Optum Physician EMR Administration Module Setup Guide for Clinical Today

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1 Optum Physician EMR Administration Module Setup Guide for Clinical Today

2 Purpose of this Document This document is a guide through Optum Physician EMR s Practice, Clinical and Setup tabs in the Administration Module that are relevant to using the Clinical Today module. What you will learn and be trained for is: The required setup functions to ensure appropriate access to features and functionality for operators Optional setup features and functions to customize your Optum Physician EMR company

3 Pre-requisite Recorded Trainings and Task The following are required before proceeding to Clinical Today administration setups: View trainings: Clinical Today Operator and Roles Complete the EMR Training Task Workbook for Clinical Today For comprehensive training: HELP drop-down Online Training Browse Catalog Self-paced recorded trainings

4 Topics Administration Practice Tab Queues MyFax Queue Using the VIP Log Optum Physician Portal Operators & Roles Administration Clinical Tab Care Management Activation Formal Health Record Visit Summary Administration Setup Tab Optum Patient Portal (HealthTracker) Appointment Types Custom Resource Resources linked to Billing provider Room Maintenance Optum Physician EMR Client Document Folders & Sub-Types Note: Optum Physician EMR Medical Practice Setup Guides may not apply to all companies. Please review HELP; then check with your EHR Implementation Specialist or Optum Physician EMR Support to determine if extra setup or tasks are necessary.

5 Detailed Recorded Setup Training and SnipIt Training Recorded Trainings and SnipIt Recorded Trainings are available in Optum Physician EMR HELP. These presentations teach features and functionality. Before Setup, please complete the Recorded Training associated with the module. Other Recorded Training for Clinical Today are: MyFax Queue Optum Physician Portal (Referral Network Invite for Referring Providers Network Portal) Operators and Roles Optum Patient Portal ( formerly HealthTracker) For comprehensive training: HELP drop-down Online Training Browse Catalog Self-paced recorded trainings

6 Queues Queues are used to organize and group ToDos, mail and faxes in the Messages Center Queues can contain multiple operators, allowing you to route ToDos to a group rather than to an individual Optum Physician EMR provides a several global queues, such as the Support queue where you can direct a question or issue to the Support team Practices can also create custom queues for your company for routing ToDos or sending and receiving faxes Message Center Note: The practice must setup a MyFax account to send faxes out of Optum Physician EMR

7 Adding Queues Go to Administration Module Practice tab System Administration Queues Select Add New Queue to add a new queue: Enter the Queue Name If your company has multiple Groups; select a group from the drop down Click Save

8 Adding Operators to Queues 1. After creating your queue, click the row of your new queue to select 2. Click the Operator button at the bottom of the page 3. A popup list of operators appears 4. Select operators to be assigned to queue and click Save

9 Accessing ToDo Queues Access the Queues you are assigned by clicking on your To Dos in the bottom left corner of Optum Physician EMR For comprehensive training: HELP drop-down Online Training Browse Catalog Self-paced recorded trainings

10 MyFax Queue Optum Physician EMR uses the MyFax application from Protus to provide a secure e- faxing solution that allows you to send and receive faxes from any ToDo-FAX in Optum Physician EMR or the Prescription Writer in the medical record. For comprehensive training: HELP drop-down Online Training Browse Catalog Self-paced recorded trainings

11 Optum Provider Portal Optum Physician EMR s Optum Provider Portal is a secure, web-based provider portal that drives referral networking efficiency by easing the physician-to physician communication process. For comprehensive training: HELP drop-down Online Training Browse Catalog Self-paced recorded trainings

12 Operators & Roles An operator's privileges in Optum Physician EMR are determined by the Role(s) and Override(s) assigned to their profile Roles determine which Optum Physician EMR modules and applications an operator can access Overrides are used to either restrict an operator's access to a certain applications and functionality, or they can be used or grant an operator additional privileges that may not be included in their role. From the Operators & Roles function: Add an operator Edit an existing operator s roles/overrides Remove an operator from your practice Monitor operator activities For comprehensive training: HELP drop-down Online Training Browse Catalog Self-paced recorded trainings

13 Care Management Activation The Care Management application is used as a proactive reminder tool to improve patient care management Population Management application measures and tracks the care of the patients in your practice according to the care recommendations of the Center for Disease Control (CDC), and NCQA/HEDIS guidelines Practices have the ability to activate patient care management protocols that cover a number of health maintenance and disease management items For Meaningful Use at least one Care Management rule should be activated, this is C13 Clinical Decision support rule

