Dashboard... 9 Action Items... 11

Transcription

1 Section 2 Vālant EMR Contents Dashboard... 9 Action Items Patients Missing Demographic Information Patients Tab Name Filter on the Patients Tab Address Filter on the Patients Tab Social Security Number (SSN) Filter on the Patients Tab Birthdate Filter on the Patients Tab New Patient Demographics Tab Insurance 1 Tab Contacts Tab on the Patients Tab Balances Tab on the Patients Tab Authorizations Tab on the Patients Tab New Authorization Button on the Authorizations Tab Other Details Tab on the Patients Tab Notes Images Tab on the Patients Tab Add a Patient's Picture to the Vālant EMR Misc. Tab on the Patients Tab School Tab on the Patients Tab Appt. Reminder Tab on the Patients Tab Portal Tab on the Patients Tab Create a Patient Portal Account for a Patient Patients with Pending Insurance Claims Create Insurance Claims Tab Minimum Unrecorded Appointments Appointments - Calendar Calendar - Record Completed Appointments Button Undocumented Sessions Document Sessions Tab Uninitialed Documents Uninitialed Documents Tab Unsigned Documents V Ā L A N T M E D I C A L S O L U T I O N S, I N C. P O B O X , S E A T T L E, W A S H I N G T O N T ( ) F ( ) w w w. v ā l a n t m e d. c o m

2 Unsigned Documents Tab Reminders Due Reminders Tab Pending Lab Requests Tab Pending Lab Requests Tab Prescriptions Pending /Need Signing Prescriptions Renewals Demographic Updates Demographic Updates Queue Tab Portal Accounts Need Verification Patients Tab Reminders Due Creating a New Patient Reminder How to Edit or Delete a Patient Reminder Today's Appointments Documentation Status Navigation Tree Open Patient Chart Patient Chart Overview Tab on the Patient Chart Diagnoses Tab on the Patient Chart Adding a New Diagnosis to a Patient's Chart Documents Tab on the Patient Chart Printing from the Documents Tab of the Patient Chart Faxing from the Documents Tab of the Patient Chart Upload a Document Directly into a Patient Chart New Document Drop-down Button on the Documents Tab of the Patient Chart Medications Tab on the Patient Chart New Medication Button New Prescription Allergies Tab on the Patient Chart New Allergy Button on the Allergies Tab of the Patient Chart Lab Requests Tab on the Patient Chart New Lab Request Button on the Lab Request Tab on the Patien Chart Patient Tasks Tab on the Patient Chart New Patient Task Button on the Patient Tasks Tab of the Patient Chart Measurements Tab on the Patient Chart New Measurement Button on the Measurements Tab of a Patient Chart PAGE 2 OF 2

3 Lab Panels Tab on the Patient Chart Codes Tab on the Patient Chart Imaging Tab on the Patient Chart Immunizations Tab on the Patient Chart Resources Tab on the Patient Chart Meaningful Use Tab on the Patient Chart Measures Tab on the Patient Chart New New Patient Demographics Tab Insurance 1 Tab Contacts Tab on the Patients Tab Balances Tab on the Patients Tab Authorizations Tab on the Patients Tab Other Details Tab on the Patients Tab Notes Images Tab on the Patients Tab Add a Patient's Picture to the Vālant EMR Misc. Tab on the Patients Tab School Tab on the Patients Tab Appt. Reminder Tab on the Patients Tab Portal Tab on the Patients Tab Create a Patient Portal Account for a Patient New Prescription New Templated Clinical Note from the Navigation Tree New Templated Clinical Note from Last from the Navigation Tree New Templated Non-clinical Document from the Navigation Tree New Clinical Note from the Navigation Tree New Clinical Note from Last from the Navigation Tree New Non-clinical Document from the Navigation Tree Upload Dictation from the Navigation Tree Upload Documents from the Navigation Tree New Practice Document from the Navigation Tree Billing Create Charge under Billing of the Navigation Tree Create Charge Tab Set Other Details... Button on the Appointment Tab of an Appointment Create Add-on Charge Tab View Edit Charges Tab Details Tab of the View Edit Charges Tab PAGE 3 OF 2

4 Other Details Tab on the View Edit Charges Tab Billing History Tab of the View Edit Charges Tab Clinical Notes Tab of the View Edit Charges Tab Apply Patient Payment Tab Accept Pre-payment Get Unpaid Transactions Button Apply Insurance Payment Tab Begin Posting Payments Button on the Apply Insurance Payment Tab Create Finance Charges Tab Print Patient Statements Tab Create Insurance Claims Tab Create Claims Button on the Create Insurance Claims Tab Create Day Sheet Tab Show Day Sheet Button on the Create Day Sheet Tab Pre-payment History Tab Accept Pre-payment Button on the Apply Patient Payment Tab ERA Tab Next Button on the ERA Tab Biller Tools Batch Add Charges Tab Set Other Details... Button Documents Practice Documents Tab Unsigned Documents Tab Uninitialed Documents Tab Document Sessions Tab Print Days Documents Tab Save Templated Documents Tab Sign Templated Documents Tab Tools Appointments - Calendar Calendar - Views Calendar - Go To Today Button Calendar - Refresh Button Calendar - Record Completed Appointments Button Calendar - Show by and Select Providers Button Calendar - Show By and Select Facilities Button Calendar Zoom Slide Bar Export the Calendar PAGE 4 OF 2

5 Creating an Appointment in the Calendar Tab and Field Definitions of an Appointment Edit Recurrence Button of an Appointment Appointment Tab of an Appointment Set Other Details... Button on the Appointment Tab of an Appointment Patient Tab of an Appointment Accept Payment Button from an Appointment in the Calendar Reports Tab Appointment Category of the Reports Tab Clinical Category of the Reports Tab Billing Category of the Reports Tab Reminders Tab Creating a New Patient Reminder Editor Macros Tab Pending Lab Requests Tab Patients List Tab Patients Reminders List Tab Quality Measures Tab Meaningful Use Tab Meaningful Use Wizard Tab Demographic Updates Queue Tab Persons and Institutions Patients Tab Name Filter on the Patients Tab Address Filter on the Patients Tab Social Security Number (SSN) Filter on the Patients Tab Birthdate Filter on the Patients Tab New Patient Demographics Tab Insurance 1 Tab Contacts Tab on the Patients Tab Balances Tab on the Patients Tab Authorizations Tab on the Patients Tab New Authorization Button on the Authorizations Tab Other Details Tab on the Patients Tab Notes Images Tab on the Patients Tab Add a Patient's Picture to the Vālant EMR Misc. Tab on the Patients Tab School Tab on the Patients Tab PAGE 5 OF 2

