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1 Volume Revolutionary. Online. Cool. PatientModule

2 H E A L T H I N N O V A T I O N T E C H O N O L O G I E S, I N C EyeCodeRight v4.0 Tutorial EyeCodeRight 2717 Emerson Ave South Minneapolis, MN

3 Table of Contents To view information for any subject found in the Table of Contents, simply click on the appropriate subject and you will be taken directly to the corresponding page. To return to the Table of Contents from any area in the document, scroll to the bottom of any page and click on the Table of Contents link. CREATE A NEW PATIENT... 4 FIND AN EXISTING PATIENT... 8 SEARCH...9 Full Search from the Patient Module...9 Quick Search from the User Dashboard...10 VIEW TODAY S/RECENT PATIENTS...12 THE PATIENT DASHBOARD...14 DEMOGRAPHICS COMPONENT...15 Edit Patient Demographics...15 FAMILY/CONTACTS COMPONENT...19 Add a Family Member...19 Remove a Family Member...21 Open the Patient Module of an Existing Family Member...22 Edit a Family Member...23 Add a Contact...24 Open the Patient Module of a Contact...29 Edit a Contact...30 Delete a Contact...32 RX COMPONENT...33 Create an External Eyeglass Rx...33 Create an Internal Eyeglass Rx...37 Print an Eyeglass Rx...40 Open an Eyeglass Rx...41 Refill an Eyeglass Rx...42 Authorize an Eyeglass Rx...43 Cancel an Eyeglass Rx...44 Create an Eyeglass Order...45 Create an External Contact Lens Rx...46 Create an Internal Contact Lent Rx...50 Print a Contact Lent Rx...54

4 Refill a Contact Lent Rx...56 Open a Contact Lent Rx...57 Authorize a Contact Lent Rx...58 Cancel a Contact Lent Rx...60 Create a Contact Lens Order...61 Create an External Med Rx...62 Create an Internal Med Rx...67 Print an Internal Med Rx...72 Open a Med Rx...73 Authorize an Internal Med Rx...74 Refill a Med Rx...75 Stop a Med Rx...77 Enter a Comment to the Med Rx Screen...79 EXAM HISTORY COMPONENT...80 Open an Encounter...80 Archive an Encounter...81 Open an Appointment...82 Print an Appointment Summary...82 Edit an Appointment...83 Create Appointment Notes...84 Edit Appointment Notes...86 Start an Appointment...88 Cancel an Appointment...90 Reschedule an Appointment...92 Mark an Appointment as a No Show...93 ACCOUNT COMPONENT...95 Find an Invoice...95 Create a Patient Invoice...96 Receive a Patient Payment...97 NOTES COMPONENT Create a Note Edit a Note INSURANCE COMPONENT Add Coverage Edit Existing Coverage Deactivate Existing Coverage Activate Previously Deactivated Coverage DIAGNOSIS HISTORY COMPONENT Add a Diagnosis Resolve a Diagnosis Deactivate a Diagnosis Activate a Previously Deactivated Diagnosis Edit a Diagnosis Manage a Care Plan Item Add Comments to a Care Plan Item Stop a Care Plan Item Add a Note to a Diagnosis Edit a Note for a Diagnosis ORDER HISTORY COMPONENT Open an Order Create an Eyeglass Order Create a Contact Lens Order...146

5 ALLERGIES COMPONENT Add a Drug Allergy Edit a Drug Allergy Add Other Allergy Edit Other Allergy PHARMACY COMPONENT Add a Pharmacy Edit a Pharmacy Deactivate a Pharmacy Reactivate a Pharmacy Add a Refill Request Add a Pharmacy Note Edit a Pharmacy Note RECALL COMPONENT Add a Recall Date Edit a Recall Date Delete a Recall Date DOCUMENTS AND IMAGES COMPONENT Upload a File Rename a File Delete a File Show as Thumbnail Images Show as a List Popup Viewer Download/Open a File Create New Folders PROVIDERS COMPONENT Add a Provider Add Provider Notes Edit Provider Notes Delete a Provider Edit a Provider INDEX...198

6 Section Create a new patient Step 1 Open the patient module. Step 2 Click New Patient + You may access the patient module from the user dashboard by clicking on the expand button in the right corner of the patient pod. You may also choose the patient module from the list of modules located at the top of any screen. Step 2 There will be three screens available in this module: Personal details, Other details and Employer/School. The first screen to appear is Personal details. Step 3 Enter the new patient s personal details 4

7 Step 4 Click on Other Details The required fields are Provider, First Name, Last Name, Date of Birth, Gender, Address, City, State, Zip code and Preferred Phone Entering a zip code will enable the city and state auto-fill option. However if a city has already been entered, the zip code auto-fill will not override the existing city. One phone number must be entered and the radial button selected Step 4 Step 5 Enter the Other Details There are no required fields Step 5 5

8 Step 6 Click Employer/School Step 6 Step 7 Enter the Employer/School information There are no required fields Step 7 6

9 Step 8 Click Add Patient Step 8 NOTE The Add Patient button will only become visible when you have filled all required fields. 7

10 Section Find an Existing Patient You may search for a patient by specific fields. There are a number of different fields you may use for this search. Last Name and/or First Name When using this data to search for a patient you may enter as few as 1 letter from either the patient s first or last name. For example, if you enter the letter S in the last name field, all patients whose last name begins with S will appear in the Search Results area. Entering a few letters from the first and last name will give you a more specific search. You may also choose to enter the entire name. This field is available in Quick Search found in the patient pod and also available in the patient module. Note: spaces entered in a search field can result in an unsuccessful search. The first name search will also search patient nicknames for a possible match. Date of Birth If searching by date of birth, the date must be entered in the correct format to access the Search button. You must enter a 2 digit month, a 2 digit day and a 4 digit year. No separators are required. This field is available in Quick Search found in the patient pod and also available in the patient module. Home Phone You must enter the area code and phone number to utilize this search option. It is not necessary to enter dashes or parenthesis when entering a phone number. This field is available in Quick Search found in the patient pod and also available in the patient module. SSN Social Security numbers are another alternative available when searching for a patient. It is not necessary to type in the dashes. This field is only available in the patient module search. Database ID A Database ID may also be entered to search for a specific patient. This field is only available in the patient module search. Location In multiple location practices, a specific practice location may be requested by using the drop down menu in the location field. Choosing Any from the drop down menu allows to application to search all locations for that patient. This field is only available in the patient module search. 8