14 Care Management Activation Care Management ensures regular follow-up by the care team, provides timely reminders for providers, identifies relevant subpopulations for proactive care and facilitates individual patient care planning Review the Quality Measures reports in Optum Physician EMR to view a list of quality measures and measure satisfiers available through Optum Physician EMR Select the check off box for one or more Health or Disease Management item Select Save Go to Administration Clinical Tab Maintenances Care Management Activation

15 Population Management After activating your company s Care Management options; navigate to Clinical Today tab Population Management Click Repopulate All Registries to apply the Care Management options or PCM to your patient population Use the drop down search criteria's for patients who have due or overdue items that match the activated Care Management Items in both Health Maintenance and Disease Management registries

16 Formal Health Record A Formal Health Record is a pre-set of selection of the patient s medical record that can be quickly selected from the medical record s Print button in the Clinical Toolbar. Formal Health records can be printed to send to another provider or give to a patient. When a Formal Heath Record is printed, Optum Physician EMR records the entry in the clinical log All patients with an office visit type encounter who have a clinical log event of Formal Health Record Printed within three business days of the visit date are counted in the Meaningful Use C7 Clinical Summaries requirement. You also may print the Visit or Chart Summary with the required elements. In order to comply with Meaningful Use requirements the Formal Health Record must include the Problem List, Diagnostic Test Results, Medication List, and Medication Allergy List Go to Administration Clinical Tab Maintenances Formal Health Record

17 Formal Health Record In the Chart Summary Report Mode section, select a 1 Column or 2 Column layout for the report In the Chart Summary Sections to Report section, select the checkbox next to each chart summary item to be included in the report In the Items to Report section, select the checkbox next to each item to be included in the report when printed

18 Formal Health Record Print the Formal Health Record from within the patient s EMR: Chart Summary Printer Print Formal Health Record

19 Visit Summary The Visit Summary is a comprehensive report of the patient s visit Pre-selections can be made in Administration Clinical Tab Visit Summary When a patient visit summary is printed, Optum Physician EMR records the Patient Visit Summary Printed entry in the clinical log and the Correspondence application of the Health Record module An office visit type encounter must be in created to print the Visit Summary Printed Visit Summary records in both the clinical log and Correspondence section of the Health Record Printing the Visit Summary also counts towards meaningful use core requirement 7, Clinical Summary In order to comply with Meaningful Use requirements the visit summary report must include the Problem List, Diagnostic Test Results, Medication List, and Medication Allergy List During the action of Sign Progress Note ; practices can request the Visit Summary autoopens for providers to print at the end of the visit Practice s send ToDo to support to request this feature be activated

20 Visit Summary To set the preferences go to Administration Clinical tab Formal Health Record Check off the selected items to be include in the Visit Summary

21 Print Visit Summary There are two methods in which to print the Visit Summary You may print from Clinical Today after the office visit and an encounter has been created: Click the Arrow icon to the left of the Actions menu Click Visit Summary in the Appointments application of the Clinical Today module Optum Physician EMR triggers the encounter associated with the appointment, and displays a PDF of the Visit Summary

22 Print Visit Summary To print visit summary from the Health Record: Click the arrow next to Print on the Clinical toolbar, and then click Print Visit Summary from the drop-down menu: If the patient is not on today s schedule, navigate to the health record and click the Encounter link at the top of the screen Select the Visit encounter date to put that encounter into context to print Visit Summary

23 Optum Patient Portal Optum Patient Portal is a secure web-based portal that facilitates electronic communications between both the patient and provider/practice. Patients can view their medical record, request appointments, make refill medication requests and pay bills online are some of the features the patient has access to through Optum Patient Portal. Some of the features the providers / practices have access to are communication of changes of the patient s medical record, send patient education and respond to appointment request. For comprehensive training: HELP drop-down Online Training Browse Catalog Self-paced recorded trainings

24 Appointment Types Appointment types allow customization of your schedule for each resource or group in your practice Set up your schedule so that only certain appointment types can be booked at certain times An appointment type consists of an appointment name, duration, and task to link to an appointment Appointment Types can also be further customized by adding a specific Clinical Encounter and Transition of Care flag For comprehensive training: HELP drop-down Online Training Browse Catalog Self-paced recorded trainings

