System Management

user manual system management suite 550 375 water street, vancouver, british columbia, canada, v6b 5c6 table of contents adding and altering internal providers (clinical) docid\ r2iihi4e5x33e77nol3ro the general view the reference view the financial view the special view the grants view the member of view adding and altering internal users (non clinical) docid\ r2iihi4e5x33e77nol3ro changing password docid\ r2iihi4e5x33e77nol3ro external providers docid\ r2iihi4e5x33e77nol3ro searching and altering external providers adding new external provider adding and altering an organizati docid\ r2iihi4e5x33e77nol3roon docid\ r2iihi4e5x33e77nol3ro adding and altering a payer docid\ r2iihi4e5x33e77nol3ro maintaining appointment schedule docid\ r2iihi4e5x33e77nol3ro creating a new appointment rule duplicating appointment rules editing an appointment rule blocking appointment rules (individual and common) customizing appointment preferences docid\ r2iihi4e5x33e77nol3ro appointment locations appointment types appointment preferences adding or altering service codes docid\ r2iihi4e5x33e77nol3ro creating a new service code changing the price for a service code maintaining patient records docid\ r2iihi4e5x33e77nol3ro printing the medical record inactivating a patient merging and deleting patients existing in the client registry merging when at least one patient does not exist in the client registry unmerging a previously merged patient existing in the client registry people & places docid\ r2iihi4e5x33e77nol3ro adding and altering practice details adding and altering place of service (pos) details roles docid\ r2iihi4e5x33e77nol3ro adding a role document templates docid\ r2iihi4e5x33e77nol3ro creating a new template altering an existing template viewing saved letters configuring the return and discuss buttons docid\ r2iihi4e5x33e77nol3ro creating a task template assigning a task template to the return and discuss buttons adding and altering internal providers (clinical) the people & places window is used to enter details about the individual providers at your organization go to organisation/people & places on the main menu select the provider template or a provider who is similar to the one you are adding click to open a copy of the selected provider’s profile the general view enter the provider’s initials in the code field enter the provider’s full name, last name and preferred name in their respective fields select the provider’s specialty in the specialty field the reference view from the reference system drop down, select the appropriate association in the prov id field, enter the provider’s number for the selected association the financial view in the financial panel enter the financial name in the name field, if necessary check the is financial checkbox by clicking in the box in the letterhead panel enter the provider’s full name in the name field enter the provider’s qualifications in the qualifications field select provider in the owner field select standard in the style field select local in the pos field check the is partner checkbox by clicking in the box if applicable check the show pos checkbox by clicking in the box the special view enter the provider’s password in the new password and the retype new password fields the grants view to give role(s) the ability to sign this doctor’s transactions, work for the doctor, or see this doctor’s tasks, select the desired grant and click to give user(s) the ability to sign this doctor’s transactions, work for the doctor, or see this doctor’s tasks, select the desired grant and click click ok the member of view in the top panel add pos as necessary by clicking to open the organisation structure window, checking off applicable options click ok in the provider groups panel add the appropriate provider distribution group(s) to allow for group tasking add the appropriate provider(s) appointment group so the provider’s appointment schedule(s) can be viewed in the appointments view click apply button to save the information when moving to the next view click ok to save the information and close the provider window adding and altering internal users (non clinical) go to organisation/people & places on the main menu select the user template or a user who is similar to the one you are adding click to open a copy of the selected user’s profile in the general view enter the user’s initials in the code field enter the user’s full name, last name and preferred name in their respective fields enter the user’s job title in the job title field, if necessary in the special view enter the user’s password in the new password and the retype new password fields in the member of view in the provider groups panel add the appropriate user distribution group(s) to allow for group tasking click apply button to save the information when moving to the next view click ok to save the information and close the user window changing passwords go to organisation/people and places on the main menu double click the user or provider for whom you are changing the password this opens the profile for the user or provider click the special view on segment list in the new password field, enter the new password in the retype new password field, enter the new password click ok to save information and close the window external providers searching and altering external providers go to organisation/external providers on the main menu this opens the external providers window fill in applicable search criteria in the name field, enter the external provider’s name, in the type field, select the type of external provider, for example\ medical for a doctorparamedical for medical personnel supplier for pathology or radiology organization in the specialty field, select the specialty of the external provider in the city field, enter the city of the