Bp Premier Reminders Guide

Transcription

1 Bp Premier Reminders Guide

2 Legal notices Copyright 2017 Best Practice Software. All rights reserved. Best Practice Software believe the information in this User Manual is accurate as of its publication date. The information is subject to change without notice. You may only copy, change, or use the User Manual as required for your own use as permitted under the End User Licence Agreement or the Order Form. User Manuals are intended for reference only and do not preclude the need for training. Best Practice Software Pty Ltd PO Box 1911 Bundaberg Queensland Australia Best Practice Software New Zealand Ltd PO Box 1459 Hamilton New Zealand 3240 The information contained in the User Manual is intended to be a guide only. BPS does not provide any warranty in relation to its currency, accuracy or completeness and, unless otherwise required by law, will not accept any liability in relation to any loss or damage suffered by you or any third party in reliance on the information contained in the User Manual. Last updated: October 2017 Intended for usage with Bp Premier version Lava. This User Manual is sourced from the Best Practice Software Bp Premier Lava Knowledge Base. Page 2 Bp Premier Reminders Guide

3 Working with reminders Reminders in Best Practice are notifications added to a patient's record to remind the patient to do something at a certain time, such as returning for a regular checkup. Bp Premier can generate reminder letters from a template for the patient. You can also batch print labels from a list of patients with outstanding reminders, or export the list as a file. Best Practice software also provides a 'To do' list for practice staff. See Using the To Do list on page 15 for more information. The Reminders workflow can be summarised as: Configuration 1. Set up your practice's Reminder reason list 2. Set Reminder workflow and Reminders screen defaults 3. Create Reminder letter templates Workflow 1. Add a Reminder to a patient record 2. Manage and send Reminders from the Reminders screen 3. Mark Reminders as performed from the patient record 4. Resend unactioned reminders from the Sent Reminders screen. Different parts of the workflow will often be performed by different practice staff members. For example, practice management may set the list of Reminder reasons and the workflow defaults, doctors will add and action Reminders for patients from the patient record, and front desk staff may manage sending and resending Reminders. Add a reminder to a patient 1. Open the patient's record. The Notifications section towards the top of the screen shows any actions and reminders created for the patient that are overdue or due within the next month. 2. Click the Reminders button in the top right. The Reminders screen will appear, showing all reminders outstanding for the patient. Blue text indicates a current or future reminder, and red indicates an overdue reminder. Bp Premier Reminders Guide Page 3

4 3. Click New. The Reminder screen will appear. 4. If the reminder is for another provider, select the other doctor from the To see field. Page 4 Bp Premier Reminders Guide

5 5. Change the practice Location if the reminder is for another location. 6. Select the Reminder reason, or enter a reason as free text in the Other reason field. Tip: Free text entry of Reminder reasons is enabled from the Configuration screen. Your practice management may have disabled free text entry. If free text is enabled, remember that free text reminders are not added to the standard list of reminder reasons. For data consistency, it is good practice to always select a reminder from a standard list of reasons. 7. Bp Premier will automatically set the Remind in and Reminder date fields based on the Reminder reason. You can change the defaults settings to any interval or future date. 8. Tick Automatically update this reminder when sent to patient to automatically create a new reminder on the patient record for the next due date after a reminder is sent to a patient. This option saves providers from manually entering the next reminder. 9. If you selected to automatically update, you can change the Update interval from the default setting. 10. Click Save to add the reminder to the patient record. 11. Click Close to return to the patient record. The reminder will appear in the Notifications section if within the default notification period. Send reminders When sending reminders, you can: Print letters from a template Print a list of patients Print a list of patient labels Export the patient list to use in an external application. If you are printing reminder letters, you must set up templates before sending reminder letters. Best Practice supply a generic reminder letter template that suits most circumstances. However, you may wish to customise the supplied template for your site. 1. Select Clinical > Reminders or click the envelope icon on the main screen of Bp Premier. The Reminders screen will appear. This screen displays reminders that have not yet been sent. If a reminder is marked as sent on the patient record, the patient will not be displayed on this screen. See Reprint reminders on page 7 for instructions on resending reminders that have been sent. 2. Click Select Patients to display the Select patients for reminders screen. Bp Premier Reminders Guide Page 5

6 3. In the Selection reasons list, tick the reminder reasons you want displayed. 4. Select the practice Users to display reminders for. 5. Select the practice Locations to display reminders for. 6. Select the Due between date range to display reminders for. All reminders due between the two dates will be displayed. 7. Tick Include overdue reminders to include unactioned overdue reminders, (for example, a patient may have missed an earlier mail out). 8. Tick Include inactive patients if you wish to include patients marked as inactive. 9. Click Ok to return to the Reminders screen. 10. To remove a single reminder, select the reminder and click Remove from list. The Reminder in the patient record will be unaffected. 11. To delete a reminder from the list and the patient record, select the reminder and click Delete Reminder. The Reminder will be deleted from the patient's record. 12. If the Reminders list shows all of the reminders you want to send, click Send reminders. The Send reminders screen will be displayed. 13. Select the send method from the Use radio buttons: Mail Merge prints out a reminder letter for each patient on the list using the selected reminder template. Printed List prints the list of patients displayed. Page 6 Bp Premier Reminders Guide