6 Appt. Reminder Tab on the Patients Tab Portal Tab on the Patients Tab Create a Patient Portal Account for a Patient Guarantors Tab Filter Field on the Guarantors Tab New Guarantor Button on the Guarantors Tab Guarantor Tab on the Guarantors Tab Facilities Tab Filter Field on the Facilities Tab New Facility Button on the Facilities Tab Outside Providers Tab Edit or Add a Referring Physician to the Outside Providers Tab Referring-Other Provider Tab on the Outside Providers Tab Providers Tab Filter Field on the Providers Tab Edit or Add a New Provider to the Providers Tab Provider Tab on the Providers Tab Preferences Tab on the Providers Tab Permissions Tab on the Providers Tab Practice Tab Billing Info Tab on the Practice Tab Pay-to Address Tab on the Practice Tab Preferences Tab on the Practice Tab EDI Billing Contact Tab on the Practice Tab EDI Configuration Tab on the Practice Tab Transaction Codes Procedures Tab Adjustments Tab Non-billing Codes Tab Reference Data Diagnoses Tab Filter Field on the Diagnoses Tab Axis Drop-down Box on the Diagnoses Tab Edit or Add a New Diagnosis on the Diagnoses Tab Places of Service Tab Filter Field on the Places of Service Tab New Place of Service Button on the Places of Service Tab Adjustment Reason Codes Tab Filter Field on the Adjustment Reason Codes Tab PAGE 6 OF 2

7 Patient Types Filter Field on the Patient Types Tab New Patient Type Button on the Patient Types Tab Patient Notifications Filter Field on the Patient Notifications Tab New Patient Notification Button on the Patient Notifications Tab Lab Request Types Tab Filter Field on the Lab Request Types Tab New Lab Request Type Button on the Lab Request Types Tab Measurement Types Tab Filter Field on the Measurement Types Tab Category Drop-down Box on the Measurement Types Tab New Measurement Type Button on the Measurements Types Tab Other Codes Tab Filter Field on the Other Codes Tab Edit or Add a Code on the Other Codes Tab Immunization Types Tab Filter Field on the Immunization Types Tab New Immunization Type Button on the Immunization Types Tab Document Templates Tab Filter Field on the Document Templates Tab How to Add, Edit or Delete a Document Template Billing Types Tab Filter Field on the Document Templates Tab System Report an Error or Issue to Technical Support from within the EMR Submit an Enhancement Request from within the EMR Preferences Tab User Preferences Tab on the Preferences Tab Appointments Tab on the Preferences Tab Password Tab on the Preferences Tab erx Tab on the Preferences Tab File Actions PAGE 7 OF 2

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9 Dashboard The dashboard is the default landing page of the core Vālant EMR. The dashboard provides a comprehensive status of the day to day activities within the practice. The dashboard is broken up into five sections: Action Items - Quick reference list of items that require attention. Reminders Due - Lists pending reminders throughout the practice. Today's Appointments - Lists the scheduled appointments for the day. o (This is only available on the Provider's dashboard. This is not available for Staff Members) Documentation Status - Graphical status view of documented sessions. o (This is only available on the Provider's dashboard. This is not available for Staff Members) Navigation Tree - Links to various sections of the Vālant EMR. Refresh Button - Refreshes all views on the dashboard. Show Billing Dashboard Button - Quick overview of the overall productivity of the clinic. PAGE 9 OF 2

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11 Section 2.1 Action Items Overview Action Items The Action Items, which is located on the Dashboard, is a quick reference list of items that require attention. The blue font of the headers indicates that the item is a hyperlink to the list that is associated with the header. Clicking on a header will open a new tab to allow for quick reference to other portions of the EMR. Tabs can be closed by clicking on the "X" on the right edge of the tab. These features are used throughout the Vālant EMR. PAGE 11 OF 2

12 Patients Missing Demographic Information Used to navigate to the Patients Tabs to address patients with missing demographic information. Patients Tab The Patients Tab is used to add a patient or filter for a patient or group of patients on criteria other than just the name or patient ID for editing. The Patients Tab can be accessed from the following locations: Navigation Tree > Persons and Institutions > Patients Dashboard > Patients missing demographic information Patient's Chart > Easy Nav Button > Patients PAGE 12 OF 2

13 Name Filter on the Patients Tab The Name Filter Text Field is a quick way to find a specific patient on the Patients Tab. The Name Filter Field is located in the upper left corner of the Patients Tab. Navigation Tree > Persons and Institutions > Patients The Name Filter Field will search the Patient ID, First Name, and Last Name Columns of the Patients Tab. To narrow the search results by the patient's name, simply begin typing in the Name Filter Text Box. The patient list will narrow while the user types a string of text. No delay in typing is necessary. o The string of text can be anywhere in the name of the patient or the patient ID. o There are no wildcard search characters. Address Filter on the Patients Tab The Address Filter Text Field is a quick way to find a specific patient on the Patients Tab. The Address Filter Field is located in the upper left corner of the Patients Tab. Navigation Tree > Persons and Institutions > Patients The Address Filter Field will search the Street 1 field of the patient's Demographics Tab. To narrow the search results by the patient's address, simply begin typing in the Address Filter Text Box. The patient list will narrow while the user types a string of text. No delay in typing is necessary. o The string of text can be anywhere in the text of the Street 1 field. o There are no wildcard search characters. PAGE 13 OF 2

14 Social Security Number (SSN) Filter on the Patients Tab The SSN Filter Text Field is a quick way to find a specific patient on the Patients Tab. The SSN Filter Field is in the upper right corner of the Patients Tab. Navigation Tree > Persons and Institutions > Patients The SSN Filter Field will search the SSN field of the patient's Demographics Tab. To narrow the search results by the patient's social security number, simply begin typing in the SSN Filter Text Box. The patient list will narrow while the user types a string of text. No delay in typing is necessary. o The string of text can be anywhere in the text of the SSN field. o There are no wildcard search characters. Birthdate Filter on the Patients Tab The Birthdate Filter is a quick way to find a specific patient on the Patients Tab. The Birthdate Filter is located in the upper right corner of the Patients Tab. Navigation Tree > Persons and Institutions > Patients The Birthdate Filter will search the Birthdate field of the patient's Demographics Tab. The following guidelines will help to narrow the search results by the document's creation date: A specific date can be selected in the Birthdate: field by clicking on the calendar icon and then selecting the desired date. A date can also be typed in the field as well. o The date does not have to be in mm/dd/yyyy format, but it needs to be "/" or "-" separated. (Ex.: 1/2/13 will work.) o A suggested search date will appear as the user types. The user can hit Enter if the desired date automatically appears as an option. PAGE 14 OF 2

15 New Patient To quickly create a new patient in order to create an appointment, please do the following: On the Dashboard, click on New on the Navigation Tree Select New Patient, which will open the Patients Tab In the bottom, middle section of the Patients Tab, select the Demographics Tab The Items that are highlighted in Yellow are required fields to create a new patient. o First Name, Last Name, and Gender are the only fields that are required to create a new patient. Populate the First Name, Last Name, and Gender and then click the Save button. o At this point, an appointment can be scheduled for the patient via the Calendar, which can be found under (Tools > Appointments). o Obviously, if additional demographic information is available, feel free to enter it at anytime. The Patient ID will be auto-generated at this time and the Patient ID: field will now be populated and greyed out. New required fields will appear (Example: Street 1:, City:, State:, Zip:, Main Phone:, and Birth date) o These fields can be completed and saved when the patient comes in for their appointment after filling out their admission forms. PAGE 15 OF 2

