Overview: The Front Desk (Patient Profile) program allows the user to enter all necessary
demographic information for each patient in the practice. This program is also referred to as “Patient Information”.
This information is used throughout the database each time a medical record or service is entered for a patient.
The database may be combined with the "Microsoft Word" or “Google Docs” to create patient specific forms, encounters, letters or reports. Watch Overview Video here
Procedure: From the Main Menu select Option 1, Front Desk, and <Enter>.
Note: The Function Key F5 will also go directly to the Patient Profile from another program or module and then return to the same place upon completion.
QUICK START SYSTEM
INSTRUCTIONS
Prior to entering patients into the system, you must first load your User Identification Table (the ENTER USER ID prompt looks to this table or dictionary), Provider Codes Dictionary, Charge Codes Dictionary, Benefits Definitions Dictionary, Referral Codes Dictionary, and Carrier Codes Dictionary.
When deciding which patients to enter into the system, you basically have four choices:
1 Enter all current accounts. ( There is a program to import all patients from most existing Practice Management or EHR systems )
2 Enter only those accounts that have a balance.
3 Enter patients as they arrive, starting at the present time.
4 Have the Patient pre-register on the patient portal.
If you choose to enter all your patients prior to seeing them again, you may want to consider hiring temporary employees.
To estimate how much time would be involved, multiply the number of accounts you want to input by 2-3 minutes. (i.e., 500 patients would take about 16 to 25 hours to complete).
The training staff at Perfect Health Cloud recommends
the following order:
1 Enter or import all accounts that have a balance.
2 Enter all accounts that are scheduled for an appointment the week
you plan to go live.
3 Each week input the accounts that are scheduled for an appointment
for the following week.
ASSIGNING NUMBERS: There are many different ways to assign patient numbers. You have the option of entering your own numbers or using auto assign.
If your practice is a solo practice, you may want to start at 00001-0 and use the numbers in consecutive order. If you try to use a number that is currently assigned to a patient, your system will bring up that patient’s information.
To check for any missed numbers, select the Report Writer Menu and run a report sorting by patient account number.
The computer program is designed to work by using up to a twelve-digit account number for each family and/or group in the system. You will assign an account to each family. The last digit will identify each particular member of the family.
EXAMPLES: 00001-0 = INSURED OR SUBSCRIBER (“zero” account)
00001-1 = SPOUSE
00001-2 = CHILD/DEPENDENT
00001-3 = CHILD OR ADDITIONAL DEPENDENT(S)
00001-4 through 9, A through Z = ADDITIONAL DEPENDENT(S)
NOTE: In addition to numbers 0-9 and letters A-Z, a-z and special characters may also be used to identify a patient (example: 00001-!).
Tip: If you have a family account number 00165-1, you only need to enter 165-1; the system will supply the zeros.
Adding the next family member or Dependent:
Starting from the Patient Information Screen:
1. Enter the account number of the family with an asterisk as the last digit of the account number:
Examples:
000010 enter as 1*
000540 enter as 54*
414870 enter as 41487*
2. A list of all the accounts in
the family will display.
3. Click on the "ADD" icon, or enter the letter "A" or a plus sign "+" or an asterisk "*"
(what ever is more convenient for the operator for typing
purposes)
4. The "SYSTEM" will select the next highest family
account and prompt about adding the account. Click
"Yes" or enter "Y"
5. Enter the Name, DOB and Sex.
6. Use the "#" in the SOCSEC field to copy the remainder
of the demographics.
( Entering a “#”<Enter> as the Social Security Number will copy the remainder of the demographics from the first family account.)
PATIENT MEDICAL RECORD NUMBER (MRN): When you assign an account number, the system optionally can assign a Medical Record Number.
(Ask your PHCI support person or See Software Toggles and Switches to learn more about assigning the MRN)
Upon exiting Patient Information, the system checks for Medical Record Number duplication. It will alert you if that condition occurs.
Entering a medical record number will also protect the Patient Date of Birth, Sex and Social Security number from unauthorized changes.
“Master” ACCOUNT OR WHO RECEIVES THE STATEMENT: It is important to keep in mind that, if you want a combined family statement, the patient account number using the “zero” account should be assigned to the insured (responsible party), who will receive the monthly statement. A common family and/or group number will produce a common statement, as well as a common ledger card, with up-to-date balances. You may also enter a guarantor (responsible party—not necessarily the person who has the insurance) for the “zero” member. The statement will then be addressed to the “zero” member guarantor for combined family statements.
The training staff recommends that a “zero” member be established. If a “zero” account is not set up, the common statement will be sent to the family member that has the lowest least digit in their account number.
LAST DIGIT: You may assign the last digit using these suggestions.
