. Select the i from the Patient Banner bar. Return to EHR and complete the following: 5. Pharmacy: Walgreens on Devine Street 6. Select Cancel to close the Patient Profile Dialog box 7. Update the patient s Status from the Clinical Toolbar: Status: Nurse Ready 11

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41 Physician Network EHR How To Worklist Views Orders placed by Providers and Clinical staff will reside on a worklist. Your role in the facility determines which worklists are available to you. This How To describes the most commonly assigned worklist views. 1. Toggle to the Worklist tab. 2. From the drop-down review the different views assigned to you. 3. Each View has a specific purpose. The views and a description of each are outlined below: Worklist Descriptions: Worklist View: Description: Example: Appointment Scheduling Appointments needing scheduled. Follow-Up appointments Deferred Labs All labs that are in a status of deferred. 24 Hour Urine samples, Stool Occult Blood samples Fin Auth / Scheduling Financial Authorization and Scheduling orders. Gastroenterology Referral or CT requiring financial authorization. In-Office Imaging Awaiting Results Imaging orders performed in office not on PACS Ultrasound, Xray, Dexa, or tests not on PACS In-Office Imaging To be Performed Imaging orders to be performed inhouse. Ultrasound, Xray, Dexa, or CT orders Incomplete Lab Results Comprehensive view of lab orders. GYN Cytology, Lab, and In-Office orders Labs Awaiting Results Lab orders already collected, but CMET, Lipid Panel not resulted. Order-Result Group Coverage view; resulted orders CMET, Lipid Panel Coverage requiring verification. Out of Office Imaging Tests performed in office or out of Xray, CT, Mammograms Awaiting Results office, utilizing PACS; Outside imaging orders Pathology Awaiting Results Pathology orders already collected, GYN Cytology but awaiting results. Specimen Collection and Orders that require specimen Urinalysis, CBC Processing collection. Surgery Scheduling All surgery scheduling orders. Any Hold For Surgery Scheduling order 13

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43 Worklist Patient Check-Out and Appointment Scheduling Scenario: A patient is ready to check-out; an order for a Follow-up Visit was placed and is being held on the Appointment Scheduling Worklist. Try It! Directions: 1. Select the Worklist tab on the Horizontal toolbar. 2. Select the Appointment Scheduling Worklist. How To: If the patient does not have an order for a follow-up visit, skip to number 5 below. 3. Click on the Patient s name that is ready to check-out. The order will display on the right-hand side of the screen. Schedule the Follow-up Appointment in Misys Vision and return to EHR. 4. Right-click the Follow-up visit order Select Completed Today Click Commit 5. To provide the Patient with a copy of their Clinical Summary for the current Office Visit: Toggle to the Daily Schedule. Click the icon 6. The Print Dialog Box will appear: Select the appropriate information. Select Ok. Note: Once the Clinical Summary has been printed, the icon on the Daily Schedule will now have a green checkmark Indicating that it has been printed. 15

44 7. From the Daily Schedule, ensure the SOC box is checked. NOTE: The SOC box is only checked if the TC box is already checked. 8. Change the Patient Location to Blank and Status to Done 16

45 Physician Network EHR How To Encounter Selector This How To demonstrates the functionality of the Encounter Selector in EHR. Encounters are automatically created for patients appointments. When users receive the Encounter Selector dialog box the appropriate encounter can be selected or new encounter can be created. 1. Existing Encounters: Dates of current and past appointments, as well as instances when updates are made to the patients chart. If today s date is available in Existing Encounters, highlight today s date and select OK. 2. New Encounter: Displays today s date with an undesignated encounter type field. If today s date is not available as an Existing Encounter, create a New Encounter by selecting type as Chart Update and click OK. 17

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47 Note Documentation Work Excuse Scenario: A patient on your schedule explains they need a work excuse for their visit. Create the work excuse by completing the following: Try It! Directions: 1. Single-click the patient from the Daily Schedule. 2. From the Clinical Toolbar, click on the Note icon. 3. Select: Note Owner: Authorizing provider Note Type: Work Excuse Click OK NOTE: Work Excuses for patients on the day of their appt should be created AFTER the Clinical Note. 4. Select: School or Work Excuse Double-Click [was in] or [called] Adjust dates if necessary 5. Select Apply to insert the text into the Note Accumulator. 6. View Sign and Finalize the Note. NOTE: Selecting Save and Close will generate a task for the Note Owner to sign. How To: 7. The work/school excuse will appear in the Chart Viewer section of the Clinical Desktop. 8. Right-click the Work Excuse. Click Print Selected. 9. The Print Dialogue box will appear: Select the appropriate Printer information and Save as Default Select the appropriate Document (Practice Logo and address) and Save as Default Select OK 19