external provider, if desired in the identifier field, enter the medicare billing number of the external provider, if desired click to edit the external provider, double click on the external provider line that appears in the list of external providers this opens the edit external provider window edit the required fields in the general view such as name, contact information click ok to save the information and close the window adding new external provider to add an external provider, agency or laboratory click to open the new external provider window in the full name field, enter the full name of the external provider, including title in the last name field, enter the last name of the external provider in the title field, enter the title of the external provider in the preferred name field, enter the first name of the external provider in the first reference field, select the medicare billing number reference in the second reference field, enter the medicare billing number for the external provider in the street address panel, enter in the required information in the fields in the phone and fax fields, enter the phone number(s) and fax number under the type drop down, select the provider’s type (ex medical, supplier) under the speciality drop down, select the provider’s speciality (ex cardiology, pharmacy) for physicians, enter their medicare billing number in the reference area select medicare billing number from the reference drop down, and enter their medicare billing number in the field below click notes view and enter any additional information click ok to save the information adding and altering an organization organizations are used in the patient register and invoice windows and relate to any organisation responsible for paying all or a portion of an invoice go to financial/organisations on the main menu the organisation window appears select from the toolbar to open new organization window new organisation jpg enter the applicable information type the organisation’s name in the organisation field enter contact information note the name field under contact information is mandatory you can enter a general entry such as manager if the actual person’s name is not applicable adding and altering a payer payers are used in the financial view of the patient register and the invoice window, and relate to any card, organisation or person responsible for paying all of or a portion of an invoice go to financial/payer select and enter the field information press \[tab] to move between the fields click ok when complete to alter details of an existing payer, double click on the payer and modify the required information click ok to save maintaining appointment schedule creating a new appointment rule appointment rules define the times that a provider is available for consultations and other services at the organization these rules create a personalized appointment schedule these rules can be structured, indicating the type and duration for each consultation or unstructured go to maintain/appointments/rules on the main menu to display the appointment rules window click the down arrow next to the in the toolbar and select the personal appointment rule this opens the new personal appointment rule window name of the rule enter the name of the appointment rule for the provider activate from enter the date from which this rule is to be activated or leave today’s date in the field specify the closing of the rule if necessary tick the to checkbox and enter an end date for the rule in the rule cycle panel select one of the radio buttons daily for appointments occurring daily weekly for appointments occurring in a week cycle if necessary, enter the number of the week cycle e g 1, 2, 3, etc click on the dropdown arrow and select the day to which the rule appliesclick repeat for each day to which the rule applies if a day has been selected in error, select the day from the list, and click monthly for appointments occurring in a monthly cycle select all the days of all the weeks that make up the cycle once for a rule that does not repeat on regular basis e g , vacation enter the start date and the end date begin time and end time type the appropriate time, e g , for 12 00pm and 1 00pm for lunch break provider enter the provider’s code for whom this rule applies pos enter the pos if necessary type enter the appointment type which applies to this rule duration enter duration if necessary reason (2nd field) enter a reason for non standard appointment types click to save the appointment rule click to close the new personal appointment rule window duplicating appointment rules go to maintain/appointments/rules on the main menu to display the appointment rules window select an existing rule that is similar to the one you need to create click on the toolbar this opens the appointment rule (duplicated) window make any changes necessary click to save the appointment rule click to close the appointment rule window editing an appointment rule go to maintain/appointments/rules on the main menu to display the appointment rules window double click the appointment rule to be edited this opens the appointment rule window make any changes necessary click to save the appointment rule click to close the appointment rule window blocking appointment rules (individual and common) appointment rules can be blocked out for times where providers are unavailable for example, a provider takes a few days off and will not be able to see patients or the organisation is closed for part of the day due to some event you would like to block the schedule in a way that prevents staff from booking appointments during that time block out can occur just one time or it can be set to repeat on regular basis to block the schedule for an individual provider, use the personal block out rule option to block the schedule