11 Search Step 1 Open the patient module. Full Search from the Patient Module You may access the module from the user dashboard by clicking on the expand button in the upper right corner of the patient pod. You may also choose the patient module from the module list located at the top of any screen. Step 2 Enter search criteria Step 3 Click Search When searching from the patient module you may choose any of the above listed criteria. Clicking on Clear All will clear all fields in the patient search. Step 4 Select the appropriate patient from the search results Step 5 Click Open Selected The patient s module may also be opened by double clicking directly on the patient s name in the search results area. Step 2 Step 3 Step 4 Step 5 9

12 Quick Search from the User Dashboard Step 1 Enter search criteria in the Patient Pod You may search for a patient by field. When using Quick Search these options are limited to Last Name, First Name, Date of Birth or Home Phone Step 2 Click Search Step 1 Step 2 The patient module will now open. All patients matching the criteria you specified will appear in the Search Results area of the Patient Module. Step 3 Select the appropriate patient from the search results Step 4 Click Open Selected You may also open the patient s module by double clicking directly on the patient s name in the search results area. 10

13 Step 3 Step 4 NOTE Once an established patient is found or a new patient is created that patient s name will appear on a tab near the top of the Patient Dashboard. There can be numerous tabs visible at one time. To open a specific patient s module, click on the tab containing the patient s name.. This allows for easy access to the patients that you may be working with intermittently throughout the day. To close a patient s tab simply click on the white X to the right of the patient name shown on the tab. 11

14 Section View Today s/recent Patients Step 1 Open the patient module. You may access the module from the user dashboard by clicking on the expand button in the upper right corner of the patient pod. You may also choose the patient module from the module list located at the top of any screen. Step 2 For providers wishing to see only their patients check the Show Only My Patients box. Step 2 12

15 The Patient Module allows you to quickly view patients. Today s Patients appear directly under the Find Patient s tab in the Patient Module. The patients shown in that list are the patients that are on the schedule for that day. Recent Patients can also be viewed on that list by clicking on the arrow button to the right of Recent Patients. The patients shown in that list are all patients that have been viewed by you on that day. NOTE If you wish to view a patient module from either list, double click on that patient s name to open their Patient Dashboard. You may also single click on the patient s name and single click on Open Selected button found directly below the list. 13

16 Section The Patient Dashboard The Patient Dashboard is only accessible when an existing patient is found or a new patient is created. Pods shown on the Patient Dashboard are Demographics, Family/Contacts, Rx, Exam History, Account and Notes. To open these pods click on the expand button in the far right corner of the pod. Other Components available are Insurance, Order History, Diagnosis History, Allergies, Pharmacy, Recall, Documents/Images, Preferences, and Providers. You may open any of these by using the drop down menu under Show More on the far right. 14

17 Demographics Component To open click on the expand button in the upper right corner of the Demographics Pod. The Demographics Component contains 4 screens, Personal Details, Additional Information, Employer/Schools and Referrals. The first screen to appear is Personal details. You may access the other screens by clicking on the screen name which is found on the bar directly below the open screen. Floating the curser over a screen name will bring up a message indicating the need for required fields to be filled in that particular screen or a message indicating that all the information we need is on that form. Next to the screen name indicates that all required fields have been completed for that screen Next to the screen name indicates that there are still required fields that must be completed in that screen Step 1 Click Edit Edit Patient Demographics All required Personal Details were entered when the patient was originally created. Step 2 Update/Enter data in the personal details screen 15

18 Step 1 Step 3 Click Additional Information Step 3 Step 4 Enter/update data in the Additional Information screen Step 5 Click Employer/School 16

19 Step 5 Step 6 Enter/Update information in the Employer/School screen Step 7 Click Referrals From the referrals screen you may review that list of all patients that have been referred to your practice by this patient. Step 7 17

20 Step 8 Click Update Step 8 NOTE To remove a patient from the referrals screen you must access that patient s module by selecting the appropriate patient s name from the list and clicking on Open Selected. In the personal details screen of the newly opened patient module remove the referring patient s name. Note 18

21 Family/Contacts Component To open click on the expand button in the upper right corner of the Family/Contacts Pod. The Family/Contacts Component contains 2 screens, Family Members and Contacts. The first screen to appear is the Family Members. Before entering Family Members or Contacts please see Terminology in Section I of this manual for the definitions of Family Member and Contact Step 1 Click Add Add a Family Member You may only add a Family Member that has been previously entered as a patient into the system. 19

22 Step 1 Step 2 Enter the search criteria for the appropriate Family Member Step 3 Click Search You will search using the same criteria defined in this Section under Finding an Established Patient. Step 4 Click on the correct Family Member in the Search Results Step 5 Select the Family Role using the drop down menu. Note that the Family Role is the patient s role in the family as the family exists in the practice. For example, if a woman is a patient in the practice, and the her husband is also a patient, the role of the husband is Husband. However, when a child is added to the practice, the more appropriate title for the husband is Father. The system does not recognize roles in a reciprocal manner, where a patient may be a Father of one patient, and a Husband of another. Step 6 If this Family Member is also the Head of Household click on the box next to Head of Household - a check mark will appear in the box. Step 7 Click Add Family Member You will automatically be returned to the Family/Contacts Module 20