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49 Worklists Outgoing Referrals (ereferrals/in-network): Authorization & Scheduling Scenario: During a patient visit, the provider ordered a Pulmonology Referral. Complete the following: Try It! Directions: 1. Select the Worklist tab on the Horizontal toolbar. 2. Select the Fin Auth/ Scheduling Worklist. Single-click on the appropriate patient s name. How To: In Network (LMC) Referrals are communicated by the Referrals via Tasking Workflow. This workflow is covered in an etrain module and users may be enrolled by their Practice Managers for review. 3. Right-click on the Pulmonology Referral order and select Edit. 4. The requested location/provider will be in the Recipient field. Click the binoculars next to the Recipient dropdown. Search for and select Dr. Marshall. Check the box to select Click OK. 5. Under the Details hyperlink, document the following: Change the Perform option from Record to Send to Performing Location. NOTE: In LIVE, you will choose ereferral. 6. In the For Patient field, free text: Appt scheduled with Dr. Marshall on 07/14 at 12pm. Arrive 10 minutes before appt. Include your initials and today s date. 21

50 In EHR LIVE, users will ensure the Generate Summary of Care on Save box is checked under the Attachments hyperlink. 7. Under the Questions hyperlink, answer the following Clinical Questions: (MU) Care Summary provided: Yes Referring Provider Field Updated: Yes If In Network ereferral, was Record changed to ereferral: Yes 8. Under the Add l Details hyperlink, complete the following: Fin Auth: Approved Fin Auth #: Appt Status: Appointment Scheduled NOTE: If there is a pending order which is to be scheduled and authorized by a separate staff member, simply complete the orders which apply to your role. The items will remain on the worklist until the Fin Auth and the Appointment Status fields for each are completed. 9. Click OK & Commit the data The active order will remain on the Referrals Awaiting Results worklist. Once the documentation (ex. Office Notes, imaging, etc) from the appointment is received from the specialist, the Active Order can be completed. 22

51 Worklists Outgoing Referrals (Out-of-Network): Authorization & Scheduling Scenario: During a patient visit, the provider ordered a Gastroenterology Referral. Complete the following: Try It! Directions: How To: 1. Select the Worklist tab on the Horizontal toolbar. 2. Select the Fin Auth/ Scheduling Worklist. Single-click on the appropriate patient s name. 3. Right-click on the Gastroenterology Referral order and select Edit. 4. The requested location/provider will be in the Recipient field. Click the binoculars next to the Recipient dropdown. Search for and select Dr. Lawson. Check the box to select Click OK. 5. In the For Patient field, free text the following: Appt scheduled with Dr. Lawson on 07/14 at 12pm. Arrive 10 minutes before appointment. Include your initials and today s date. 6. Under the Attachments hyperlink: Select Generate Summary of Care 7. Select Export. 23

52 NOTE: The generated Summary of Care will now display and is available for viewing. 8. Under the Questions hyperlink, answer the following Clinical Questions: (MU) Care Summary provided: Yes Referring Provider Field Updated: Yes If In Network ereferral, was Record changed to ereferral: No 9. Under the Add l Details hyperlink, complete the following: Fin Auth: Approved Fin Auth #: Appt Status: Appointment Scheduled NOTE: If there is a pending order which is to be scheduled and authorized by a separate staff member, simply complete the orders which apply to your role. The items will remain on the worklist until the Fin Auth and the Appointment Status fields for each are completed. 10. Click OK & Commit the data 11. The Summary of Care document should be printed or faxed to the recipient s office. Select the QChart icon to access the patient s Clinical Desktop Right-click the Summary of Care document from the Chart Viewer Select Print or Fax > Selected to print or fax the Summary of Care. NOTE: The multi-select function can be utilized to print or fax multiple documents at once. The active order will remain on the Referrals Awaiting Results worklist. Once the documentation (ex. Office Notes, imaging, etc) from the appointment is received from the specialist, the Active Order can be completed. 24

53 Worklists Referral Order Completion Scenario: During a patient visit, the provider ordered a referral. The documentation from the referral has been received. Complete the following: Try It! Directions: 1. To complete the Order: Select the Worklist tab on the Horizontal toolbar. Select the Referrals Awaiting Results Worklist. Single-click on the appropriate patient s name to view the order. How To: 2. Right-click on the Referral order and select Edit. 3. Select Complete from the Status drop down menu. Check Specialist Response Received 4. Click OK and Commit. 25