for the entire organisation, use the common block out rule option both functions will perform the same way go to maintain/appointments/rules on the main menu to display the appointment rules window click the down arrow next to the in the toolbar and select personal block out rule to create a rule for individual provider, common block out rule to create a rule for the entire organization this opens the block out rule window for the option you selected fill in all applicable fields (see creating a new appointment rule for detailed instruction) click to save the block out rule click to close the block out rule window customizing appointment preferences appointment locations there are standard appointment locations defined in the system but each organisation can create new or change the existing ones that fit better their own needs appointment locations are displayed in the today and appointment views of the work centre the clerical staff will assign location; an examination room where the patient will be seen by the clinician this way both the provider and front desk employees know where the patient currently is and what examination room is occupied to add or alter an appointment location go to maintain/short codes on the main menu to open the short codes window select attendance location under the type column add a new short code by clicking in the short code toolbar or alter an existing one by selecting the code and clicking in the short code toolbar enter a code and a description and click ok appointment types appointment type is used when creating an appointment rule or booking an appointment the schedule is built of appointment cells that must be of an appointment type each appointment type must have a duration that is defined under appointment preferences to create or alter an appointment type go to maintain/short codes on the main menu to open the short codes window select contacts under the type column add a new short code by clicking in the short code toolbar or alter an existing one by selecting the code and clicking in the short code toolbar enter a code and a description and click ok tick the face to face option when applicable or leave it blank for appointment type such as ‘medical note’ appointment preferences the appointment preferences window enables you to tailor the appointments and attendances area to suit the needs of your clinic most of these settings are preset but the following can be changed according to individual preference go to organisation/preferences/appointment from the main menu to open the appointment preferences window in the main tab\ to hide a cancelled appointment on the schedule, uncheck the box for the hide cancellations in appointment view and list all cancellations are tracked in the patient’s record under alter patient/bookings in the visual tab the work time from and to fields can be edited based on the hours of work of the practice, when entering desired start and end times, allow for 5 to 1 hour before and after the start and end times to allow the booking of patient outside of normal work hours in the arrival tab in the patient did not attend after field, enter a time interval if you want to automatically set the status of an appointment to 'did not attend' after the desired time interval in the colours and durations tab select the desired appointment, click in the duration column for that appointment and use the dropdown arrow to select the duration, click in the colou r column for that appointment and use the ellipsis box to select the colour in the printing tab click in the desired checkboxes to select the items that will show on the appointment list, click move up and move down to adjust the positioning of the item for printing after you have finished configuring the appointment preferences, click ok to save them and close the window adding or altering service codes service codes are used throughout the system, and relate to any type of service provided by the organisation typically service codes are used for invoicing, inventory, and care plans functions creating a new service code go to maintain/services on the main menu to display the services window to look for an existing code, type in the search field, then click on the button to create a new service code click on the button on the window’s toolbar the new service window will open in the general tab create a code for the new service in the code field, e g mentalev for mental health evaluation type more text in the description field that will become a full name of the service select the required status of the service from the drop down list active most likely for new code, inactive or discontinued when no longer needed enter the category, or click to search for the category short code, if applicable enter the output code, that is, how it is to appear on any printout group header check this box if this service code is a group header group headers are useful when several service codes are included in the same set the group header will act as the name of the group changing the price for a service code in the edit service window select the financial tab if necessary, enter the standard price in the standard price field or change prices listed under the charge rates panel to change an existing rate select the line on the list enter the new rate in the second field below the list of charge rates click change to add a new rate in the field below the list of charge rates , click on to search for it enter the charge rate in the second field below the charge rates field click add to remove a rate select a charge rate from the list click remove click ok to save and close the window maintaining patient records printing the medical record the medical record can be printed out in summary or detailed form within a time period go to report/other reports/medical