Activation Modules Welcome to LivingMatrix! These modules have been written with you in mind they ll walk through the application s setup step by step. Table of Contents: Activation Module 1 - Administration Page 1 Logging In Page 1 Settings and Support Page 2 Manage Account: Practice Users Page 3 Manage Account: Template Management Page 4 Forms Page 5 Inviting a Patient Page 6 Dashboard Tab Page 7 Patient Tab Page 8 Activation Module 2 Clinical Implementation Page 9 Reviewing Patient Data Page 9 Patient Profile: Timeline Pages 10-11 Patient Profile: Matrix Pages 12-13 Patient Profile: History and Quick Glances Page 14 Activation Module 3 Patient Management Page 15 Patient Profile: FM Prescription Pages 15-16 Downloading/Printing Summaries Page 17 Interactions Page 18
Activation Module 1 - Administration Please complete each step of this tutorial to get set up and begin using the LivingMatrix system. This is used to train for the basic functionality of the system. Upon completion of the modules, please click on this link to schedule a time for a final review session: http://www.appointmentcore.com/app/freeslots/ai3q2qpn Important Note: LivingMatrix works on laptops/desktops and with these browsers: Safari, Google Chrome, or Mozilla Firefox. Mobile devices and tablets are not supported at this time. Logging In: First Time Logging In 1. Look for the welcome letter in your email from no- reply+support@livingmatrix.com. 2. Click on Confirm my email. 3. Select and confirm your 8 (or more) digit password. Logging In After the First Time 1. Enter your preferred URL (i.e. mypracticename.livingmatrix.com). 2. Enter your username (your email address) and password. 3. If you have forgotten your password, it can be re- set by clicking on Forgot your password? and entering your email address. 2
Activation Module 1 Administration (cont d.) Settings 1. In the upper right corner, click on your name, then Settings. 2. Review the practice name and phone number - these will appear in the email invite to patients. 3. Make any necessary changes and click Update Practice. Support 1. Click on the? Support in the left column for a list of ways to reach our support team. 2. To review how to perform various tasks, click on the +. The information is written and, in many cases, there are 1-2 minute videos displaying the steps. 3
Activation Module 1 Administration (cont d.) Manage Account: Establishing Credentials and Setting Up Users 1. Hover over the Manage Account tab in the left menu and click on Practice Management. 2. Under Actions, by your name, click on the blue pencil icon (Edit User). 3. In the Edit User box, select your designations, credentials, specialty, and IFM membership information (if applicable). 4. Save User. Manage Account: Setting Up and Updating New Users 1. Hover over the Manage Account tab in the left menu and click on Practice Management. 2. In the menu on the right side of the page, enter the requested information for office staff. Please note that all User email addresses must be different from each other 3. The new user will receive an email from no- reply; they must confirm the account and set up a password. 4
Activation Module 1 Administration (cont d.) Management Account Tab: Template Management Hover over the Manage Account tab in the left menu and click on Template Management. There are two template types Interactions and Emails: Interaction Templates: There are three pre- loaded templates. These are used in the Interactions sections for recording chart notes and can be changed by clicking on the pencil icon. A new interaction template can be created by clicking on +Add Template. Commonly repeated phrases and formats/prompts can be made into templates for easier charting. (Also, updated versions of Mac and Windows have a speech recognition/dictation feature which can be used with these Interaction templates in the Interactions section of the Patient Profile page.) Email Templates: The four situations for which a patient may receive an email are included and can be edited to your word preferences by clicking on the pencil icon. Please note that anything written in black can be changed. Information written in red cannot be removed or changed EXCEPT for the Appointment Date. If you do not want to include an appointment date, it may be removed, and the sentence before it appropriately altered. A new email template can be created by clicking on +Add Template. Create Patient Recommended Settings: i. Template subject (where it says Appointment Preparation ): Have the practitioner/practice name added to the beginning so the patient quickly recognizes it in their email ii. Add verbiage like, Please be sure to include dates whenever requested, as this will assist in the formulation of your health timeline. A close estimate is acceptable. iii. Encourage patients to watch the brief (three minutes) training video on how to complete forms by highlighting or using bold font on the sentence before the link. 5
Activation Module 1 Administration (cont d.) Forms Library: Establishing forms 1. Click on the Forms tab in the left menu. You ll see that the 10 Initial Intake Forms have been divided into Parts 1, 2, and 3. These have been specially combined to maximize load time and to populate the Timeline, Matrix, MSQ, and History sections, so they should not be altered. The forms will take the patient 1-2 hours to complete, so it is recommended that any additional forms be sent to the patient as follow up after the first visit. 2. Making additional forms in your library will make the forms accessible to be sent to patients. i. Click on +New Intake Form. ii. Click on the form you would like to make, e.g. Adult Toxin Exposure. You can combine up to four forms, but we advise against any larger combinations. iii. Enter the name in the Form Name box at the top. iv. Click Submit. It will display an example of the form (but without dropdowns, etc.). v. Click on the Forms tab, where you ll see that the Adult Toxin Exposure form has been added to the Forms Library. 6
