Version 3.7. A guide to building networks and collaborating with providers using eclinicalworks P2P. eclinicalworks, All rights reserved

Transcription

1 eclinicalworks P2P Version 3.7 A guide to building networks and collaborating with providers using eclinicalworks P2P. eclinicalworks, All rights reserved

2 CONTENTS ABOUT THIS GUIDE 5 Product Documentation 5 Finding the Documents 5 Webinars 6 eclinicalworks Newsletter 6 Getting Support 6 Conventions 6 ABOUT ECLINICALWORKS P2P 8 Overview 8 Concept 9 Functions 9 Features and Functions Available to ecw Providers 10 Features and Functions Available to Non-eCW Providers 10 Building the P2P Network 10 ACTIVATING ECLINICALWORKS P2P 11 Practice Activation 11 Administrator Level 11 Administrative Security Settings 14 Enabling the P2P Security Attribute 14 REGISTRATION 16 Registration from My Settings 16 Registration from an Invitation 19 Linking to an Existing eclinicalworks P2P Account 22 POST-REGISTRATION 25 Settings 25 User Settings 26 Schedule Access 28 Notifications 29 Non-Provider Staff Authorization 29 Security Questions 30 Enter Invitation Key 31 Copyright eclinicalworks, February eclinicalworks P2P Users Guide 2

3 NHIN Direct Health Address 31 My Profile 32 Your Profile Picture 34 BUILDING YOUR ECLINICALWORKS P2P NETWORK 36 Sending Invitations 36 Find Provider and Send Invitation 38 Send an Invitation 40 Fax an Invitation 41 Accepting Invitations 42 Accepting Invitations - eclinicalworks Users 43 Accepting Invitations - Non-eClinicalWorks Users 45 Managing Invitations in ecw 46 Invitations Received in ecw 46 Pending Invitations Sent from ecw 47 Sending Reminders from ecw 47 My Favorites 48 Adding Favorites 48 Removing Favorites 49 REFERRALS 50 Sending P2P Referrals 50 Receiving P2P Referrals 56 SCHEDULING 60 Creating ecw P2P Appointments 60 Tracking ecw P2P Appointments 62 MESSAGING 64 ECW P2P PORTAL 67 P2P Portal Overview 67 Getting Started on the P2P Portal 68 Portal Registration 69 Portal Registration for ecw Users 69 Portal Registration for Non-eCW Users 69 Copyright eclinicalworks, February eclinicalworks P2P Users Guide 3

4 Contents ecw P2P Messages 70 Sending Portal Messages 70 Receiving Portal Messages 71 Portal Attachments 72 Portal Contacts 72 Managing Portal Invitations 73 My Portal Profile 74 Portal Settings 74 APPENDIX A: ECLINICALWORKS P2P MEANINGFUL USE SCENARIO 75 Introduction 75 Exchanging Clinical Information via ecw P2P 76 APPENDIX B: NOTICES 78 Trademarks 78 Copyright eclinicalworks, February eclinicalworks P2P Users Guide 4

5 ABOUT THIS GUIDE This guide details the activation, configuration, and usage of eclinicalworks P2P, for eclinicalworks users and non-eclinicalworks users alike. eclinicalworks P2P is enabled for eclinicalworks users on Version 9.0 and higher. For questions about using eclinicalworks P2P in your practice, contact eclinicalworks Sales at: Product Documentation The following documentation supports eclinicalworks Electronic Medical Record (EMR), Practice Management (PM), and/or additional software features: System Administration Users Guide Release Notes Front Office Users Guide Front Office Setup Guide Electronic Medical Records Users Guide Electronic Medical Records Setup Guide Billing Users Guide Billing Setup Guide Patient Portal Users Guide eclinicalmessenger Users Guide eclinicalmobile Users Guide ebo Metadata and Query Studio Users Guide ebo Canned Reports Users Guide eclinicalworks P2P Users Guide epayment Users Guide Security Attributes and Logs Guide Finding the Documents eclinicalworks Documentation is available from the my.eclinicalworks.com Customer Portal: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 5

6 About This Guide Webinars Getting Support For more information, take advantage of the free unlimited eclinicalworks webinars interactive seminars conducted online. These courses are presented by product trainers who are experts with eclinicalworks and all of its capabilities. To sign up for an eclinicalworks webinar go to: eclinicalworks Newsletter To receive important, timely, and informative product notifications, subscribe to the eclinicalworks Newsletter ing list. To subscribe to the newsletter: Available on the my.eclinicalworks Customer Portal: OR Available on the eclinicalworks website: OR Click the direct link: eclinicalworks Newsletter Getting Support Send messages directly to eclinicalworks Support through the eclinicalworks Customer Portal: You may also call or eclinicalworks Support: Phone: (508) Conventions This section list typographical conventions and describes the icons used to call out additional information and to indicate item keys, new features, and enhancements to the application. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 6