0 = INSURED OR SUBSCRIBER
1 = SPOUSE
2 through 9 = DEPENDENTS/CHILDREN
A through Z = ADDITIONAL DEPENDENTS/CHILDREN
Example: FIRST CHILD ACCOUNT # -> 000012
PRACTICE OR CODE: This designates the institution or identifies a specific Practice location.
This optional feature will be displayed on the screen if
you have multiple locations. Example is
PRACTICE:AA = all account numbers for that
location will be preceded by AA.
To access the a specific PRACTICE or PRACTICE field, press the <Up> arrow when your cursor is at the PATIENT NAME/ID# prompt or click the Practice field.
Pressing the <Up> arrow moves your cursor to the PRACTICE prompt without having to use the mouse pointer.
At this prompt you may :
-Simply enter a different PRACTICE Code and <Enter>.
-PRACTICE Code <Tab> Search: Press the <Tab> key and a window opens listing PRACTICE Codes and their corresponding locations. Make your selection by highlighting a line using the <Up>/<Down>
arrow keys or type a line number at the cursor and press <Enter>.
If you have numerous Practices and you are not sure which one to select, Press the -<Up> from the Pratice Field arrow to locate a Practice by zip code. The system will prompt ENTER ZIP CODE. Enter the patient’s zip code and <Enter>. The system automatically inserts the PRACTICE Code for the location nearest the zip code you entered.
-Zip Code <Tab> Search: At the ENTER ZIP CODE prompt, press <Tab> and a window opens listing zip codes and their corresponding locations. This is useful when a patient does not know their zip code. Make your selection by highlighting a line using the <Up>/<Down> arrow keys or type a line number at the cursor and press <Enter> The PRACTICE Code will automatically be inserted at the PRACTICE prompt.
To go back to the PATIENT NAME/ID# prompt, press <Enter>.
PRACTICE CODE-MULTIPLE LOCATIONS: If you are in a group practice and/or have multiple locations, you may wish to use the Master Patient Index (MPI) feature. This feature is explained on the next page.
MASTER PATIENT INDEX
(MPI Method)
When you add a new patient to the system you must first add the patient to the blank PRACTICE that is called the MPI. Steps to do that areas follows:
1 From the Main Menu choose 1, Patient Information.
2 Enter the Patient’s name.
3 <Tab> to do a global search to be sure they are not already in the MPI. When you
press <Tab>, the Master Search window will open. Select 1, Search by PT_NAME.
All patients (for all PRACTICEs) on the system with the name you entered will be displayed
to your screen.
4 If the patient is already in the MPI or another PRACTICE, you will need to copy that patient to your PRACTICE.
Steps to do this are:
1 Select that patient from the Search screen. Be sure you
select the patient from the blank PRACTICE.
2 When the patient information screen is displayed, at the Action
Line type J. The system will ask you to identify the PRACTICE you
want this patient copied to.
3 Next, the Provider window will open. Assign the provider. That completes the copy process.
5 If the patient is not in the system, 0 (zero) and <Enter> out of the Search screen.
You may now add that patient to the MPI. Steps to do this are:
1 <Up> arrow to change the PRACTICE to the MPI (blank PRACTICE).
2 At the PATIENT NAME/ID prompt press <Enter> to have
the system automatically assign an account number.
3 Enter the patient’s demographics.
4 Press J for PRACTICE system. The system will ask COPY TO PRACTICE_____.
Enter the PRACTICE code and <Enter>.
The Master Patient Index allows you to put all patients in a global index from which you may select patients and copy their information into a specific PRACTICE. Patients are permanently stored in the Master patient Index; therefore, a patient may easily be copied to more than one PRACTICE.
Additionally, you may view/print system-wide financial ledgers from the MPI or any PRACTICE. You may also do one statement for a patient across PRACTICEs (example: If a patient is seen at four different clinics, the statement will show charges for al four clinics).
HELPFUL HINTS
1 <F2> or <Tab> search will allow you to search for patients throughout all PRACTICEs including the MPI.
2 <Enter> search will only search for a patient in the PRACTICE you are currently working with.
When searching for the patient for the first time, this method is not applicable.
3 When copying patient information to your designated PRACTICE (your clinic), always use the
MPI (blank PRACTICE) as the master copy.
4 When using the <Tab> search, instead of typing in the first few letters of the last name,
you may wish to type in the whole name to speed the search. Please double check your
spelling.
5 Never use the MPI PRACTICE to charge a patient out.
MASTER PATIENT INDEX
(PRACTICE-to-PRACTICE Method)
This will copy the patient’s demographic (Patient Information) screens to al PRACTICEs when updating the MPI. To do this, the following toggles must be set to Y (yes) and the current PRACTICE must have the WRITE_MPI field set to Y (yes).
