Practice Management v7.6 Release Notes

Transcription

1 Practice Management v7.6 Release Notes Optum 70 Royal Little Drive Providence, RI Copyright Optum. All rights reserved.

2 Document Information Author(s) K. Sanders Release Date 7/12/12 Date Last Updated 7/11/12 Version 1.06 Document Control Version Date Changed Completed By Description of Changes 1.0 Beta 5/18/12 K. Sanders Beta Release /23/12 K. Sanders Updated: /1/12 K. Sanders Updated: /4/12 K. Sanders Added: /11/12 K. Sanders Added: Correspondence Searching Denials Optum Rebranding 6.15 Letter Editor Fields Medical Spell Checker Updated: Printing Correspondence Work List Columns Searching Denials Default Operator Settings Denial Details Enterprise Claims Security & Roles Removed: Receipts Event Manager 5.1 Adding a Chief Complaint to an Appointment 6.1 Order Sets 6.4 HealthTracker: Patient Photo 6.10 Operator Settings ii of 43 Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc

3 Document Information Version Date Changed Completed By Description of Changes /29/12 K. Sanders Added: ToDo Reason Patient Care Management has been added as an option in the ToDo Reason list. Patient Care Management is available as an option when the Category = Support Center and the Type = EHR. Updated: Denial Details ToDo Replies /3/12 K. Sanders Added: ToDo Reason Updated: Searching Denials Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc iii of 43

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5 Contents About this Document... v Purpose... v Before You Begin... v Document Conventions... v 1 Release Overview Optum Rebranding Financial Module Correspondence Searching & Sorting Correspondence Correspondence Work List Features Work List Columns Printing Correspondence Correspondence Settings Accessing Correspondence Home Module Denials Searching Denials Denials Work List Denial Details Default Operator Settings Denial Category Maintenance Messages Center Event Manager Macros Using Macros Creating a Macro Templates ToDo Defaults ToDo Reason ToDo Replies Medical Spell Checking Fax Cover Sheet Electronic Remittances Prescription Renewals Batch Level Rejections New Insurance Patient Search Patient Module Referrals At a Glance Patient Information Window Patient Status Family Tab: Relationships Scheduling Module Adding a Chief Complaint to an Appointment Book: Appointment Colors Visit: Extended Amount Appointment Detail & Appointment List Administration Module Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc v of 43

6 Contents 6.1 Order Sets Appointment Types HealthTracker: Ask the Practice HealthTracker: Patient Photo HealthTracker: Billing Address Update Chief Complaint Maintenance Adding a Chief Complaint to an Appointment Template Hierarchy Linking Templates to Appointment Types Combine Duplicate Patients Instamed Partial Payments Operator Settings Allowed Schedules Contracts Patient Data Export Quick Picks: Fee Schedules Letter Editor Fields Document Management Module File Types Document Audit Log Document Settings Document Sub-Type List Refresh Document Work List Expand/Collapse Metadata Pane Connections Module Template Mappings Reports Module PQRI Reports Transactions Module Open Items Procedure Line Item Detail EOB Reports Claims North Carolina Medicaid Medicaid of Illinois Claim Exception HealthTracker Patient Information: Billing Address Quick Links: Ask the Practice Quick Links Removed Enterprises Enterprise Patient Search Enterprise Appointments Generate Enterprise Claims Roles & Security vi of 43 Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc

7 Contents About this Document Purpose This document outlines new and updated features for the 7.6 version release of Optum Practice Management 7.0. Before You Begin Clear the Cache Before you login and use a new release of Optum PM and Physician EMR, you must first clear your computer (or ipad) memory cache to ensure proper performance. Training & Please see the following topic in Optum PM and Physician EMR for instructions on clearing your cache: Support > Support Knowledge Base > How to Clear Cache Document Conventions This document uses the following formatting conventions: Formatting Convention Description Indicates a note about online help, training or support. Indicates an important message or warning. Italics Bold [Placeholder] Italics are used to denote paths and cross references. Denotes the name of an application element, such a module, application or field name. Indicates information that is not yet available or a feature that is still in development. Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc vii of 43

8 1 Release Overview This section highlights some of the major enhancements included in this release: Correspondence The Correspondence application has been redesigned to streamline the correspondence workflow. See section 2.1 Correspondence on page 7. Denials Redesign The Denials application has been redesigned and enhanced to allow bulk transfers and adjustments from the work list and assignment of custom denial categories. See section 3.1 Denials on page 11. Message Center Templates You can now create custom templates and macros to streamline the fax, mail and ToDo workflows. See section 3.2 Messages Center on page 15. Appointment Types You can now link a progress note template to an appointment type, simplifying the process of applying a template to a progress note. See section 6.2 Appointment Types on page Optum Rebranding With the 7.6 release we are unifying our CareTracker products under the Optum brand name. Ingenix CareTracker Practice Management is now Optum Practice Management Ingenix CareTracker Electronic Health Record (EHR) is now Optum Physician EMR. The combined CareTracker product is now Optum PM and Physician EMR. As part of the rebranding, the Health Record module has been renamed Medical Record and the login page has been redesigned to reflect the Optum brand. Figure 1 Optum PM and Physician EMR login page Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 8 of 43