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55 Worklists Imaging Referral and Order Completion Scenario: During a patient visit, the provider ordered a CT of the Brain without Contrast for migraines. Complete the following: Try It! Directions: 1. Select the Worklist tab on the Horizontal toolbar. 2. Select the Fin Auth/Scheduling Worklist. Single-Click on the appropriate patient s name. 3. Right-click on the order and select Edit. How To: NOTE: Imaging procedures are available to be scheduled once the radiology department receives the order via LMConnect Physician Network EHR. 4. In the Patient Instructions field, free text the following: Appt scheduled for 2 pm today. Arrive 10 minutes before appointment and do not eat 2 hours prior. Include your initials and today s date. 5. Under the Add l Details hyperlink, complete the following: Fin Auth: Approved Fin Auth #: Appt Status: Appointment Scheduled NOTE: If there is a pending order which is to be scheduled and authorized by a separate staff member, simply complete the orders which apply to your role. The items will remain on the worklist until the Fin Auth and the Appointment Status fields for each are completed. 6. Click OK and Commit the data. 27

56 7. Right-click the order and select Satisfy Reason > Financial Auth Right-click the order and select Satisfy Reason >Schedule Imaging 8. Select Commit. 9. To print or fax the Requisition: Select the QChart icon to access the patient s Clinical Desktop From the orders component, double-click on the CT order Click on Print/Fax Select Print or Fax Requisition. Complete all applicable information Select Ok. NOTE: Faxing the requisition is one opportunity to send the Fin Auth # to Radiology. To fax the order requisition. The active order will remain on the Out of Office Imaging Awaiting Results worklist. Once the results are received, the Active Order can be completed, if not done at an LMC facility. 10. To complete the Order: Select the Worklist tab on the Horizontal toolbar. Select the Out of Office Imaging Awaiting Results Worklist. Single-click the appropriate patient s name to view order. 28

57 11. Right-click on the CT order and select Completed On. 12. Enter the appropriate date the CT was performed. Click Ok. Commit the data. Note: If PACs is utilized, the order will automatically complete when the results are received in EHR. 29

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59 Worklists Order Completion Results with an Order Scenario: Results for a test which your facility ordered and was performed outside of your office or LMC have been received. Complete the following: Try It! Directions: 1. You have received a Mammogram result from another facility for the Acute patient who has an appointment today. 2. Go to the Worklist tab Select the Out of Office Imaging Awaiting Results worklist. Click to highlight the patient s name. The order will display on the right side of the screen. 3. Right-click on the active order. How To: There are two options: Completed On Completed Today NOTE: Order completion can also occur from the orders component 4. Choose Completed On and enter the date the test was completed. OR Choose Completed Today to document today s date. Click Ok. 5. Commit the Data. Note: If PACs is utilized, the order will automatically complete when the results are received. 31

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61 Worklists Surgery Scheduling Scenario: During a patient visit, the provider orders a surgery for the patient. You will be scheduling the surgery and calling the patient with instructions. Complete the following: Try It! Directions: 1. Select the Worklist tab on the Horizontal toolbar. 2. Select the Surgery Scheduling Worklist. Single-Click on the appropriate patient s name. How To: 3. Double-click the Schedule Surgery item Review the Order details. Click x to close the Order Details box. 4. Right-click on the order and select Edit. 5. The Patient Instructions field can be completed and printed for the patient. Free text any necessary information. 6. From the Order Details screen: Select Additional Details 7. Complete the following: Fin Auth: Approved Fin Auth Number: Click Ok. 33

62 9. Right-click the order from the worklist and select: Satisfy Reason then Schedule Surgery 10. Commit the data. The item will fall off the Surgery Scheduling worklist. Fast forward to receiving the correspondence/consultation letter for the surgery. You can now complete the Active Order. 11. To complete the Order: From the patient s Clinical Desktop, go to the Orders component. Right-click on the CT order, select Completed On. Enter the appropriate date. Click Ok. Commit the data. 34

63 Physician Network EHR How To Task List Views Your role in the facility will determine which task lists are available to you. This How To describes the most commonly assigned task list views. 1. Toggle to the Task List tab. 2. Select the View drop-down to find the different task list views assigned to you. 3. Each View has a specific purpose. The views and a description of each are outlined below: Task View Descriptions: Task List View: Description: Example: My Active Tasks Tasks assigned to a user. Tasks created from patient phone calls Current Patient Active A patient s active tasks. Any Active Tasks Current Patient All A patient s active and historical tasks. Active, Removed, Completed Tasks [MD] My Active Task Provider s My Active Tasks. Verify Patient Results [Provider Name] Nurse View Nursing tasks delegated to a provider s clinical staff. Call/Mail Patient Results for a specified provider. Clinical Coverage All nurse s My Active Tasks lists for Tasks created from patient for calls [Practice Name] Provider Nurse View(s) Provider Coverage Non-Clinical Coverage View(s) coverage (floater). Nursing tasks delegated to all provider s clinical staff for coverage (floater). All Physician s My Active Tasks for coverage. All non-clinical staff s My Active Tasks for coverage. for all clinical staff Call/Mail Patient Results for all providers Verify Patient Results for all Providers. Tasks created from patient for calls for all non-clinical staff 35