record select the patient for whom you want to print the medical record and click ok this opens the printing medical record window click in the exclude blocked patient access items checkbox to exclude those records which are barred from patient viewing click in the exclude items with privacy set checkbox to exclude those records which have some sort of privacy setting, e g doctors only or counsellors only click in the include version of transactions checkbox to include all versions of an encounter note legally, this is required to be checked in the time frame panel, you can set the start date and end date for the records to be printed by clicking in each field and either entering the date or clicking on the dropdown arrow to access the calendar click to print out the summary of the medical record click to print out the entire medical record with contact details inactivating a patient patient status can be changed from active to inactive this will cancel any future activities for the inactivated patient open the alter patient window for the patient who is to be inactivated click button this will open the inactivation window the inactivation date defaults to the date you inactivate the patient this may be changed by typing in the correct date into the field, or clicking on the dropdown arrow to activate the calendar if the patient is deceased, a reason is not needed check the deceased box for any other reason if you know the code, this can be entered into the field, or click to access the list and make the selection click ok to go back to the inactivation window the check for future activity and cancel box is checked by default this will cancel any future appointments, interventions, and recalls merging and deleting patients existing in the client registry in the event of accidental duplication of patients, it may be necessary to merge two patients together the merge/delete function allows the practice to merge all their information on all these copies of patient into the single, designated 'master' patient note only duplicate patients can be deleted this occurs during the merging process go to control centre/manage/merge/delete select to load a list of potential patients with duplicates those patients that are in bold are the 'master' patients under each 'master' patient are listed possible duplicates note the merge/delete list of patients is based on computer logic and not all duplicates shown will definitively be duplicates always investigate the patients before merging two or more patients together to be certain they are duplicates of each other to change the groups of masters and duplicates click to create a new group and select a 'master' patient for the group, select a 'master' patient and click to add another duplicate patient to the group, select a duplicate patient and click to make it the 'master' patient for the group, select a patient and click to take it off the list merge records of patients of the specific group select a 'master' patient and click to merge only selected patient group, click to merge all patient groups in the list once a merge option is chosen a dialog window will appear in order to proceed with the merge, you must enter your profile password, click in the confirm decision to proceed checkbox, click ok the patients will be merged and a message will be sent to the client registry notifying them of the merge merging when at least one patient does not exist in the client registry in order for patients to be merged, all or none of the patients must exist in the client registry if there is a discrepancy between patients, but the patients must be merged, they must first be registered with the client registry attempting to merge patients with a discrepancy in registration status will prompt the following error unmerging a previously merged patient existing in the client registry a merge operation can be reversed when that operation has been performed in error on two or more patients go to control centre/manage/merge/delete click from the select patient screen that appears, find the patient record that has been erroneously merged click ok to accept selected patient the unmerge patient screen appears, showing the history of previous patient records that have been merged into this one click in the checkbox next to any patient record(s) that you would like to restore (i e extract them from the merged 'master' patient and re establish them as patient records in their own right) click on a dialog box will open select yes to proceed with merging records the patient will be unmerged and a message will be sent to the client registry close the patient’s merge history window by clicking cancel note the unmerge operation will restore the selected records as they were at the time of the merge however, any changes that have been made to the 'master' patient record after the merge will remain with that record, and will not be reflected in the unmerged patients people & places the people & places window allows you to define your organisation’s structure this area is also used to add, view or alter users, providers, provider groups and resources to the organisation adding and altering practice details typically, practice details are configured before profile installation go to organisation/people & places on the main menu double click on the practice folder in the organisational structure panel this opens the practice window in the general view enter the practice name in the name field, enter the street address in the street fields, enter the phone numbers and the fax number in their respective fields in the reference view enter the data centre number (medicare) in the organization id field in the financial view check the is financial checkbox by clicking in the box in the letterhead panel enter the letterhead name for the practice in the name