2 Table of Contents ABOUT... 4 Authorized Use... 4 Questions and Contact Information... 4 SYSTEM REQUIREMENTS... 5 FREE RESOURCES... 6 GETTING STARTED... 7 Account Creation Overview and Types of Accounts... 7 Practice Owner Account Creation... 8 General Account Creation (Physicians and Administrative Staff) Practice Owner Role Verifying Physicians in Your Practice (Practice Owner) Approving an Account (Practice Owner) Invite a Physician to Create an Account (Practice Owner) Deactivating an Account (Practice Owner) Adding a New Physician to mychla(practice Owner) Adding a Non-Physician to mychla (Practice Owner) Delegating Practice Admin Staff to Manage Accounts (Practice Owner) Lost Password Signing in to mychla NAVIGATING AFTER LOG IN...23 Quick Look My Patients Recent Patients View My Patient (Physician View) Shared Patients in Practice Patient Search View Patients (Admin View) Patient Access Requests New Patient Access Request MY REFERRALS...29 View My Referrals (Physician View) View Referrals (Admin View) September 2, 2015 revision Page 2 of 31
3 New Referrals MY PRACTICE Physicians and Administrators in My Practice MANAGE YOUR ACCOUNT Contact Information Sign-up to Receive Notifications Change Your Password September 2, 2015 revision Page 3 of 31
4 ABOUT This manual is designed to help you navigate and use the mychla site and ipad application, both of which help physicians and practice administrators: View a list of a physician s patients Request access to view a patient s medical information View a list of referrals and create new referrals View physician services Access research and other resources NOTE: As mychla provides customized access based on user permission sets, you may see things in this guide that are not available to you upon log in. Authorized Use Usage of this application is limited to its owner via the terms of its development. This application is wholly owned by Children s Hospital Los Angeles, and may not be used or referenced without the institution s express consent. Questions and Contact Information If you have questions, need assistance or would like to recommend an enhancement to the portal or this guide, or want to request additional information, contact: Physician Referral Service (select option 4) September 2, 2015 revision Page 4 of 31
5 SYSTEM REQUIREMENTS MyCHLA is available on Mac and Windows operating systems. The following information is a guideline for the minimum system requirements for authoring and viewing the mychla physician portal. PC/Mac/Desktop/Laptop Windows Mac Browsers Windows Vista and above OS X Mavericks and above Internet Explorer (IE) 9 and above (for optimal performance, use IE 10 and above) Latest versions of Mozilla Firefox, Chrome and Safari Mobile Device Mobile Web Windows Latest device browser Mobile Device Native App, ipad Operating System ios and above September 2, 2015 revision Page 5 of 31
6 FREE RESOURCES A wealth of information is available to you without the need to log in. This information is available on the home page under Physician Resources and Education. September 2, 2015 revision Page 6 of 31
8 Practice Owner Account Creation Step 1 of 4 - Complete the following fields and click next at the bottom of the page. Select Practice Owner as your role. Step 2 of 4 Complete the practice information and click next at the bottom of the page. September 2, 2015 revision Page 8 of 31
9 Step 3 of 4 - Create your user name and password, enter the security questions and answers, and click next on the bottom of the page. Please do not share your user name and password. If others in your practice should also have access to your patients information, they should request their own personal account through the same process above. Step 4 of 4 - Click View/Sign Usage Agreement ( 1-3 ). Once the user agreement is signed, enter the verification code( 4 )and click Complete My Account Setup ( 5 ) at the bottom of the page September 2, 2015 revision Page 9 of 31
10 Signing in to mychla for the First Time as a Practice Owner To comply with federal HIPAA requirements, you will have to enter your user name and password every time you visit the mychla site. Each computer that will be accessing mychla will need to go through the authorization process when you log in for the first time. You have the option of receiving a text message or a phone call to the number you entered during registration. You have the option of receiving a text message or a phone call. Enter your password one last time and you are good to go! September 2, 2015 revision Page 10 of 31
11 Account Verification in Progress: This screen will appear after your log in is completed, and you will receive an confirmation that your account has been created and is being verified by our Health Information Management team. Please allow 48 hours for your account to be verified and approved. You will receive another notification that your account has been approved, which will then allow you to log in and access your patients information and submit referrals. General Account Creation If you are a physician or non-physician in an office that already has a Practice Owner with a mychla account: Go to Click on Create an account (top right corner of page) Complete the account creation process online Enter the unique practice ID number, which can be obtained from the Practice Owner in your office The Practice Owner will receive an with a request to approve your account. Once approved, you will receive an notification. You can now log in and see your patient information and submit referrals as part of the practice. Step 1 of 4 Select the appropriate role, complete the following fields and click next at the bottom of the page. September 2, 2015 revision Page 11 of 31
12 Step 2 of 4 Enter the unique practice ID number, which can be obtained from the Practice Owner in your office, and click next at the bottom of the page. Step 3 of 4 Create your user name and password, enter the security questions and answers, and click next at the bottom of the page. Please do not share your user name and password. If others in your practice should also have access to your patients information, they should request their own personal account through the same process above. September 2, 2015 revision Page 12 of 31