PRACTICETOPRACTICE=Y MPI=Y
If any of the above are set to N (no), then it will not happen.
MASTER PATIENT INDEX
(PRACTICE Code Method)
The MPI can be utilized fully without having to remember to change PRACTICE codes to the blank PRACTICE and perform the PRACTICE copy command etc., if the following procedures are followed.
1 Set the WRITE_MPI field under the specific PRACTICE database to be “Y” (yes). This will allow an entry made in the local PRACTICE code to pass back to the MPI under certain conditions outlined below. Set the READ_MPI field to yes also. The PRACTICE Code database is on the Dictionary Menu.
2 Using FMCONTROL for the PTINFO program, set MPI=YES, MRN=HBO. This
sets up all the MPI error checking and the unique enterprise-wide numbering system.
3 When adding a NEW patient, search using the MASTER search. As before, to be sure the patient is not already in the MPI or another allowed PRACTICE. A PRACTICE copy may be performed from either the MPI or any other allowed PRACTICE. It is not necessary to change the PRACTICE code to the blank PRACTICE when performing the search.
4 The social security number and date of birth fields must be completed in order that duplicate checking can be accurate.
5 Do not edit or blank out the MRN (medical record number) generated during the ADD NEW PATIENT session. This number is used to link accounts across PRACTICEs when desirable. Linking across PRACTICEs allows the production of common statements and ledgers. Payment posting may be done across clinics when appropriate.
Following the above rules, a new patient added to a local PRACTICE will also be added to the MPI automatically. Updated patients will also be updated back to the MPI. Additionally, when the actual MPI record is changed, all the patients across all PRACTICE codes will be updated on a record-by-record basis.
When the MPI=YES switch is used, the following messages will be encountered:
1 When a new patient is added which is already in the MPI (based on social security number + date of birth), the system will prompt to use the MPI patient instead and cancel the ADD.
2 When another patient is on the system that has the same MRN (and the MRN is 6 or more digits), the system will prompt that a duplicate MRN exists. This patient will be flagged and placed in the MPI problem queue for correction. The problem queue also displays the reason for placement into the queue.
3 When the same patient has different medical record numbers, a similar prompting and queue placement will occur.
4 When an attempt to PRACTICE COPY from the MPI to the local PRACTICE occurs, and the patient is already in the local PRACTICE, the system will discontinue the operation and display the existing record.
The definition of same patient and different patient, as used above, are in reference to the SS# + DOB combination. The name of the patient is not used for checking. The actual MPI number is the SS#+DOB.
Searching for Patients - Special Functions
Example #1: I know the patient’s last name starts with SM, and the first name is MARY.
ENTER PATIENT NAME/ID: SM, MARY
This search will find all patients with last names that start with SM and have MARY as part of the first name.
Example #2: The patient’s last name starts with A, and the first name is JOE.
ENTER PATIENT NAME/ID: A, JOE
This search will find all patients with a surname (last name) beginning with the letter A and the first name contains JOE.
Example #3: the patient’s name sound like SERNEWSKE.
ENTER PATIENT NAME/ID: SERNEWSKI?
(Terminate name with a Question Mark)
This search will perform a sounds like function in order to find the patient.
AUTOMATIC ASSIGNMENT OF ACCOUNT NUMBERS: At the PATIENT NAME/ID prompt, press <Enter> to have the system enter the next “zero” (master/base) account number. The upper left hand corner of the screen displays the last account number used. To add family members to the “zero” account number, type in the zero account number, a dash, and then the number that identifies the family relationship (Example: 00002-1). Our example below shows a “zero” account number being entered.
Type Y at the NOT ON FILE ADD? prompt to enter this patient into the system.
Type N at the NOT ON FILE ADD? prompt to abort adding this patient. The cursor will go to the PATIENT NAME/ID prompt.
ASSIGNING A PROVIDER: Once the patient is assigned an account
number, the system opens a window so you can assign a provider.
To exit the provider window press the <Escape> key.
At the Provider window you may do one of three things:
1 Accept/select a provider shown by pressing <Enter>.
2) Enter a provider not shown by typing in his provider number. But if you enter a provider that has not been defined in the Provider Dictionary the following message will be displayed.
**PROVIDER NOT
DEFINED**
<Tab>=Search <Escape>=End
3) Search for a provider by pressing the <Tab> key at the PROV prompt.
Example Provider Search Screen:
To select a provider from the search screen, use the arrow keys to highlight the line of the provider you want or type the line number at the cursor and <Enter>.
To add a provider to the Provider Dictionary from this screen, press <Tab>.
Once a provider is assigned, that physician’s name and ID number will be displayed on the Patient Information screen.