7 About This Guide Conventions The following typographical conventions are used in this guide: Bold Italic Monospace Identifies options, keywords, and items in a description. Indicates variables, new terms and concepts, foreign words, or emphasis. Identifies examples of specific data values, and messages from the system, or information that you should actually type. The following icons are used to highlight new features and indicate enhanced features and item keys: Icon Indicates this is an item key. Description Identifies new features, suggested by clients, from the ecwideas website: ecwideas.eclinicalworks.com. Identifies new features. Indicates an enhanced feature. Points out helpful tips or additional information. Indicates feature meets a Meaningful Use requirement. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 7

8 ABOUT eclinicalworks P2P Overview This guide details the activation, configuration, and usage of eclinicalworks P2P, for eclinicalworks users and non-eclinicalworks users alike. eclinicalworks P2P is enabled for eclinicalworks users on Version 9.0 and higher. For questions about using eclinicalworks P2P in your practice, contact eclinicalworks Sales at: eclinicalworks P2P is a secure Provider-to-Provider communication network, and it facilitates improved quality, safety, and efficiency of care. By joining the network, you can further patient engagement, coordination of care, and population health using an intra-practice-to-inter-practice infrastructure. Setting up eclinicalworks P2P in your practice is a simple three-step process: Administrator Security Activation Registration Once this setup is complete, you can begin collaborating with other eclinicalworks users and start building your own personal network. You can construct your network by: Inviting providers Accepting invitations from other providers As your address book grows, you can interact with other providers via messaging and referrals, all on a secure network. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 8

9 About eclinicalworks P2P Concept Overview With the exception of the emerging technologies such as HIEs, clinicians are currently limited to antiquated patient document exchange techniques, such as faxing, printing, and electronic printing/ saving (CD, flash drive document extraction). Each of these options lacks security, and the ability to send and receive real data. Instead, they offer image file (.pdf, bitmap,.jpg, etc.) transfers, and require a user-intensive workflow associated to interpreting, sorting, scanning, and managing hard paper or electronic files. eclinicalworks P2P takes a huge leap forward by providing a mechanism for provider-to-provider communication and patient data exchange, while maintaining autonomy from outside integrations or HIEs. The five core functions currently available using P2P are: appointment scheduling sending and receiving referrals sending and receiving patient records requesting patient records overall provider-to-provider patient data exchange and communication Functions A key step toward using ecw P2P successfully is building connections among providers. Each provider must build a network of connections to other providers, similar to adding a friend on a social networking site. Once a connection is made between two providers, they are able to utilize the appropriate P2P functions and integrate them into their daily workflow to improve efficiency. There are two distinct types of P2P providers: A current eclinicalworks provider A provider not currently using eclinicalworks: A provider using an EMR/EHR other than eclinicalworks A provider not using any electronic medical records system For providers using eclinicalworks, all P2P features and functions are executed within the ecw application. Non-eClinicalWorks providers can use P2P over a secure portal accessible through a Web browser. As a result, the non-ecw providers will have some inherent limitations in the P2P features. ecw providers can also use the P2P Portal if they choose. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 9

10 About eclinicalworks P2P Overview Features and Functions Available to ecw Providers Building a Network of Connections to other Providers Appointment Scheduling Sending and Receiving Referrals Requesting Patient Records Sending/Receiving Patient Records Documents CCR/CCD data Messaging communication Features and Functions Available to Non-eCW Providers Non-eClinicalWorks providers can perform the following tasks from the secure P2P Portal: Building a Network of Connections to other Providers Requesting Patient Records Sending/Receiving Patient Records Documents Messaging communication Building the P2P Network Building the P2P network can be accomplished by either inviting individual providers to connect and accepting invitations, or by association with a community network. Neither of these methods is mutually exclusive, therefore, a provider may build his/her network by utilizing a both methods. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 10

11 ACTIVATING eclinicalworks P2P This section details the activation of eclinicalworks P2P at the Administrator level. This section covers: Practice Activation - Administrator Level Enabling the eclinicalworks P2P Security Attribute If you do not have Administrator privileges, contact your practice administrator. Practice Activation Activation of eclinicalworks P2P is best performed from the Administrator level. Administrator Level Practice administrators can activate eclinicalworks P2P for their practices using the On-Demand Product Activation module, which can be accessed from the left navigation pane: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 11

12 Activating eclinicalworks P2P Practice Activation 1. Click the Product Activation gear icon to launch the On-Demand Product Activation window, which includes activation tools for all eclinicalworks modules, including eclinicalworks P2P: 2. Click the Activate eclinicalworks P2P button to activate the feature. The activation wizard provides easy, step-by-step instructions for self-activation of eclinicalworks P2P. Activation is a one-time process per practice. For example, if the administrator of a multi-provider practice activates eclinicalworks P2P, then eclinicalworks P2P is activated for the entire practice. Any subsequent providers that access eclinicalworks P2P will bypass the activation page and be routed directly to registration page. The Environment page displays to begin the activation process: 3. Click Activate Now to activate eclinicalworks P2P for your practice. The On-Demand Activation tool prepares the network and runs a series of tests and installation procedures: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 12