16 Demographics Tab The Demographics Tab of the Patients Tab is used to provide basic demographics information for the patient. The Demographic Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Contacts Tab The Demographics Tab on the Patients Tab contains the following data entry Fields: First - The First Name of the Patient. MI - The Middle Initial of the Patient. Last - The Last Name of the Patient. Suffix - The unspecified field to the right of the Last Name allows the staff to record the patient's suffix such as Jr., Sr., or III. Preferred Name - The name that a patient would like to be called. The patient may prefer a nickname such as Jen or a prefix be used, such as Mrs. Smith. Street 1 - The Mailing Address of the patient. Street 2 - The Apartment or Suite number that correlates to the patient's address. City - The City in which the patient resides. State - The State in which the patient resides. Zip - The Zipcode of the patient's home address. Zip +4 - The more precise extension of the zipcode of the patient's home address. PAGE 16 OF 2

17 Main Phone - The most commonly used phone number to contact the patient. The drop-down box to the right of the Ext. box will allow the staff to specify whether the phone is a Home, Work, Mobile, Fax, Pager, or Other phone. Ext. - This field will allow the staff to specify an extension for the phone number if applicable. Phone Type Drop Down - This drop-down box will allow the staff to specify whether the phone is a Home, Work, Mobile, Fax, Pager, or Other phone. Birthdate - The Birthdate of the patient in the mm/dd/yyyy format. The date can be manually entered or selected from the calendar icon. SSN - The Social Security Number of the patient. Marital Status - The Marital Status of the patient. The EMR supports the following statuses: Divorced, Legally Separated, Married, Other, Partnered, Single, Widowed. Sex - The Gender of the patient. Copay - The out-of-pocket expense that is the patient's responsibility. Coinsurance - The percentage that the patient pays after the insurance deductible has been met or exceeded. New Patient Date - The date that the patient was first seen. The field will default to today's date, but the calendar can be used to back date the New Patient Date if necessary. Last Visit - The date that the patient was last seen. Auto Bill Patient - This checkbox specifies that the patient is responsible for payment in case the deductible has not been met or an item is not covered by insurance. Signature on File - This checkbox indicates that the insurance company is authorized to pay the clinic directly. Info Release Authorized - This checkbox indicates that the patient's signature is on the release forms PAGE 17 OF 2

18 Inactive - This checkbox determines whether the patient is active or inactive in the EMR. This does not delete the patient. It merely removes the patient from the search results. Inactive patients will appear in the search results by selecting the Show inactive patients checkbox. The patient can be reactivated again by unchecking the box and saving the changes via the Save button. o The checkbox is located in the upper right corner of the Patients Tab. Other Fields: Patient ID - This is an auto generated field and therefore it is greyed out. The Patient ID or Chart Number is often referred to as the "3x3", which is pronounced "three by three". The Patient ID will consist of the first three letters of the patient's last name and the first three letters of the patient's first name. Guarantor - The Guarantor is the person that is responsible for payment. This field can be left blank if the patient themselves is the Guarantor. The options that are available in this drop-down box are created in Persons and Institutions > Guarantors Although this is not a free text field, typing the name of the guarantor will assist in the search process The scroll bar on the right side of the drop-down box can aid with searching as well. Assigned Provider - The Provider that is assigned to the patient. Assigned Facility - The primary Facility where the patient is most commonly seen. Patient Type - The Patient Type is used to group patients together by demographics (Example: Adult, Adolescent, etc.). The options that are available in this drop-down box are created in Reference Data > Patient Types Patient Notification - This drop-down box selects the pop-up notification that appears when the patient is selected. The options that are available in this drop-down box are created in Reference Data > Patient Notifications o Example: Do Not Schedule - History of No Show Although this is not a free text field, typing the name of the notification will assist in the search process. The scroll bar on the right side of the drop-down box can aid with searching as well. PAGE 18 OF 2

19 Insurance 1 Tab The Insurance 1 Tab of the Patients Tab is used to provide insurance information for the patient. Note: If applicable, a similar tab will appear for Insurance 2, 3, etc. The Insurance 1 Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Insurance 1 Tab This tab can also be access by selecting Options > Insurance > Add Insurance 1 (If no insurance has been added for the patient, yet.) The Insurance 1 Tab on the Patients Tabs contains the following data entry Fields: Insurance Drop-down Menu - The Name of insurance company. Type Drop-down Menu - Used to specify if the type is a Group, Non-Group, or Supplement plan. ID Number - Used to specify the ID or ACCOUNT number from the patient's insurance card. Group Number - Used to specify the Group number from the patient's insurance card. Authorization 1 Drop-down Menu - Used to select the authorization that applies to the patient. This list pulls from Persons and Institutions > Patients > Select a Patient > Authorizations Tab Authorization 2 Drop-down Menu - The second authorization may be filled if a second authorization applies. PAGE 19 OF 2

20 Accept Assignment Checkbox - Always have box checked for participating physician's agreement to accept the allowed charge as payment in full. This checkbox must be checked in order to accept the amount Medicare approves as payment in full for the service. A provider must still pay the difference between the Medicare-approved amount, and the amount Medicare and the Plan pay (percentage co-payment). Crossover or Dual Coverage Checkbox - Claim for a Medicare or Medicaid beneficiary; Medicare is the primary payer and automatically transmits claim information to Medicaid as the secondary payer. Auto Bill Insurance Checkbox - This feature enables automatic entry of payments on a remittance advice to credit an individual's account. Subscriber Drop-down Menu - This is the name of the insured. Relation to Subscriber Drop-down Menu - This is used to specify the relationship of the patient to the subscriber. Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. Options Button on the Patients Tab - Used to add additional details about the patient. Easy Nav - Used to access other parts of the EMR pertaining to the selected patient. PAGE 20 OF 2

21 Contacts Tab on the Patients Tab The Contacts Tab of the Patients Tab is used to provide additional contact information for the patient. The Contacts Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Contacts Tab The Contacts Tab on the Patients Tab contains the following data entry Fields: Phone 2 Field - Patient's secondary phone number Ext. Field - The extension (optional) for the patient's secondary phone number Type Drop-down Box - The type of phone number (home, cell, etc.) that the patient's secondary phone number is Phone 3 Field - Patient's tertiary phone number Ext. Field - The extension (optional) for the patient's tertiary phone number Type Drop-down Box - The type of phone number (home, cell, etc.) that the patient's tertiary phone number is Phone 4 Field - Patient's quaternary phone number Ext. Field - The extension (optional) for the patient's quaternary phone number Type Drop-down Box - The type of phone number (home, cell, etc.) that the patient's quaternary phone number is Home Field - The patient's home address. Work Field - The patient's work address. PAGE 21 OF 2