7 Labels prints the list of patients in label form to place on envelopes. Save as file saves the list of patients in XML, CSV, or text format. 14. Tick Mark as sent to mark the reminder on the patient's record as 'Sent on date', showing the date sent. Important: If you are printing a test list, do not select Mark as sent. If you are exporting a list of patients and don't want to remove reminders from patient records, do not select Mark as sent. 15. Tick Save a copy into the patient's chart to place a copy of the reminder letter into the Correspondence Out section of the patient's record. 16. Tick Add a new reminder for those marked for auto-update to add a new reminder to the patient's records where the reminder is set to auto-update. 17. Click Send. The rest of the sending process depends on the method chosen. Mail Merge Tip: If this is the first time you have printed reminder letters, or you are using a new reminder template, Best Practice Software recommend that you perform a test print for only 2 or 3 patients, to ensure that the letter prints as expected. Use the Remove from list button to remove all but 2 or 3 patient names, and do not tick the options for Mark as Sent or Add a new reminder for those marked for auto-update when running a test print. When Mail Merge button is selected, the Word Processor Templates screen will be displayed when you click Send. 18. Select the template letter to be used. 19. If you want a copy of the letter to be stored in the patient record, tick Save a copy in each patient's record. 20. Click Open to begin printing the letters. Printed List or Labels When you click Send, this option prints a list or prints labels for all the patients displayed on the screen. You can customise the format of printed labels from Setup > Labels from the main Best Practice screen. Save as file 18. When you click Send, the Save As screen appears. 19. Select the format to save from the Save as type drop-down. 20. Browse to the folder you want to store the file and click Save. Reprint reminders You may need to reprint reminders if, for example, there was a printer problem, or you forgot to tick Bp Premier Reminders Guide Page 7

8 the box to save the letter into the patient's file. If you need to resend reminders because the first reminder was not actioned, you must resend. Each time that reminder letters or lists are printed, the system records a batch number. 1. From the Reminders screen, select File > Resend Batch or press Ctrl+R. The Reminder batch screen will appear. 2. Select the batch that you wish to resend and click Load. The list of patients included in the Reminders batch will be displayed in the Reminders screen. 3. Click Send Reminders and follow the steps in Send reminders on page 5. Resend reminders For certain reminder types (such as pap smears), a schedule of follow-up reminders must be generated for patients who have not actioned earlier reminders. Once a reminder has been printed with the Mark as sent box selected, the Reminder is shown on the patient's record as 'Sent' and will no longer appear on the Reminders screen. You must use the Sent Reminders screen to identify sent and unactioned reminders. 1. From the Reminders screen, select View > Sent Reminders. The Previously sent reminders screen will be displayed. Page 8 Bp Premier Reminders Guide

9 By default, the screen will display all reminders sent during the past year that are still marked as 'Unactioned'. 2. Select from the filters at the top of the screen to limit the list of sent reminders: Show unactioned only untick this box to display all reminders sent over the date range. Tick this box to show only Reminders that have not been actioned from the patient record. Show all patients untick to display the Select patient screen to search for an individual patient. Sent on or after and Sent on or before displays unactioned reminders between the dates. By doctor displays reminders for the selected doctor. By location displays reminders for the selected location. Reason displays reminders for the selected reason. 3. To mark a particular reminder record as performed, select the reminder and click the Mark button. This has the same effect marking a Reminder as performed from the patient record. 4. If the list contains all the Reminders you need to resend, click Send again. The Send Reminders screen will appear. 5. Send the Reminders according to steps in Send reminders on page 5. Mark a reminder as 'performed' When a patient visits with regard to a reminder, the provider should mark the reminder as 'Performed', so that it no longer appears when checking for reminders. 1. From the patient's record, select the Reminder in the Notifications list. 2. Right-click and select Mark item as performed. Bp Premier Reminders Guide Page 9

10 Add reminder reasons and set reminder defaults Reminder workflow defaults and the list of reminder reasons are managed from the Reminders section of the Configuration screen. This list is available when you are adding a reminder from a patient's record. Tip: Ticking the Allow free text reminders checkbox on the Configuration screen allows practice staff to add a reminder as free text when adding a reminder to a patient record, instead of selecting from a standard list. Free text reminders are not added to the standard list of reminder reasons. For data consistency, it is good practice to leave this checkbox unticked so that staff must select a reminder from a standard list of reasons. Add a reminder reason 1. From the main screen of Bp Premier, select Setup > Configuration. The Configuration screen will appear. 2. Select the Reminders tab. The Reminder reason list is displayed in the box at the top of the screen. 3. Click Add. The Reminder reason screen will appear. Page 10 Bp Premier Reminders Guide

