MEDGEN EHR Release Notes: Version 6.2 Build

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1 10/18/2013 MEDGEN EHR Release Notes: Version 6.2 Build Special Note: Comtron is excited to announce that over the next few weeks all of our Medgen products will be going through a rebranding process. We have adopted a new logo and will be launching our new website. Along with the rebranding we will also be offering a new-tiered pricing structure for our Medgen products. Providers will be able to choose a package that meets their practice s needs. Please note that if you currently have an account already setup in Medgen your current settings / access will not be affected by this transition. If you have any questions or comments about these changes please contact our support at: Phone: Fax: Below please find recent updates that were made to your Medgen EHR system: Login Screen: We have completely redesigned your login screen. We have combined both the login and disclaimer information window into one screen to eliminate an extra pass through window. By logging into the Medgen system you are agreeing to the terms outlined on our disclaimer. Any news or important events that users must be made aware of will be present on this screen. Navigation: We have added a Close all Charts option location under the Close menu on the top right of your screen. This option will close all currently opened charts in the users tab menu with a single click. Patient home, cell, or work phone numbers may now be used to search for a patient in the Open Chart patient search window. The last encounter date of the patient will now display below the patient s date of birth on the Open Chart patient search window. Under the section of the patient s chart we have added an Encounters and Chart Documents selection option for quick, one-click access. The Older Encounters patient chart section has been renamed Encounters A practice specific option now exists where the Medgen program can now display the patient's chart # in the patient search window and patient tab heading. Please contact a Medgen representative to enable this option. Home Screen / User Inbox: Under your User Inbox we have created a new inbox section and separated Unsigned Encounter Forms from Unsigned Documents. This will make it easier for providers to review unsigned or incomplete provider forms vs. documents that have been scanned or uploaded. We have removed the ability for providers to sign encounter forms as Complete from the user inbox. Providers must now open the encounter form before they will be able to sign it as Complete. Signing forms as Incomplete will remain as an option. From the Unprocessed labs inbox you now have the ability to link multiple unprocessed labs to a single patient. You can select multiple rows by holding down the CTRL key on your keyboard while making your selection.

2 User inbox items have been re-ordered to display the most recent items at the top and the oldest items at the bottom of the list. This is reversed from previous versions. User inbox sections now have paging built in for quicker loading. Each sections will show a maximum of 25 items at a time and you will have the ability to page through the remaining items using the navigation buttons at the bottom: Patient Chart: Mark as Important functionality has been added throughout the patient s chart. We have added this tool to make it easy for the user to mark specific items within the patient s chart as important. Whenever you see the presence of the column within a section of a patient s chart this is a section where items may be marked as important. Items can be marked as important by single-clicking the empty space to the left of the item under the column heading. Items may be removed from Important by clicking on the table cell a second time. You will see the presence of this new column in: Allergies, problems, medications, and results / reports. Items marked as important will stand out to the user when reviewing a patient s chart. All important items will display for a patient under the Alerts & Reminders section of a patient s chart. This is the initial screen that loads when a patient s chart is opened. Using this new Important Information sub-section of Alerts & Reminders will allow the user to quickly see all the pertinent information regarding that patient at a quick glance without the need to navigate to the various sections of the chart: Demographics: A button has been added to the demographics panel. The notifications window can be used to keep track of the patient s preference as far as how to be notified from the office. Patient home phone number is no longer a required field for patient registration. The user now has the option to enter either the patient s home, work, or cell number as a required contact number. Messages can now be created from the patient comments panel. Patient comments will now appear with the most recently entered comments appearing at the top of the list with the oldest comments at the bottom. An "All Comments" tab has been added to the patient s comment panel to display entries from the Phone Log, Patient Annotations, and Messages as a single view.

3 A Mark as Fulfilled column has been added to the Patient Recalls entry. A patient recall can be marked as fulfilled using this new checkbox option so that the recall no longer appears on the recall list reports. A patient duplication check has been added to new patient registration for both full registration as well as quick registration. After a user enters either a patient s first name, last name, SSN, or date of birth the system will check for possible duplicates of this patient who may already exist in the system. If possible duplicates exist a pop-up window will display to the user and they will have the ability to either continue with the current registration or if it is identified that the patient already exists they can abandon the current registration and open the existing patient s chart. Users no longer have the ability to modify system generated patient id codes. If a user wishes to attach their own patient identifiers they should enter these values in the Chart No field in the demographics panel. The Chart No field is a searchable field when looking up a patient. A Print Relatives option has been added to the Patient Summary Sheet report under the Patient Reports menu option. A option has been added to the Demographics Panel. When a patient s chart is open you may now select this option if you are registering a new patient that happens to be a family member of this patient. This option will follow the same procedure as New Patient registration however certain demographic fields will carry over and auto-fill for the relative being registered, such as last name, address, and phone numbers. The user will also be given the option to carry-over the patient insurances to the relative being registered. A Remove Chart option has been added to the Demographics Panel. Using this option the user will have the ability to merge the current chart with another chart within the practice. When a merge is completed the original chart is removed from the practice and all patient information is merged into the selected patient s chart. The user also has the ability to completely delete the chart from the practice. This option should only be used if the chart was entered in error or is a test patient. When a chart is deleted all corresponding patient information, appointments, and notes are also removed from the practice. By default these two options will be accessible by all users however the account administrator may customize this access level using the security access in Setup:

4 If a patient chart is deleted in error the chart may be fully recovered using the Recover Chart option under Utilities. When a chart is recovered all corresponding patient information, appointments, and notes are also recovered. Insurances: Terminated insurances will now display in red in the patient insurance list. We have implemented a practice specific option to exclude registered guarantors from all patient searches, statistical reports, and custom patient lists. This option must be requested in order to be activated within your practice. The change guarantor window will now disable patient name fields if the guarantor is marked as the same as the patient. Medications: Comments entered when a medication is discontinued will now appear in the Discontinued Medications list. A quick edit button has been added to the medication for one-click access. Medication start date will now appear on a printed patient medication list. Newly registered providers who wish to e-scribe within the Medgen EHR system will now be required to validate a Pin # that will be mailed to the provider s address. We have rearranged the medication entry window to make writing medication instructions easier and more flexible. These changes include: The Additional Sig instructions entry field has been moved directly below the Sig Builder The provider now has the option to enter Sig instructions either by utilizing the fields of our Sig Builder or by simply free texting the full sig instructions. A check box has been added to toggle between the two entry methods. Medication dosage form will now appear by default on the medication entry screen Medication frequency selections have been expanded to include long description options A note to pharmacist field has been added to the medication entry screen. Any text entered in this field will display to the pharmacist when the prescription is sent electronically.

5 Refill Requests: If a refill request has been received for an unknown patient a provider is no longer required to link that refill request to a patient within the Medgen system in order send a response back to the pharmacy. This can be done using the Unlinked button on the refill request window. An option has been added to the refill request window to quickly access and view the patient s medication list. An option has been added to the refill request window to quickly access and view the patient s appointment list. Pharmacy Search: Retail and mail order pharmacies have been separated in the pharmacy search window to make pharmacy searching easier. When the mail order filter is selected all designated mail order pharmacies will be displayed. Messages / Message Center: A document manager has been added to the Fax Inbox. A user may now create folders within the fax inbox to easily store and sort documents received electronically through the Medgen faxing module. When viewing a message a user now has the ability to cycle through the previous messages that were apart of that message chain. A user now has the ability to remove messages from a patient s chart. Scheduling: Fee slip header reports printed from the scheduling screen will now include patient pharmacy, patient age, next appointment date and insurance plan notes We have incorporated a standby list to the Medgen scheduler. You may now place a patient on stand by if a particular appointment time is requested that may not currently be available. A user can search for the next available appointments based on specified criteria under the Utilities menu in scheduling Bulk eligibility checking may now be printed A user now has the ability to view and edit patient recalls from the schedule patient screen Patient and preferred method of contact will now appear in the patient appointment details panel on the left hand side of the scheduling screen when an appointment is selected Patient category icon will display on the schedule next to the patient s name. The appointment filter search will now display the patient's primary insurance underneath the patient's name. Super bill: A Link All button has been added to the diagnosis linkage window when a procedure code is selected. Selecting the link all option will link the first four diagnoses to the selected procedure code. has been added to the main super bill panel within the patients chart for one- A quick edit button click access. Users now have the ability set their own procedure - diagnosis linkage from the under the Diagnosis Setup window. menu

6 Immunizations: We have added a new view for the patient's immunization panel. Along with the original vertical view where immunizations are listed vertically we have also give the user the ability to change the view using the button located at the top of the panel. Using this option will allow you to view the immunizations in a tabular format This is similar to how many pediatric practices would view and record immunizations. Using this new tabular view a user can easily select n a table cell and quickly add the administration date of that immunization. They can choose to add just the administered date or enter more detailed information from our immunization entry window. Immunization that are not linked to a proper CVX code or that were administered from an outside provider will appear in red, these records will not be send-able through an immunization registry. The new tabular view should make bulk immunization entry much faster. This view is also viewable from the encounter form through the "Immunization History" button on the immunization panel. From the new tabular view immunization that are not linked to a proper CVX code will be listed as "red". A user can select on the immunization and manually map it to a proper CVX code by selecting an associated immunization from our global list. The hide immunization column has been removed from the immunization entry screen When adding an immunization to the practice s immunization selection list the user will still have the ability to create user defined immunizations but will also have the ability to add an immunization from Medgen s global immunization list. It is recommended to use immunizations from Medgen s global list as user defined immunizations can not be sent to your state s immunization registry The ability to send patient immunizations to your state s registry has been added to the provider s encounter form.