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65 Tasking Creation - Medical Complaint Scenario: A patient calls with a medical complaint/symptoms. Document the call by completing the following: Try It! Directions: 1. Click the Task List tab from the horizontal toolbar. 2. From the Patient Banner choose Select Patient Search How To: 3. Search for patients by typing last name LMC and selecting Search. Single Click the patients name Select OK. 4. Select New to create a new task. 5. Assign to: User Select the Trainers User name form the drop-down menu or select All to search. 6. In the Comments field, free text the following: Patient called complaining of backache. Patient would like a call back on her cell. 7. In the Task drop-down list, select Medical Complaint Callback. 8. Change the priority to ASAP. 9. Click OK to send the task. 37

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67 Tasking Completion - Medical Record Request Scenario: A patient has called with a Medical Record request which has already been processed by another staff member. This created a Miscellaneous task which has been placed on your Task list. Complete the call by documenting the following: Try It! Directions: 1. Click the Task List tab from the horizontal toolbar. 2. Find the Miscellaneous task that has been placed on your Task list. How To: 3. Double-click the task to review the previously documented information. The patient requests a copy of their most recent Office Visit mailed to them. 4. To print the Office Visit note: Use the Q chart icon on the Task Details screen to access the patient s Clinical Desktop. 5. From the Chart Viewer, Right- Click on the appropriate Office Note Click Print Selected Select the X on the Read Only Q chart to return to the Task Details screen. 6. In the Comments field, free text the following: Mailed the Office Visit note to the patient per their request. Patient aware. 7. Click OK to close the dialog box. 8. Complete the task from the list by clicking Done. 39

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69 Tasking Creation - Medication Renewal Scenario: A patient calls with a medication and order renewal. Document the call by completing the following: Try It! Directions: 1. Click the Task List tab from the horizontal toolbar. 2. From the Patient Banner choose Select Patient Search for the patient 3. Select New to create a new task. How To: 4. Select the user who should receive the task from the User drop-down menu or select All to search. 5. In the Comments field, free text the following: Patient is requesting refills for their Hydrocodone- Acetaminophen and BD Insulin Needles 30G. 6. In the Task drop-down list, select Med Renewal Request. 7. Verify that all information is correct before sending. 8. Click OK to send the task. 41

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71 Call Processing Task Creation for Billing Question Scenario: A patient calls the facility with a billing question. Document the call and send the request to the appropriate staff member by completing the following: Try It! Directions: 1. Click Call Process menu from the vertical or horizontal toolbar. 2. From the Patient Banner choose Select Patient Search for the patient How To: 3. Select Patient is Caller. 4. Select your neighbor s user name from the drop-down menu. 5. In the Comments field, free text the following: Patient was seen in our office on 4/27/11. They need to speak to someone about the bill they received. 6. Click Copy to Task. 7. In the Task drop-down list, select Call Back. 8. Verify that all information is correct before sending. 9. Click OK to send the task. 43

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73 Scan Reference Guide

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75 Table of Contents SCAN...2 Logging Into Scan....2 Using Scan Toolbars....2 Scan Menu Options... 3 Changing the Scan Password...4 Scan Security Procedure...5 Setting User Preferences...6 Searching for Patients in Scan..6-8 Chart Groups and Folders..8 Searching for a Document in Scan. 9 Viewing a Document in Scan Scan Tools Preparing Documents for Scanning.13 Methods of Scanning..13 Scanning Using the Quick Scan Workflow Changing Document Properties Scanning Using the Batch Basket Workflow Filing from the Batch Basket Scanning Into an Existing Document Creating and Saving a New Scanner Configuration.22 Deleting a Scanner Configuration Tasking Deleting Blank Pages in Scan Copying and Pasting Documents 25 Copying and Appending Documents.25 Moving Documents between Patient Charts Printing Scanned Images..26 Deleting a Batch Job in the Basket...26 Restoring a Document from the Recycle Bin Maintenance GLOSSARY Page 1 of 30

76 EEHR Scan Scan Logging into Scan The Scan module is an electronic imaging and chart management application. It is used to transfer written documents such as consults, and other pertinent chart information into an electronic format. Scanned documents are indexed to the appropriate patient for the appropriate visit and under the correct document type. Documents are also viewed in Enterprise Electronic Health Record (EEHR). Both EEHR and Scan function differently, but they interface together (i.e. what is scanned into the Scan module, can be viewed in the EHR module). 1. From the desktop, double-click the EHR Scan icon. The Scan Sign On page displays. 2. Enter a unique User Name and Password and press OK. Accept the Licensing Agreement, if necessary. The User (or User Group) rights will govern what is available to the Scan user. Certain buttons or screens may be grayed out or unavailable. Using Scan Toolbars There are 3 main toolbars in Scan. Menu Bar Scan Tool Bar Hot Buttons Page 2 of 30