23 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 NOTE Once a Family Member has been added to a patient s record, that patient will also be added to the Family Member s record. Additionally, The Family Member that was added will now appear in the Family Member s module of all patient s that already existed as Family Members for that specific patient. Remove a Family Member Step 1 Click on the Family Member you wish to remove Step 2 Click Remove The Family Member will automatically be removed 21

24 Step 1 Step 2 NOTE Once a patient has been removed from a Family Member module, that patient will automatically be removed as a Family Member for all patients that exist in that Family Member module. Open the Patient Module of an Existing Family Member Step 1 Click on the Family Member you wish to open Step 2 Click Open You may also double click on the Family Member s name to open. Step 1 Step 2 22

25 Step 1 Click on the Family Member you wish to Edit Edit a Family Member Step 2 Click Edit Step 1 Step 2 Step 3 If you wish to change the Head of Household status use the check box. Step 4 If you wish to change the role use the drop down menu Step 5 Click Update Member Details Step 6 Click Close Editor to return to the Family Members/Contacts Module Step 3 Step 4 Step 6 Step 5 23

26 Step 1 Click Contacts Add a Contact Step 1 Step 2 Click Add Contact Step 2 There are 2 screens in this step, Personal Details and Contact Details. The first screen to appear is Personal Details. Step 3 Fill in all known Personal Details Step 4 Click Contact Details Role, First Name, and Last Name are the required fields in the Personal Details screen. 24

27 Step 4 Step 5 Fill in all known Contact Details Step 6 Click Update Step 6 Step 7 Click Insurance Details Once Update has been selected, the Insurance Bar will appear at the bottom of the screen. 25

28 Step 7 Step 8 Click Add Coverage Step 8 There are two screens available when adding coverage, Coverage Information and Additional Information. Coverage Information is the first screen to appear. Step 9 Enter all known coverage information Priority, Type, Company and Policy are required fields Use the drop down menus for Priority, Type and Company If the Insurance Company you wish to enter is available in the drop down menu skip to Step 13 If the Insurance Company you wish to enter does not appear in the drop down menu go to Step 10 26

29 Step 10 Click on the + button next to Company Step 10 Step 11 Enter all known Insurance Company information Step 12 Click Add Company Company, Classification, Claim Submission and Claim Provider ID are required fields in this screen Step 12 Step 13 Click Additional Information 27

30 Step 13 Step 14 Enter all known additional information Step 15 Click Update Step 14 Step 15 Step 16 Click Close Step 16 28

31 Step 1 Click Contacts Open the Patient Module of a Contact Step 1 Step 2 Click on the Name of the Contact you wish to open Step 3 Click Open You may also double click on the Contacts Name to open the Contact. Step 2 Step 3 29

32 Step 1 Click Contacts Edit a Contact Step 1 Step 2 Click on the Name of the Contact you wish to edit Step 3 Click Open You may also double click on the Contacts Name to open the Contact. Step 2 Step 3 30

33 Step 4 Click Edit Step 4 Step 5 Enter all changes/additions to Personal Details, Contact Details and Insurance Details. Step 6 Click Update Step 6 31

34 Step 1 Click Contacts Delete a Contact Step 1 Step 2 Click on the Name of the Contact you wish to delete. Step 3 Click Delete Contact Step 2 Step 3 32

35 Rx Component To open click on the expand button in the upper right corner of the Rx Pod. The first screen to appear is the Eyeglass Rx screen The Rx Component allows the user to easily view any prescription associated with that patient. When an Rx is created within an encounter this component will update automatically. A new Rx can be created from within the Rx Component also. Step 1 Click Create Rx Create an External Eyeglass Rx Step 1 33

36 To create an Rx using a previous eyeglass Rx continue to Step 2 If the prescription is being entered manually skip Step 5 after entering the appropriate data in the Rx Details section Step 2 Click View History Step 2 Step 3 Select the appropriate prescription Step 4 Click OK Step 3 Step 4 34

37 Step 5 Enter Other Information This step is not required Step 6 Enter Special Instructions This step is not required Step 7 Click Recommendations Step 5 Step 7 Step 6 Step 8 Enter all recommended lens treatments Step 9 Click Rx Information This step is not required 35

38 Step 13 9 Step 11 8 Step 10 Click External Step 11 Select the appropriate provider from the Auth By drop down menu NOTE If the appropriate External Provider does not appear in the drop down menu you can add a new External Provider within the Provider Component See Patient Module Provider Component Add a Provider Step 10 Step 11 36

39 Step 12 Click Update Step 12 Step 1 Click Create Rx Create an Internal Eyeglass Rx Step 1 To create an Rx using a previous eyeglass Rx continue to Step 2 If the prescription is being entered manually skip Step 5 after entering the appropriate data in the Rx Details section 37

40 Step 2 Click View History Step 2 Step 3 Select the appropriate prescription Step 4 Click OK Step 3 Step 4 Step 5 Enter Other Information This step is not required 38

41 Step 6 Enter Special Instructions This step is not required Step 7 Click Recommendations Step 5 Step 7 Step 6 Step 8 Enter all recommended lens treatments This step is not required Step 9 Click Update Step 10 Click Rx Information Step 10 Step 8 Step 9 39

42 Step 11 Click Authorize Step 11 NOTE Only an employee listed as a provider will have the authority to authorize an Rx. An error screen will appear if someone other than a provider tries to authorize an Rx. Step 1 Select the appropriate Rx Print an Eyeglass Rx Step 2 Click Print Step 1 Step 2 40

43 NOTE There is also a print icon available from with an Rx. Step 1 Select the appropriate Rx Open an Eyeglass Rx Step 2 Click Open 41

44 Step 1 Step 2 Step 1 Select the appropriate Rx Refill an Eyeglass Rx Step 2 Click Refill Rx 42

45 Step 1 Step 2 Step 3 Click Update Step 3 Step 1 Select the appropriate Rx Authorize an Eyeglass Rx Step 2 Click Authorize 43