13 Activating eclinicalworks P2P Practice Activation Validation of User License Sets up Network Connection Configuration Tests Connectivity - Ping Test Enables Scheduled Tasks Once complete, eclinicalworks P2P is activated for the practice. Providers may now be registered on the P2P network. After activation, it is considered good practice to check the information of all providers in the practice in preparation for activity on the eclinicalworks P2P network: a. Navigate back to the Admin band and click Providers. b. Review each provider s information and ensure that each has a unique address listed in their profile. Note: The ecw P2P network uses provider addresses as a unique P2P account identifier, therefore, each provider must have a unique address. Avoid using generic address accounts to identify multiple providers. For information on registering providers, refer to the section titled Registration on page After activation is complete, the Administrator must enable the security attributes that control eclinicalworks P2P access. For more information, refer to the section titled Enabling the P2P Security Attribute on page 14. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 13

14 Activating eclinicalworks P2P Administrative Security Settings Administrative Security Settings The practice administrator has the authority to enable or disable the security attribute for eclinicalworks P2P. Enabling the P2P Security Attribute The practice administrator has the authority to enable or disable the security attribute for eclinicalworks P2P. This attribute effectively controls P2P access for all providers within the practice. Non-provider staff members are unable to register for a P2P account, therefore this setting does not apply to them. IMPORTANT: Non-provider staff members can be authorized to use P2P on behalf of a provider using the On Behalf Of feature. For more information about the On Behalf Of feature, refer to the section titled Non-Provider Staff Authorization on page 29. To enable the eclinicalworks P2P security attribute: 1. Log into eclinicalworks with Administrator privileges. 2. From the File menu, click Security Settings. The Security Settings window opens. 3. Click the By Security Attribute Tab: 4. From the left pane, click ecw P2P Registration. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 14

15 Activating eclinicalworks P2P Administrative Security Settings The right pane refreshes with the list of providers and staff in the practice. To enable a user: Click the Permission check box next to the user's name in the list. To enable all users: Click the Permission check box at the top of the Permission column. Click the check box again to disable permissions: 5. Click Save to save the permission settings. The user now has access to eclinicalworks P2P. Note: If a user without security rights attempts to register for eclinicalworks P2P, a denial notification displays: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 15

16 REGISTRATION Once eclinicalworks P2P has been activated for the practice, the one-time registration process for all subsequent users is simple - any provider that registers will bypass the activation steps and proceed directly to the registration. Provider registration can occur in two distinct ways: Direct registration from My Settings Registration through an invitation Linking an existing P2P Portal registration to the eclinicalworks application For information on activating eclinicalworks P2P, refer to Practice Activation on page 11. Registration from My Settings To register for eclinicalworks P2P: 1. From the File menu, point to the Settings option and click My Settings. The My Settings window opens. 2. Click the eclinicalworks P2P tab. The eclinicalworks P2P tab displays: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 16

17 Registration Registration from My Settings 3. Click the Join eclinicalworks P2P button. The Registration window displays: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 17

18 Registration Registration from My Settings The registration window is pre-populated with the information pulled from the provider s ecw profile. and pre-populates into the Registration window. The provider s password is masked for security purposes. Note: Be sure the NPI number is included, as this is one of the key pieces of information for finding and identifying providers on the P2P network. 4. Click Create Account to register with eclinicalworks P2P. After registration, the following window displays on the eclinicalworks P2P tab for registered users: For information for all settings found on this window, refer to the section titled Settings on page 25. No logout/login is necessary - the user is instantly logged in and activated. The eclinicalworks P2P activation also activates the P2P menu options (green P icons) under the S, T, and M jelly beans: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 18

19 Registration Registration from an Invitation M Jelly Bean S Jelly Bean T Jelly Bean Registration from an Invitation To register for eclinicalworks P2P from an invitation: 1. From the invitation, copy the included invitation key: This invitation key is unique, and for one-time use only. To copy the invitation key, highlight the key and right-click to display the Copy option from the drop-down list. Alternatively, use the hot keys Ctrl + C to copy the highlighted text. 2. From the File menu, point to the Settings option and click My Settings. The My Settings window opens. 3. Click the eclinicalworks P2P tab. The eclinicalworks P2P tab displays: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 19

20 Registration Registration from an Invitation 4. Click the Join eclinicalworks P2P button. The Registration window displays: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 20