11 4. Enter the Reason and Default Interval, and select the interval duration: Weeks, Months, or Years. When adding a reminder from the patient record, the interval defined here determines the date when the reminder is sent or resent. 5. Click Save. Clean up free text reminder reasons The Clean up function shows all reminder reasons set up in Bp Premier and allows you to consolidate reminder reasons to a more appropriate reason. For example, you could rename free text reminders that were incorrectly worded, or are no longer required. 1. From the main screen of Bp Premier, select Setup > Configuration > Reminders tab. 2. Click on the Clean Up button. The Clean up reminders screen will appear. The left hand column shows all the Reminder reasons that have been entered as free text. The right hand column shows the standard reminder reasons. Bp Premier Reminders Guide Page 11

12 3. Select the reasons on the left hand side that you want to rename. Use Ctrl+click to select multiple reasons. 4. Select the standard reason in the right hand column to reassign the selected reasons. 5. Click Change. The free text reminder reasons will be consolidated into the standard reason and removed from the Reminder reasons list. Set reminder workflow defaults The Reminders tab of the Configuration screen also lets you set the following defaults for the Reminders workflow: Send as Sets the default method for sending a reminder. Check 'Mark as sent' box as default Automatically marks reminders as sent on the Reminders > Sent Reminders screen. Default reminder list interval Sets the default interval when selecting patients to view from the Reminders screen. Display Actions/Reminders less than n months old Period (in months) to display Actions and Reminders for in the Reminders screen and the patient record. Set the columns shown on the Reminders screen 1. From the main screen of Bp Premier, select Setup > Configuration > Reminders tab. Page 12 Bp Premier Reminders Guide

13 The Fields to be printed on Reminder list section shows the fields that are shown on the Reminders screen. 2. To add a column, click Add. The Reminder list fields screen will appear. 3. Select the field to add from the list. 4. Enter a column width in the Width (mm) field. 5. Click Save to return to the Configuration screen. 6. Click the Modify and Delete buttons to edit the columns shown. Fields are always added to the bottom of the list. Bp Premier Reminders Guide Page 13

14 Create a reminder letter template Reminder letter templates are used to send reminder letters to patients (for example, a regular cervical cytology check is due, or an annual blood pressure test). Best Practice Software supplies many system templates as part of Bp Premier. You can use these templates if they suit your practice, but you cannot save changes to a system template. If you want to modify a system template, you must save the template under a new name. Your practice may choose to create a generic reminder letter, intended to be used for all reminder reasons, or may wish to create a letter template with specific layout and wording for each type of reminder. After you create your templates, advise practice staff of the correct template to be used for reminders. 1. From the main Bp Premier screen, click the icon, press F4, or select Utilities > Word processor from the menu. The word processor will be displayed. 2. If you are creating a blank template from scratch, select Templates > New Template from the menu. A blank document will be displayed. If you are editing an existing template, select Templates > Edit Template and select a template to modify from the Word Processor templates screen. 3. Use the template fields from the list on the left hand side where you want to automatically insert information (for example, <PtTitle><PtSurname> is substituted with something like 'Mr Smith' when the letter is created). 4. When creating a generic template, include the template field <ReminderReason> found under Reminder letters so that the reminder reason is included in the letter. 5. When you are finished drafting the template, select File > Save as from the menu. The Template Detail screen will be displayed. 6. Enter the Template name. 7. If other users will be using this template, tick the box Available to all users. 8. Click Save. The template will now be available when reminders are sent by mail from the Reminders screen. Page 14 Bp Premier Reminders Guide

15 Using the To Do list The Bp Premier To Do List is a personal reminder system. Your practice staff can use the To Do list to set custom reminders for themselves that aren't Actions, for example, visiting a patient, reviewing notes, or performing end-of-day or end-of-week tasks. If a user's To Do list has outstanding items, the To Do list will pop up when the user logs in to and out of Bp Premier. Tip: You can also press F6 from the main screen, the appointment book, and the patient record at any time to open the To Do list. Add a reminder to the To Do list 1. From the main Bp Premier screen, appointment book, or waiting room, select Utilities > To Do List, or press F6. The To Do List screen will appear. 2. Select Show due and overdue items only to only show items that need attention. 3. Click Add. The To Do screen will appear. 4. Complete the fields in the screen: Action what is to be done Type Type of action to do Bp Premier Reminders Guide Page 15

16 Date Due select the date to be performed on or by Patient click Link to patient to select a patient to link to the to do item Priority select the priority of the item Details extra information for this item. 5. Click Save to add the item to the To Do list. Remove an item from the To Do list 1. From the To Do list, select the item to remove and click Remove. 2. You will be prompted to mark the item as performed, or delete from the list. Click OK. View the patient associated with an item 1. From the To Do list, select the item. 2. Click Open patient. The patient record will open. Page 16 Bp Premier Reminders Guide