46 Step 1 Step 2 Step 1 Select the appropriate Rx Cancel an Eyeglass Rx Step 2 Click Cancel Rx Step 1 Step 2 Step 3 Select the appropriate reason from the drop down Step 4 Enter a Comment Step 5 Click Apply 44

47 Step 3 Step 5 Step 4 Step 1 Select the appropriate Rx Create an Eyeglass Order Step 2 Click Create Order Step 1 Step 2 45

48 To complete the order See Orders Module Eyeglass Orders Create an Eyeglass Order Create an External Contact Lens Rx Step 1 Click Contact Lens Step 1 Step Click Create Rx 46

49 Step 2 To create an Rx from a previous Rx or a trial Rx continue to Step 3 If the Contact Lens Rx is going to be entered manually skip to Step 7 after entering the appropriate lens parameters Step 2 Click View History Step 3 Step 4 Select the appropriate Rx. You may click on the radial buttons for Rx, Trial or History to view a more specific list. 47

50 Step 5 Click OK Step 4 Step 5 Step 6 Make any necessary changes or updates to the Rx and parameters Step 7 Click Instructions Step 7 Step 8 Enter the appropriate wearing schedule Step 9 Select the appropriate cleaners/solutions using the search icons Step 10 Click Update 48

51 Step 9 Step 8 Step 10 Step 11 Click Rx Information Step 11 Step 12 Click External Step 13 Select the appropriate provider from the Auth By drop down menu NOTE If the appropriate External Provider does not appear in the drop down menu you can add a new External Provider within the Provider Component See Patient Module Provider Component Add a Provider 49

52 Step 12 Step 13 Step 14 Click Update Step 14 Step 1 Click Contact Lens Create an Internal Contact Lent Rx 50

53 Step 1 Step 2 Click Create Rx Step 2 To create an Rx from a previous Rx or a trial Rx continue to Step 3 If the Contact Lens Rx is going to be entered manually skip to Step 7 after entering the appropriate lens parameters Step 3 Click View History 51

54 Step 3 Step 4 Select the appropriate Rx. Step 5 Click OK You may click on the radial buttons for Rx, Trial or History to view a more specific list. Step 4 Step 5 Step 6 Make any necessary changes or updates to the Rx and parameters Step 7 Click Instructions 52

55 Step 7 Step 8 Enter the appropriate wearing schedule Step 9 Select the appropriate cleaners/solutions using the search icons Step 10 Click Update Step 9 Step 8 Step 10 Step 11 Click Rx Information 53

56 Step 11 Step 12 Click Authorize Step 11 NOTE Only an employee listed as a provider will have the authority to authorize an Rx. An error screen will appear if someone other than a provider tries to authorize an Rx. Step 1 Click Contact Lens Print a Contact Lent Rx 54

57 Step 1 Step 2 Select the appropriate contact lens prescription from the prescriptions list Step 3 Click Print Step 2 Step 3 55

58 NOTE There is also a print icon available from with an Rx. Step 1 Click Contact Lens Refill a Contact Lent Rx Step 1 56

59 Step 2 Select the appropriate contact lens prescription from the prescriptions list Step 3 Click Refill Step 2 Step 3 Step 1 Click Contact Lens Open a Contact Lent Rx Step 1 Step 2 Select the appropriate contact lens prescription from the prescriptions list 57

60 Step 3 Click Open Step 2 Step 3 Step 1 Click Contact Lens Authorize a Contact Lent Rx 58

61 Step 1 Step 2 Select the appropriate pending contact lens prescription from the prescriptions list Step 3 Click Authorize Step 2 Step 3 NOTE Only an employee listed as a provider will have the authority to authorize an Rx. An error screen will appear if someone other than a provider tries to authorize an Rx. 59

62 Step 1 Click Contact Lens Cancel a Contact Lent Rx Step 1 Step 2 Select the appropriate contact lens prescription from the prescriptions list Step 3 Click Cancel Step 2 Step 3 60

63 Step 1 Click Contact Lens Create a Contact Lens Order Step 1 Step 2 Select the appropriate authorized contact lens prescription from the prescriptions list Step 3 Click Create Order Step 2 Step 3 61

64 To complete the order See Orders Module Contact Lens Orders Create a Contact Lens Order Step 1 Click Medication Create an External Med Rx Step 1 Step 1 Click Create Rx 62

65 Step 2 Step 3 Click External Step 4 Select the appropriate provider from the Auth By drop down menu NOTE If the appropriate External Provider does not appear in the drop down menu you can add a new External Provider within the Provider Component See Patient Module Provider Component Add a Provider Step 3 Step 4 63

66 Step 5 Click the Drug Lookup icon Step 5 To search the list of Common Drug continue to Step 6 To search the FDA Database for a drug that is not found in the list of Common Drugs skip to Step 9 Step 6 Enter all or part of the drug name in the filter box Step 7 Select the appropriate medication from the resulting list Step 8 Click Select Medication You may also simply double click on the appropriate medication to select 64

67 Step 6 Step 7 Step 8 Skip to Step 14 Step 9 Click Search Drugs Step 10 Enter all or part of the drug name in the search box Step 11 Click Search Step 12 Select the appropriate medication from the resulting list Step 13 Click Select Medication You may also simply double click on the appropriate medication to select 65

68 Step 9 Step 10 Step 11 Step 12 Step 13 Step 14 Enter all known Prescription Details, Dispensing and Refill information and Special Instruction Step 15 Click Update This information is not required for an external Rx. Step 14 Step 15 66

69 Step 1 Click Medication Create an Internal Med Rx Step 1 Step 2 Click Create Rx Step 2 Step 3 Click the Drug Lookup icon 67

70 Step 3 To search the list of Common Drug continue to Step 4 To search the FDA Database for a drug that is not found in the list of Common Drugs skip to Step 7 Step 4 Enter all or part of the drug name in the filter box Step 5 Select the appropriate medication from the resulting list Step 6 Click Select Medication You may also simply double click on the appropriate medication to select 68