21 Registration Registration from an Invitation 5. Under the Invitations section, paste the unique key from the message into the Invitation key field. To paste the invitation key, right-click inside the field to display the Paste option from the dropdown list. Alternatively, use the hot keys Ctrl + V to paste the copied invitation key. 6. Click Create Account to register with eclinicalworks P2P. After registration, the following window displays on the eclinicalworks P2P tab for registered users: For information for all settings found on this Settings window, refer to Settings on page 25. No logout/login is necessary - the user is logged in and activated. The eclinicalworks P2P activation also activates the P2P menu options (green P icons) under the M, S, and T jelly beans: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 21

22 Registration Linking to an Existing eclinicalworks P2P Account M Jelly Bean S Jelly Bean T Jelly Bean Linking to an Existing eclinicalworks P2P Account In some cases, eclinicalworks P2P users may have registered on the network through the ecw P2P Portal prior to using P2P from within the eclinicalworks EMR application. In this situation, it is necessary to link the existing P2P account to the eclinicalworks EMR application. To link an existing P2P Portal account to the eclinicalworks account: 1. From the File menu, point to the Settings option and click My Settings. The My Settings window opens. 2. Click the eclinicalworks P2P tab. The eclinicalworks P2P tab displays: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 22

23 Registration Linking to an Existing eclinicalworks P2P Account 3. Click the Join eclinicalworks P2P button. The Registration window displays: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 23

24 Registration Linking to an Existing eclinicalworks P2P Account 4. In the Already have an account section, enter the address used for the eclinicalworks P2P account. 5. In the Password field, enter the P2P Portal password associated with the P2P Portal account. 6. Click Link Account. A confirmation window displays with the provider name and address associated with the NPI information related to the account. 7. Click Register to confirm the linking. Click Cancel if for some reason the two accounts should not be linked. After the accounts are linked, verify or configure the provider settings. For more information on configuring the provider settings, refer to the section titled Settings on page 25. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 24

25 POST-REGISTRATION This section details the settings to be configured by eclinicalworks providers after registering for eclinicalworks P2P. Settings Once your activation is complete, your profile page displays on the eclinicalworks P2P tab. Use this page to manage your settings, including your profile picture. The profile options include: User Settings My Profile Profile picture Name Position Location of practice Phone number Member Since - this is a dynamic running counter that begins after activation. To configure any of the sections listed above: 1. From the File menu, point to the Settings option and click My Settings. The My Settings window opens. 2. Click the eclinicalworks P2P tab. The eclinicalworks P2P tab displays: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 25

26 Post-Registration Settings User Settings User preferences can be accessed from the Settings link on the eclinicalworks P2P tab. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 26

27 Post-Registration Settings Note: Many users will receive a security prompt when first accessing the Settings page: Depending upon the users browser and version, choose the option that will display all secure and non-secure information on the window. Failure to allow could lead to navigation failures in the Authorized Staff field. For example, the user should select No, which would then display secure and non-secure content to display. Check the browser settings and configure the settings to allow the correct option in the future. After any of the following security settings have been updated, click the OK button at the bottom of the page to save the settings. Log out, and then log in again to reflect the new setting changes. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 27

28 Post-Registration Settings Schedule Access The Schedule Access tool gives eclinicalworks providers the ability to manage and share their schedule availability with their contacts in the eclinicalworks P2P network. Note: The Schedule Access feature is exclusive to eclinicalworks providers registered on the P2P network. Non-eCW users do not have access to this feature. The access settings let you determine: if you would like other providers to be able to reserve appointments on your calendar which providers can reserve appointments: There are two radio button options on the Settings page, and they offer the ability to allow or disallow any number of network providers to access your schedule to reserve appointments. You may choose to allow access to a small group of known providers in your My Favorites list, or you may open your schedule to any provider in the network; the choice is yours. Use the Configure User Level Access link on the option to allow or disallow access to specific providers. Use the radio buttons and filters on the window to find providers and set their permissions: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 28

29 Post-Registration Settings The legend at the bottom of the page indicates the row shading associated with each provider in the list. For information on working with Schedule Access, refer to the section titled Scheduling on page 60. Notifications The Notification section contains an optional feature that alerts a provider or staff member to account activity in four areas: Appointments, Referrals, Patient Records, and Secure Message: No sensitive clinical or patient-specific information is transferred in these notifications. These notifications are not tied to the Messages feature under the M Quick Launch button (M jelly bean). To use eclinicalworks P2P Notifications: 1. From the Settings page, click the check box(es) next to the types of notifications you want to receive. 2. In the field beneath the check boxes, enter an address where these notifications should be sent. A notification for any new messages received will be sent to this address. Note: These notifications do NOT route to the Messages section under the M jelly bean; they are separate from the EMR application and are routed to the address provided in this section. Non-Provider Staff Authorization Non-provider staff can be authorized for eclinicalworks P2P access, and this feature is also referred to as the On Behalf Of setting. Authorized staff members can be assigned to send and receive P2P information on behalf of the provider who authorizes their access. Authorized staff members can send messages, patient records, and referrals on behalf of the provider. It also allows authorized staff to manage incoming patient records as needed. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 29