PATIENT INFORMATION
SCREEN
<-Use Arrow Keys for Screen Edit-> <Escape>=Action Line or click the “?” icon for Help
·
Mandatory
fields are highlighted/underscored.
·
To go to subsequent
pages, type the page number at the Action Line
and
press the <Down> arrow.
·
When the word
NOTE is shown at the bottom of the screen it means
information on this patient has been entered on the user-defined
page
(page 4) of Patient Information. You may access this page in one of three
ways:
At the Action Line type N and <Enter>.
At the Action Line type 4 and press the <Down> arrow. ( Speed
At the Action Line type N4 and <Enter>.
If you entered an account number in error, when the patient information screen displays, press the <Escape> key to access the Action Line and then type zero and press <Enter>. The system will ask:
Abandon Entry for New
Patient? (Y/N):
Y = Returns you to the PATIENT NAME/ID prompt and discards the current record.
N = Leaves the cursor at the Action Line.
COMPLETING THE PATIENT
INFORMATION SCREEN
UPPER CASE LETTERS: Complete the screen using upper case letters. Field 11, Benefits Code, may be in lower case letters.
1 PT NAME: Type the patient’s legal name in the following manner.
LASTNAME <COMMA>
<SPACE> FIRST NAME <SPACE> MIDDLE INITIAL <PERIOD>
LASTNAME, FIRSTNAME
M.
SMITH, SUSAN A.
LASTNAME, FIRSTNAME
SMITH, SUSAN
Alternatively, you may type the
name directly into the name field
EXACTLY AS IT APPEARS ON THE
CARD. The program will automatically reformat the name correctly.
If the patient does not have a middle initial, it may be left off. Do not use nicknames. Below are some examples.
Patient’s
Name Enter
Name Using This Format
Mary Kay A. Jones JONES, MARYKAY A.
Frank M. O’Neil ONEIL, FRANK M.
Sam H. McDonald MCDONALD, SAM H.
John H. Smith III SMITHIII, JOHN H.
A A. Reynolds REYNOLDS, A A.
Mary R. Smith-Ray SMITHRAY, MARY R.
Fred B. Connor Jr. CONNOR JR, FRED B.
2 PT DOB: Enter the patient’s date of birth in the following format. Two digits for the month and day. Four digits for the year. Example: 09/06/1996
You need not add slashes as the program automatically inserts them. After entering the patient’s date of birth, the program will automatically calculate the age of the patient.
3 PT SEX: Enter the sex of the patient using the legend below. There are only certain answers that are applicable for this field. Press <F2> or <Tab> to have the valid choices displayed to your screen and select the appropriate answer. This field must be completed.
1
F ( FEMALE )
2
M ( MALE )
3
U ( UNKNOWN )
4 SOC SEC: Enter the patient’s Social Security number (nine digits). The system automatically inserts dashes between the numbers. The Social Security number prints on private insurance claims forms. It is used to help identify the subscriber.
Note: During normal display, only the last 4 digits of the SS# will display.
Users with “VIEW” only operator levels, will not be able to see the entire SS#.
The SS# will completely display when the cursor is placed within the field.
DUPLICATE SS#: If a Social
Security has already been entered, the system will respond with
“WARNING:
SS# 123456789 IS ALREADY ON FILE
WITH LASTNAME, FIRSTNAME M.
000010”
ENTERING FAMILY MEMBERS: You can add
family members to a “zero” account number.
To do this, enter the base account number, type a dash, then type the number that identifies the family
relationship. In the example below, 102
is the base account number.
Example:
Father is base/zero account
001020
Adding spouse would be typed 00102-1
When adding a family
member, the system prompts NOT ON FILE ADD?. Answer Y
(yes). The Patient Information screen will then be displayed. Fill in fields 1 through 3. At field 4 (SOC_SEC), type the # sign and
<Enter>. The information from the
zero account will be pulled over and fields 4 through 27 will be completed
along with the insurance screen. (Be
sure that field 4 has the patient’s social security number.) Family members added with the last digit of
one will be assigned a relationship code of 2 (spouse) and all others a
relationship code of 3 (dependent) for all insurances, whether primary or
supplemental.
5 PT TELE: Enter the patient’s home telephone number and press <Enter>. The area code goes within the brackets. The system automatically inserts the dashes.
DEFAULT AREA CODE: The default
area code, if entered in the Provider Codes Dictionary, will automatically be
filled in by the system.
NO PHONE: If the patient
does not have a phone, <Enter> after entering an area code or three
zeros. The system will automatically
enter (000)000-0000 where the phone number should be. Do Not Use Spaces or Type “No Phone”.
