INSTRUCTOR BRIEF USER GUIDE TO e-medsys Version 2

Transcription

1 INSTRUCTOR BRIEF USER GUIDE TO e-medsys Version 2 Contents Introduction 2 Getting Started with e-medsys Version 2 3 Practicing Management Interface: Main Screen Menu Bar 11 EHR Interface: Menu Bar 14 Features of the e-medsys Program 15 Document Revision History 18 Version # 2.8 MindTap version 3.10 Last Edited: 12/3/2014

2 Introduction The e-medsys Solution Suite from TriMed Technologies is a fully integrated and fully online practice management (PM) system, electronic health records (EHR) system, and patient portal. The e-medsys EHR is CHIT-certified in Ambulatory Medicine, Cardiovascular Medicine, and Child Health. For more information about TriMed Technologies, visit The e-medsys Educational Edition 2.0 is a custom education version of this powerful real-world product. Since e-medsys is completely online, it is completely portable, allowing you to work on your exercises on any computer that has e-medsys installed-both in the computer lab and at home-without losing any work. In the PM interface, you have the ability to register patients, work in the appointment schedule, add authorizations, and post patient charges and credits. In the EHR interface, you have the ability to work in individual patient charts; you will create new patient notes, prescriptions, and lab orders. About the Exercises A total practice management system (TPMS) allows all tasks in a medical office to be done electronically. It is a term that encompasses both a PM system (which performs front-office tasks such as appointment scheduling and billing) and an EHR system (which performs back-office tasks such as electronic charting and e-prescribing). Objectives The document introduces instructors to the following: Logging into e-medsys Version 2 Navigating e-medsys Version 2 Audience This document addresses the needs of e-medsys Version 2 course instructors. Instructor Brief User guide.docx Page 2 Cengage Learning e-medsys instructions

3 Getting Started with e-medsys Version 2 Installing e-medsys Version 2 Instructors can follow these steps for installing e-medsys on to their computer. This table details the procedure: Step Action 1 Verify that you have the correct system requirements to run the program. Intel Pentium 42.0 GHz, 1 GB of available local disk space 2 GB memory RAM with Microsoft Windows Vista up to Windows 7 Microsoft Internet Explorer 8 or 9 Microsoft Word 2003 Acrobat Reader 1024 x 768 x 24 bit display 2 Open Internet Explorerer, and enter in the address bar. 3 Click the Download e-medsys button to start downloading the e-medsys client application. 4 A window will pop up, asking Do you want to run or save this file? Click Run. 5 After e-medsyspm.exe is downloaded, it will ask, Are you sure you want to run this software? Click Run. 6 The e-medsys Educational Edition Setup Wizard will appear. Click Next. 7 Specify the location of the e-medsys director (c:/e-medsys). Click Next. 8 On the Ready to Install screen, click Install. 9 Type your Enterprise Number (printed on the inside cover of your book), and click OK. 10 Click Yes thorugh the prompt concenring your enterpise number. 11 Click Finish to complete the e-medsys Setup Wizard. 12 Following the directions in the Getting Started with e-medsys in the following section concerning the Configuration Tool and logging in to the program. 13 Note: When you are using the e-medsys program, a DOWS Window will always be present and minimized on your taskbar. Do not close that DOS Window or you will close the program. Brief User Guide Page 3 e-medsys Version 2 12/3/2014

4 Step Configuring e-medsys Version 2 Instructors can follow these steps for configuring e-medsys on their computer. Prior to opening the program and logging in, you must set up the Configuration Tool to configure your unique enterprise number on the computer. This table details the procedure of setting up the configuration tool: Action 1 Go to: START > ALL PROGRAMS > E-MEDSYS > E-MEDSYS Configuration 2 You may receive a prompt asking whether you are an e-medsys customer. If you do, click Yes through the prompt. 3 Type your Enterprise Number (printed on the inside front cover of your book), and click OK. 4 You may receive several prompts; click Yes and OK through the prompts until you have confirmed that the program has been configured. Instructor Brief User guide.docx Page 4 Cengage Learning e-medsys instructions

5 Logging In, Changing Your Password, and Logging Out Logging In Step Action 1 Set up the Configuration Tool by following the preceding instructions. 2 Double click the e-medsys icon on your desktop. 3 Enter the enterpise number, user name, and password found on the inside front cover of your book, and click the Login button. 4 Now you are at the e-medsys home page and you can begin working. Note: In addition to the e-medsys home page, there will be another window open. This window must be kept open on your desktop. This will sometimes be referred to as the black screen. It will always be runing in the background when a user is logged in to the program. Brief User Guide Page 5 e-medsys Version 2 12/3/2014

6 Changing Your Password Please be advised: If you lose your password, there is no way to recover your data. If you change your password, write it in the space provided on the inside front cover of your book. Step 1 Action On the Main Scr File. From the drop-down menu, click Change Password. een Menu bar, click 2 A Change Password Utility window will open. Click the button for Change Now. 3 Enter your current password and then your new password (the password you would like to change to.) When you have finished, click the Accept button. 4 Your password has been changed, and you will use your new password the next time you log in to the program. Please write down your new password on the inside front cover of your book. Instructor Brief User guide.docx Page 6 Cengage Learning e-medsys instructions