30 Post-Registration Settings To authorize non-provider staff members for P2P use: 1. From the Settings page, click the Browse button to locate the staff member(s): The Staff Lookup window opens: 2. Locate and select the staff member(s) who will be responsible for sending and receiving P2P information on behalf of the authorizing provider. 3. When the staff members have been selected, click OK to close the Staff Lookup window and return to the P2P Settings window. Security Questions The Security Question section relates to security access to the eclinicalworks P2P Web Portal. Upon registration, users are asked to enter two secret questions and private answers, which can later be used for verification in the event of a forgotten password. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 30

31 Post-Registration Settings The Security Questions are part of the initial registration process, however the questions and answers can be edited here if necessary. Enter Invitation Key The Invitation Key field is used by eclinicalworks providers who have been invited to join the P2P network by another ecw provider. Simply copy the unique invitation key from the invitation message, paste it into this field, and then click Save. NHIN Direct Health Address All eclinicalworks providers with an NHIN Direct Health address can enter their address into this field to use eclinicalworks P2P to access their NHIN Direct functionality. Note: This feature is in place for future integration and is not currently active. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 31

32 Post-Registration My Profile Settings To update the My Profile settings: 1. From the eclinicalworks P2P tab, click My Profile: 2. Click the My Profile Link. The My Profile page displays: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 32

33 Post-Registration Settings 3. Complete the fields on the My Profile window: First Name Last Name Middle Name Field Description Enter the full first name of the provider Enter the full last name of the provider Enter the middle name or initial of the provider Specialty Enter the provider s field of specialty. Use the More (...) button to browse for the specialty using the Taxonomy code. Mail Address City State ZIP Practice Phone Enter the mailing address for the provider Enter the city of the mailing address Enter the state of the mailing address Enter the ZIP Code of the mailing address Enter the main phone number for the practice Copyright eclinicalworks, February eclinicalworks P2P Users Guide 33

34 Post-Registration Settings Field Description Preferred Contact Number Enter the best phone number to contact the practice Fax Enter the main fax number for the practice 4. Click Save to save the provider profile details. 5. Click the Back link at the top left of the window. Your Profile Picture There is an easy-to-use profile picture tool that allows you to upload a picture from your computer and crop it - all from right within the profile page. To add or change your profile photo: 1. From the eclinicalworks P2P tab, click the Change link. The picture upload dialog box opens: 2. Click the Upload your picture radio button, and then click Browse to locate your photo on your computer. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 34

35 Post-Registration Settings Note: Photos must be in JPEG (.jpg) format. 3. Once you've located your photo on your computer, highlight it and click Open: Your photo will be loaded into the photo position, and you can use the Crop tool to adjust the size and position of your photo. 4. When the photo is positioned and resized to your liking, click the Apply Changes button to save it. Click Cancel if you want to exit without saving a photo. You also have the option to leave your photo blank or remove an existing photo at any time. Just click the No Picture radio button on the picture upload dialog box. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 35

36 BUILDING YOUR eclinicalworks P2P NETWORK Once eclinicalworks P2P has been activated, users can begin building their network and collaborating with other providers. A successful network is comprised of trusted or referred providers that exchanges mutually beneficial information, but it can used for less formal messaging and social networking as well. Building your network begins with sending invitations to providers. To send an invitation, use the various invitation methods located on the Invitations page. The options are: Find a provider and send an Send an Send a fax The message sent to providers will be tailored for each situation; if the user is not on P2P, the message invites them to join. If the user is currently on the P2P network, the message invites the provider to connect with the inviter. Sending Invitations One way to build your network is to directly invite colleagues using the invitation tools within eclinicalworks P2P. eclinicalworks uses the national provider database, which is based on NPI identification numbers, so finding providers is a simple process, regardless of their geographical location. Each provider s contact list is unique and must be established individually before exchanging information on the P2P network. Invitations can be sent by eclinicalworks providers to other ecw providers, non-ecw providers on different EHR system, or to providers who are not using any EHR system at all. To send an invitation: 1. Click the M (Messages) jelly bean in the toolbar to display the P2P options. P2P messaging options are indicated by green P icons. 2. Click the Add ecw P2P Providers option: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 36

37 Building Your eclinicalworks P2P Network Sending Invitations The P2P window opens. This window is divided into four tabs: My Favorites (open by default) My Address Book Invite Providers You May Know 3. Click the Invite tab to open the Invitation window: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 37

38 Building Your eclinicalworks P2P Network Sending Invitations 4. To locate and contact a provider, there are three options: Find Provider and Send Invitation Send an Invitation Fax an Invitation Find Provider and Send Invitation In the Find Provider and Send Invitation section, eclinicalworks provide access to the National Provider database, so locating providers is easy and fast. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 38