6
PT
ADD1: Enter the patient’s street address and
<Enter>. Do Not Use lower
case letters as “5th”. The street address should appear as follows:
7
PT ADD2:
If the patient’s address contains an apartment number, enter the
apartment number here. Do Not Use any Punctuation or a #
to indicate an apartment. An example
format would be
DEFAULT ADDRESS: The default
address, if entered in the Provider Codes Dictionary, will automatically be
filled in. this address can be used if
you have patients in nursing homes who all have the same address.
8 PT CITY: Enter the patient’s city and <Enter> or, if the zip code for this city has been entered in the Zip Code Library, type the zip code in this field, press <Enter> through the ST/ZP fields, and the city and state information will appear in their respective fields. For an alphabetical listing of cities press <Tab>.
9 PT STZP: Enter the patient’s state (two-digit postal abbreviation). Enter the zip code (this field will hold up to 13 numbers). You need not add dashes as the program will automatically insert them. Press <Enter> to go to the next line.
10 INSURANCE CENTER SECTION: This is the screen you will need to fill out for each insurance the patient has.
Insurance Information Screen:
To exit this window press the <Escape> key.
Once the insurance information has been entered, when you pull up a patient a summary screen listing all their insurances will be displayed. To access the Insurance Summary Screen, at the Action Line either type I or 10 (field 10) and <Enter>. Use the arrow keys to highlight the insurance line you wish to view and <Enter>. Example below.
Summary Screen of Insurances:
The number of insurances over three is displayed in upper right-hand corner of the window
<Enter>=Edit: Select the insurance you want to edit and
<Enter>.
(A)DD New Insurance: At the cursor
type A and <Enter>. A blank
Insurance Information screen will display.
(D)ELETE Insurance: Select the
insurance to delete. At the cursor type
D and <Enter>. Confirm
deletion.
Completing the Insurance
Information Screen
Insurance Information Screen:
10-1. INSCO: Enter the insurance abbreviation (maximum ten
characters) of the insurance company and <Enter>. You may <Tab> search at this field.
REQUIRED: You must
complete this field. Insurance company
names and addresses should be entered in the Carrier Library of the Dictionary
prior to entering patients.
COMMONLY USED
ABBREVIATIONS:
BS = BLUE SHIELD BSBCN BLUE
CARE NETWORK
MR = MEDICARE HAP HEALTH
MD = MEDICAID PPOM PPOM OF
NONE = NO INSURANCE HP HEALTH
PLUS
BSHRD =BS Central Certified Plans
BSHRD means Blue
Shield Hard Copy Only.
ASSIGNMENT OF BENEFITS
CODE:
The following prompt will be displayed if it has been activated in the
CONTROL PANEL program. ASSIGN NEW
BENEFITS CODE _? (Y/N):
This is asking should all
patients with this insurance get this benefits code, as defined in the Benefits
Definitions Dictionary.
SEARCH: To find the
abbreviation of an insurance company, type the first few letters of the company
name in CAPITAL letters and press <Tab>.
The system will open a window displaying the insurances on the
system. Example search screen on the
next page.
Use arrow keys to highlight
your selection or type the line number at the cursor and <Enter>.
To add a carrier from the
Search window, press the <Tab> key.
The system will take you into the Dictionary Carrier Library. When you have completed adding the carrier,
type 0 (zero) and <Enter> to save your entry. The cursor will move to the ENTER CODE
prompt. Type 0 (zero) and
<Enter> a second time to go back to the Search window. The carrier you added will display, select
that carrier, and it will be inserted into field 10-1.
DEFAULT INSURANCE: The default insurance,
if entered in the Provider Codes Dictionary, will automatically be filled
in. This is not recommended, but is an
option.
10-2. ORDER: If you want the insurance companies to be
billed in a particular order, this is where you list that order.
10-3. SB NAME: Enter the subscriber’s name for
the patient’s primary insurance contract and press <Enter>. If the subscriber and the patient are the
same person, press <Enter> twice and the system will fill in the whole
name. If the first name is different but
the last name is the same, press <Enter> once and then type the
subscriber’s first name and middle initial in capital letters. Press <Enter> to continue. FORMAT FOR ENTERING NAMES: LAST, FIRST M.
10-4. PT RELS:
Enter the code which defines
the relationship between the patient and the subscriber. There are only certain
answers for this field. Press
<Tab> to view those answers. To
make your selection, use the arrow keys to highlight the line of the code you
want or type the line number at the cursor and <Enter>. Example below.
10-5. SB DOB: Enter the subscriber’s date of
birth as follows: Month, Day, Year
(00/00/0000). If the default for this
field is NO, press <Enter> to bypass it.