14 You have the option of receiving a text message or a phone call. Enter your password one more time and you are good to go! Account Verification in Progress: This screen will appear after your log in is completed, and you will receive an confirmation that your account has been created and is being verified by the Practice Owner in your office. The Practice Owner will receive an with a request to approve your account. Once approved, you will receive an notification. You can then log in and see your patient information and submit referrals as part of the practice. You will receive another notification that your account has been verified and approved. September 2, 2015 revision Page 14 of 31
15 Practice Owner Role The My Practice tab will show a number of pending items that will need to be verified by the Practice Owner. Please provide your unique practice ID number to anyone in your practice who should have access to the portal. Your practice ID number can be found in two locations: (1) your mychla account confirmation ; and (2) on the portal, under the My Practice tab. Verifying, Approving and Deactivating Users The Practice Owner is responsible for verifying the physicians in his or her practice, approving all accounts created for the practice, and deactivating user accounts when needed. Verifying Physicians in Your Practice The Practice Owner has the responsibility to verify all the physicians in his or her practice. Once a physician is verified, their individual patients will be visible to other physicians and staff in the office that already have a mychla account. Please refer to the Physicians to Verify section under the My Practice tab to verify all the physicians in your practice. If there are physicians listed that are not in your practice, please click No to remove them from the list. Approving an Account You will receive an when a member of your practice has created a mychla account. You will need to log in to the portal to view the person s information and approve the account. Physicians and non-physicians in your practice who have created a mychla account will appear in the User Accounts to Approve section under the My Practice tab. Please select Yes or No to approve each account. September 2, 2015 revision Page 15 of 31
16 Invite a Physician in Your Practice to Create a mychla Account Once you have verified the physicians in your practice, their information will move to the Physicians in My Practice section under the My Practice tab. You can invite physicians in your practice to create a mychla account by clicking on the invite button under the mychla Username column. You will need to verify or enter an address in the next window to send the invite. The physician will receive an with an invitation to create a mychla account. Deactivating an Account To deactivate an account, go to the My Practice tab. Find the user name that you would like to deactivate and click the icon under the Remove column. September 2, 2015 revision Page 16 of 31
17 Adding a New Physician to mychla To add and invite a new physician in your practice to join mychla, go to the My Practice tab and click on Add physician to my practice in the upper right corner of the Physicians in My Practice section, and complete the fields in the new window. Confirm that you wish to add and invite a new physician to your practice by reverifying the physician s address and clicking OK. September 2, 2015 revision Page 17 of 31
18 Adding a Non-Physician to mychla To invite a non-physician in your practice to join mychla, go to the My Practice tab and click on Add non-physician to my practice in the upper right corner of the Non-Physicians in My Practice section, and complete the fields in the new window. Confirm that you wish to add and invite a new non-physician member to your practice by reverifying the member s address and clicking OK. September 2, 2015 revision Page 18 of 31
19 Delegating Practice Administrative Staff to Manage Practice Accounts As the Practice Owner, you may delegate your administrative staff to manage the practice accounts on your behalf. Your staff will have the ability to verify, approve and deactivate accounts. Go to the My Practice tab and switch the option to ON in the Delegation section on the right hand side. Lost Password To reset a user name or password, click the Forgot user name or password? link below the Log In button. You will be required to enter your user name or the address associated with your account. You will receive an with instructions for resetting this information. September 2, 2015 revision Page 19 of 31
20 You will be prompted to select whether you forgot your password and/or user name and enter your first and last names and address. Click Next. Answer the security question and click Submit. You will see a confirmation message. September 2, 2015 revision Page 20 of 31
21 You will receive and with a link to reset your password. Please enter a new password and click Change password. September 2, 2015 revision Page 21 of 31
22 Signing in to mychla To comply with federal HIPAA requirements, you will have to enter your user name and password every time you visit the mychla site. Each computer that will be accessing mychla will need to go through the authorization process when you log in for the first time. You will be prompted to enter a mobile cell phone number to receive a code via phone call or text message. Once you re logged in to the mychla system, click close after you have read the "terms and conditions" to display the home screen. The mychla system provides two options for navigating to the desired application: Via the Quick Look access menu Via the mychla navigation bar September 2, 2015 revision Page 22 of 31