71 Step 4 Step 5 Step 6 Skip to Step 12 Step 7 Click Search Drugs Step 8 Enter all or part of the drug name in the search box Step 9 Click Search Step 10 Select the appropriate medication from the resulting list Step 11 Click Select Medication You may also simply double click on the appropriate medication to select 69

72 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Enter all required data All required fields are outlined in red Step 13 Enter any Special Instruction This step is not required Step 14 Click Update 70

73 Step 12 Step 13 Step 14 Step 15 Select the appropriate medication Step 16 Click Authorize NOTE Only an employee listed as a provider will have the authority to authorize an Rx. An error screen will appear if someone other than a provider tries to authorize an Rx. Step 15 Step 16 71

74 Step 1 Click Medication Print an Internal Med Rx Step 1 Step 2 Select the appropriate Medication Rx Step 3 Click Print Step 2 Step 3 NOTE Only an authorized Internal Med Rx may be printed 72

75 Step 1 Click Medication Open a Med Rx Step 1 Step 2 Select the appropriate Medication Rx Step 3 Click Open 73

76 Step 2 Step 2 Step 1 Click Medication Authorize an Internal Med Rx 74

77 Step 1 Step 2 Select the appropriate pending Medication Rx Step 3 Click Authorize Step 2 Step 3 Step 1 Click Medication Refill a Med Rx 75

78 Step 1 Step 2 Select the appropriate authorized Internal Medication Rx Step 3 Click Refill Step 2 Step 3 Step 4 Enter the appropriate # Refills Allowed Step 5 Click Update 76

79 Step 4 Step 5 Step 1 Click Medication Stop a Med Rx Step 1 Step 2 Select the appropriate Medication Rx Step 3 Click Stop 77

80 Step 2 Step 3 Step 4 Select the appropriate Reason from the drop down menu Step 5 Enter a Comment Step 6 Click Apply Step 4 Step 6 Step 5 78

81 Step 1 Click Medication Enter a Comment to the Med Rx Screen Step 1 Step 1 Enter your comments Step 1 Click Save Changes Step 2 Step 3 79

82 Exam History Component To open click on the expand button in the upper right corner of the Exam History Pod. The Exam History Component contains the patient s Encounter History and the Appointment History Please refer to Terminology in Section 1 for the definitions of an Encounter and Appointment Open an Encounter Step 1 Click on the Encounter you wish to open from the Encounter list. Step 2 Click Open Encounter You may also open the Encounter by double clicking on the appropriate Encounter. 80

83 Step 1 Step 2 You will be taken to the workflow steps in this encounter Archive an Encounter Step 1 Click on the Encounter you wish to Archive from the Encounter list. Step 2 Click Archive Encounter + Step 1 Step 2 81

84 Open an Appointment Step 1 Click on the Appointment you wish to open from the appointment list. Step 2 Click Open Appointment You may also open the Appointment by double clicking on the appropriate appointment. Step 1 Step 2 Print an Appointment Summary Step 1 Click on the appropriate Appointment in the Appointment list Step 2 Click Open Appointment You may also open the Appointment by double clicking on the appropriate appointment. 82

85 Step 1 Step 2 Step 3 Click Print Summary Step 3 Edit an Appointment Step 1 Click on the Appointment you wish to Edit in the appointment list Step 2 Click Open Appointment You may also open the Appointment by double clicking on the appropriate appointment. 83

86 Step 1 Step 2 Step 3 Click Edit Step 3 Create Appointment Notes Step 1 Click on the appropriate Appointment in the Appointment List. Step 2 Click Open Appointment You may also open the Appointment by double clicking on the appropriate appointment. 84

87 Step 1 Step 2 Step 3 Click on the Appointment Notes bar directly under the Appointment Summary screen. Step 3 Step 4 Click New Note 85

88 Step 4 Step 5 Select a category from the drop down menu Step 4 Type your note in the large area below the category. Step 5 Click Update Note Step 6 Step 5 Step 7 Edit Appointment Notes Step 1 Click on the appropriate Appointment in the Appointment History list. 86

89 Step 2 Click Open Appointment You may also open the Appointment by double clicking on the appropriate appointment. Step 1 Step 2 Step 3 Click Appointment Notes Step 3 Step 4 Click on the note you wish to edit Step 5 Click Edit Note 87

90 Step 4 Step 5 Step 6 Enter all necessary changes/updates to the note Step 7 Click Update Note Step 7 Start an Appointment Step 1 Click on the appropriate Appointment in the Appointment List. Step 2 Click Start Appointment 88

91 Step 1 Step 2 You may also start an Appointment from the appointment summary. Step 1 Click on the appropriate Appointment in the Appointment List. Step 2 Click Open Appointment Step 1 Step 2 Step 3 Click Start Appointment 89

92 Step 3 Cancel an Appointment Step 1 Click on the appropriate Appointment in the Appointment List. Step 2 Click Open Appointment You may also open the Appointment by double clicking on the appropriate appointment. Step 1 Step 2 Step 3 Click Cancel Appointment 90

93 Step 3 Step 4 Enter a reason This step is required Step 5 Click the Checkbox next to Patient or Patient Initiated if appropriate Step 6 Click OK Step 4 Step 5 Step 6 91

94 Reschedule an Appointment Step 1 Click on the appropriate Appointment in the Appointment List. Step 2 Click Open Appointment You may also open the Appointment by double clicking on the appropriate appointment. Step 1 Step 2 Step 3 Click Reschedule Step 3 Step 4 Enter the Date of the new appointment Step 5 Enter Start Time 92

95 Step 6 Select the Location from the drop down menu Step 7 Select the Provider from the drop down menu Step 8 Enter a Reason This step is required Step 9 Click the Checkbox next to Patient or Patient Initiated if appropriate Step 10 Click OK Step 4 Step 5 Steps 6 & 7 Step 8 Step 9 Step 10 Mark an Appointment as a No Show Step 1 Click on the appropriate Appointment in the Appointment List. Step 2 Click Open Appointment You may also open the Appointment by double clicking on the appropriate appointment. 93