In the FMCONTROL program
there is an option switch for a forced date check on the subscriber’s date of
birth. The switch is SB_DOB=YES. By setting this switch to YES, the system
will force you to enter a date, you will not be allowed to bypass this field.
10-6. GROUP ID: Enter the group identification
of the insurance.
10-7. CONTRCT: Enter the contract number of
the insurance company. You may use up to
15 digits. Press <Enter> for the
default of the social security number.
10-8. SERVICE: A third number which identifies
this benefits may be entered here.
10-9. EF DATE: Enter the effective dates of
this insurance and <Enter>. The
canned-in expiration date is 12/31/1999.
If an insurance has expired, update the expiration date and put O
(stands for old)
in the ORDER field.
10-10. SB ADD1: This should default to what
you entered for the patient. You may
enter a different address and <Enter>.
DO NOT USE lower case letters or punctuation. The street address should appear as
follows:
10-11. SB CITY: This should default to what you
entered for the patient. You may, however, enter a different city and
<Enter>.
10-12. SB STZP: Enter the subscriber’s state
postal abbreviation (two digits). Enter
the zip code. This field holds up to 13
numbers. You do not need to add dashes
as they are automatically inserted.
10-13. SB EMPL: Enter the subscriber’s employer
and <Enter>.
10-14. COV: Enter the patient’s benefits code. This
benefits code would apply to this insurance only. This is an optional field to be used if you
find it necessary to override the benefits in field 11 of the Patient
Information screen.
10-15. SB TELE: Enter the subscriber’s
telephone number and <Enter>.
SAVE AND EXIT: To exit this
window and save the insurance entry, <Enter> to go to field 14 or
press <Escape> to go
to the Action Line.
11 CV CODE: The system automatically inserts the benefits code based on the patient’s insurance if the toggle AUTOCOV is set to AUTO. You may press <Tab> to search and select a benefits code. This field is mandatory. You cannot exit this field without a valid entry. A toggle also exist to prevent certain users from even entering this field. It is found in FMCONTROL.
12. BILLS: This field will only accept certain answers. Press <Tab> to view those answers. To choose an answer, use the arrow keys to highlight the line or type the line number at the cursor and <Enter>. Example below.
13 DUNN: If the account is overdue, here is where you enter whether or not you want past due notices to print on the patient’s statement. Default is Y (yes)—even if you skip this field it will
default to yes. Other choices are: N (no), V (V.I.P)—same as no.
14 BUDGET: This displays the expected monthly amount to be applied to the unpaid balance.
15 CHART: Enter the patient’s chart number if you maintain your files numerically rather than by patient name and <Enter>. This field will hold up to 20 digits. You may press <Enter> to skip it or you may enter free text.
Additional uses: Store x-ray numbers or the hospital medical record number.
16 MRN: Stands for Medical Record Number. This was designed to be used with a Master Patient Index. You may <Enter> to skip this field.
17 PRI DX: Enter the primary diagnosis code of the patient (if applicable) and <Enter>. Diagnosis codes should be entered using ICD-9 codes. The diagnosis code entered in this field will be used primarily in Patient checkout. It may also be used for statistical purposes later. Press the <Tab> key to search and select a diagnosis code.
18 REF BY: Enter who referred the patient to the office using up to an eight-character abbreviation from the Referral Codes Dictionary. The information entered in this field will be used in Patient Checkout for billing purposes. You may also find it useful for referral statistics.
ADD A PHYSICIAN: Press
<Tab> at this field to have a blank Referral Code Dictionary screen
displayed. Fill out the screen doing a
zero and <Enter> at the Action Line to save the entry. Zero and <Enter> again to be returned
to field 18 of Patient Information.
SEARCH: To search for
the code of a referring physician, type, type a few letters of the physician’s
last name and press <Tab>. A list
of referring physicians on the system will be displayed to your screen. Example below.
To add a Referral Code from the Search Screen press <Tab>.
To make your selection, use the arrow keys to highlight the line or type the line number at the cursor and <Enter>. That physician’s referral code will be inserted in field 18.
TRACKING REFERRAL OTHER
THAN PHYSICIAN: If you want to track other referrals, such as
hospitals, just add codes for these in your Referral Codes Dictionary.
19 FC CODE: Enter the facility code of where this patient will ALWAYS be treated, such as a nursing home, and <Enter>. To SKIP this field, press <Enter>. Example: FC_CODE: HC
SEARCH: If
you do not know the code for the facility, type the first few letters of the
facility name and press <Tab>. A
listing of facility codes on the system will be displayed.
To make your selection, use the arrow keys to highlight the line or type the line number at the cursor and <Enter>. That physician’s referral code will be inserted in field 18.