77 EEHR Scan Scan Menu Option Menu Bar File Close out of Scan Action Configure Help Change Password, User Preferences Online Scan Help Scan Toolbar Icons Search Chart Lists Batch Tasks New Task Suspend Close Search for the Patient s Chart Re-access recent patient charts Open the Batch Basket Open the Task Basket Create New Task Suspend the session, or Lock the workstation Exit from the current page Hot Buttons Hot Buttons remain grey until a patient is in context View Scan Progress Opens the contents of the selected folder Begin scanning documents that have been placed in the scanner View a list of all documents in a patient chart in date order, from most recent to oldest Page 3 of 30

78 EEHR Scan Changing the Scan Password The Scan password must be changed upon first login. 1. From the Menu Bar, select Configure. 2. Select Change Password. The Scan Change Password window displays. 3. Type old password in the Old Password field. 4. Type new password in the New Password field. 5. Re-type the new password in the Confirm Password field. Be sure to type it just as it was entered in the new Password field, using capital and lower case letters, as needed. 6. Click OK. 7. A message window opens, indicating that the password has been changed successfully. Click OK to close the window. For convenience, a copy of the Scan Security Procedure has been enclosed on the next page. Page 4 of 30

79 EEHR Scan Scan Security Procedure Scan Module Security Procedure Subject: Password Maintenance in Scan Effective: 3/12/2010 Purpose: To establish a procedure for security access to the Scan module. Reason for Procedure: Password security is independently maintained in the Scan module. Procedure: As approved by the EHR steering committee, scan users will be trained to control their password in the following ways: Password Length: At a minimum, a user s password must contain 8 characters. Password Complexity: The password must contain a combination of upper and lower case letters, and one numeric character. Password Expiration: Passwords will expire every 90 days. Password History: 3 Page 5 of 30

80 EEHR Scan Setting User Preferences These should be defaulted to the following: 1. From the Menu Bar, select Configure. 2. Select User Preferences. 3. Scroll to the underlined section and change the following. General: Warn if Scan Resolution > 200dpi Change to No. Workstation: Remote Scan station Change to N/A. Integration: Document Owner Default Change to Encounter then PCP. 4. Click OK. Searching for Patients in Scan 1. From the Scan toolbar, select the Search Menu then Patient Charts from the drop-down menu. The Patient Search page displays. 2. From the Type drop-down menu, select the search type. Users may search for patients by Name, MRN, DOB, Phone, or Other. The OTHER search field is the PATKEY from the Vision system Page 6 of 30

81 EEHR Scan 3. Select the organization for the patient search. 4. Press the Search button. If the search finds a direct patient match, it will open the patient s chart automatically. If the search finds several patients matching the search criteria, a list of those patients will appear: 5. From the patient list in the Pick Patient page, select a patient name and click the Select button. The Patient Chart displays with the Chart Group in the middle of the page. Chart Groups Users will have access to their clinic s chart groups. Page 7 of 30

82 EEHR Scan 6. To view a document in a chart, select the appropriate folder or subfolder from the Chart Group and double-click to open. If this is the first time a patient s chart has been accessed, the user must insert the Chart Groups through the blue check mark. Chart Groups and Folders Chart Groups: These are a group of files that contain folders and subfolders. Folders: These further define a chart group. In the example above, the chart group is LMC Administrative, but to further define this group is the Pt. Assistance Correspondence folder. Subfolders: These further define a folder. In the example above, the chart group is LMC Administrative, the folder is Advance Directives, and the subfolder is DNR. Page 8 of 30

83 EEHR Scan Searching for a Document in Scan 1. From the Scan toolbar, select the Search Menu then Documents from the drop-down menu. The Document Search page displays with two tabs to enter search criteria, Chart and Document. The Document tab enables a user to enter document specific search criteria by: Document Number, Document Date, Document Name, Acquire (Scan) Date, Last Change, Chart Group, and Folder. The Chart tab enables a user to enter patient specific search criteria by: Organization, Patient, and Type. 2. Enter the search criteria and click the Search button to display all documents that match the search criteria. 3. Click the Clear button to clear the search tabs and search again. Page 9 of 30 To re-access recent patient charts, from the toolbar select Chart Lists and then select Recent from the drop-down menu. 4. Click the Close button to begin a new search or return to the main screen.

