Session 1 Navigation & Administration

Session 1 Navigation & Administration

Agenda Launching ACPM from AC AC/ACPM Integration Basic Navigation Tips in ACPM Administration Overview ACPM Help

Launching ACPM from AC Amazing Charts Practice Management is accessed from Amazing Charts 1. From AC main screen Click the ACPM button ACPM will open and the Front Desk screen will display.

Launching ACPM from AC 2. From the AC main screen, search for a patient - click on the view accounts link on the summary window. ACPM will open the selected patient s chart.

Launching ACPM from AC 3. From the AC main screen Click on the Check In/Out button. Click on the Open in ACPM button. ACPM will open and the selected patient s chart will be displayed.

Launching ACPM from AC 4. Click on the ACPM button on any patient s Demographics screen. ACPM will open and the selected patient s chart will be displayed.

Launching ACPM from AC 5. From the Account Information tab on any patient s chart, click the View account link. The ACPM accounts screen will display along with a view acct link to open the patients chart in ACPM.

AC and ACPM Integration 1. Demographics Information: New and existing patient demographics should be updated in ACPM. Shared fields will also be updated in AC. 2. Appointments: Appointments are scheduled and updated in ACPM. The new and updated appointments will be displayed on the AC provider schedule for view only purposes. 3. Charge Data: When a note is Signed in AC, the charge details will transmit to ACPM for processing.

AC and ACPM Integration Workflow Changes in AC Billing Tab will no longer display in any patients chart AC after install. All insurance information is located in ACPM chart. Payment Tab is no longer accessible in any patients account information screen in AC. Patient/insurance balances do not transfer to ACPM. Recommend running A/R report in AC prior to install. Let your PMI know if you use Updox or Amazing Reminders for appointment request/reminders. Clean up duplicate patients in AC so there are no duplicates created in ACPM during install. AC patients who do not have a responsible party in AC will come over to ACPM as No Guarantor on File. The responsible party will need to be updated. Insurance plans that don t map will display in the patients chart in ACPM as null and can then be manually linked to correct plan. All other patient insurance info i.e. subscriber name, policy number, etc. will transfer over to ACPM.

ACPM Navigation Overview

Basic ACPM Navigation Tips Panes: Panes can be Expanded and Collapsed according to user preference. (This allows users to focus on only the information they need on any given screen.) How To: To collapse a pane, click on the double arrows next to the title on an open pane. To open a pane, click on the double arrows next to the title on a collapsed pane.

Basic ACPM Navigation Tips Links: Links are shortcuts to other features in ACPM. How To: Click a Link to jump to the desired area.

Basic ACPM Navigation Tips Field Types and Descriptions: Table Driven: Data for this type of field is supplied by a table (defined in Admin settings during the Implementation process). These fields will have a drop-down arrow on the right. How To: Type a few characters, or the entire entry, or use the dropdown list to find data.

Basic ACPM Navigation Tips Field Types and Descriptions: Auto-Complete: When entering data, type the beginning of an entry s description and press Enter. If the beginning portion has only one match, that match will appear. If there is more than one option they will all appear so the best match can be selected. How To: In the example below, type m in the Account Type field and the options shown below will appear for the user to select from.

Basic ACPM Navigation Tips Field Types and Descriptions: Auto Format: Name and Address fields will automatically correct formats of entries made in all upper or all lower case. Social Security and Phone Number fields will also auto-format to add dashes. How To: Enter a patient name without using capital letters (or using all capitals) and move to another field the entry will be corrected.

Basic ACPM Navigation Tips Field Types and Descriptions: Magnifying Glass: This icon appears in name and address fields to allow users to enter data in pre-defined fields. How To: Click the magnifying glass to open a window with individual fields for easy data entry. Click within the original field (e.g. Address) to close the window.