39 Building Your eclinicalworks P2P Network Sending Invitations To locate a provider and send an invitation: 1. Use the Provider or Specialty filters to locate the provider in the embedded National Provider Database, and then narrow the search using the additional filters. Providers in the list who are currently registered on the P2P network are indicated with a registered provider icon: To search for registered ecw P2P user only, check the Search registered users only box. Note: Providers that are currently connected to you will NOT appear in your search list. Once they accept your invitation to connect, they are immediately hidden from this list. 2. Once the provider has been located, click the Invite button adjacent to the provider's name. If the provider is a registered P2P user, the Invitation window opens with the provider s information pre-populated. Type a custom invitation message and click the Send Invitation button: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 39

40 Building Your eclinicalworks P2P Network Sending Invitations Invitations sent to eclinicalworks providers will display in that provider s M jelly bean, and to their P2P Portal inbox. An invitation that is accepted in one of these two locations will instantly synchronize as Accepted at the other location. If the provider is not a registered P2P user, the Invitation window opens with the provider s name pre-populated, however an address for the provider must be entered into the E- mail field. Type a custom invitation message and click the Send Invitation button: Invitations sent to all providers can be reviewed from the My Favorites window. For more information, refer to the section titled Pending Invitations Sent from ecw on page 47. Send an Invitation From the Invitations window, enter the provider s first and last name, a known address, and an optional note, and then click Invitation: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 40

41 Building Your eclinicalworks P2P Network Sending Invitations A confirmation message will display indicating that the invitation was sent. Invitations sent to all providers can be reviewed from the My Favorites window. For more information, refer to the section titled Pending Invitations Sent from ecw on page 47. Fax an Invitation From the Invitations window, enter the provider s first and last name, a known fax number, and an optional note, and then click Fax Invitation: A confirmation message will display indicating that the invitation was sent. Invitations sent to all providers can be reviewed from the My Favorites window. For more information, refer to the section titled Pending Invitations Sent from ecw on page 47. The invitation is sent to the provider as an or fax message. The message includes instructions for accepting the invitation and joining the network: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 41

42 Building Your eclinicalworks P2P Network Accepting Invitations The invitation includes a registration key for existing eclinicalworks users, or a link for noneclinicalworks users. Once the user accepts your invitation with one of these methods, they are automatically added to your contacts under My Address Book. Once a provider is saved in your Address Book, you have the option to add them to your My Favorites list. For information about creating and using your My Favorites list, refer to My Favorites on page 48. For information on receiving and accepting invitations, refer to the section Accepting Invitations on page 42. Accepting Invitations Like most steps in the eclinicalworks P2P network-building process, accepting invitations is simple and intuitive. Invitations fall into two general categories - direct to Inbox invitations (for registered P2P users only) and /faxed invitations. There are two distinct methods for accepting invitations depending upon these two scenarios. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 42

43 Building Your eclinicalworks P2P Network Accepting Invitations Non-registered users will receive an or faxed invitation. Registered users may sometimes receive these invitations, as well. To accept an invitation, copy the invitation key listed in the e- mail and paste it into the appropriate area in the P2P settings found on the P2P profile (or the mainpage for Web portal users). Accepting Invitations - eclinicalworks Users ecw users with an existing P2P account can expect their invitations to display through the M Quick Launch button (jelly bean) under the ecw P2P Invitations option: Accepted invitations are indicated as such in the Invitation window. The sending provider (inviter) will receive notifications when their invitations are accepted by other providers. To accept an invitation to eclinicalworks P2P within ecw: 1. From the ecw P2P Invitations window, click on the invitation. The invitation window opens displaying the custom message, if any, and options to accept or decline the invitation. To consider the invitation at a later time with no action, click Close to close the invitation. When an eclinicalworks P2P invitation is sent to a fellow ecw user, the invitation method includes a unique alphanumeric invitation key: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 43

44 Building Your eclinicalworks P2P Network Accepting Invitations Note: This unique key is for one-time use only by the intended recipient. 2. Highlight and copy the entire invitation key characters (Ctrl+C). 3. From the File menu, point to the Settings option, and then click My Settings. The My Settings window opens. 4. Click the eclinicalworks P2P tab. The eclinicalworks P2P tab displays: 5. Click the Join eclinicalworks P2P button. The Registration window displays: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 44

45 Building Your eclinicalworks P2P Network Accepting Invitations 6. Paste the invitation key into the Invitation key field (Ctrl+V), and then click Create Account. The provider is now connected to eclinicalworks P2P network and all related information is displayed in the address books of both the sender and the recipient. For information on sending invitations, refer to Sending Invitations on page 36. Accepting Invitations - Non-eClinicalWorks Users Invitations sent to non-eclinicalworks users include a URL hyperlink to the ecw P2P Portal, which was created specifically for non-eclinicalworks users. This portal is structured like a traditional application, with Inbox, Sent Mail, and Archived folders. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 45