22 Emg. Contact Field - The name of the patient's emergency contact. Emg. Contact Phone - The phone number of the patient's emergency contact. Emg. Contact Note - Miscellaneous information about the patient's emergency contact. Referral Source Drop-down Box - Used to select who/where referred the patient. Drop down is populated from Navigation Tree > Persons and Institutions > Outside Providers Primary Care Provider Drop-down Box - Used to select the Primary Care Provider of the patient. Drop down is populated from Navigation Tree > Persons and Institutions > Outside Providers Other Provider Drop-down Box - Used to select a miscellaneous care provider of the patient. Drop down is populated from Navigation Tree > Persons and Institutions > Outside Providers Pharmacy Field - The name of the patient's preferred pharmacy. Pharmacy Phone - The phone number of the patient's preferred pharmacy. Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. PAGE 22 OF 2

23 Balances Tab on the Patients Tab The Balances Tab of the Patients Tab is used to provide a quick financial overview for the patient. The Balances Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Balances Tab The Balances Tab on the Patients Tab contains the following data entry Fields: Account Balance Field: The overall balance for the patient which is the sum of monies owed by insurance and the patient. This field pulls from 'Billing -> View/Edit Charges'. The total balance is shown just below the patient filter and is the total of all uncollected charges owed by the patient and the insurance companies. This includes copay, coinsurance, other patient responsibility, and all insurance responsibility. Insurance Balance Field: The currant balance owed by the insurance company for claims submitted for this patient.. This field pulls from 'Billing -> View/Edit Charges'. The insurance balance is shown just below the patient filter and is a sum of the total insurance billed minus any outstanding copay. Pre-payment Credit Field: Credit in patient account not yet applied to a charge. This field pulls from 'Billing -> View/Edit Charges'. The Pre-pay balance is shown just below the patient filter and is the total of all un-applied pre-payments made by the patient. PAGE 23 OF 2

24 Patient Balance Field: The balance owed by the patient. This field pulls from 'Billing -> View/Edit Charges'. The patient balance is shown just below the patient filter and is the total of all uncollected charges owed by the patient. This includes copay, coinsurance, and other patient responsibility. Current Field: The current balance owed by the patient. This is considered to be an aging balance of less than 30 days. This field is automatically calculated based upon balances which appeared on a Patient Statement that was Marked as Printed. Over 30 Days Past Due Field: The balance owed by the patient with aging that exceeds 30 days, but is less than 60. This field is automatically calculated based upon balances which appeared on a Patient Statement that was Marked as Printed. Over 60 Days Past Due Field: The balance owed by the patient with aging that exceeds 60 days, but is less than 90. This field is automatically calculated based upon balances which appeared on a Patient Statement that was Marked as Printed. Over 90 Days Past Due Field: The balance owed by the patient with aging that exceeds 90 days, but is less than 120. This field is automatically calculated based upon balances which appeared on a Patient Statement that was Marked as Printed. Over 120 Days Past Due Field: The balance owed by the patient with aging that exceeds 120 days. This field is automatically calculated based upon balances which appeared on a Patient Statement that was Marked as Printed. Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. PAGE 24 OF 2

25 Authorizations Tab on the Patients Tab The Authorizations Tab of the Patients Tab is used to manage insurance authorizations for the selected patient. The Authorizations Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Authorizations Tab The Authorizations Tab on the Patients Tab contains the following data entry Fields: Show Expired Authorizations Checkbox - Displays expired authorizations. New Authorization Button - Used to add a new authorization for a patient. View/Edit Authorization Button - Used to add view or edit an authorization for a patient. Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. PAGE 25 OF 2

26 New Authorization Button on the Authorizations Tab The Add Authorization Window is used to create a new insurance authorization for a patient. The Add Authorization window contains the following data entry Fields and Tabs: Authorization Code Field - The code provided by the patient's insurance company that identifies the authorization. Note Field - A miscellaneous note about the authorization. Insurance Drop-down Menu - The insurance company that granted the authorization. PAGE 26 OF 2

27 Start Date Field - The start date of the authorization. Expiration Date Field - The expiration date of the authorization. Allowed Visits Field - The number of visits granted by the authorization. Visits Used Field - The number of visits already used by the patient on this authorization. Do not use for billing Checkbox - This disables the authorization from being used when billing the patient. Transaction Codes Tab - A required tab that contains the transaction codes that the authorization is approved for. Providers Tab - A required tab that contains the providers that the patient can see under this authorization. To add a New Authorization, please do the following: Click on the New Authorization Button. Fill out all information prompted for on the Add Authorization Window. Click OK. Click Save. To view or edit an existing Authorization, please do the following: Select the desired authorization from the Authorization Tab of the Patients Tab. Click on the New Authorization Button. Change the desired information on the Edit Authorization Window. Click OK. Click Save. PAGE 27 OF 2

28 Other Details Tab on the Patients Tab The Other Details Tab of the Patients Tab is used to designate special patient information used on a HCFA claim form. The Other Details Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Other Details Tab The Other Details Tab on the Patients Tab contains the following data entry Fields: Condition related to employment (Box 10a) Checkbox - This checkbox indicates that the condition is a result of their employment Condition related to auto accident (Box 10b) Checkbox - This checkbox indicates that the condition is a result of an automobile accident Auto Accident State Field - The state in which the auto accident took place for the patient Condition related to other accident (Box 10c) Checkbox - This checkbox indicates that the condition is a result of an accident other than automobile Onset Date (Box 14) Field - The onset date of the patient's current illness (First symptom), injury (Accident), or pregnancy (LMP) Similar Illness Date (Box 15) Field - The date of any similar or same illness to the patient's current condition Unable to Work Dates (Box 16) Fields - The dates in which the patient was unable to work in their current occupation Referring Provider (Box 17) Drop-down Box - The name of the provider who referred the patient Hospital Dates (Box 18) Fields - The dates in which the patient was hospitalized related to the current services being rendered PAGE 28 OF 2

29 Notes Images Tab on the Patients Tab The Notes/Images Tab of the Patients Tab is used to store basic information about the patient. The Notes/Images Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Notes/Images Tab The Notes/Images Tab on the Patients Tab contains the following data entry Fields: Notes Field - This text boxed is used to store basic information about the patient. Example: "Need a new insurance card.", "Tenancy for no-shows", "DO NOT SCHEDULE" Simply Type in the space provided and then click on Save. PAGE 29 OF 2

30 Add a Patient's Picture to the Vālant EMR The Overview Tab of the Patient's Chart allows for a picture of the patient to be displayed. Some clinics have used this field to display an a driver's license or an insurance card. To add a Patient's Picture to the Patient's Chart, do the following: Open a Patient Chart Click on the Silhouette icon in the upper left corner of the Overview Tab on the Patient's Chart. In the Patient Image screen, browse to the file by clicking on the Browse button. The maximum size of the file is 1,000 KB or 1 MB. Browse to the Patient's image file and select it. Click OK. PAGE 30 OF 2