96 Step 1 Step 2 Step 3 Click No Show Step 3 Step 4 Click OK Step 4 94

97 Account Component To open click on the expand button in the upper right corner of the Account Pod. The Account Component contains all invoices associates to that patient. Upon opening, all pending invoices will be displayed. A payment history is also available separately from the invoice list. An account summary allows the user to view patient and insurance balances along with any credit that may be on account for that patient. Step 1 Enter the appropriate search criteria Find an Invoice Step 2 Click Search A search may be done by Invoice number, Service date or Status 95

98 Step 2 Step 1 Step 1 Click New Invoice Create a Patient Invoice Step 1 For instructions on actions that can be taken for an invoice See Accounting Module Invoices Invoice Action Items 96

99 Step 1 Click Receive Payment Receive a Patient Payment Step 1 Step 2 Enter Payment Amount This amount should be equal to the total amount being collected from the patient Step 3 Select Payment Method Step 3 Step 2 Step 3 Enter the amount paid for an invoice in the yellow payment box. 97

100 If the total due for that invoice is being paid in full skip to Step 8 NOTE If receiving a payment in full for an invoice, simply click on the checkbox next to the appropriate invoice and the payment will auto-fill the yellow payment field for that patient. If the amount being paid is a partial amount continue to Step 4 Step 4 Click on $0.00 in the transfer column of the claim being paid Step 3 Step 4 Step 5 Enter the amount(s) being transferred in the appropriate field(s) The current balance may be transferred to multiple parties from this screen Step 6 Select the appropriate reason(s) from the drop down menu(s) Step 7 Click Apply 98

101 Step 5 Step 6 Step 7 Step 8 Repeat steps 6-10 for each invoice payment being recorded for that patient Step 9 Click Apply Payments Step 9 99

102 Notes Component To open click on the expand button in the upper right corner of the Notes Pod. The Notes Component is an area in the patient module where any note referencing the patient can be created. The area was designed for the user to utilize when something unrelated to the medical record must be recorded in a patient s file. Create a Note Step 1 Click New Note Step 1 Step 2 Select a category from the drop down menu Step 3 Type your note in the large area below the category. Step 4 Click Update Note 100

103 Step 2 Step 3 Step 4 Step 1 Click on the Note you wish to edit in the list of notes Edit a Note Step 2 Click Edit Note The note you select will appear to the right Step 1 Step 2 Step 3 Make the changes/updates to the note Step 4 Click Update Note 101

104 Step 4 Insurance Component Open the Insurance Component in the drop down menu under Show More on the right in the Patient Dashboard The Insurance Component displays active insurance coverage for a patient. To view inactive coverage remove the checkmark in the box next to Active Policies Only by clicking on the checkmark 102

105 Step 1 Click Add Coverage Add Coverage Step 1 There are two screens available when adding coverage, Coverage Information and Additional Information. Coverage Information is the first screen to appear. Step 2 Enter all known coverage information Priority, Type, Company, Coverage Holder and Policy are the required fields 103

106 Use the drop down menus for Priority, Type and Company If the insurance company is available in the drop down menu skip to Step 6 If the insurance company is not found in the drop down menu continue to Step 3 to add a new insurance company to the system Step 3 Click on the + button next to Company Step 3 Step 4 Enter all known Insurance Company information Step 5 Click Add Company Company, Claim Submission and Claim Provider ID are required fields in this screen The Add Company button will only be accessible when all required fields have been filled. Step 5 104

107 If the Coverage Holder is self skip to Step 11 Step 6 Click on the search button next to Coverage Holder to change the coverage holder to someone other than self Step 6 Step 7 If the coverage holder is a family member, click on Family Member; if the coverage holder is listed as a contact, click on Contacts Step 8 Select the appropriate patient from the Policy Holder list Step 9 Select the appropriate coverage from the Policy list Step 10 Click OK 105

108 Step 7 Step 8 Step 9 Step 10 NOTE The company name, family deductible, copay and coinsurance will update automatically based on the coverage holder s information. Step 11 Click Additional Information Step 6 Step 12 Enter all known additional information Step 13 Click Update 106

109 Step 12 Step 13 Step 14 Click Close Step 14 NOTE The coverage that you have added will now be open in the Insurance Component and will appear on a tab at the top of the screen. To close the coverage, click on the X next to the company s name in the tab 107

110 Step 1 Select the appropriate coverage from the list Edit Existing Coverage Step 2 Click Open Step 1 Step 2 Step 3 Click the expand button in the Coverage Information Pod Step 3 Step 4 Click Edit 108

111 Step 4 Step 5 Enter all changes/updates in Coverage Information Step 6 Click Additional Information Step 6 Step 7 Enter all changes and updates in Additional Information Step 8 Click Update 109

112 Step 7 Step 8 Deactivate Existing Coverage Step 1 Click on the Insurance Company you wish to Deactivate Step 2 Click Deactivate Step 1 Step 2 Activate Previously Deactivated Coverage Step 1 Click the Active Policies Only check box to remove the checkmark 110

113 Step 1 Step 2 Select the appropriate coverage from the list Step 3 Click Activate Step 4 Click in the Active Policies Only check box to replace the check mark Step 2 Step 4 Step 3 NOTE To quickly view contact information for a particular insurance company click on the insurance company s name in the Company Name list under the Patient Policies tab in the Insurance Component 111

114 Diagnosis History Component Open the Diagnosis History Module in the drop down menu under Show More on the right in the Patient Dashboard The Diagnosis History Component lists all active diagnoses for that patient and allows you to add new diagnoses and edit existing diagnoses. A full history of all diagnoses (active, resolved or deactivated) for a patient can be viewed by clicking on the check mark to the left of Active Diagnosis Only to remove the check mark. 112