23 NAVIGATING AFTER LOG IN Quick Look After you ve logged in to the system, the right-hand side of your screen will feature an I Want To menu with access to referrals and patient lists. My Patients My Referrals After login, the My Patients and My Referrals tabs will have a down button additional options. that offers you My Patients The My Patients tab contains the following menu options: View My Patients (for physicians) View Patients (for practice administrators) Patient Access Requests New Patients Access Request September 2, 2015 revision Page 23 of 31
24 Recent Patients To the right side of the Quick Look access menu is a list of your patients who have been added to the system since your last log in. Click the See all patients button for a full list of the patients you ve referred to CHLA. NOTE: If your screen is not 100 percent maximized, your navigation menu will display on the left side of the screen. Click the button to display the navigation menu on the left. September 2, 2015 revision Page 24 of 31
25 View My Patients (Physician View) To view a list of patients assigned to a physician, click View my patients. This displays two tables: My Patients and Shared Patients in Practice. Patient Table The patient table displays a list of patients and their names, dates of birth, sex, lab information, radiology (rad) information, notes, and information on their last visit and future visits. Shared Patients in Practice This table lists patients shared within the same practice whom you are assigned by default. The Shared Patients in the Practice table displays a list of patients and their names, dates of birth, sex, lab information, radiology (rad) information, notes, and information on their last visit and future visits. The final column is labeled PMD (primary medical doctor), which identifies the physician responsible for the referral and for sharing the information with the website user. September 2, 2015 revision Page 25 of 31
26 Patient Search When logged in, you can use the search box to search for a patient by name. A patient list will display the results. Type any letter Click search Select Patient To view a patient s chart, click on the patient s name from the patient list. Select the desired date from the list of visits on the left to see information about that visit. Click Save as PDF to save a copy of the displayed record in PDF format on your computer. Save as PDF Visit list Note: Adobe Reader is required to open and save in PDF. Click to download Adobe Reader. September 2, 2015 revision Page 26 of 31
27 View Patient (Admin View) Admin staff will be able to see all the patients in the practice once their account has been verified and approved by the Practice Owner. Patient Access Requests To view a list and the status of your patient access requests, do the following: 1. Move your cursor over the tab to see the list of menu options. 2. Select Patient Access Requests to display the table. Sort your requests by column by clicking the button beside the top label of each column. September 2, 2015 revision Page 27 of 31
28 New Patient Access Request If you are looking for a patient s record that is not showing up in your list, you can request access to the record by using the New Patient Access Request option under the Patients drop down. You can also use the New Patient Access Request tab under the My Patients tab. Complete the required fields and submit. September 2, 2015 revision Page 28 of 31
29 MY REFERRALS The menu provided beneath the My Referrals button gives physicians the ability to view existing referrals and submit new referrals. You can choose: View My Referrals View Referrals (intended for practice administrative staff only) New Referral View My Referrals (Physician view) Clicking this option displays two tables: My Referrals and Practice Referrals. Referrals Table For physicians, the first table displays the list of your referrals, defaulting to those submitted during the past 30 days. You can customize the table to see referrals for larger ranges, or see every referral by clicking Get All Records in the drop-down menu. Practice Referrals Table The second table displays the practice s referrals in the format shown below. The practice name is displayed with the table defaulting to a list of patients referred in the past 30 days. Adjust the date range by clicking the drop-down menu. September 2, 2015 revision Page 29 of 31
30 View Referrals (Administrative view) Administrative staff can use this tab to view a list of patients and the status of referrals that have been requested for the practice. You may re-refer patients by clicking new under the Re-Refer column on the right. This will populate the patient s demographic information. To cancel a referral, click on the icon under the Appointment column. New Referrals Under the My Referrals button in the top navigation, click New Referral and fill out the fields in the form displayed. For the three boxes in the right sidebar, additional instructions are provided for you below. Choose a Clinic Select a clinic and click add. Select all appropriate clinics for the referral. Attachments Click the plus sign to upload attachments to your referral. Total upload size must be less than 20 megabytes. Notes Click the plus sign to add notes if applicable (not required). September 2, 2015 revision Page 30 of 31
31 MY PRACTICE Physicians and Administrators in My Practice Click the My Practice button in the top navigation bar to display information about your practice and account users. If you need to update your practice s contact information, please click Tell us about it on the right hand side of the page. MANAGE YOUR ACCOUNT To update your account information, click your user name located at the top of the page. You can update your: 1. Contact information (located on the left side of the page). 2. Sign-up to receive notifications (located on the right side of the page) when new results are posted on your patients. 3. Change your password (located below the Notifications section). September 2, 2015 revision Page 31 of 31
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