31 Misc. Tab on the Patients Tab The Misc. Tab of the Patients Tab is used to record items that aid in incentive programs such as Meaningful Use. The Misc. Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Misc. Tab The Misc. Tab on the Patients Tab contains the following data entry Fields: Confidential Preference Drop-down Box - The patient's preferred method of being contacted. Preferred Language Drop-down Box - The patient's preferred language. Race Drop-down Box - The patient's race. Ethnicity Drop-down Box - The patient's ethnicity as defined by Medicare. Education Level Drop-down Box - The patient's education level. PAGE 31 OF 2

32 School Tab on the Patients Tab The School Tab of the Patients Tab is used to store a patient's school and Individual Educational Plan. The School Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > School Tab The School Tab on the Patients Tab contains the following data entry Fields: School Name - The name of the patient's school. School Phone - The schools phone number. IEP Notes - The IEP describes the goals the team sets for a child during the school year, as well as any special support needed to help achieve them. IEP Checkbox - If checked, indicates that the patient has an IEP. Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. Options Button: - A quick navigation button that is used to add or view patient information. Easy Nav Button: - A quick navigation button that is used to create, view, or print items such as charges. PAGE 32 OF 2

33 Appt. Reminder Tab on the Patients Tab The Appt. Reminder Tab of the Patients Tab is used to provide additional contact information for the patient. The Appt. Reminder Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Appt. Reminder Tab The Appt. Reminder Tab on the Patients Tab contains the following data entry Fields: Home Checkbox - Used to send an appointment reminder to the patient's home address. Work Checkbox - Used to send an appointment reminder to the patient's work address. Phone Checkbox - Used to send an appointment reminder to the patient's phone. Phone Drop-down - Used to specify which phone number is to receive the appointment reminder. Call Radio Button - Used to specify that the patient would prefer to be called on the specified phone number. SMS Text Radio Button - Used to specify that the patient would prefer to receive an SMS message on the specified phone number. PAGE 33 OF 2

34 Portal Tab on the Patients Tab The Portal Tab of the Patients Tab is used to provide additional contact information for the patient. The Portal Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Portal Tab The Portal Tab on the Patients Tab contains the following data entry Fields: User Name -The patient's username for the patient portal. - The address that is associated with the username. PAGE 34 OF 2

35 Create a Patient Portal Account for a Patient. Patient Portal Accounts are created from the following location: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Portal Tab > Initiate Account Setup Button To create a Patient Portal Account, please do the following: Click on the Initiate Account Setup Button Enter a username for the patient in the User name Field. Enter an Address for the patient in the Field. If an address has already been specified on the Contacts Tab, both fields will contain that address. Click OK. A notification will appear that states that an has been sent to the patient. o Note: This step does not populate the address on the Contact Tab. Click OK. The status of the username on the Portal Tab will change to Setup in Progress pending action on the patient's part. PAGE 35 OF 2

36 The patient will receive an similar to the example below. The will be customized to the clinic's settings. The Patient has 72 hours to setup their account or the link will expire. The patient will need to click on the Click to Setup Account link contained within the to begin configuring their account. PAGE 36 OF 2

37 The following web page will appear. The patient needs to specify a password in the Password and Confirm Password fields. o The password must be at least 6 characters in length o The password must contain 1 lower case letter and 1 number or non-alphabetic character (Example:!@#$%^&*?) The patient needs to select a question from each of the Question Drop-down boxes and provide answers to each question in the Answer Fields. When finished, the patient needs to click on Create Account. PAGE 37 OF 2

38 The following confirmation page will appear. In order for the patient to begin editing demographic information, they will need to click on Go to Your Account. The patient should take note of the username and the link to the portal. PAGE 38 OF 2

39 The Change Demographics screen will appear. Any information that is currently specified in the Vālant EMR will automatically populate in the fields below. The patient will verify and add any additional information that they have available. When finished, the patient will click on Submit. PAGE 39 OF 2

40 Another confirmation notification page will appear. A final account verification is still required by the provider before additional information is available via the Patient Portal. From this screen, the patient can manage other settings as well as access forms that have been pushed by the provider. In the core Vālant EMR, the username status will now appear as Account Requires Verification. o The EMR will also notify the provider that portal accounts require verification. This notification is located under the Dashboard Tab > Action Items > Portal Accounts Needing Verification PAGE 40 OF 2

41 After confirming with the patient that they have configured their portal account, click on Validate Account. Once the account has been validated, the status of the username will change to the patient's username. Warning: If the patient is having trouble accessing their account, it is best to Reset Their Password rather than Re-initiating their account. Re-initiating their account, will orphan their existing account permanently. It will be impossible to re-associate the old portal with the account in the EMR. History - An audit log of all changes that have been made to the tab that are listed above. PAGE 41 OF 2

42 Patients with Pending Insurance Claims This link is used to navigate to the create insurance claims page from the Action Items section. Create Insurance Claims Tab The Create Insurance Claims Tab will display the options available when creating claims for insurance. The Create Insurance Claims Tab can be accessed by doing the following: Navigation Tree > Billing > Create Insurance Claims Insurance Filter Drop-down Menu (optional) - This will allow you to create insurance claims for only one insurance company or all insurance companies except for one, if desired. Only Radio Button - This will allow you to create insurance claims for only one insurance company. All Except Radio Button - This will allow you to create insurance claims for all insurance companies except for the one selected. PAGE 42 OF 2

43 Provider Filter Drop-down Menu (optional) - This will allow you to create insurance claims for only one provider or all providers except for one, if desired. Only Radio Button - This will allow you to create insurance claims for only one provider. All Except Radio Button - This will allow you to create insurance claims for all providers except for the one selected. Patient Filter Drop-down Menu (optional) - This will allow you to create insurance claims for only one patient or all patients except for one, if desired. Filter Icon - Allows the assigned provider, assigned facility, and the patient type to be included in the patient search criteria. Only Radio Button - This will allow you to create insurance claims for only one patient. All Except Radio Button - This will allow you to create insurance claims for all patients except for the one selected. Patient Type Drop-down Menu (optional) - This will allow you to create insurance claims for only one patient type or all patient types except for one, if desired. Only Radio Button - This will allow you to create insurance claims for only one patient type. All Except Radio Button - This will allow you to create insurance claims for all patient types except for the one selected. Facility Drop-down Menu (optional) - This will allow you to create insurance claims for only one facility or all facilities except for one, if desired. Only Radio Button - This will allow you to create insurance claims for only one facility. All Except Radio Button - This will allow you to create insurance claims for all facilities except for the one selected. Date Range Fields (optional) - This will allow you to create insurance claims for services that fall only within the selected date range. Claims Type Radio Buttons (required) - This menu chooses whether the claims being generated are for the patient(s)'s primary insurance or secondary/tertiary insurance. Insurance 1 Radio Button - This button, when selected, will produce claims for the patient(s)'s primary insurance Insurance 2/3 Radio Button - This button, when selected, will produce claims for the patient(s)'s secondary/tertiary insurance. PAGE 43 OF 2