9 2 Financial Module 2.1 Correspondence This release includes significant enhancements to Optum PM s Correspondence application, including an updated user interface that reflects the new Optum style. Figure 2 Patient Correspondence Searching & Sorting Correspondence When you launch the application, the work list displays correspondence for the patient in context, by default. The filters allow you to search and sort the work list: Use Pt in Context Displays correspondence only for the patient in context. (Deselect the checkbox to view correspondence for all patients.) Show Unprinted Only Displays only unprinted correspondence in the work list. Show Inactive Displays both active and inactive correspondence in the work list. You can search for correspondence by date range. The options are: Last Encounter Past 6 months Past year Custom date range You can sort the correspondence work list by clicking on the column headings Correspondence Work List Features In the correspondence work list you can: Manually add new correspondence from all access points, except when the application is launched from the Corr button on the Name Bar. Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 9 of 43

10 Financial Module View letters or documents attached to a correspondence item. Deactivate and activate correspondence. Deactivating removes the correspondence from the default work list view. Click the ToDo incident ID in the work list to launch the associated ToDo in the Messages Center. Print Practice Management correspondence individually or in bulk. Mark correspondence items as printed individually or in bulk Work List Columns Table 1 describes each column in the redesigned correspondence work list. Table 1 Correspondence work list columns Column Date Type Notes Description The date the correspondence was created. Note: System generated correspondence displays both the date and time the item was created. The correspondence type (letter to patient, ToDo, phone call, etc.) The content of the Notes column is determined by the correspondence type: If the correspondence was manually entered, this column displays the values from the Notes field. If the correspondence is a ToDo or Fax, this column displays the value from the Notes field. If the correspondence is a Letter or Patient Education, this column displays the title. If the correspondence type is HealthTracker, this column displays the HealthTracker notification subject line. If the correspondence type is Patient Visit Summary, this column displays Patient Visit Summary Printed. Encounter ToDo ID Operator Printed The encounter linked to the correspondence. When a patient receives a ToDo, this column displays the ToDo ID number and a link to the ToDo. The link opens the ToDo in a new window and gives you the option to print the ToDo incident details. Displays the name of the operator who created the ToDo. Indicates whether a Practice Management correspondence has been printed. Click the documents button to launch the attached document in the Document Viewer. Click the letters button to view attached letters in a new window. Hover over the icon to view the name of the letter. Click the active button to activate the correspondence. Click the inactive button to set the correspondence to inactive. Deactivating removes the correspondence from the default work list view. 10 of 43 Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc

11 Financial Module Printing Correspondence Select the checkbox next to one or more correspondence items in the work list and then select Actions > Print Practice Letters to print the selected items. Tip: Click All to select all of the correspondence items in the work list. Click Print Correspondence Log at the top of the work list to print a log of all patient correspondence. Note The PDF generated when printing patient correspondence now includes the ToDo incident ID number and the Attachment ID has been replaced with the document name Correspondence Settings You can customize which correspondence items are displayed in your default view when Correspondence is accessed from the Medical Record. Click the configure icon to display the Correspondence Settings dialog box. You can choose to either display all of the patient s correspondence or just the patient s clinical correspondence (omitting practice management ToDos and letters). The default view is specific to the operator and applies to all of the operator s groups. Figure 3 Correspondence Settings Accessing Correspondence With this release, the Correspondence application has been added to the Documents tab in the Patient Information window. The Patient Information window is launched from the Info button on the Name Bar. Correspondence and Unprinted Correspondence is accessed from the following locations: Name Bar > Patient Info Window > Documents tab > Correspondence Financial Module > Correspondence tab Name Bar > Corr button Health Record > Correspondence pane Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 11 of 43

12 Financial Module Home Module > Practice Dashboard > Unprinted Correspondence You must have the Demographics - Correspondence or Medical Records Correspondence security privilege included in your operator profile to access this application. Note: The Demographics Correspondence security was previously named Financial Corresp. For more information, see the following topics in Optum PM and Physician EMR : -Name Bar > Viewing Unprinted Correspondence -Name Bar > Patient Info -Home Module > Practice Dashboard > Front Office > Unprinted Correspondence -Financial Module > Adding Correspondence 12 of 43 Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc

13 3 Home Module 3.1 Denials The Denials application has been redesigned and the workflow has been enhanced to allow bulk transfers and adjustments from the work list and assignment of custom denial categories. When the application is accessed from the Practice Dashboard, Optum PM and Physician EMR displays two numbers below the application link: Unworked: The total number of denials that still need to be worked Month Total: The cumulative total of denials for the current month Figure 4 Practice Dashboard: Denials Clicking the Unworked or Month Total links launches the Denials work list Searching Denials You can perform a basic or advanced search for denials. Basic Denial Search Table 2 lists the basic search filters displayed at the top of the denials work list. Table 2 Basic Search Filters Search Filter Group Posted Date Range Financial Class Category Fiscal Period Description Search for denials in one or more of the operator s groups. Note: If All groups are selected, Optum PM and Physician EMR will limit the search to the last 3 months. Search for a denial posted during a specific date range. Note: If All is selected in the Groups field, Optum PM and Physician EMR will limit the posted dates included in the search to the last 3 months. Search for a denial in one or more global or company specific financial classes. Search for a denial by one or more global or company specific denial categories. Note: Denial categories are created in the Denial Category maintenance application on the Setup tab in the Administration module. See Denial Category Maintenance on page 15. Search for a denial by fiscal month. Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 13 of 43

14 Home Module Search Filter Fiscal Year Description Search for a denial by fiscal year. The selected fiscal period displays in the header of the work list to show the date range of the denials in the search results. The work list footer displays the total procedure count and total procedure balance. Figure 5 Denial: Fiscal period display Advanced Search Click the Advanced Search link to access additional search filters. The options are described in Table 3. Table 3 Advanced Search Filters Search Filter Batch Show Unbilled Claims Description Search for denials in a specific batch Select Yes to display only unbilled claims Select No to display only billed claims Procedure Paid Recent Activity Select Show All to display billed and unbilled claims Select Yes to display only denials without a procedure balance Select No to display only denials with a procedure balance Displays denials that have had activity within 30 days Denials Work List Search results are displayed in the denials work list. Click the column headings to sort the denials in the list by Group, Financial Class, Denial reason, Procedure Count or Balance. Place your cursor over the info icon to display the full denial description. 14 of 43 Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc

15 Home Module Figure 6 Denials work list Denial Details Clicking on a denial in the work list displays the Denial Details. From the details screen you can: Click the denial to display the Procedure Line Item Details in a new window Adjust denials individually or in bulk. When adjusting denials individually, you can select an amount to adjust. When adjusting multiple denials, all procedures will be adjusted to zero. Transfer one or more denial balances to private pay Launch the Open Items application for a denial View the Claim Summary for the denial Click the Microsoft Excel icon a Microsoft Excel file. at the bottom of the work list to export the denial details to Figure 7 Denial Details Table 4 describes the information displayed in the Denial Details work list columns. Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 15 of 43

16 Home Module Table 4 Denial Details Column Patient Insurance Provider Svc Date Posted Location POS CPT Diagnosis Balance Charge (Payment) (Claim Summary) Description The patient linked to the denial The insurance on the procedure denial The provider on the procedure denial The date of the procedure service The date the denial transaction was posted The location linked to the denial The place of service code The procedure codes associated with the denial The diagnosis codes associated with the denial The denial balance The denial charges Click the payment button to launch the Open Items application. Click the button to launch the Claim Summary in a new window Default Operator Settings The operator can set defaults for how Optum PM and Physician EMR displays denials. Click the configure icon to launch the Default Operator Settings window. The default settings are specific to the company and only apply when the application is initially launched. Table 5 describes the default setting options. Table 5 Denials: Default Operator Settings Filter Group Financial Class Category Use Current Fiscal Month Show Unbilled Claims Description Displays denials for the selected groups Displays denials for one or more financial classes Displays denials for one or more denial categories Shows denials for the current fiscal month by default Select Yes to show only unbilled claims Select No to show only billed claims Procedure Paid Recent Activity Select Show All to display both billed and unbilled claims Displays the balance for the procedure for all insurances Displays only the denials that have had activity within 30 days Support & You must have the Denials security privilege included in your operator profile to access this application. 16 of 43 Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc

17 Home Module For more information, see the following topic in Optum PM and Physician EMR : Home module > Practice Dashboard > Billing > Denials Denial Category Maintenance You can now organize denials by assigning custom denial categories. Each category is linked to one or more denial transaction types. Company specific Denial Categories are created and maintained in the Denial Category maintenance application on the Setup tab in the Administration module. There are 3 levels of denial categories: CareTracker Global Available to all users across all companies. Channel Partner Global Available to all Channel Partner companies. Company Specific Only available in the specific company to which it was assigned. In the work list: Click the column headings to sort the list of denial categories by Channel Partner, Company, Denial Category or Level. Click the transactions button to view the transactions linked to the denial category. Click the audit log button to view a history of changes made to the denial category, including the fields changed, a description of the activity and the name of the operator who made the change. Click the edit button to edit a denial category. Support & You must have the Denial Categories security privilege included in your operator profile to access this application. For more information, see the following topic in Optum PM and Physician EMR : Administration module > Setup > Financial > Denial Categories 3.2 Messages Center This release includes significant enhancements to the Messages Center workflow, including the addition of pre-formatted templates for mail messages, ToDos and faxes Event Manager The new Event Manager application allows operators to create templates and assign them to macros that run when certain events are triggered throughout Optum PM and Physician EMR. A Macro is a grouping of one or more templates. Macros are assigned to a specific group and Event Type. Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 17 of 43

18 Home Module A Template is a pre-formatted body of text. Templates are assigned to a specific group and a single macro. An Event Type is an action that is triggered by a macro such as a ToDo, fax, or mail message Macros Macros will trigger one of the following event types: Send a fax Send a ToDo Send a mail message Using Macros On screens that have not been updated to the new Optum style, a shortcut menu has been added to the Fax, Mail and ToDo buttons, allowing you to select from a list of macros created for the event. On screens that have been updated to the Optum style, the ToDo, Fax and Mail buttons have been replaced with a single Msg Center button. Clicking the arrow next to the button launches a menu of available macros. You also have the option to create a ToDo, fax or mail message without a macro. Figure 8 Accessing Macros on updated screens For screens that use radio buttons or Actions menus (Figure 9) to launch message center events, you must launch the ToDo, Fax or Mail Message first and then select the macro from inside the Message Center. Figure 9 Accessing Macros on updated screens 18 of 43 Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc

19 Home Module Creating a Macro Message Center templates and macros are created and maintained in the Event Manager application in the Administration module. Macros can be group-specific or available to all groups in a company. You can assign multiple templates to a macro. You can specify whether a macro is available in both Practice Management and the Medical Record or only from one of those access points Templates Templates are used to pre-format text for commonly used content. For example, you can create a standard mail message for outgoing referrals. Any time that template is selected, the mail message is automatically populated with the text in the template. Note Templates are limited to 2,000 characters. The Event Manager application is accessed on the Setup tab in the Administration module. This application replaces the Events application. Support & You must have the Event Manager security privilege included in your operator profile to access this application. For more information, see the following topic in Optum PM and Physician EMR : Administration module > Setup > System > Even Manager ToDo Defaults The ToDo workflow has been enhanced with default settings for the Category, Type and Reason based on where you are in Practice Management when the ToDo is launched. Table 6 lists the default settings for each of the ToDo access points in Practice Management. Table 6 Practice Management ToDo Defaults by access point Practice Management Access Point Default Category Default Type Default Reason Name Bar > ToDo Interoffice Practice Management Other Name Bar > Refer > ToDo Interoffice Practice Management Referral - Authorization Patient > Ref/Auth tab Interoffice Practice Management Referral - Authorization Doc Management > ToDo Interoffice Practice Management Other Name Bar > Doc Mngmt > ToDo Interoffice Practice Management Other Dashboard > Visits on Hold > Interoffice Practice Management Visit on Hold Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 19 of 43

20 Home Module Practice Management Access Point ToDo Dashboard > Charges on Hold > ToDo Default Category Default Type Default Reason Interoffice Practice Management Charge on Hold The default setting can be changed if needed. For more information, see the following topic in Optum PM and Physician EMR : Home module > Messages Center > Creating a ToDo ToDo Reason Patient Care Management has been added as an option in the ToDo Reason list. Patient Care Management is available as an option when the Category = Support Center and the Type = EHR ToDo Replies An operator will now receive an alert if they try to send a reply to a ToDo without typing any content in the body of the ToDo Medical Spell Checking Optum PM and Physician EMR now utilizes the ASP Spell Check Medical Dictionary (English) to validate entries typed in areas of the product where spell checking is supported such as progress notes, ToDos, mail messages, faxes, etc. To check the spelling of text entered, click the Spell Check button dialog box. to open the Spell Check Note You can add custom words to the spell checking dictionary, however, they are only saved on the computer you are using during the session and only for a 90 day period. This is a limitation of the dictionary and not Optum PM and Physician EMR Fax Cover Sheet You now have the option not to include the default cover sheet when sending a fax. When the Include Header Page checkbox is selected, the fax cover sheet will be included. When the checkbox is not selected, the fax cover sheet will not be included. 20 of 43 Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc

21 Home Module For more information, see the following topic in Optum PM and Physician EMR : Home module > Messages Center > Sending and Viewing Faxes 3.3 Electronic Remittances The Payment Mode has been added as a column in the Electronic Remittances application. The following values will appear in the column: ACH - Automated clearing house BOP - Financial institution CHK - Check FWT - Federal reserve funds/wire transfer NON - Nonpayment For more information, see the following topic in Optum PM and Physician EMR : Home module > Practice Dashboard > Billing > Electronic Remittances 3.4 Prescription Renewals The Prescription Renewal work list includes a new column that displays the phone and fax numbers for the pharmacy submitting the renewal request. The application is accessed from: Home Module > Dashboard > Practice> Prescriptions Renewals Clinical Today > Quick Tasks > RX Renewals Clinical Today > Tasks tab > Prescription Renewals For more information, see the following topic in Optum PM and Physician EMR : Home Module > Practice Dashboard > Clinical > Prescriptions > Prescription Renewals 3.5 Batch Level Rejections A new application has been added to the Practice Dashboard allow you to view batch level claim rejections received from the OptumInsight Clearinghouse. The work list shows load ID, payer code and claim count. Click on the notes icon to view a detailed error report. The Batch Level Rejections application is accessed from the Billing section of the Practice Dashboard. You must have the Billing Batch Level Rejections privilege included in your operator profile to access this application. Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 21 of 43

22 Home Module For more information, refer to the following topics in Optum PM and Physician EMR Online Help: Home Module > Practice Dashboard > Billing > Batch Level Rejections 3.6 New Insurance The New Insurance application link has been moved to the Front Office Patients section of the Practice Dashboard. 3.7 Patient Search The patient search has been updated to make it easier to search for a patient by social security number. In the patient search window, accessed from the Name Bar, you can now search for a patient using the last 4 digits of their social security number instead of entering all 9 digits. For more information, refer to the following topic in Optum PM and Physician EMR : Name Bar > Patient Search Options > Advanced Patient Search 22 of 43 Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc

23 4 Patient Module 4.1 Referrals The Referrals workflow has been streamlined, allowing you to save and print a referral in one step. The Save & Print button has been added to the bottom of the referral window. For more information, see the following topic in Optum PM and Physician EMR : Patient Module > Referrals and Authorizations > Creating a Referral 4.2 At a Glance Patient Information Window The At a Glance Patient Information window has been updated to include the name of the provider or resource associated with the patient s 4 previous and 4 pending appointments. The window is accessed by clicking the Patient Info button the Name Bar. next to the patient s name on For more information, see the following topic in Optum PM and Physician EMR : Name Bar > Patient Information 4.3 Patient Status A status of Discharged has been added as an option in the Active Status field in the Demographics application. Patients assigned this status remain active in Optum PM and Physician EMR. 4.4 Family Tab: Relationships Legal Guardian and Health Care Proxy have been added as options in the Relationship list on the Family tab in the Patient module. Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 23 of 43

24 5 Scheduling Module 5.1 Adding a Chief Complaint to an Appointment When booking an appointment you now have the option to either select a chief complaint from a list of favorites or manually entering a complaint in a free text field. You can only use one of the fields to enter a chief complaint. Figure 10 Book Appointment: Chief Complaint The chief complaint is displayed on the schedule and carried over to the progress note for the visit associated with the appointment. If the chief complaint is linked to a progress note template, Optum PM and Physician EMR will automatically apply the associated progress note template and select the chief complaint that is linked to the appointment. If the complaint is entered manually, then this text will be pulled into the CC/HPI text box. You can create the list of favorite complaints for your group in the new Chief Complaint maintenance application in the Administration module. See section 6.6 Chief Complaint Maintenance on page 27. Please see the following topics in Optum PM and Physician EMR : Scheduling > Book > Booking Appointments > Booking an Appointment 5.2 Book: Appointment Colors You can now customize your schedule by color coding appointment types. For example, you can assign a color to help quickly identify new patient visits on the schedule. The color is applied to the border of the appointment in the Book application. The color assigned to an appointment type overrides the default border colors used to identify appointment conflicts (brown/pink) and forced appointments (blue). Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 24 of 43

25 Scheduling Module Figure 11 Appointment border color The appointment color is assigned in the Appointment Types application in the Administration module. See section 6.2 Appointment Types on page 24. Please see the following topics in Optum PM and Physician EMR : Scheduling Module > Book > Booking Appointments > Booking an Appointment 5.3 Visit: Extended Amount The Visit window has been enhanced to make it easier to determine if the total charge amount is correct when more than one unit is entered for a CPT code. The total charge for the procedure (fee multiplied by number of units) is displayed in the Extended Amount field. Figure 12 Visit: Extended amount Please see the following topics in Optum PM and Physician EMR : Scheduling Module > Book > Mini Menu > Visit 5.4 Appointment Detail & Appointment List The patient s mobile phone number is now included in the Appointment Detail report and in the printed appointment list. Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 25 of 43