Basic ACPM Navigation Tips Field Types and Descriptions: Date: This field auto-formats to mm-dd-yyyy, allowing you to enter dates in various ways. How To: Enter a date (e.g. 9/1/14) and either click the Enter key or move to another field and the date will be auto-formatted to 09/01/2014. The following Date field shortcuts also exist: T = today T+1 = tomorrow T-8w = 8 weeks ago T+2m = 2 months from today

Basic ACPM Navigation Tips Field Types and Descriptions: Mandatory (Pink): A mandatory field will turn Pink if you do not enter information in it or skip past it. To save your entry you must enter something into a pink field (e.g. Patient Name in New Patient Registration). Warnings (Yellow): A field will turn Yellow if data entered is incomplete. The entry can be saved with Warnings present, but the yellow field warns that the data may be incorrect. (e.g. Address entered without a City or State specified).

Basic ACPM Navigation Tips Field Types and Descriptions: Effective Date and Expiration Date: Effective Date and Expiration Date fields are structured consistently throughout ACPM to ensure all dates are in a valid format. How To: Use Effective Date if something is to become effective in the future, or should not be used until a particular start date. How To: Use Expiration Date to end something at a particular time. Example: When a patient gets new insurance, enter an expiration date on the inactive insurance and put the start date in the active insurance.

Basic ACPM Navigation Tips Column Headings: In most areas where there are lists under column headings (e.g. Patient Search), you can change the sort order of the list by clicking on the heading. How To: Clicking on Number puts it in number order by patient chart ID; clicking City puts it in alphabetical order by city. Note: This is a temporary view. The list will return to the default sort when the window is closed.

Basic ACPM Navigation Tips Code Convention: All table entries begin with a code field to allow for easier data entry. How To Setup: To create a code for a provider, update the Provider Table with the desired code (e.g. LS Laura Smith). How To Use: To automatically pull an entry from its table, (e.g. in Patient Demographics when recording Usual Provider ) enter the code ( ma in this example), and hit Enter or move to another field. The entry will be corrected to show the Provider Name associated with the entered code. Note: Each code is unique and will always return one value. A code can only be used once per table, however it can be reused in other tables.

Basic ACPM Navigation Tips Select Function: Click on an entry in a list to select it the selected entry will be highlighted in blue. In the example below, the Medical account type has been selected. Any action taken at this point will be performed on the selection - Medical.

Basic ACPM Navigation Tips Single and Multi-Select Drop-downs: Fields that have drop-down menus appear in one of two ways. A drop-down that shows only a list allows only one selection click to select. A drop-down with checkboxes allows multiple selections check the applicable checkboxes to select.

Basic ACPM Navigation Tips White Arrow: A small white arrow on a pane indicates that more options are available. How To: Click on the white arrow to view the additional options. Example: On the Patient Search pane, the additional options are search filters to either show or hide Inactive or Merged patients in the results.

Introduction to ACPM Tables Tables are used to customize ACPM to meet the needs of your practice. Each table is a repository for a particular type of information. Most tables can be accessed from the left navigation under Administration. To open a table, click on Administration, then the table name. Once a table is opened, it appears in the View Navigator and remains available until it is closed. More than one table can be open at once. Open tables are visible as titles under Administration. To add an entry to a table: Click on Add at the bottom of the screen. Fill in all mandatory (pink) fields and other necessary fields. Click Save before making your next entry. To delete an entry: Click on the item you want to delete so its highlighted and click Delete at the bottom of the screen

Introduction to ACPM Tables Advanced Search: Click on the Show Advanced Search link in the upper right corner. Search for code: To search for a code, enter the full code or part of it. Or enter * for a wild card search of any part of a code. Example: *9 Leaving this field blank will search all codes. Search for description: Enter a description. This field also allows a search by partial text at the beginning of the description and a wild card of * anywhere in the description. Example: *Medicare. Leaving this field blank will search all codes. Search for codes active on: Enter any date during which the code is active. Leaving this field blank returns all codes including expired ones. Entering a date will search for all codes active on that day and forward. The first item in a table is highlighted in blue, indicating edit mode. If the message No matching record appears, choose Show Advanced Search and press F2. Some lists do not load automatically.

Introduction to ACPM Tables Fields in ACPM that have an Administration Table will have a Manage Table button that allows the user to open the table without being in Administration

Tables completed by Practice Plan Table: This table is used to store insurance plans. Every database is preloaded with approximately 1200 plans. If a plan can not be found please inform your implementation specialist. Use the advanced search to find the plan. Enter the plan name in the description field. By default ACPM will display all plans that start with that keyword. Use an asterisk to display plans with the keyword anywhere in the description. Once the plan is located enter the plan address(9 DIGIT ZIP CODE) The address is mandatory in order to submit claims out of ACPM. Do not alter any other fields. Click SAVE.