84 EEHR Scan Viewing a Document in Scan 1. To work with a document in Scan, bring a patient into context and select the appropriate folder or subfolder from the Chart Group. Please note the following folder display schemes. Empty Folders are gray. Folders with content are yellow. Sub-folders with content are gray/yellow. System folders have a blue diamond. 2. Double-click the document. The document displays in the Document Viewer. To manipulate the scanned image, use the toolbar at the top of the Document Viewer. Page 10 of 30

85 EEHR Scan To delete a document in Scan: Right-click on the document Click Delete Once deleted, the document is removed from Scan and placed in the Recycle bin. Once deleted, it is no longer available to view in EEHR. To restore a document from the Recycle Bin, contact the EHR Support Team via HEAT. If unable to delete a document, contact the EHR Support Team via HEAT. Page 11 of 30

86 The following table explains the Scan Tools: EEHR Scan Button Action Print the document. Fax the document. Rotate the document 90 clockwise. Zoom in. Zoom out. Zoom to the maximum level allowed horizontally. Zoom to the maximum level allowed vertically. Adjust the image brightness and contrast. Thumbnail view of all document pages. Delete the current page of the document. Send a task regarding the document. Close the document viewer. Page 12 of 30

87 EEHR Scan Preparing Documents for Scanning It is imperative to prepare documents before they are scanned. It is important to 1. Determine the method of scanning which best suits the documents that need scanned (see options in the next section). 2. Remove all staples, tape, stick flags, or any other object that may obstruct the paper from safely passing through the scanner s Automatic Document Feeder (ADF). Methods of Scanning The purpose of scanning is to capture an image which is then placed into a patient s chart. Other users or providers can view these documents through EHR. There are two main scan options within this module: Quick Scan and Batch Scan. Utilizing these options, the user will also decide whether to scan the documents through the Automatic Document Feeder (ADF), Duplex scan using the ADF, or Flatbed. Depending on the type of scanner at the facility, the Flatbed option may not be available. Scanning Using the Quick Scan Workflow This is the fastest way to scan a document into the system. However, before the document can be scanned, a folder or subfolder must be selected. 1. Search for and select a patient. This brings them into context. This workflow is the preferred method when scanning multiple documents of different types, for a single patient. This workflow may also be used when scanning a single document type for a single patient. Using this method, images are scanned straight to a Chart Group s folder or subfolder. Page 13 of 30

88 EEHR Scan Do Not Scan; does not contain brackets []. Scan Here; contains brackets. 2. Select the folder or subfolder that the document needs to be scanned into. A Folder or Subfolder may only be scanned into if it contains brackets []. This indicates that a document type has been associated and will populate into EEHR. If no brackets, the document will never populate into EEHR. 3. Click the Scan button. The Scan Documents window displays. The patient s information displays in the Chart#, SSN, and Name fields. This information should be reviewed to ensure the correct patient was selected. Page 14 of 30

89 EEHR Scan The date should reflect the date the document was written. 4. Select an Encounter and Owner for your document. This will be helpful when tasking documents to other users. For instructions on how to change this, refer to the next section Changing Document Properties. 5. Select the Duplex option if scanning double-sided documents. If using a flatbed scanner, the user is prompted to continue scanning after each page. If using the Duplex or Flatbed options, the next time you scan, ensure that these radio buttons are not checked. The Scan module holds these options until they are manually removed. 6. Place documents in the appropriate scan location (Flatbed or ADF). If using the ADF, the document should be placed face down; the top of the page touching the rollers. 7. Click the Scan button. Once scan is complete, a dialog box will display asking the user whether they want to continue this scan. 8. Select the appropriate option. If yes is selected, the application will go back to the Scan Documents window to continue scanning. The user may receive a Blank Page Deletion dialog box. If so, refer to that section in this manual. Once all documents have been scanned, the module will bring the user back to the Scan Main Window. Page 15 of 30

90 EEHR Scan Changing Document Properties 1. Ensure the date is correct. If not, change it to reflect the correct date. 2. To select the document Owner, click the ellipses next to this field. This will open a list of providers to choose from. 3. Highlight the correct provider from this list, ensuring that they are indeed the document owner. 4. Press Select. 5. From the Scan Documents window, notice that the Encounter has been updated from Unassigned to New Image. When the date and the owner are selected first, this will automatically update the Encounter. Page 16 of 30

91 EEHR Scan If an Appointment Encounter was already created, it will populate the Encounter and Owner fields automatically once a date is selected. This Appointment Encounter is linked to the patient s scheduled appointment through EEHR. This is also an appropriate selection for these fields. Document properties can always be edited after the document has been scanned into the application by right clicking on the document in the patient s chart and selecting Properties from the submenu. Scanning Using the Batch Basket Workflow 1. From the Scan toolbar, click the Batch button. The Batch Basket workflow is the preferred method when scanning single document types for multiple patients. Similar documents may be placed in a pile upon receipt and scanned in as a Batch by anyone at the end of the day. Once all documents are scanned, they must be sorted to the appropriate patient chart. Recommended batch size is less than 50 pages. 2. The Batch Basket Window will open. Select the Scan icon from this window. It is recommended to file documents immediately once they have been scanned. Page 17 of 30