7 Logging out of e-medsys Log out by closing the software application. This is done by going to File > Exit within the application. Note: A warning will pop up if you close the application by using the X in the upper right corner. Uninstalling e-medsys Step Action 1 Vista Click Start > Control Panel then click Programs and Features. Scroll to and click e-medsys Client for Delmar/Cengage Learning. Click Uninstall at the top. 2 Windows XP Click Start > Control Panel then click Add or Remove Programs. Scroll to and click e-medsys Client for Delmar/Cengage Learning. Click Remove. Brief User Guide Page 7 e-medsys Version 2 12/3/2014

8 Frequently Asked Questions I have a technical support question. Who should I call to have my issue resolved? Can I download e-medsys Educational Edition 2.0 more than once? Is there a limit to how many times I can install e-medsys Educational Edition 2.0? When will my e-medsys login expire? What if my school has Deep Freeze? What if another user shares my computer will I lose my work? Are the CPT and ICD codes in e-medsys updated each year? Is it possible to add CPT and ICD codes to e-medsys? What are the bandwidth requirements for e-medsys? If a superbill has an error on it after it s been locked, is there any way for the student or instructor to correct it? If a student makes a mistake in setting up an appointment (for example, annual exam was booked instead of a return office visit), how can it be corrected? How do I check student work? Best Practices for taking screen shots I have a technical support question. Who should I call to have my issue resolved? Cengage? TriMed? Cengage Learning is providing technical support for the e-medsys Educational Edition 2.0 exercises found in Using the Electronic Health Record in the Health Care Provider Practice, Second Edition Phone: delmar.help@cengage.com URL: Can I download e-medsys more than once? Yes. e-medsys Educational Edition 2.0 is available to download to all computers you are using to complete your work. Is there a limit to how many times I can install e-medsys Educational Edition 2.0? There is no limit to how many times e-medsys Educational Edition 2.0 can be installed nor is there a limit to how many computers on which e-medsys Educational Edition 2.0 can be installed. Instructor Brief User guide.docx Page 8 Cengage Learning e-medsys instructions

9 When will my e-medsys login expire? e-medsys Educational Edition 2.0 logins will expire 12 months after initial login. Three months prior to expiration a notification message will display each time after logging-in. What if my school has Deep Freeze? If a school does re-image workstations or restores workstations to a clean state, it is recommended to include e-medsys as part of the image or clean state, so the e-medsys PM Client program does not have to be reinstalled. What if another user shares my computer will I lose my work? You will not lose your work. You may access your account from any computer on which e- MedSys Educational Edition 2.0 is installed. Your account information and all entries in the program are held in the e-medsys central database. Furthermore, because the data is held in the database on a server, the data is protected from individual computer crashes. Are the CPT and ICD codes in e-medsys updated each year? Is it possible to add CPT and ICD codes to e-medsys? e-medsys Educational Edition 2.0 is a fixed database, thus all of the data contained within is static. The codes within e-medsys Educational Edition were input in It is not possible to add additional codes to the database. e-medsys Educational Edition 2.0 is intended to be a simulated paperless medical office environment in which to teach students how to work within a total practice management system. What are the bandwidth requirements for e-medsys? It is recommended that you have a minimum Internet bandwidth of 384 kbps for upload and download. If there are multiple workstations utilizing e-medsys, then each active workstation will require a minimum of 64 kbps of bandwidth. If a superbill has an error on it after it s been locked, is there any way for the student or instructor to correct it? For legal reasons, once something is signed off on, it s recorded forever. (Not just a superbill, could be a prescription, chart note, etc.). So, you can t correct the original superbill; however, you can go into the signed off superbill and click on the link that says New. Then a new Superbill appears (it will be a new tab, next to the original superbill, and the tab will be labed Superbill 2 ). On Superbill 2, you should complete it correctly. If a student makes a mistake in setting up an appointment (for example annual exam was booked instead of a return office visit), how can it be corrected? You can follow similar steps as the rescheduling procedure (Task 2-5). Go to the incorrect appointment and click Cancel. In the reason for cancellation field, type something descriptive like Appointment adjustment and then click the Provider Cancel button. Then, the software Brief User Guide Page 9 e-medsys Version 2 12/3/2014