Tables completed by Practice Procedure Table: Stores CPT codes and practice dummy codes. Code: The CPT code Description: Name of the Procedure CPT code: Procedure code EX: 99213 HCPC code: The standard Healthcare Common Procedure Coding System (HCPCS) code. Enter if applicable for this procedure. ADA Code: N/A NDC Code: The standard National Drug Code (NDC) code. Enter if applicable for this procedure. NDC will auto fill on charge entry screen when CPT is selected. Revenue Code: If applicable Type of service: For procedures that the CLIA number is needed, the type of service field must have Diagnostic Laboratory linked to lab procedure codes. Value Code: N/A

Tables completed by Practice Charge Program: (If Applicable) Where the name convention for the practice sliding fee schedules is stored. Code: Abbreviation of program Description: Name of program. Sliding Scale Set: (If Applicable) Used to establish sliding fees based on income and family size. See screen shot below. Program: Select Charge Program Patient Fee: Amount charged. Monthly max: Defines the maximum amount a patient pays each month. Assign a family size and monthly income level for this fee.

Tables completed by ACPM during install The information for the following tables pull over from AC during install. Recommend all data is up to date in the Amazing Charts EHR Provider Table: Where all internal providers and referring providers information is stored. Usual Charge Schedule: This table stores the usual fee the practice expects to charge for a procedure. The amount automatically defaults in charge entry. Resource Table: This table holds a listing of any resource that will be available for booking an appointment i.e., provider, piece of equipment, or venue. Appointment Reason Table: This table holds a listing of all reasons for an appointment. Usual Duration Schedule: Where the appointment reason is linked a duration time.

Tables completed by ACPM during install Scheduling Template: This table holds the standard schedule for a resource. If a resource has a schedule for multiple locations, it is suggested that more than one schedule be created for that resource. Resource Schedule: Links resource to schedule template and location You can connect a resource to more than one template if they have a different schedule at different locations View Templates: This table creates the views for the appointment scheduler. One view may be created to include all resources. Additional views may be added.

Optional Tables The following tables can be customized by practice and will be reviewed with your assigned Training Specialist. Referral Source Table- Stores other referral sources. Example: Magazine Advertisement. Billing Status Table- Stores visit/account statuses. Example: Hold Statements Account Type Table- Stores different types of financial accounts. Example: Workers Compensation. Journal Reason Table- Stores journal posting reasons. Example: Self pay Adjustment. Note Type table- Stores various notes. Example: Overdue Balance Payment Type Table- Stores all practice payment types. Example: Patient Cash

Optional Tables Appointment Display Scheme: Where practices set up color customization for appointment reasons and/or statuses. Code: The code for the appt display template. Description: Description for the display template. Status: Booked, cancelled, checked in, seen, and missed. Reason: Select the reason from the Reason table for the desired color code. Multi booked: Leave blank. Booked on available: Leave blank. Eligibility: Leave blank Foreground: Select the text color. Click OK Background: Select the background color. Click OK

Optional Tables Calendar Display Scheme: Where practices set up color customization for resource appointment headers and available/unavailable time slots. Code: The code for the display template. Description: Description for the display template. Heading foreground: Select the resource header font color. Heading background: Select the resource header background color. Available foreground: Select the appointment slot text color Available background: Select the appointment slot background color Unavailable foreground: Select the appointment slot text color Unavailable background: Select the appointment slot background color

ACPM Online HELP Amazing Charts Practice Management Help website gives you access to: Search: Quickly locate a topic by searching the HELP by keyword. The User Guide: Find the answers you need with an easy-to-use navigation, or download the PDF. Release Notes: Read up on all the current and previous ACPM updates. Workflows: Read recommend workflows for your Front office and Back office. Troubleshooting Guides: Get the answers to those Claim Validation and ERA Posting questions you have. PDFs and Videos: Revisit what you ve learned, on your own time. Access the ACPM training reference guides and videos.