26 Administration Module 6 Administration Module 6.1 Order Sets This release includes significant enhancements to the Order Sets application, including: A redesigned user interface, including a new tab format allowing you to quickly organize and locate order sets for your practice Ability to assign diagnosis (ICD-9) codes to an order set at the provider, company or group level Ability to copy order sets to and from providers, groups and companies Ability to pull favorites into order sets The option to create an order set for any facility that has a compendium in Optum PM & Physician EMR Note Please refer to the Optum Physician EMR 7.6 Release Notes for more information on the Order Sets application. 6.2 Appointment Types You now have the option to color code appointment types. The color is selected from the Scheduling Book Border field when adding or editing an appointment type. The color is applied to the border of the appointment in the Scheduling Book application. Note The color assigned in the Appointment Types application overrides the default border colors used to identify appointment conflicts (brown/pink) and forced appointments (blue). 26 of 43 Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc

27 Administration Module Figure 13 Appointment border color The Appointment Types application is accessed from the Setup tab in the Administration module. See section 5.2 Book: Appointment Colors on page 22. Please see the following topics in Optum PM and Physician EMR : Administration Module > Setup > Scheduling > Appointment Types 6.3 HealthTracker: Ask the Practice A new HealthTracker feature has been enabled to enhance communication between patients and their physician s practice. The Ask the Practice feature allows the patients to send a message to a practice via the HealthTracker website. The practice can designate which operators or queues will receive the messages sent by patients. Mail messages sent by patients will appear in the operator s inbox in the Messages Center. In HealthTracker, patients click the Ask the Practice link in the Quick Links menu to compose a new . The patient can select from the list of recipients designated by the practice. replies from the practice appear in the patient s HealthTracker Messages. Tip: As a best practice, you can create queues for the areas of the practice patients most frequently contact. For example, you can create queues for Front Desk, Billing, or Scheduling and then add the appropriate operators to each queue. See section 12.2 Quick Links: Ask the Practice on page 39. Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 27 of 43

28 Administration Module 6.4 HealthTracker: Patient Photo A new option has been added to HealthTracker s Update Information feature. When Allow HealthTracker Photo Upload is set to Allow Changes, the photo a patient adds to HealthTracker will appear in the Optum PM and Physician EMR Demographics application. And any time the photo is updated in HealthTracker, the photo is automatically updated in the Patient Info window. Changes to the patient s photo affect all groups in the company. 6.5 HealthTracker: Billing Address Update Patients can now update their billing address as well as their home address via HealthTracker. Practices will be able to review and approve updates to the patient s home or billing address in the HealthTracker Patent Updates application on the Practice Dashboard. Figure 14 Dashboard: HealthTracker Patient Updates Practices must select Allow Changes for the Home/Billing Address option on the Update Information tab in the HealthTracker setup application. Note: When the Home/Billing Address option is set to No Changes Allowed, the patient address fields are disabled in HealthTracker. Figure 15 Allow HealthTracker Features 28 of 43 Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc

29 Administration Module In HealthTracker, patients will have the option to indicate if their billing address is different from their home address by selecting the Update Billing Address checkbox on the Patient Information screen. See section 12.1 Patient Information: Billing Address on page 38. For more information, refer to the following topics in Optum PM and Physician EMR Online Help: - Home Module > Practice Dashboard > Front Office > HealthTracker Patient Updates - Administration Module > Setup > Practice Management > HealthTracker 6.6 Chief Complaint Maintenance A new Chief Complaint Maintenance application has been added to the Administration module allowing you to: Create a favorite list of Medcin-based chief complaints Link chief complaints to a progress note template Select from the chief complaint list when booking appointments Automatically apply a template to a progress note based on the chief complaint You can create a chief complaint that is specific to a group or available to all groups in the company. If the chief complaint is not assigned to a specific group it is automatically available to all groups in the company. Figure 16 Chief Complaint application Adding a Chief Complaint to an Appointment When booking an appointment you now have the option to either select a Chief Complaint from the list of favorites created in the Administration module or manually entering a complaint in a free text field. The chief complaint from the Book Appointment screen is carried over to the progress note for the visit associated with the appointment. Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 29 of 43