92 EEHR Scan When naming the batch, include the clinic name, type of batch and your initials. The date can be the scan date, you will be able to change it per document while filing. 3. Enter a Batch Name, Def. Doc. Name, and Date. 4. Set The Access Group to limit access to this batch to specific groups of users. 5. Select Duplex for double-sided forms or Flatbed if using a flatbed-style scanner. 6. Click the Scan button to begin scanning the batch. 7. Navigate through the dialog boxes when they appear. 8. The scanned batch will be listed in the Batch Basket by the way it was named in Step #3 above. Page 18 of 30

93 EEHR Scan Filing from the Batch Basket 1. From the Batch Basket, highlight the batch that needs to be sorted. 2. Click Sort to Chart. This will open the Sort Documents to Charts window. The first image will display to the right on the screen: To identify the patient, manipulate the image as necessary using the tools at the top. 4. Enter a patient search on the left side of the screen and press Search. All patients meeting the entered search criteria will display above the search field. 5. Single click to Highlight the correct patient. Page 19 of 30

94 EEHR Scan 6. Click the Ellipsis button at the end of the Current Folder field. The Select Folder window opens. 7. Select the correct Folder or Subfolder where the document will be filed. If needed, select a different Chart Group from the drop down menu. 8. Select OK. 9. Enter the Document Date. 10.Enter an Owner and Encounter. 11. If the document needs to be signed by the provider a task can be sent by checking the box in front of Send Verify Task to Owner in TouchWorks. Once the document is filed, the task will automatically send to the specified Owner of the document. The provider will work these tasks from their task queue in EEHR. Page 20 of 30

95 EEHR Scan 12.Click the File Document patient. The next image displays. button to sort the scanned image to the selected 13.If the next page belongs to the previously filed page, click the Page 2 button to include it as an additional page Once you file a document as a Page 2, you will get the option to file the next page as Page 3. This pattern will continue. 14.If all remaining pages belong to the same document, click the File Remaining Pages button to include the remaining images as additional pages. 15.Continue this process until all documents are filed from the Batch Basket. Scanning Into an Existing Document This is to be used when portions of a document were accidentally omitted and now need to be added to an existing document. 1. Select a patient. 2. Access the chart group and locate the document that will receive the additional pages. 3. Highlight the document. Do NOT open it. 4. Click Scan. 5. Do not edit the folder name, document date, etc. 6. Select duplex or flatbed. 7. Click on Scan into selected document. 8. Click to select whether or not the new page should appear at the beginning, the end, or at a specified point in the existing document. Dotted lines will appear around the option that is selected. It is important to note, if the dotted lines are not around the option that is selected, the module WILL NOT scan the page in correctly. The dotted lines around the option are an indicator that the document will be scanned in as indicated. Page 21 of 30

96 9. Click Scan. 10.When finished, click on the Close icon. EEHR Scan 11.Double-click on the document name in the right panel to validate the pages appear in the correct order. Creating and Saving a New Scanning Configuration Within the Scan module, there are options to create a different scan configuration. For example, there will be times when a document needs to be scanned into the system in color. Instead of having to set up the scanner to scan in color each time, it can be created once, and when needed, can be selected from a drop down menu. 1. From any Scan Documents window, select the Scanner Setting button in the top left hand corner. The Scanner Settings window will open. 2. Change the settings that are applicable by using the drop down boxes and the slider bars for brightness and contrast. 3. Select Save As. 4. Name the Configuration Setting. 5. Select OK. 6. From the Scanner Setting window, select Save. 7. The new Scan Configuration is ready to be used. From the Configuration Name drop down, select the new scanner setting. If it is not there, exit out of that screen and go back into it for the change to take effect. The Scan Module will automatically default to the Internal Scanner Settings unless it is manually changed. Page 22 of 30

97 EEHR Scan Deleting a Scanning Configuration 1. Select Scanner Setting. The Scanner Setting window will open. 2. Select the Configuration Name that needs to be deleted from the drop down menu. 3. Select the Delete button. A notification WILL NOT display indicating that the setting has been deleted. Tasking It is imperative for the success of assigning a task, that the document belong to the person it is being tasked to. For example, if a task to Dr. Provider needs to be sent, he must be the document owner to receive the task in EEHR. Review Setting Encounters and Document Owners in this manual for further instructions. 1. Right-click the document that needs a task generated. 2. From the submenu, select Create a Task. The Create New Task Window opens: A task can be completed anywhere this symbol is located: 3. To select who the task needs to go to, select the To button. Search for the recipient in the Search for Recipients Window by entering their name. 4. Single-click the name and press OK. 5. Select the appropriate Task Categories; three options: sign, verify, and review. 6. A subject can be included, but is not necessary. Page 23 of 30