44 Claims Format Drop-down Menu - This selects between the production of paper claims or electronic claims. HIPAA Version Radio Buttons - These buttons select what HIPAA formatting your claims will come out in. These buttons are not relevant for paper claims Radio Button - This will produce claims in HIPAA 4010 format. This format is out of date and should not be used unless the payor demands it Radio Button - This will produce claims in HIPAA 5010 format, which because the mandated standard on 1/1/2012. EDI File Type Radio Buttons - This will allow you to select whether your claims will come out in a test format or actual production format. Actual Radio Button - This will allow you to produce claims in actual production format. Test Radio Button - This will allow you to produce claims in a test format. Do not use this format for claims you want to be paid. Clear Button - This button will negate all selections made above it and clear all fields. Create Claims Button - This will create your claims in either paper or electronic format, depending on the choice made in the Claims Format Drop-down Menu. PAGE 44 OF 2

45 Minimum Unrecorded Appointments Used to navigate to the Appointments Tabs to address unrecorded appointments (Not Available with a Staff License) Appointments - Calendar The Calendar in the Vālant EMR can be accessed by doing any of the following: Tools > Appointments Dashboard > Today's Appointments Patient Chart > Overview Tab > Previous Appointments Patient Chart > Overview Tab > Upcoming Appointments Calendar View Buttons - Used to Navigate forwards or backwards to a desired day, week, or month. Go to Today Button - Single-click navigation to today's date in the calendar. Refresh Button - Reloads and refreshes the calendar view. Record Completed Appointments Button - Used to Finalize, Close Out, and Create Billing Transactions for Completed Sessions. Show by Provider Button - Views each provider's appointments as a separate calendar. Select Providers Button - Selects which provider's calendars are to be displayed. Show by Facility Button - Views each facilities' appointments as a separate calendar. Select Facilities Button - Selects which facilities' calendars are to be displayed. Zoom Slide Bar - Used to edit the overall size and view of the appointments in the calendar. Export Button - A one-directional export of the calendar into Google Calendar, icalendar, Outlook, etc. PAGE 45 OF 2

46 Calendar - Record Completed Appointments Button The Record Completed Appointments Button is used to Finalize, Close Out, and Create Billing Transactions for Completed Sessions. The Record Completed Appointments Button is located here: Navigation Tree > Tools > Appointments > Record Completed Appointments Button > Record Selected Appointments The Record Completed Appointments button does the following: Finalizes and closes out the appointment as completed o This reflects in the Patient's tab, located under Persons and Institutions > Patients > Last Visit Shows appointments as closed on the calendar (the bright red bar to the left of the session diappears) Generates a note reminder in the provider's action items on the dashboard Creates a billing transaction in View/Edit charges for the appointment (if the practice utilizes the EasyBilling module) PAGE 46 OF 2

47 To use the Record Completed Appointments button: Click on Record Completed Appointments. A list of all prior appointments will appear in the following screen. Any appointments with all of the necessary information filled in (the necessary information is listed below) will appeard in black and will be automatically checked to be recorded. o Appointments missing any of the necessary information will appear in red and will be unchecked for being recorded. o The red appointments cannot be recorded until all of the required information is filled in. For any black appointments that should be recorded, keep the checkbox to the left checked. o o For any that should NOT be recorded UNCHECK the box. Once only the appointments that should be recorded are left checked, click Record Selected Appointments below. The following items are required in order to record an appointment from the calendar. The patient must have an assigned diagnosis with the billing order specified The appointment must have at least a primary CPT code selected The patient must have the following demographics properly filled in o First name o Last name o Full address (street, city, state, 5-digit zip code) o Facility o Assigned provider o Date of birth o Sex o Main phone PAGE 47 OF 2

48 Undocumented Sessions Used to navigate to the document sessions page to address appointments without clinical documentation. (Not Available with a Staff License) Document Sessions Tab The Document Sessions Tab will display all sessions that have been recorded on the appointment calendar, but not yet documented. The Document Sessions Tab can be accessed by doing the following: Navigation Tree > Documents > Document Sessions Select Drop-down Menu - The Document Type column of each undocumented session is set initially to "Select". Double-click on this element to choose a document type to be assigned to an uploaded document for this session. Choices include Appointment No-Show, Consultation Letter, Individual Treatment Plan, Intake Note, Letter to Patient, Medical Record for Review, Prescription Issue, Progress Note, and Telephone note. Clear Button (within Upload File column) - After using the Browse button to choose a file to upload, click the Clear button to remove the document from the upload queue. Browse Button - Click here to set a file on the local computer to be uploaded as the document for a particular session. The chosen document must have certain valid data fields included within it in order to be successfully uploaded. PAGE 48 OF 2

49 Action Button - Click here to create a note for the selected session, or to affirm that the note for this session should be skipped. Options include Create Templated Note, Create Templated Note from Last Note, Create Note, Create Note from Last Note, and Skip Note. Clear Button (bottom section) - Click here to clear all documents to be uploaded from the list above. Upload File Button: - Click here to upload all documents set up in the list above to their respective sessions. PAGE 49 OF 2

50 Uninitialed Documents Used to navigate to the uninitaled documents page to address documents intended for a patient chart that need to be initialed and not signed. (Not Available with a Staff License) Uninitialed Documents Tab The Uninitialed Documents Tab will display the documents that still need to be initialed by the currently-logged-in user. The Uninitialed Documents Tab can be accessed by doing the following: Navigation Tree > Documents > Uninitialed Documents Initial Documents Button - After clicking some or all of the checkboxes by each document intended to be initialed, click this button to sign a number of documents en masse. Top Checkbox - Click this checkbox (just to the left of the Patient ID column header) to select all of the uninitialed documents in the list. Action Button - Click this button to perform one of a number of actions with request to the document selected. Includes Preview, Initial, and Delete. Preview - Click this option to open and view a PDF version of this document as though it had been initialed. Initial -Click this option to initial the document. Delete - Click this option to delete the document. Options Button - Click this button to refresh the information on the Uninitialed Documents page. PAGE 50 OF 2

51 Unsigned Documents Used to navigate to the unsigned documents page to address clinical documentation that has been completed but requires a provider's signature. Unsigned Documents Tab The Unsigned Documents Tab will display all appointment documentation that has been started and saved, but not yet signed. The Unsigned Documents Tab can be accessed by doing the following: Navigation Tree > Documents > Unsigned Documents The Unsigned Documents tab initially shows every document that has yet to be signed. Filters are available to narrow the list of documents in order to find a specific document more quickly: Creator Drop-down Menu - Restricts the list of documents to include only those created by a particular provider. Between Fields - Restricts the list of documents to include only those created during a particular range of dates. Status Drop-down Menu - Restricts the list of documents to include only those assigned to a particular status. Role Drop-down Menu - Restricts the list of documents to include only those with the specified status (for the user account currently signed in). Select All Checkbox - Click this checkbox to select all the documents currently being displayed. This is intended to be followed by clicking the Sign Documents button. Sign Documents Button - Click this button to sign any document in the list below that's been checked. New Practice Document Button - Click this button to create a new Practice document. New Patient Document Drop-down Button - Click this button to create a new Patient document. PAGE 51 OF 2