46 Building Your eclinicalworks P2P Network Managing Invitations in ecw When the invitee clicks on the P2P Portal URL, the registration window displays and carries the provider through the registration process. For more information on the using the Web Portal, refer to ecw P2P Portal on page 67. Managing Invitations in ecw Incoming and outgoing invitations can be managed from within the eclinicalworks application. Incoming invitations are managed from the ecw P2P Invitations window, and outgoing/pending invitations are managed from the My Favorites window on the P2P window. Incoming and outgoing messages on the P2P Portal are managed from within the Portal itself. For more information on invitations on the P2P Portal, refer to Managing Portal Invitations on page 73 Invitations Received in ecw For eclinicalworks EHR users, received invitations can be managed from the ecw P2P Invitations window. This window can be accessed from the M jelly bean: This option launches the ecw P2P Invitations window, which contains two tabs: Unread ecw P2P Invitations and All ecw P2P Invitations: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 46

47 Building Your eclinicalworks P2P Network Managing Invitations in ecw Pending Invitations Sent from ecw To review invitations sent from ecw: 1. Click the M jelly bean, and then select Add ecw P2P Providers. The P2P window opens. 2. Click the My Favorites tab. 3. At the bottom of the My Favorites window, review the list of pending invitations under the Awaiting confirmation for my invitations heading: Sending Reminders from ecw P2P invitations sent from eclinicalworks will remain in Pending status in the list at the bottom of the My Favorites window until the receiving provider accepts the invitation. To send a reminder, click the Ringing Bell icon on the Awaiting confirmation for my invitations section to the right of the provider s name: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 47

48 Building Your eclinicalworks P2P Network My Favorites My Favorites Once providers are connected to you on the eclinicalworks P2P network, you can mark your favorites or frequently contacted providers in the My Favorites tab of the P2P module for quick access. This feature becomes more useful as your list of connected providers expands and your network grows. All providers in My Address book have yellow stars with indicators: Yellow star with green circle - Provider eligible to add to My Favorites list. Yellow star with red circle - Provider currently in My Favorites list. Adding Favorites To mark a provider as a favorite, locate the provider in the My Address Book tab, and click the yellow star with the green circle next to their name: The provider is marked as a favorite in the My Favorites list, and their profile and contact information displays on the My Favorites tab: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 48

49 Building Your eclinicalworks P2P Network My Favorites Removing Favorites To remove a provider from the My Favorites list, locate the provider in the My Address Book tab, and click the yellow star with the red circle next to their name: Click the Remove Provider button on the confirmation window to remove the provider from list. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 49

50 REFERRALS Referrals can be sent or received through eclinicalworks P2P, to and from ecw and non-ecw providers alike. Sending P2P Referrals Referrals can be sent from a number of locations from within eclinicalworks, such as the Referrals window in the patient workflow, or directly from the P2P referral option under the T jelly bean. In general, the referrals workflow is largely unchanged, yet the method of sending is as simple as selecting the P2P Referral option in most cases. The instructions that follow begin from the T jelly bean; the workflow from the Outgoing Referral window within a patient's Progress Note is similar. To send a referral using eclinicalworks P2P: 1. From eclinicalworks, click the T jelly bean to display a drop-down list. 2. From this list, click Send ecw Referral/Consult, which is indicated by a green P2P icon: The Referral (Outgoing) window opens, and the logged-in user's name displays in the Ref From field: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 50

51 Referrals Sending P2P Referrals 3. In the Refer To section, click the More ( ) button to open the Referring Physician Lookup page: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 51

52 Referrals Sending P2P Referrals You may also filter the results list by specialty by using the Specialty drop-down list prior to searching by provider name. The Referring Physician Lookup window opens, with two tabs displayed: Referring Providers and ecw P2P Providers. The ecw P2P Providers tab includes a search window that queries all providers who are currently on the ecw P2P network. This tab opens to the logged-in user's My Favorites list by default: The "people" icons indicate that the providers have the ability to exchange data via eclinicalworks P2P: All ecw P2P providers are listed on the ecw P2P Providers tab. 4. Use the search tool on the ecw P2P Providers tab to locate the provider who will receive the referral, then use the radio button to select the provider. 5. Click OK. The selected provider is added to the Refer To field on the Outgoing Referral window: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 52

53 Referrals Sending P2P Referrals 6. Complete the referral details as usual, and click the Attachments button to include any attachments, such as the Continuity of Care (CCR/CCD) record if needed: The CCR/CCD record contains the patient s up-to-date medical summary information in a discrete C-32 format, which will allow the receiving provider to import the patient s data directly into their documentation. This record can only be sent from the eclinicalworks application through ecw P2P. For more information on satisfying Meaningful Use Core Objective (i) - Exchanging Clinical Information Electronically Between Providers, refer to Appendix A: eclinicalworks P2P Meaningful Use Scenario on page When the referral details are complete, click the Send Referral button to choose a delivery option: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 53