Activation Module 1 Administration (cont d.) Inviting a Patient 1. Click on the Dashboard or Patients tab in the left menu. 2. Click +Add Patient. 3. Enter the patient name, DOB, and email address. 4. Click on the Email Invite box. 5. Select the practitioner. 6. Click on the calendar icon to choose an appointment date. 7. Select the forms. (Hint: To populate the Timeline, Matrix, History, and MSQ, click on the Adult Intake Forms Parts 1, 2, and 3.) 8. Click Create Patient. 9. Click Confirm. Upon successful completion, you ll be taken to the Patients tab, where you will see the new patient s name. 7
Activation Module 1 Administration (cont d.) Dashboard Tab Click on the Dashboard tab in the left menu. The Dashboard is used to monitor the status of patients progress in completing their forms (Pending, In Progress, Completed, Cancelled). Action buttons: Envelope: Send a reminder. If the form status is Pending or In Progress and the appointment date is near, click and then confirm. Pencil: Once forms are completed and submitted, this button can be used to see the patient s submitted responses. If the patient is at an appointment with you and the forms do not show as completed, you can click this button to open the form and make changes on the patient s behalf. Calendar: Reschedule an appointment. Click on the button, enter a date, and click on the green check mark to confirm. Cancel appointment: This will cancel the patient s appointment. It is to be used infrequently, since the patient will be unable to work on the form(s) once the button is clicked. Search field: Use this to quickly find a patient or information in other fields (e.g. enter the first 3 letters of the patient s first or last name to narrow the search or enter a date to populate a list of patients with an appointment on that date). The Search field is located on may pages in the system to allow multiple types of searches. Arrows in the headings are used to sort columns by alphabetical or numerical order. 8
Activation Module 1 Administration (cont d.) Patients Tab Click on the Patients tab in the left menu. A list of all patients in the system will populate. Action buttons: Envelope: Use for new follow- up appointment(s). Once the intake forms are completed, use this button to choose the next appointment date and send any additional forms to a patient. Eye: View a patient s information and/or upload a picture of the patient Pencil: Edit a patient s information Check mark: Inactivate a patient (can be reactivated if necessary). List: View the email log see what/when emails to the patient have been sent. Invite Your First Patient It is a good idea to set up a test patient in the system. This will enable a Practitioner and Users to experience the patient side and to practice using the system. The User email address can only be used once, so when a User is also being set- up as a patient, a different email address must be used. Also, the practitioner account should be logged off before going into the system as a patient (and vice versa). This is the end of Module 1. Please set up a test patient and complete and submit forms Parts 1, 2, and 3 so they display as Completed. Begin Activation Module 2 Clinical. 9
Activation Module 2 Clinical Implemendation Reviewing Patient Data Once a patient s forms are in the Completed status, click on the patient s name in either the Dashboard or Patients tab to open the Patient Profile. From this page the Timeline, Matrix, MSQ, and History can be viewed with the patient. Here are some other things to look for: Upper left corner: The uploaded picture of the patient (if applicable) and the MSQ score Middle of the page: Under the word Timeline is a blue bar. White vertical lines indicate health events. If there are only a few lines, it may indicate that either the patient did not fill out a form or the patient did not include dates in the forms. We will review what to do in this situation during the final activation session. 10
Activation Module 2 Clinical (cont d.) Patient Profile Timeline Click on Timeline to review the patient s timeline. Upper left corner: auto- populated Antecedents White section: All signs/symptoms/diagnoses/events are recorded here. Yellow bar: This bar indicates the year. Blue circles with numbers: These indicate the age. Here you can visualize patterns. Click on a blue number for additional info the patient may have included about that entry. Upper right corner: The magnifying glasses page will zoom in and out. The circular arrows will re- set the page. 11
Activation Module 2 Clinical (cont d.) Timeline Edit Patient Timeline Click on the yellow- orange pencil in the upper right corner to edit the timeline data and see any hidden items. The page opens with the Antecedents listed first. The headings have sort arrows. The Search bar can be used to find dates, items, etc. In the ATM column, any item can be changed from an Antecedent or None to an Antecedent, Trigger, or Mediator by clicking the arrow and choosing. 1. Scroll to the bottom of the page. If there are check marks in the Hide column, these are entries that have been included but do not show up on the Timeline. Click on the check mark to unhide them if you want to show them in the Timeline. Likewise, anything you wish to withhold from the Timeline, add a check mark to the Hide column. 2. Scroll to the top of the page and click on Add. Here you can enter any additional events. Perhaps you saw a pattern on the Timeline and the patient noted that was when a significant life event occurred. Enter the Item. If applicable, choose the Category. Be sure to include a date in at least one of the next 3 fields. Determine if you d like to assign an ATM. Add your notes. Click Confirm. Now click Save. 3. Click Timeline to view your changes. 4. Click Patient Profile to go back to the patient s profile page. 12