52 Action Button - Click this button to perform one of several actions to the document. Options include Delete, Sign, Preview, Edit, Unlock, and Manage Delete - Click this option to delete the document in question. Sign - Click this option to sign the document in question. Preview - Click this option to open the document as a PDF, and view it in the form it would appear if it had been signed. Edit - Click this option to open the document in an editable form, using the same method by which it was originally created. Unlock - Click this option to unlock the document, so that other users may be granted more access to it. Manage - Click this option to open the Manage Document window, and configure access for other users within the system. Options Button - Click this button to refresh the information on the Unsigned Documents page. PAGE 52 OF 2

53 Reminders Due Used to navigate to the Reminders Tabs to address reminders that are due. Reminders Tab The Reminders Tab is used to add a patient reminder to the EMR. The Reminders Tab can be accessed from the following location: Navigation Tree > Tools > Reminders The columns can be sorted by clicking on the header to sort the column alphabetically as shown in the Date and Reminder Columns below. Filter Field - Used to filter by the text of the reminder in the Reminder Column. Patient Drop-down Box - Used to filter by patient. Filter Icon - Allows the assigned provider, assigned facility, and the patient type to be included in the search criteria. Between Fields - Used to search a date range for the reminder. New Reminder Button - Used to create a new reminder. PAGE 53 OF 2

54 Pending Lab Requests Tab Used to navigate to the pending lab requests page to address pending lab requests. Pending Lab Requests Tab The Pending Lab Requests Tab is displays the labs that have been requested. The Pending Lab Requests Tab can be accessed from the following location: Navigation Tree > Tools > Pending Lab Requests The columns can be sorted by clicking on the header to sort the column alphabetically as shown in the Date Column below. Filter Field - Used to filter by the text in the Requests Column. Provider Drop-down Box - Used to filter by provider. Between Fields - Used to search a date range for the lab request. Clear Filter Button - Clears all populated filter fields. Prescriptions Pending /Need Signing Used to navigate to DrFirst to address unsigned prescriptions for all patients. Prescriptions Renewals Used to navigate to DrFirst to address all refill requests sent electronically from pharmacies. PAGE 54 OF 2

55 Demographic Updates Used to navigate to the demographics update queue page to address demographic updates from patients that have updated their own information within the patient portal. Demographic Updates Queue Tab The Demographic Updates Queue Tab lists the changes that patient's have submitted via the Patient Portal. The Demographic Updates Queue Tab can be accessed from the following location: Navigation Tree > Tools > Demographic Updates Queue The columns can be sorted by clicking on the header to sort the column alphabetically as shown in the Date Column below. When a patient submits demographic changes via the Patient Portal, the changes do not automatically flow into the EMR. This allows the provider to verify the changes prior to them flowing into the EMR. This also helps to prevent incorrect information from being entered by mistake or otherwise. The changes that have been submitted will appear on the right side of the screen as shown below: To submit the changes, please do the following: Verify that the Updated Values are correct. Edit the demographic information in the field that is provided, if applicable. Click on Save. PAGE 55 OF 2

56 Portal Accounts Need Verification Used to navigate to the Patients Tabs to verify Patient Portal accounts. Patients Tab The Patients Tab is used to add a patient or filter for a patient or group of patients on criteria other than just the name or patient ID for editing. The Patients Tab can be accessed from the following locations: Navigation Tree > Persons and Institutions > Patients Dashboard > Patients missing demographic information Patient's Chart > Easy Nav Button > Patients Name Filter - Used to filter by a patient's first name, lastname, or patient ID. Address Filter - Used to filter by a patient's Street 1 address. SSN Filter - Used to filter by a patient's social security number. Birthdate Filter - Used to filter by a patient's birthdate. Show Inactive Patients Checkbox - Inactive patients can be displayed by checking the Show Inactive Patients Checkbox. Clear Filter Buttton - Clears all populated filter fields. New Patient Button - Create a new patient in the EMR. PAGE 56 OF 2

57 Section 2.2 Reminders Due Reminders Due The Reminders Due section will list any reminders that are pending throughout the practice. The Reminders Due section is located under Dashboard > Reminders Due. The reminders can be patient specific or tasks directed to the staff or providers. Patient specific items will be identified by the chart number (aka 3 x 3) as listed below in blue. Items that are staff or provider specific will not have a chart number listed. PAGE 57 OF 2

58 Creating a New Patient Reminder Patient Reminders can be used to alert Providers or Staff to important information that pertains to each patient. The Reminders Section can be located by performing any of the following steps: Go to Tools > Reminders. Go to the Dashboard > Reminders Due. Go to the Dashboard > Action Items > Reminders Due. To create a New Reminder, please do the following: Click on the New Reminder Button in the upper right corner of the web browser. Add the desired values to each field. o Reminder Date: - The Date that the Reminder will appear on the Reminder's Due list. o Patient: - The Patient that the Reminder is associated with. Leaving this field blank will create a General Reminder. o Assign to: - Who the Reminder will be assigned to. The field will default to whomever is logged in. o Reminder: - The Text that is to be displayed on the Reminder. Click on Save. PAGE 58 OF 2

59 How to Edit or Delete a Patient Reminder The Reminders Section can be located by performing any of the following steps: Go to Tools > Reminders. Go to the Dashboard > Reminders Due. Go to the Dashboard > Action Items > Reminders Due. To Edit a Reminder, please do the following: On the top half of the screen, scroll, if necessary, to display the Reminder that needs to be edited. Click on the Reminder that is to be edited. o The Reminder will highlight in blue. o The contents of the Reminder will be displayed on the bottom half of the screen. Click on the field that is to be edited and change the values as needed. o All of the fields can be changed from this screen. In this example, only the verbiage of the Reminder has been changed. Once all changes have been made, click on Save. PAGE 59 OF 2

60 To Delete a Reminder, please do the following: On the top half of the screen, scroll, if necessary, to display the Reminder that needs to be edited. Click on the Reminder that is to be edited. o The Reminder will highlight in blue. o The contents of the Reminder will be displayed on the bottom half of the screen. Click on Delete. o The Save and Undo Buttons are greyed out, because no changes to the Reminder have been made, yet. The following warning will appear. Click on Yes. PAGE 60 OF 2

61 Section 2.3 Today s Appointments Today's Appointments Today's Appointments is a list of the appointments that are scheduled for today. Today's Appointments cannot be viewed while logged into the Vālant EMR with a Staff License. The list will outline the following items: The duration of the appointment. The Chart Number or Patient ID of the patient to be seen. o The Chart Number also acts as a link to the Patient's Chart. The Transaction Code - the reason for the visit. The Copay that is due if applicable. A link to the last clinical note if applicable. PAGE 61 OF 2

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63 Section 2.4 Documentation Status Documentation Status The Documentation Status section, located on the Dashboard, is a quick graphical view of the progress of documenting sessions. Documentation Status cannot be viewed while logged into the Vālant EMR with a Staff License. The graph outlines the following items: o o Minimum Unrecorded appts Number of appointments in the system that have not been recorded as completed. They will have a red vertical bar on the left hand side of the appointment. Undocumented Sessions Number of appointments that have not had clinical documentation started on them. They will have a red circle with a white horizontal line in the upper left hand corner. o Unsigned Documents Number of clinical documents that have been started, but not signed. These will have a yellow circle with a white vertical line in the upper left hand corner of the appointment. They can also be found in documents>unsigned documents PAGE 63 OF 2