30 Administration Module Figure 17 Book Appointment: Chief Complaint Template Hierarchy If the chief complaint is linked to a progress note template, Optum PM and Physician EMR will automatically apply the linked template to the progress note for that visit. Optum PM and Physician EMR uses the following hierarchy to determine which template is applied to the progress note: By default, Optum PM and Physician EMR will apply the progress note template linked to the chief complaint selected in the Book Appointment window. If the chief complaint for the appointment is not linked to a progress note template, then Optum PM and Physician EMR will apply the template linked to the appointment type. If there is no template linked to either the chief complaint or the appointment type, Optum PM and Physician EMR will apply the template set in the operator s batch. Note Please see the Optum Physician EMR v7.6 Release Notes for detailed information on linking chief complaint templates to progress notes. Please see the following topics in Optum PM and Physician EMR : - Scheduling > Book > Booking Appointments > Booking an Appointment - Administration Module > Setup > Scheduling > Chief Complaint Maintenance 6.7 Linking Templates to Appointment Types You can now link a progress note template to an appointment type, streamlining the process of applying a template to a progress note. The template is linked to the appointment type in the Appointment Types application in the Administration module. When the operator launches the progress note for a visit, Optum PM and Physician EMR automatically applies the template linked to the appointment type for that encounter. The operator can switch to a different template at any time. 30 of 43 Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc

31 Administration Module Optum PM and Physician EMR uses the following hierarchy to determine which template is applied to the progress note: By default, Optum PM and Physician EMR will apply the progress note template linked to the chief complaint selected in the Book Appointment window. If the chief complaint for the appointment is not linked to a progress note template, then Optum PM and Physician EMR will apply the template linked to the appointment type. If there is no template linked to either the chief complaint or the appointment type, Optum PM and Physician EMR will apply the template set in the operator s batch. Please see the following topic in Optum PM and Physician EMR : Administration Module > Setup > Scheduling > Appointment Types 6.8 Combine Duplicate Patients The Combine Duplicate Patients application has been updated to include the patient s Messages Center content. When two patients are combined, Optum PM and Physician EMR saves the ToDos, faxes and s in the combined patient record. For more information, see the following topics in Optum PM and Physician EMR : Administration Module > Practice > System Administration > Combine Duplicate Patients 6.9 Instamed Partial Payments Optum PM and Physician EMR s response code has been updated for partial payments made via prepaid credit/debit cards. When the balance on a card is less than the amount charged, Instamed will post a partial payment and then the transaction will be posted in Optum PM and Physician EMR. For more information, see the following topics in Optum PM and Physician EMR : Administration Module > Setup > Practice Management > Payment Connect 6.10 Operator Settings The Change Password application has been renamed Operator Settings. The application has been enhanced to allow operators to enter their contact information as well as reset their Optum PM and Physician EMR password. The contact information will be used by Optum Support to follow up with operators on support issues or ToDos. The Operator Settings application collects the following information: address Phone number & extension Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 31 of 43

32 Administration Module Optum PM and Physician EMR password Password verification question As a best practice, all operators should update their information in the Operator Settings application. Please see the following topic in Optum PM and Physician EMR : Administration Module > Practice > System Administration > Operator Settings 6.11 Allowed Schedules Operators can now manually build an allowed schedule in Optum PM & Physician EMR. Selecting the Add New Schedule option allows you to create a schedule and then add all of the procedure codes manually. You also have the option to upload or copy an existing schedule. The application s user interface has also been updated to reflect the Optum style. Please see the following topic in Optum PM and Physician EMR : Administration Module > Setup > Contracts and Fees > Allowed Schedules 6.12 Contracts The fields in the Contracts application have been expanded to make the selections easier to read and prevent the items in the drop-down list from being cut off Patient Data Export The following demographic data is now included when patient data is exported: Race Ethnicity All addresses All phone numbers The Patient Data Export application is accessed from the Practice tab in the Administration module. Please see the following topics in Optum PM and Physician EMR : Administration Module > Practice > Import/Export > Patient Data Export 32 of 43 Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc

33 Administration Module 6.14 Quick Picks: Fee Schedules The Quick Picks application has been updated to only display active fee schedules in the Quick Picks search results. This will prevent a user from accidentally adding an inactive fee schedule to their quick pick list. The Quick Picks application is access on the Setup tab in the Administration module. Please see the following topic in Optum PM and Physician EMR : Administration Module > Setup > Financial > Quick Picks 6.15 Letter Editor Fields The Practice Letter Editor has been updated, allowing you to pull visit information into a patient receipt letter. You can include the following fields in a FinTrans letter type: Date of service Procedure codes, descriptions and units Diagnosis codes, descriptions and units Billing provider s license number Provider s tax ID and NPI number Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 33 of 43

34 7 Document Management Module 7.1 File Types You can now upload the following file types into Document Management when the Client Tool is installed: RTF (Rich text format) PWI (Microsoft Word Mobile Document) WAV (Audio file) JNT (Windows Journal file) 7.2 Document Audit Log An audit log has been added to the Document Management module to track all the activity and changes for a document. The log includes all activity from Support, the Channel Partner portal and in the product. The log lists the action taken, the field that was modified, a description of the activity, the operator s name and the date and time of the activity. You can filter the log by action type, operator and date. You can also sort the log by clicking the column headings. To view the audit log, open the document in the document viewer and click the Audit Log link. Figure 18 Document Management Audit Log 7.3 Document Settings Optum PM and Physician EMR will maintain the zoom settings when paging through a multipage document in the Document Viewer. 7.4 Document Sub-Type List The Document Sub-Type field has been enhanced to streamline the workflow. You can now type the first letter of the sub-type to jump to that section of the list instead of scrolling through all of the options. Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 34 of 43