Activation Module 2 Clinical (cont d.) Patient Profile Matrix The white interior heptagon with a score of 20 is considered Ideal. The thickness of the orange around the heptagon will indicate the areas of Imbalance. Hovering over each area will indicate how each is scored. Click on Matrix to review the patient s matrix in more depth. The Matrix is in the middle of the page, with the imbalances listed around it. Under each imbalance, the appropriate items are listed. If there is an ellipsis after a word (e.g. Sinusitis ), click on the dots to view the rest of the list. Click inside the box to close. On the left side of the page, the Antecedents, Triggers, and Mediators are listed, with Mental/Emotional/Spiritual next, followed by the Lifestyle Factors in the blue boxes. 13
Activation Module 2 Clinical (cont d.) Matrix Edit Patient Matrix Click on the yellow- orange pencil in the upper right corner. Here you will see the tabular view with all the sort, search, and add features. The imbalances are auto- populated but can be changed by clicking/unclicking the check marks. Similarly, each item has been scored, but the score can be changed by clicking on the score and using the up/down arrows. Go to the bottom of the page to see the hidden items and unclick the Hide box if you wish to have the item appear on the matrix. Click Add to enter any additional items. Lifestyle factors can be assigned by clicking in the box under that column and choosing. Save and return to the Matrix to view changes. Click on Patient Profile. 14
Activation Module 2 Clinical (cont d.) Patient Profile History The History section displays all the patient s answers from each of the forms. Click on History. On the left side of the page, you can click on each of the forms to view the patient s answers. The Medical Symptom Questionnaire shows the breakdown of the totals by category. Patient Profile Quick Glances Click on any of the 3 corners to see the documentation for a section quickly. For example, under Imbalances, click on Energy; use the scroll bar to view and use the down arrow at the bottom middle to close the section. This is the end of Module 2. Please review a patient s profile, including their demographic information, Timeline, Matrix, MSQ, and History. Also, locate 2 Word documents (regarding nutrition, stress, exercise, or sleep) that contain information you d like to copy/paste into the FM Prescription section for Module 3. Begin Activation Module 3 FM Prescription, Printing/Download, Charting. 15
Activation Module 3 Patient Management Patient Profile FM Prescription This is the Plan. There are 8 sections (nutrition, sleep, exercise, etc.) in which documents can be copied and pasted from Word files or the Internet and made into templates for use with all patients. 1. Copy the Word document you d like to use from your files. 2. Click on the FM Prescription. 3. In the appropriate section, e.g., Nutrition, click Edit. 4. Click on the Clipboard with the W this will open the Paste from Word box. 5. Paste (or Ctrl/Cmd+V). 6. Make any additions/changes, then click Save. 7. You ll be asked, Save as Template? Select Yes. 8. Enter the Template Name and Save. 16
Activation Module 3 Charting, FM Prescription, Printing/Download (cont d.) When entering information specific to one patient, at Step 5, click No and Save. No template will be created. Once a template has been added, it can be re- used for any patient: 1. Open the FM Prescription, click on Edit. 2. When asked, Do you want to use a Template? select Yes. 3. Click on the template. 4. Click Preview. 5. Click Confirm 6. Click Save. 7. When asked, Save as Template? select No unless you have made changes you intend to keep for future use. 8. Submit. 17
Activation Module 3 Charting, FM Prescription, Printing/Download (cont d.) Downloading/Printing Summaries Click on a patient s name from the Dashboard or Patients tab; the Patient Profile Page will open. 1. Click on the Matrix. 2. Click on the yellow- orange download arrow in the upper right corner. 3. Choose the forms you d like to download/print. 4. Click Preview PDF, then save or print. Note: The patient has the ability to download/save/print their own PDF at home that will give them the summary of all the forms they completed, but they do not have access to anything under Other Section (Timeline, Matrix, etc.). 18
Activation Module 3 Charting, FM Prescription, Printing/Download (cont d.) Interactions Section Chart notes can be placed in this section. From the Dashboard or Patients tab, click on a patient s name and it will open to the Patient Profile Page. 1. Click on Interaction. 2. Click +Add New in the upper right corner. 3. Choose the date from the Calendar. 4. Select the Practitioner. 5. Select the Interaction type. 6. Select the note template. 7. Enter the information (if your laptop/desktop is equipped with Voice Recognition, the info can be dictated here). 8. Save Interaction. 9. Look at the top to see the new icon. 10. Click on any icon to review past notes. Templates for this section are provided but they can be edited and new ones can be added. See Template Management for Interactions Templates in Module 1. This concludes Module 3. Please schedule your screen share meeting to review and discuss how to optimize the patient visit process. Ctrl/Click here to schedule: http://www.appointmentcore.com/app/freeslots/ai3q2qpn 19