7 Results / Reports: If the collection date is different from order date, collection date will display in labs panel. Labs Results / Reports will only appear in patient portal after doctor has signed off on the lab results from the provider inbox Patient recalls are now accessible from the results / reports review Vitals Entry: Additional Vitals button has been added to the vitals entry window to record multiple vitals for the same encounter at different time intervals Axillary has been added to the Temperature site drop down Under weight entry you may now mark Patient Refused A free text comments field has been added to the vitals entry window. Any information entered onto this field will display on the providers note Eye exam entry has been added to vitals window Create Encounter Window: Drop down fields on this window have been given the auto-fill parameter, if a few letters are typed it will filter the list based on those letters. Co-payments may now be entered / modified from the encounter entry window. Encounter Form: Mark as Important functionality has been added to your encounter form. Fields within your encounter form can now be marked as important so that it will stand out on the form. Fields marked as important will also display in the Alerts & Reminders section of the patient s chart when the chart is opened. Patient questionnaires may now be viewed from the encounter form Patient messages may now be viewed from the encounter form Patient insurances are now viewable from the encounter form using the note assistant The note assistant on the left hand side may now be pinned in place so that it does not change when selecting on various fields on the encounter form

8 Provider note follow-up window has been redesigned for easier review. Items from the followup window from a previous encounter can be easily carried forward to the current encounter form. Sentence Builder <<List Fields>> may now be resorted from the problem template sentence editor. Please note, any changes to the list field order may not appear until the next login.

9 Note Template / Note Template Editor: button has been added to the Note Template window to attach a note to the patient s chart and close the chart at the same time. Users now have the ability to default a note template to an encounter form from the encounter form editor. When this is set the note template will automatically be selected when the Create Note option is selected from the encounter form LMP Date entered from the Vitals Entry window can now be placed on the note template using the Note Template Editor. If additional provider(s) are specified on the encounter and those providers have signatures uploaded into the Medgen system when the note is signed the additional providers signature will appear on the resulting note along with the main performing provider. Custom Patient List: The Custom Patient List panel will now appear as a separate tab to easily jump between the custom patient list and other sections of the program The following fields have been added to the Custom Patient List filter Encounter office Encounter provider Patient category Patient pharmacy Birth month (Numeric) Birth day (Numeric) Birth year (Numeric) Last appointment date this field can be used to show all patients whose last appointment was prior to a specific date. Patient must have had at least one appointment to be considered for this filter. Last encounter date this field can be used to show all patients whose last encounter was prior to a specific date. Patient must have had at least one encounter to be considered for this filter. Meaningful Use: Individual measure results may now be printed Setup: Users can be marked as out of office. When this option is selected any time this user is sent a message, the sending party will be given a message notifying them that the user is out of the office. You now have the ability to lock out all none administrative users with a single click from the user dictionary Terminated users will show in red and will appear at the bottom of the users list Referring provider dictionary now has a report to print mailing labels for referring providers The Inpatient dictionary has been renamed to Outside Facility

10 Please know that the Medgen staff considers all suggestions / updates given to us by our clients and we try our best to implement as many of these features as possible. Please do not hesitate to make recommendations through our suggestions module, but we do ask for your patience when it comes making changes to the program. We will be adding more updates to this release up until the final release date so be sure to review all final release notes at that time. Thank You. Special Note: Stage 2 Meaningful Use is right around the corner! Medgen EHR will be certified for the new 2014 standards so that you may continue to receive your government incentive payments. In preparation for Stage 2 Meaningful use providers should begin to contact their labs on setting up an interface with our Medgen EHR software. Having a lab interface is a requirement for Stage 2 meaningful use and could take time to be setup. Please contact your laboratory representative to begin this process as soon as possible. You may give them our contact information when making your request. Continuous submission to your state s immunization registry is a requirement for Stage 2 meaningful use. Please contact the immunization registry for your state and follow their procedures to create your account to perform submissions. All information given to you from your state s registry should be forwarded to Medgen support so that it may be setup on our end. Please know Stage 1 Meaningful Use only required a test submission of a single immunization message however Stage 2 requires continuous production messages. If you have a testing account with your states immunization registry you should begin working on moving your account to production status. Comtron will be sending out a Stage 2 Meaningful Use companion guide to educate our clients on the changes that will be in place. PQRS reporting is now required! Providers who do not report PQRS measure to Medicare will be penalized for their 2015 Medicare reimbursements. Do not lose money. Please visit the CMS website to learn more information about PQRS. ICD-10 testing will begin soon! Comtron has already been preparing for the transition to the ICD-10 code list on October During 2014 we will be testing with the various 3 rd party organizations that we communicate with. For more information or questions contact:

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