115 Step 1 Click Add Diagnosis Add a Diagnosis Step 1 Step 2 Click on the ICD-9 Search icon to access a listing of common diagnosis codes 113

116 Step 2 Step 3 Click on the appropriate ICD-9 code To reduce the search results type in all or part of the appropriate code or name in the filter field. The results will filter automatically. Step 4 Click Select Step 3 Step 4 Step 5 Enter all known diagnosis information 114

117 Step 6 Click Update ICD-9 and diagnosis date are the required fields You may use the calendar button to enter the diagnosis date, or you may enter the date manually being sure to use a four digit year. Step 6 Step 1 Click on the appropriate Diagnosis in the list Resolve a Diagnosis Step 2 Click Resolve Step 1 Step 2 Step 3 Enter the date the Diagnosis was resolved 115

118 You may manually enter the date being sure to enter a four digit year or you may click on the calendar button. Step 4 Enter a statement in the reason box Step 5 Click Resolve This step is required. A diagnosis cannot be resolved without a reason being entered. Step 3 Step 4 Step 5 Deactivate a Diagnosis Step 1 Click on the appropriate Diagnosis from the list. Step 2 Click Deactivate 116

119 Step 1 Step 2 Activate a Previously Deactivated Diagnosis Step 1 Click in the check box to the left of Active Diagnosis Only to remove the checkmark. All patient diagnoses will appear in the list Step 1 Step 2 Select the Diagnosis you wish to reactivate from the list Step 3 Click Activate You may only reactivate a Diagnosis with Inactive showing in the Status Column 117

120 Step 4 Click on the check box to the left of Active Diagnosis Only to replace the checkmark. Step 2 Step 4 Step 3 Step 1 Select the Diagnosis you wish to edit from the list Edit a Diagnosis Step 2 Click Open Step 1 Step 2 Step 3 Click Edit 118

121 Step 3 Step 4 Enter all changes and updates to the diagnosis Step 5 Click Update You may not change the actual diagnosis code in the edit mode Step 5 Manage a Care Plan Item Step 1 Choose the appropriate Diagnosis from the list. Step 2 Click Open 119

122 Step 1 Step 2 Step 3 Click Care Plan Step 3 Step 4 Click Manage Items 120

123 Step 4 Step 5 Move the appropriate Items. Step 6 Click Done Click on an item and use the arrow buttons to move that item to or from your Care Plan. Step 6 NOTE There is a filter available below the Care Plan Item Library. This may be used to view only one category of Care Plan at a time. 121

124 Add Comments to a Care Plan Item Step 1 Choose the appropriate Diagnosis from the list. Step 2 Click Open Step 1 Step 2 Step 3 Click Care Plan 122

125 Step 3 Step 4 Click on the appropriate Care Plan Item Step 5 Click Open Step 4 Step 5 Step 6 Click Edit 123

126 Step 6 Step 7 Type Comments Step 8 Click Update Step 7 Step 8 Step 1 Choose the appropriate Diagnosis from the list. Stop a Care Plan Item Step 2 Click Open 124

127 Step 1 Step 2 Step 3 Click Care Plan Step 3 Step 4 Click on the appropriate Care Plan Item Step 5 Click Stop 125

128 Step 4 Step 5 Step 6 Enter the Date that the Care Plan Item was stopped Step 7 Enter a Comment Step 8 Click Stop. The date can be entered manually being sure to enter a four digit year or the date can be entered by clicking on the calendar button A comment is required to stop a Care Plan Item Step 6 Step 7 Step 8 126

129 Add a Note to a Diagnosis NOTE Any action that is taken in the Care Plan screen is automatically recorded as a Note in the Diagnosis History Component. Step 1 Choose the appropriate Diagnosis from the list Step 2 Click Open Step 1 Step 2 Step 3 Click Notes Step 3 127

130 Step 4 Click New Note Step 5 Select a Category from the drop down menu Step 6 Type your note Step 7 Click Update Note Step 5 Step 6 Step 4 Step 7 Edit a Note for a Diagnosis Step 1 Choose the appropriate Diagnosis from the list Step 2 Click Open Step 1 Step 2 128

131 Step 3 Click Notes Step 3 Step 4 Click the Note you wish to Edit from the list Step 5 Click Edit You may not Edit a Note that was authored by SYSTEM Step 4 Step 5 Step 6 Enter all changes/updates to the note. Step 7 Click Update Note 129

132 Step 7 Order History Component Open the Order History Module in the drop down menu under Show More on the right in the Patient Dashboard The Order History Component lists all active and completed orders for that patient and allows you to add new diagnoses and edit existing diagnoses. Active orders only can be viewed for a patient adding a check mark to the Active Only check box in the bottom left corner of the screen 130

133 Step 1 Double click on the appropriate order Open an Order Step 1 131

134 Step 1 Click New Order Create an Eyeglass Order Step 1 Step 2 Click Eyeglass 132

135 Step 2 Step 3 Enter the appropriate search criteria Step 4 Click Search Step 5 Select the appropriate patient from the search results Step 6 Click Next You may also double click on the patient s name instead of using the next button Step 3 Step 4 Step 5 Step 6 133

136 Step 7 Select the appropriate eyeglass prescription Step 8 Click Done Step 7 Step 8 Step 9 Click Edit There will be five screens available in an order: Order details, Rx information, Lens information, Frame information, and Notes. The first screen to appear is Order details. 134

137 Step 9 Step 10 Review the order details There are no required fields in this screen The order location may be changed by clicking the search icon to the right of Order Location Step 11 Enter the Lab information There are no required fields in this screen 135

138 Select the appropriate Lab from the drop down menu Enter a Vendor Order number if available Step 11 Step 12 Enter the Shipping information There are no required fields in this screen Select the Ship To Select the Shipping Company Enter a Tracking number if available 136

139 Step 12 Step 13 Enter the Patient Information There are no required fields in this screen This area allows a user to enter the date the patient was notified. The user may return to this area at a later date Step 13 Step 14 Enter the Quantity/Instructions There are no required fields in this screen 137