ADD A FACILITY: Press
<Tab> at field 19 or press <Tab> from the Search Screen to have a
blank Facility Code Dictionary screen displayed. Fill out the screen doing a zero and
<Enter> at the Action Line to save the entry. Zero and <Enter> again to be returned
to field 19 of Patient Information.
20 PT EMPL: Enter the name of the company where the patient is working and <Enter>. Maximum 20 characters.
21 EM ADD1: Enter the address of the company where the patient is working and <Enter> Maximum 20 characters. If the subscriber and/or the patient is not employed, press <Enter> to skip.
22 EM ADD2: Additional address information may be entered here. Example: room number or attention line.
23 EM CITY: Enter the name of the city where the company is located and <Enter>. Maximum 20 characters. If the subscriber and/or the patient is not employed, press <Enter> to skip.
24 EM STZP: Enter the two-digit post office abbreviation for the state. Enter the zip code using up to nine digits.
39 EM TELE: Enter the telephone number of the company where the patient is employed. The area code should go in the brackets. Do not use dashes as the system automatically inserts them.
48 Alert 1: This is an optional field in which you may store data on your patient. The data is limited to the use of 25 characters. Example entry might be LIKES AM APPOINTMENTS.
INFORMATION ENTERED IN THIS FIELD WILL FLASH THROUGHOUT
THE SYSTEM.
48. Alert 2: Information in this field will also flash throughout the system.
49. Alert 3: Information in this field will also flash
throughout the system.
ACTION LINE FUNCTIONS
(To access the Action Line press
the <Escape> key.)
(#) To edit a field, enter the number of the field and <Enter>. You may also
press the <Up> arrow key from the Action Line and arrow up to the field.
(I)ns Type I at the Action Line and <Enter>to move to the Insurance section of the screen.
(L)dg Type L at the Action Line and <Enter> to see the complete ledger card on the patient. Also: L1 = Ledger Type 1, L2 = Ledger Type 2.
(N)xt To select other screen types, type N at the Action Line and <Enter>. A window
will open displaying the five available screen types of Patient Information. These
screen types are also referred to as pages.
(S=Single Record M=Multiple Records)
Page 1 Redraws the Patient Information screen.
Page 2 Draws a Patient Guarantor screen.
Page 3 Displays insurance information.
Page 4 User-defined screen of Patient Information.
Page 5 Lists patient’s chronic problems and diagnosis codes
Page 6 Lists permanent
medications
Page 7 Details Claim Dates
Page 8 Contains Prior Authorications
Example screens of pages 2 through 8 begin on the next page.
Example screen of page 2 (Guarantor Information):
Here you enter the information on the responsible party. The responsible party many times is
not the patient.
Example screen of page 3 (Insurance Information):
The Insurance Center Section of the Patient Information screen will update as shown below. Select the insurance you wish to view/edit/delete by using the arrow keys to highlight the line or type the number of the line at the cursor and <Enter>. To exit this window and return to the Action Line, press the <Escape> key.
Once you select an insurance, that insurance record will be displayed. Use the arrow keys to move through the fields. Press the <Escape> key to return to the above screen.
Example screen of page 4 (User-Defined Screen):
This page may be customized to meet the needs of your practice. You may put UB fields on this screen to have certain patient specific information transferred to the UB Options screen for each claim (this will only happen if you go to the UB Options screen in Patient checkout). This information will appear on the UB92 forms.
The first eight fields of this screen may be used to enter notes on a patient. If notes have been entered on a patient, the word NOTE will appear at the Patient Information screen.
Information contained in pages 1 and 4 may be used to create patient specific letters or medical records using the word processor.
Contact your office manager if you would like to rename the fields of the User-Defined page.
Example screen of page 5 (Chronic Problem List):
This displays a summary of the patient’s chronic problems.
To return to the Patient Information screen from this screen press the <Escape> key. To select a chronic problem to view/edit/delete use the arrow keys to highlight the line or type the number of the line at the cursor and <Enter>. That record will be displayed to your screen.
Example Record:
Use the arrow keys to move through the fields. Press the <Escape> key to exit this window. You will return to the Chronic Problem List.
(Action Line Functions continued)
(P)vd To change the provider assigned to this patient, type P and <Enter>.
(R)te Typing R will print the default route slip that you have in your word processor.
The file name of the default route slip is ROUTE. A window will open allowing
you to select an output device. Select the appropriate printer and <Enter>.
(T)yp This stands for type of route slip. When you have more than one type of route
slip, typing T displays the ENTER TYPE prompt. At this prompt type the
character(s) that identify the route slip you want or press <Tab> to have the
system display a list of route slips you have created. Use the arrow keys to make
your selection or type the line number at the cursor and <Enter>. Then select the
appropriate output device and <Enter>.