35 Document Management Module 7.5 Refresh Document Work List After uploading a document, Optum PM and Physician EMR will refresh the document work list to display the uploaded document. Note The uploaded document will only be visible if the document management search filters are set to display the document. 7.6 Expand/Collapse Metadata Pane A new feature has been added to the document viewer allowing you to collapse the metadata pane to view the document full screen. Clicking the Collapse button minimizes the metadata column on the left side of the viewer. Clicking the Expand button restores the metadata pane. Figure 19 Collapse document metadata Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 35 of 43

36 8 Connections Module 8.1 Template Mappings The Template application in the Connections module has been redesigned to enhance and streamline the data mapping workflow. The Template application is used to map external vendor code sets to Optum PM and Physician EMR values for importing patient, financial and appointment data via an HL7 interface. The updates to this application include: Redesigned user interface An audit log to track the history of changes to a template Figure 20 Connections: Template Mapping Please see the following topic in Optum PM and Physician EMR : Connections Module > Templates Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 36 of 43

37 9 Reports Module 9.1 PQRI Reports The following PQRI reports have been updated for 2012: PQR_M005 ACE Inhibitor or ARB Therapy PQR_M006 Oral Antiplate Therapy PQR_M008 Heart Failure LVSD Beta Blocker Therapy PQR_M044 Beta Blocker with CABG PQR_M053 Asthma Pharmacologic Therapy PQR_M056 Bacterial Pneumonia Vital Signs PQR_M057 Bacterial Pneumonia Oxygen PQR_M058 Bacterial Pneumonia Mental Status PQR_M059 Bacterial Pneumonia Antibiotic PQR_M064 Asthma Assessment PQR_M117 Dilated Eye Exam in Diabetic Patient PQR_M122 Chronic Kidney Disease Blood Pressure Management PQR_M128 Preventive Care and Screening PQR_M130 Current Medications in the Record PQR_M197 CAD Drug Therapy for Lowering LDL - Cholesterol PQR_M226 - Preventative Care and Screening: Tobacco Use: Screening and Cessation Intervention These reports are accessed from the PQRI Reports link in the Medical Reports section of the Reports module. Please see the following topic in Optum PM and Physician EMR : Reports Module > Medical Reports > PQRI Reports Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 37 of 43

38 10 Transactions Module 10.1 Open Items The group tax identification (TIN) and national provider identifier (NPI) numbers are now displayed on the Claim Summary detail print out. Patient s need the group TIN and NPI when submitting claims to their insurance company Procedure Line Item Detail The Authorization field in the Procedure Line Item Detail screen now displays the claim authorization instead of the number of the authorization originally linked to the procedure EOB Reports Explanation of Benefits (EOB) reports has been updated with the Optum logo and branding. Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 38 of 43

39 11 Claims 11.1 North Carolina Medicaid Medicaid of North Carolina requires an override number in order to process some 837 claims. In order to send this override with the claim, the practice must add a field to the Practice Defined Patient Details labeled: Carolina Access Override #. The practice must populate this field with the Carolina Access Override number for the patient. Figure 21 Practice Defined Patient Details The Practice Defined Patient Details application is accessed on the Setup tab in the Administration module. The Carolina Access Override number is entered for the patient on the Details tab in the Patient module. Please see the following topics in Optum PM and Physician EMR : - Administration Module > Setup > Patient > Practice Defined Patient Details - Patient Module > Patient Details 11.2 Medicaid of Illinois The following provider data is now included in Medicare of Illinois crossover claim forms: Box 22 - billing providers first and last name Box 23 - billing providers individual NPI number Box 27 - provider group Medicare PTAN number 11.3 Claim Exception A claim exception has been added for DMERC claims. The service location of the transaction is populated in Box 32 when Home is the place of service. Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 39 of 43

40 12 HealthTracker This section outlines changes to the HealthTracker user experience Patient Information: Billing Address Patients can now update their billing address as well as their home address via HealthTracker. The new address fields display when the Update Billing Address checkbox is selected on the Patient Information page. The practice will review and approve updates to the patient s home or billing address in the HealthTracker Patent Updates application on the Practice Dashboard. Figure 22 HealthTracker: Patient Information Note If the Home/Billing Address option is not activated for the practice, the patient address fields are disabled in HealthTracker. See section 6.5 HealthTracker: Billing Address Update on page 26. Optum Practice Management 7.6 Release Notes_v1.06_29JUN12.doc 40 of 43