98 EEHR Scan 7. A free text message can be included, but is not necessary. 8. Select Send. 9. The receiver will get a message on their task list in EEHR. If the provider is to sign the document, select the Verify option from Task Categories. This will display as a Verify Doc task in EHR. Below is how the task will display on the provider s task list in EHR: Deleting Blank Pages in Scan 1. Click the Zoom In button to enlarge the document, if needed. When a scan job is complete, Scan uses the amount of ink on a page to determine if any scanned pages are blank and should be omitted based on the Blank Page Threshold. The default Blank Page Threshold is 5KB and any scanned document with a file size less than 5KB will display in the Blank Page Deletion page. Please note, a small file size does not necessarily indicate a page is blank. There may be only a small amount of information on a page, such as a patient signature. 2. There are two ways to remove blank pages: If there are, in fact, blank pages: Double-click to highlight any pages you wish to file into the patient s record. Any unselected pages will be deleted when you click Delete. If all pages should be filed into the record: Simply click close. All pages in view will remain. 3. Click the Delete button to delete any unselected documents. 4. From the confirmation box, click the Yes button to confirm the deletions or click the No button to return to the Blank Page Deletion page. Page 24 of 30

99 EEHR Scan Copying and Pasting Documents This works similarly to the way copy and paste works within a Word document 1. Find the document that needs to be copied within the patient s chart structure. 2. Right-click on the document name in the panel on the right. 3. From the submenu, click Copy Document. Select the new location of the copied document within the patient s chart structure. 4. Right-click the new location/destination folder. From the submenu, select Paste Documents. 5. If necessary, re-open the original folder; right click on the document and select Delete Document. This will remove the document from the original location. Never delete the document until after it has been successfully moved. If unable to delete a document, please see your Practice Manager. If they are unable to delete, please log a HEAT ticket and an EHR Team Member will assist you. Copying and Appending Documents This is to be used for documents that were scanned as two or more separate files, and now need to be merged as one single document. 1. Find the document that needs to be cut within the patient s chart structure. 2. Right click on the document name in the panel on the right. 3. From the submenu, click on Cut Document. 4. In the middle panel, right-click on the destination folder. 5. From the submenu, click Append Document. 6. Double-click the document to review. The two separate documents will display as one document. Moving Documents between Patient Charts This is to be used when a document has been filed in the wrong patient s chart. 1. Right- click the document name in the panel on the right. 2. From the submenu, click on Move Documents to Batch Basket. 3. Enter the document/batch names and dates as it was in the original document. 4. Press OK. The document should no longer be listed under that folder or subfolder. 5. Click on Batch and locate the newly created batch. 6. Highlight the batch and select the Sort to Chart button. 7. Resort the batch into the correct patient s chart, as any batch would be sorted, paying special attention to the names, dates, etc. Page 25 of 30

100 EEHR Scan There is not a manual process to remove the document filed in the wrong chart. It is automatically removed when it is moved to the Batch Basket. Printing Scanned Images 1. Right-click on the document that needs to be printed. 2. From the submenu, click Print. 3. Select the appropriate printer and trays, if necessary. 4. Click on OK. Deleting a Batch Job in the Basket 1. Click on Batch to access the basket. 2. Highlight the batch to be deleted. 3. Click on the Delete button. A deleted batch will be sent to the Recycle bin. If the Delete button is grayed over, please see your Practice Manager. If they are unable to delete, please log a HEAT ticket and an EHR Team Member will assist you. Restoring a Document from the Recycle Bin 1. From the Scan Main Window, select File. 2. Select Recycle Bin. The Recycle Bin window opens: 3. Select the correct tab which indicates where the document was deleted from: patient documents, file cabinet, or batch basket. Page 26 of 30

101 4. Enter in search criteria for the document. EEHR Scan The more correct information that is entered, the more successful the search will be. 5. Select Show. The document should appear at the top of the screen. If the document does not appear, select Clear to start a new search. 6. If the document does appear, right-click the document. 7. From the submenu, select Restore Document. 8. The document will be restored to the place it was originally deleted from. If unable to access the Recycle Bin, please see your Practice Manager. If they do not have access, please log a Heat ticket and an EHR Team Member will assist you. Scanner Maintenance Depending on which Scanner that is installed in the facility, it may require routine maintenance. It is highly recommended to review the User Guide for general Scanner Maintenance rules. Page 27 of 30