140 This area allows a user to enter the number of eyeglasses being ordered, tray number, type of lenses requested, frame indicator, and frame source The Instructions are may be used for any text entry Step 14 Step 15 Click Rx Information Step

141 This is a read only screen that allows the user to review the Rx information at anytime without having to return to the Rx component. Step 16 Click Lens Information Step 16 Step 17 Click the search icon for Lens Product Selection 139

142 Step 17 Step 18 Select the appropriate lens Step 19 Click OK This list may be filtered by manufacturer or Model Step 18 Step 19 Step 20 Enter all appropriate lens measurements The distance and near PD will default to the PD entered in the original Rx, but can be overridden here. 140

143 Step 20 Step 21 Select the lens treatments and options from the drop down menus If a treatment or option being order does not appear in a drop down, a text entry may be typed in the box. Step 21 Step 22 Click Frame Information 141

144 Step 22 Step 23 Click the search icon for the frame Step 23 Step 24 Select the appropriate frame Step 25 Click OK This list may be filtered by Manufacturer or Model 142

145 Step 24 Step 25 Step 26 Click the search icon for frame size Step 26 Step 27 Select the appropriate frame size Step 28 Click OK 143

146 Step 27 Step 28 Step 29 Click the search icon for frame color and mounting type Step 29 Step 30 Select the appropriate color Step 31 Click OK 144

147 Step 30 Step 31 Step 32 Click Update Step

148 Step 1 Click New Order Create a Contact Lens Order Step 1 Step 2 Click Contact Lens Step 2 Step 3 Enter the appropriate search criteria Step 4 Click Search Step 5 Select the appropriate patient from the search results Step 6 Click Next You may also double click on the patient s name instead of using the next button 146

149 Step 4 Step 3 Step 5 Step 6 Step 7 Select the appropriate contact lens prescription Step 8 Click Done Step 7 Step 8 147

150 Step 9 Click Edit There will be three screens available in an order: Order details, Rx information, and Notes. The first screen to appear is Order details. Step 9 Step 10 Review the order details There are no required fields in this screen The order location may be changed by clicking the search icon to the right of Order Location 148

151 Step 11 Enter the Supplier information There are no required fields in this screen Select the appropriate Supplier from the drop down menu Enter a Vendor Order number if available Step 11 Step 12 Enter the Shipping information There are no required fields in this screen Select the Ship To Select the Shipping Company Enter a Tracking number if available 149

152 Step 12 Step 13 Enter the Patient Information There are no required fields in this screen This area allows a user to enter the date the patient was notified. The user may return to this area at a later date Step 13 Step 14 Enter the Quantity/Instructions 150

153 The amounts and type in each dispense field will default to the amount entered into the Rx by the prescribing provider Step 14 Step 15 Click Rx Information Step 15 This is a read only screen that allows the user to review the Rx information at anytime without having to return to the Rx component. 151

154 Step 16 Click Update Step

155 Allergies Component Open the Allergies Component in the drop down menu under Show More on the right in the Patient Dashboard The Allergies Component tracks all known allergies for a patient. Allergies are divided into two categories: Drug Allergies and Other Allergies. Both are listed in the first screen of the Allergies Module. 153

156 Step 1 Click Add Drug Allergy Add a Drug Allergy Step 1 Step 2 Click Search Step 2 Step 3 Enter the Drug Name Step 4 Click Search 154

157 Step 4 Step 3 Step 5 Select the appropriate drug name Step 6 Click Select Drug Step 5 Step 6 155

158 Step 7 Choose the Severity from the drop down menu This is not a required step Step 8 Enter date into the remaining fields and boxes if known. Reactions may be chosen from the listing Step 9 Click Update Step 7 Step 9 Step 1 Click on the appropriate Drug Allergy Edit a Drug Allergy Step 2 Click Open Step 1 Step 2 156

159 Step 3 Click Edit Step 3 Step 4 Enter all changes/updates to the Drug Allergy Step 5 Click Update Step 5 Step 1 Click Add Other Allergy Add Other Allergy 157

160 Step 1 Step 2 Select the appropriate allergy Category from the drop down menu Step 2 Step 3 Select the Severity from the drop down menu This is not a required step Step 4 Enter data into the remaining fields and boxes if known. Step 5 Click Update 158

161 Step 3 Step 5 Step 1 Click on the appropriate Allergy Edit Other Allergy Step 2 Click Open Step 1 Step 2 Step 3 Click Edit 159

162 Step 3 Step 4 Enter all changes/updates to the Allergy Step 5 Click Update Step 5 160

163 Pharmacy Component Open the Pharmacy Component in the drop down menu under Show More on the right in the Patient Dashboard The Pharmacy Component can be used to list all pharmacies that are being utilized by a particular patient Step 1 Click Add Pharmacy Add a Pharmacy Step 1 161

164 If the Pharmacy you wish to add does not appear in the list continue to Step 2 If the Pharmacy you wish to add is found in the list skip to Step 7 Step 2 Click Create New Pharmacy Step 2 Step 3 Click the button Step 3 Step 4 Complete all required fields Pharmacy, Address, City, State, Zip and Phone Number are the required fields Step 5 Enter all other known pharmacy information 162

165 Steps 4 & 5 Step 6 Click Add Pharmacy Step 6 NOTE This pharmacy has now been permanently added to the application and will be available in the pharmacy list found in every patient module Step 7 Select the appropriate pharmacy Step 8 Click Add Pharmacy 163

166 Step 7 Step 8 Step 1 Select the appropriate pharmacy from the list Edit a Pharmacy Step 2 Click Open Step 1 Step 2 Step 3 Click Edit 164

167 Step 3 Step 4 Enter all changes/updates in the Pharmacy Information screen Step 5 Click Update Step 5 NOTE Any changes or updates made in this screen will also be saved for that particular pharmacy as it appears in the application. 165

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