(U)add This command is used to update an address for all family members. The system
will prompt:
COPY ADDRESS INFORMATION FROM THIS PATIENT TO ALL MEMBERS (Y/N) _
(S)ign Although not listed in the Action Line, type S and <Enter> to print a
Signature Authorization form. Select the appropriate printer and <Enter>.
(0)End To exit and save the information you entered for this patient type 0 (zero) and
<Enter>. Or Press the ESCAPE key.
ACTION LINE <TAB> FEATURE
If you have the <TAB> feature, pressing the ? and <Tab> key at the Action Line opens a window listing additional functions. Use the arrow keys to scroll through this listing. Highlight your selection using the arrow keys or type the line number at the cursor and <Enter>.
To
exit this window without making a selection press the <Escape> key.
A brief explanation of the above options begins on the next page.
1
A ( APPOINTMENTS )
Takes you into Appointment Scheduler 1 unless you have the toggle APPT=TMSAPPT, then it takes you to Appointment Scheduler 2.
A1 = Graph
Scheduler
A2 = Calendar Scheduler
2
B ( BATCH )
Puts you into batch printing of route slips.
3
C ( CHARGE PT )
Takes you to Patient Checkout.
4
D ( DELETE )
Deletes a patient from the Medical system. May need to enter a security password. Do not delete any member of a family account that has ever had activity. If you do, when you run your reports they will not accurate.
5
E ( ENCOUNTER IN )
This stores encounter to be printed from Patient Reports.
6
F ( FAMILY UPDATE
)
Copy insurance information to all family members.
7
G ( GOTO PROG )
To go to any system program.
8
H ( HARDCOPY )
To print a hard copy of the Patient Information screen.
9
I ( INSURANCE )
Moves the cursor to the
10
J ( PRACTICE COPY
)
Copy patient from Master Patient Index to your current PRACTICE.
11
K ( COPY ACCOUNT )
Copy patient demographics to another account.
12. L (
LEDGER )
Takes you to the patient’s ledger card.
13
M ( MED REC )
Takes you to Medical Records.
14
N ( NEXT PAGE )
To go to another page of Patient Information.
15
O ( OUTSIDE )
Allows you to access Referral Log and Laboratory Log programs. Works with Third Party Administration. Prompts: (R)EFLOG OR (L)ABLOG? (R/L):
REFERRAL LOG PROGRAM
Reflog keeps track of those patients that have been referred to you. This is where you record those referrals.
EXISTING PATIENT: Enter the patient name or ID and <Enter>. The system will default to the current date. A summary of the patient’s referrals will be displayed.
To view an existing referral, at the date prompt type the date of the referral you wish to see and <Enter>. The database for that referral will be displayed.
To add a referral for a patient already in the Referred Out Database, enter the date of the referral at the date prompt and <Enter>. Answer Y to the not on file prompt shown below.
NOT ON FILE, ADD?___ (Y=YES, N=NO)
A blank Referred Out Database screen will be displayed. Instructions for filling out this screen are the same as those for a new patient. New patient information begins on the next page.
ENTERING A NEW PATIENT: Enter the patient name or ID number and <Enter>. Then
enter the date of referral; the default for this prompt is the current date. An example screen
is below.
After you type Y to add this patient to Reflog, a Referred Out Database screen will be displayed
(example below). The following page has
instructions for filling out this screen.
Your cursor will be at field 2, RL_ATDR (attending doctor), and the bottom of your screen will display how that doctor is defined on your system
Example:
Document HIPAA page here:
These date fields are available when
needed. At this time of change during
the implementation of HIPAA policies, not all of these date fields are being
used at the present time. As requirements
change, please be aware that you can access these date fields by clicking on
the HIPAA tab, at the main patient information screen.
HIPAA
access logging information:
All
access to protected information is logged and can be viewed by typing the “V”
command at the action line:
The
click on View Entire Log:
Both
viewing and changes to protected information are logged.
Manage Photos or
Credit Card:
Click on the Photo ID icon or the Credit Card to manage photos or credit cards.
Multiple Credit Cards card be scanned/managed.
Example Photo IDs:
A New command “CF” prints a series of merged patient documents for surgical consent forms, pre surgical orders and post surgical discharge instructions.
These documents must be setup in a table in a profile based on the type of surgical procedure being preformed.
Ø A popup list of recently accessed Patients can be listed by pressing the
<Down Arrow> in patient Name/ID fields. This holds the last 50 patients accessed in chronological order.
Ø A1, A2 & A3 commands for new color block scheduler – see scheduler below
Ø RX command for shortcut to Script Writer.
Ø Support for multiple Dymo label printers with different size labels from the same workstation.
Ø Outgoing lab log has mini result reporting capability and tracking capability.
Ø Ex: INR results.