field, select organization in the owner field, select standard in the style field, select main in the pos field click ok adding and altering place of service (pos) details there may be multiple pos for an organisation that has a number of separate locations or business entities go to organisation/people & places on the main menu double click in the organisational structure panel this opens the pos window in the general view enter the practice name in the name field enter the street address in the street fields enter the phone numbers and the fax number in their respective fields in the financial view check the is financial checkbox by clicking in the box in the letterhead panel enter the letterhead name for the practice in the name field, select pos in the owner field select standard in the style field select main in the pos field if necessary click ok to save and close the window roles roles are most commonly used for setting up providers, administrators and other staff in your organisation with action permissions go to organisation/roles on the main menu select the desired standard role in the left hand panel note some roles can be expanded by clicking next to the role title you can then select a sub role, if necessary in the actions tab on the right hand side, you can view the action permissions select the desired role action and right click to access the menu select to give a role permission to perform that action, select to take away permission to perform that action from a role click apply to save changes click to save changes and close the window adding a role go to organisation/roles on the main menu select the desired standard role in the left hand panel upon which you want to base the new role the new role will inherit the role actions of the standard role some roles can be expanded by clicking next to the role title you can then select a sub role, if necessary click in the roles toolbar the ‘new role’ will appear under the standard role type the name of the new role in the action panel, the inherit icon will show beside each action the net actions column denotes the permission setting for the role action after taking the role inheritance into account to change an inhertited role permission, right click the desired role action and select or , based on the net action for the role action the change will be reflected in the permission icon next to the role action, and in the net action column for that role action click ok to save all the changes document templates using a document template enables you to create new documents quickly and easily creating a new template go to maintain/templates/documents on the menu bar in categories , select the required category where you want the letter to be saved, and then click the new button on the template toolbar to enter desired recipient information, click the information and recipients button to display the information and recipients panel type the name of the template in the subject field click the insert data button to display the insert data panel the insert data panel allows you to insert data variables into the letter to insert data variables, expand the desired variable category by clicking the + sign beside the category name choose the desired variable and select the insert button to add the selected information to the letter repeat steps 5 and 6 until all desired variable information is added you can also type additional information into the letter click the save button when finished altering an existing template go to maintain/templates/documents on the menu bar select the required category and select the desired template click open on the template toolbar to view or alter the selected document template make appropriate changes and click the save button to save your changes viewing saved letters go to special/letters manager on the menu bar if you cannot find the letter you are looking for, click the drop down arrow and select another filter select edit if you want to create or edit an existing filter enter search criteria when the list of letters displays, select a letter and choose one of the following options from the letters manager toolbar open the letter delete the letter display letter patient’s contacts show recipients (if any) refresh the view activate the selected print action select appropriate printing action(s) print, fax, email, rsd message change the status of the letter (available on right click only) note letters in draft status display in the list in italic font configuring the return and discuss buttons the return and discuss buttons in the unsigned transactions view will automatically sign a transaction when pressed and annotate it with a message matching the button name (“return” or “discuss”) in addition to the default behaviour, these buttons can also be configured to automatically create a task creating a task template these steps must be performed for each button that you wish to configure go to maintain/templates/tasks on the main profile menu click the new task button on the toolbar to create a new task in the general tab, assign a code , d escription , and any other desired optional properties for the template click on the task tab and choose the subject , holder and priority for the task template these will appear by default when the task is created click ok to save changes assigning a task template to the return and discuss buttons once you have configured task templates, they can be linked to the buttons through preferences go to organisation/preferences/task on the main profile menu in the system actions area, select the button name to be configured using the dropdown options, select a task template to be assigned to the button and choose which users the preference should apply to repeat steps 2 and 3 for any other buttons to be configured click ok to save changes