54 Referrals Sending P2P Referrals Method Print Print with Attachments Fax Fax with Attachments Send Instantly via ecw P2P Description Prepares the referral for printing and displays the Print dialog box. Prepares and previews the referral and attachments for printing and displays the Print dialog box. Prepares and previews the referral for faxing and displays the Fax Preview window. Prepares and previews the referral and attachments for faxing and displays the Fax Preview window. Gives the option to send the referral via the ecw P2P network, and also gives an option to reserve an appointment on the referred provider's schedule (if available). Note: Referrals that include the CCR/CCD record must be sent using this option only. Note: The scheduling option is available only when both sending and receiving provider in the referral are registered on the ecw P2P network. Copyright eclinicalworks, February eclinicalworks P2P Users Guide 54

55 Referrals Sending P2P Referrals 8. To send the referral through ecw P2P without scheduling an appointment, click the No Thanks radio button, and then click Send Referral. 9. (Optional) To send the referral instantly through the ecw P2P network: a. Click the Schedule & Send Referral button: The Schedule Appointment window opens for the referred provider: b. Enter the preferred date and times and click Search. Note: The Date, Start Time, and End Time fields have easy-to-use pop-up scheduling tools such as calendars and preset time slots to speed the entry process. Click in the field to open the respective tool. The window will refresh with the available time slots for the referred provider. c. Click the Book button for the best available time slot. A confirmation window displays when the appointment is successfully reserved: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 55

56 Referrals Receiving P2P Referrals If necessary, click Print to print the confirmation for the patient. Receiving P2P Referrals Incoming referrals and records must be matched to a patient. To link a referral to a patient: 1. From the Incoming Referrals window, click the incoming referral to open the Referral window. The unlinked patient name displays in red within the Patient field: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 56

57 Referrals Receiving P2P Referrals 2. Click the Select (Sel) button next to the Patient field to open the Patient Lookup window. The ecw system searches and retrieves possible matches for the referral patient, and matching and registration options display in the left pane: 3. When the patient has been located within eclinicalworks, click the patient row to highlight, and then click the Match and Select button. New patients can be registered at this point if needed. Click the Register button to open the Demographics window and document the patient information according to the normal new patient workflow. Records from an ecw provider will populate the basic fields such as Name, Address, Date of Birth, and Gender. Existing matched patients will display as Patient Already Matched. Click the Use Matched Patient button to confirm the link. Proceed with the referral according to normal referral workflow, such as managing any attachments. 4. Click the Attachments button to view any attachments. This referral can be assigned to another provider or resource, or addressed by the current provider. 5. Click the OK button to download the attachments to the patient s documents under Patient Documents or from the DRTLA tab in the Right Chart Panel (ICW): Copyright eclinicalworks, February eclinicalworks P2P Users Guide 57

58 Referrals Receiving P2P Referrals There are several referral actions that can be accomplished from the DRTLA tab: Icon Action Description Attachment CCR Import Reply To Click the paper clip icon to view any attachments included in the referral. Click the blue arrows for the sections or individual items to import. This feature allows a large amount of important patient data from the sending provider to be inserted into the patient s Progress Note quickly and accurately at the receiving provider s system. The curved blue Reply To arrow displays in a number locations where P2P functionality is present. This action creates a new patient record in response to the previous transmission. The Send ecw P2P Patient Record window opens, and the fields populate based on the item received, and Message field can be used for a general message, consult, or request for additional information. Messages sent from this action display for receiving provider under the T jelly bean, or in the Web Portal inbox Example of the CCR information as it displays within the DRTLA Tab: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 58

59 Referrals Receiving P2P Referrals Copyright eclinicalworks, February eclinicalworks P2P Users Guide 59

60 SCHEDULING eclinicalworks P2P streamlines the referral process dramatically by allowing access to the schedules of collaborating providers. Scheduling through P2P is very useful for communities with a closed set of eclinicalworks providers. Note: The Schedule Access feature is exclusive to eclinicalworks providers registered on the P2P network. Non-eCW users do not have access to this feature. For information on configuring provider schedule access, refer to the section titled Schedule Access on page 28. Appointments can be scheduled on another ecw provider's schedule from two locations: the Referral window and the T jelly bean: Creating ecw P2P Appointments The instructions that follow begin from the T jelly bean; the workflow from the Outgoing Referral window within a patient's Progress Note can be found in the section Sending P2P Referrals on page 50. To create an ecw P2P appointment: 1. From eclinicalworks, click the T jelly bean to display a drop-down list. 2. From this list, click Create ecw P2P Appointment. The Create New ecw Appointment window displays: Copyright eclinicalworks, February eclinicalworks P2P Users Guide 60