25 Appointment Types Practices participating in a Meaningful Use incentive program can include or exclude patients from Quality Measure reporting at the appointment level by linking an appointment type to an encounter type When an appointment is linked to an Office Visit encounter type, Optum Physician EMR will include that patient appointment in Quality Measure reporting If your practice uses Optum Physician EMR s standard encounter types, select the Visit encounter type for visits you want to include in Quality Measure reporting Select the Other standard encounter type for visits you want to exclude from Quality Measure reporting Note: If the Transition of Care is set to Yes, Optum Physician EMR allows you to confirm that the medication list is reconciled when reviewing the medication list. This helps with meeting the meaningful use requirement of performing medication reconciliation

26 Room Maintenance The Room Maintenance feature helps you set up rooms to keep track of a patient appointment by updating a patient's location during their stay at your office (exam room one, nursing station, etc) Room Maintenance selections display in Clinical Today and Scheduling Go to Administration Setup tab Scheduling section Room Maintenance

27 Room Maintenance- Adding a Room To add a room: Enter the name you want to assign to the room in the Room Name box. For example: "Exam Room 1A" Enter an abbreviated name for the room in the Room Short Name box. For example: "Ex 1B" Select the group you want to assign to the new room from the Group list. This determines if the room is shared among all groups in your practice or if it is only used by one group. Select where the room is located from the Location list. This is useful if you are a multi-location practice or if you want to set up floors for specific hospitals when using the Admissions application. By default, the Active field is set to Y Click Save. Optum Physician EMR adds the room

28 Utilizing Rooms/Transfer Transfer is used to indicate that a patient has been moved to a room The rooms available for your practice are defined in the Room Maintenance application on the Setup tab in the Administration module

29 Custom Resources - Linking Billing and Servicing Provider Resources can be people, places, or services Customizing resources links a service or provider to a billing provider which allows for appropriate visit capture For comprehensive training: HELP drop-down Online Training Browse Catalog Self-paced recorded trainings

30 Optum Physician EMR Attachment Client The application installs both of these tools: To install : Go to Administration Setup tab System Optum Physician EMR Client Click the Optum Physician EMR Client link. Optum Physician EMR displays a File Download dialog box. Click Run. Optum Physician EMR launches the Attachment Tool wizard. Follow the installation wizard instructions for installing the Attachment Client and the Optum Physician EMR Client. After the installation is complete, you can batch scan or upload files to the Document Management application

31 Document Management Folders & Sub-Types The Document Management Upload application is used to attach both clinical and nonclinical documents to a patient's medical record Use the Document Folders & Sub-Types application in the Administration module to create company specific folders and sub-types to organize documents By default all clinical documents primary repository will be documents within the patient s medical record Sub-type determines the other Optum Physician EMR location where the document will be saved

32 Document Management/Attachment Folders & Types To create a new folder: Click the Document Folders & Sub- Types link in the System section Click +New Folder. Optum Physician EMR displays the Add New Folder dialog box In the Folder Name box, enter the name for the new folder you are creating From the Available Sub-Types section, select the check box next to each sub-type you want to assign to the folder Click right arrow icon to move the selected sub-types to the Selected Sub-Types section Click Save. Go To Administration Setup System Document Folders & Subtypes

33 Document Management/ Attachment Folders & Types Create Sub-Types To create a new sub-type: Click the Document Folders & Sub-Types link in the System Administration section Select +New Sub-Type. Optum Physician EMR displays the Add New Sub-Type dialog box In the Sub-Type Name box, enter a name for the custom sub-type From the Document Type list, select the document type you want to assign From the Folder list, select the folder in which you want to save the documents assigned the document type and sub-type From the Optum Physician EMR Location list, select the location in Optum Physician EMR where you want the documents saved Select Signature Required Yes or No The Active field is set to Yes by default Click Save.

34 Document Management/ Attachment Folders & Types A folder can have multiple sub-types, but you can only assign a sub-type to one folder Any document sub-type not assigned to a folder is automatically saved in the No Folder Assigned folder Example of completed entry of a Folder and Subtypes below: Go to Document Management and click Add Document to add items

35 Conclusion & Next Steps Complete the live or recorded training session for Clinical Today training Complete the section of the EMR Training Task Workbook for Clinical Today Administration setup activities for Clinical Today module can now be completed Discuss and review your setup activities with your implementation specialists during your next weekly status meeting Contiunue your training and module setups by attending the live or viewing the recorded training session for eprescribing Refer to the eprescribing setup document

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