10 will ask Do you wish to reschedule? Click Yes, and then rebook the appointment with the correct info. How do I check student work? We have provided options that instructors can choose to use to check student work in the e- Medsys program. These options are provided to give instructors different methods of monitoring students and grading; instructors should use the method that is most appropriate for their particular situation and student population. The options are: Answer Key Task Printouts and Screen Shots o Task Printouts: these are items that students are asked to print from within the program as they are doing the exercises in the workbook. o Screen Shots: these are provided when there is not a print option within the software). Logging In to an individual student enterprise with the Administrator Login o Please review the document on the Instructor Companions Site: Instructor Notes for the e-medsys Educational Edition 2.0 for detailed guidelines We recognize that you may not want to use every Answer Key provided and that it may not be feasible for you to log in to each student s database, so we recommend finding the method (or combination of methods) that are most appropriate. Some examples might be: For classes with students having no difficulty, the instructor may choose to only check and grade Task Printouts. For classes with a mix of student having no difficulty and some difficulty, the instructor may choose to only grade Task Printouts; the instructor may ask students who are having difficulty to send screen shots that the instructor would check periodically. The instructor may choose to grade one Task Printout or Screen Shot per Task. The instructor may choose to only log into student enterprises for those students who are having difficulty to see where the difficulty exists. Best Practices for Taking Screen Shots 1. Find screen you need to print out 2. Press Print Screen key on computer keypad (you may have to press the function, ALT or CNTRL keys in conjunction with the print screen key; this depends on the computer you re working on) 3. Open a Word document 4. Enter Paste command 5. Image from screen will paste onto Word Document Instructor Brief User guide.docx Page 10 Cengage Learning e-medsys instructions

11 Practice Management Interface: Main Screen Menu Bar Clicking on the menu bar in the Practice Management interface produces a drop-down menu listing all of the functions in that module. The modules that we will use include File, Billing, Scheduling, and EHR (Electronic Health Records). File Menu The file menu allows you to log out of the program (Exit), review the keyboard shortcuts, and change your password. Brief User Guide Page 11 e-medsys Version 2 12/3/2014

12 Billing Menu The billing menu allows you to work in the patient registration area to ad and update patient information, add and modify authorization (Inquiry), post charges and credits (Posting), and complete other billing-related tasks. Scheduling Menu The scheduling menu allows you to work in the PM appointment schedule (Appointment Schedule). Instructor Brief User guide.docx Page 12 Cengage Learning e-medsys instructions

13 EHR Menu The EHR menu provides access to the EHR interface, where you can add new patient notes, prescriptions, orders, and lab results to individual patient charts. Keyboard Shortcuts Throughout the system there are default shortcut keys that can be used to select items from the Main Screen Menu Bar. For example, Ctrl + E is a shortcut for Exiting or Logging Out of the program. These default keys have been set up by the system: Brief User Guide Page 13 e-medsys Version 2 12/3/2014

14 EHR Interface: Menu Bar Home The home page for the EHR is the provider schedule page. All appointments made in the PM interface (Scheduling > Appointment Schedule) will also appear in this schedule. Use the Chart button (at the top of the screen) to look up individual patient charts. Instructor Brief User guide.docx Page 14 Cengage Learning e-medsys instructions

15 Features of the e-medsys Program Enter Key or Tab Key Using the Enter key or Tab key on your keyboard allows you to move from field to filed in the system. Search for Items by Name You can search many fields in the software by name, including Patient, Insurance Company, Procedure, and Code. To search a field for an item by its name, enter the first few letters (or numbers, in th e instance of a code), and press Enter on your keyboard. For example, suppose you want to search for patient Ashley Mansfield: 1. Enter MAN in the Last Name field, and press Enter on your keyboard. 2. The software will bring up a selection window showing all patients in the system whose last name starts with those letters. 3. Highlight the selection by clicking on it with the mouse. Once the correct item is highlighted, you can select it in a number of ways. You can click the OK button, double click on the highlighted row, or press the Enter key on your keyboard. Search for Items Using Table Look-Up You can also search many fields in the software using Table Look-Up. Some of these fields include Patient, Procedure, Diagnosis, Insurance Plan, and Referring Physician. As an example, we will search for a patient on the Patient Tab of the patient registration screen. To bring up a list of all items in the program associated with that particular field: 1. Type % in the Patient Field, and click the Search button. 2. The software will bring up a selection window showing all patients in the system. Brief User Guide Page 15 e-medsys Version 2 12/3/2014

16 3. Highlight the correct selection, and click OK (or press Enter or double click). If you want to narrow your search down, you can type % and then the first few letters of what you are looking for. For example, if you are looking for Donald Barr: 1. Type %BA, and click the Search button. 2. The software will bring up a selection window showing all patients with BA in their name that are in the system. 3. Then highlight the correct selection, and click OK (or press Enter or double click). Instructor Brief User guide.docx Page 16 Cengage Learning e-medsys instructions

17 Entering Dates Dates are entered in a six-digit date format (DD/MM/20YY). For the Date of Birth fields, the system defaults to DD/MM/19YY. There are several shortcuts for entering dates that can be used. When the cursor is in the Date field: 1. Type t to populate the field with today s date. 2. Typing 3M will populate the field with the date three months from today, 6W will populate with the date six weeks from today, 5D will populate the date five days from today, and so on. Selecting Items from a Window As mentioned previously, items can be selected in a number of ways. First, highlight the selection by clicking on it once with the mouse, and then: 1. Click the OK button, or 2. Double click on the item, or 3. Press the Enter key on the keyboard, or 4. Press Alt + O on the keyboard. Brief User Guide Page 17 e-medsys Version 2 12/3/2014

18 Document Revision History Date Document Description Author/Editor Version 11/12/ Initial Draft Courtney Cozzy Instructor Brief User guide.docx Page 18 Cengage Learning e-medsys instructions