64 o Signed in last 30 days Number of clinical documents that have been completed and signed within the last 30 days. These will have a green circle with a white plus sign in the upper left hand corner of the appointment. They can also be found in the document section of the patient s chart. Clicking on the appropriate portion of the pie chart will open the tab that corresponds to that portion of the EMR. Example: Clicking on Unsigned Documents will open the Unsigned Documents tab. PAGE 64 OF 2

65 Section Navigation Tree Navigation Tree This menu, which is located on the left side of the Dashboard, will allow you to navigate to various sections of the Vālant EMR. The headers can be expanded by hovering over them to display more options. Open Patient Chart - Used to quickly open a patient's chart. New - Used to add new entries into the Vālant EMR. Billing - Used to create charges and post Payments. This is only available to accounts that have purchased the Easy Billing module. Biller Tools - This section is used to batch add charges. This is only available to accounts that have purchased the Easy Billing module. Documents - This section is used to add items to the EMR, such as notes and scanned images and access Document Related pages in the EMR. Tools - This section is used to access various utilities such as reports, reminders, and meaningful use. PAGE 65 OF 2

66 Persons and Institutions - Used to add, view, or edit patients, guarantors, insurance companies, practice information, facilities, etc. Transaction Codes This section is used to edit procedures, adjustments, and non-billing codes. Reference Data This section is used to configure various settings in the EMR. System - User specific preferences and tools to submit issues or requests to the Support Department. File Actions - Used for utilities such as CCD and importing lab results. Help - Redirects the user to a wiki page that coincides with the tab that is currently being used in the Vālant EMR. Refresh - Refreshes the whole EMR session and closes all Tabs. Logout - Used to Log out of the EMR. PAGE 66 OF 2

67 Section Open Patient Chart Open Patient Chart Open Patient Chart in the Navigation Tree is a quick and easy way to open and view a patient's chart. To open a patients chart, do the following: Click on Open Patient Chart in the Navigation Tree on the left side of the screen. In the Patient Field, Type the patient's name, chart number, or Patient ID o The string of text can be anywhere in the name of the patient, chart number or Patient ID. o If the correct patient is already highlighted in yellow, the patient can be selected by simply hitting Enter. o The Chart Number or Patient ID is often referred to as the "3x3" o "3x3" refers to the first three letter of the last name followed by the first three letters of the first name. Select the patient's name from the list provided in the drop-down menu. o The patient can also be selected by clicking on the patient's name in the drop down menu. o The scroll bar icon can also be used to scroll to the patient chart to be selected. Click on Open Chart to open the patient's chart also known as the Facesheet. The 3x3 is the automatically generated patient chart number that consists of the first three letters of their last name and the first three letters of their first name. The number of results that populate in the drop down can be filtered by clicking on the Patient Filter Icon in the Open Patient Chart pop-up box. The Patient Filter pop-up box will appear that will allow Assigned Provider, Assigned Facility, and the Patient Type to be included in the search criteria. PAGE 67 OF 2

68 After selecting the additional filters, click OK and begin typing the patient's name or chart number in the space that follows Patient:. Patient Chart The Patient Chart, also known as the Facesheet, is the overall view of the patient's chart itself. The Chart will display basic demographic information such as the Patient's Name, Phone, Address, and Birthdate. A Patient's Chart can be accessed by any of the following steps: Navigation Tree > Open Patient Chart Patients Tab > Click on the Patient's Name > Easy Nav > Open Patient Chart Options Button - A quick navigation button that is used to add or view patient information. Easy Nav - A quick navigation button that is used to create, view, or print items such as charges. Overview Tab - Summary of the Patient's Chart. Diagnoses Tab - A list of all Active Diagnoses for the Patient. Documents Tab - A list of all Documents that are associated with the Patient. PAGE 68 OF 2

69 Medications Tab - A list of the Patient's Active and Discontinued Medications. Allergies Tab - A list of all of the allergies that are associated with the patient. Lab Requests - A list of all of the lab requests that are associated with the patient. Patient Tasks Tab - Tasks or Goals that have been assigned to the Patient. Measurements Tab - An overview of Measures for the patient. Lab Panels Tab - This tab will display all of the lab requests that are associated with the patient. Codes Tab This tab will display all of the CPT codes that are needed for future stages in Meaningful Use Reporting purposes. Imaging Tab - This tab will display all of the Imaging Orders that have been placed. Immunizations Tab This tab will display all of the patient s immunizations. Resources Tab This tab will display all of the links to educational materials for the patient. Meaningful Use Tab This tab is where a Provider's Meaningful Use Measures metrics can be determined for attestation. Measures Tab This tab will display all of the currently assigned Scheduled and One-Time Measures (where available) that a patient is expected to complete. History Tab - An audit log of all changes that have been made to the patient's chart. PAGE 69 OF 2

70 Overview Tab on the Patient Chart The Overview Tab is a Summary of the Patient's Chart. No Billing Diagnoses - A list of all active Diagnosis for the patient. Once a Billing Diagnosis has be set these words change to read 'Billing Diagnoses' and the diagnoses will be listed below. Only Axis I, II, or III diagnoses with a billing order are displayed here. Previous Appointments - A list of the last three appointments for the patient. Upcoming Appointments - A list of the next three appointments for the patient. (up to six months in the future) Documents - A list of the last four notes for the patient. No Medication Information - A list of active medications for the patient. Once Medications have been set these words change to read 'Medications' and the Medications will be listed below. The listing includes the dosage, the instructions to the patient, number of refills, start date and last refill date. Clicking the word Medications will take you to the Medications tab in the Patient Chart which shows both current and Discontinued Medications. No Allergy Information - A list of known allergies for the patient. Once Allergies have been set these words change to read 'Allergies' and the Allergies will be listed below. Both the Allergy name and the reaction are listed. PAGE 70 OF 2

71 No Pending Lab Requests - A list of pending lab requests for the patient. Once a Lab Request has been created these words change to read 'Pending Lab Requests' and the Lab Requests will be listed below. Both the Request Date and the name of the lab work requested are listed. Lab Requests Types can be added to the system on the 'Reference Data -> Lab Request Types' Tab. No Patient Tasks Due - A list of tasks that are due for the patient. Once a Patient Task has been created these words change to read 'Patient Tasks Due' and the Tasks will be listed below. Both the Due Date and the Task itself are listed. New Medication - Used to prescribe a new medication for the patient. New Allergy - Used to add a new allergy to the system for the patient. New Lab Request - Used to submit a lab request for the patient. New Patient Task - Used to create a patient task for the patient. PAGE 71 OF 2

72 Diagnoses Tab on the Patient Chart The Diagnoses Tab of the patient's chart is a list of all Active Diagnoses for the patient. To view the Diagnosis Tab for a patient, please perform any of the following steps: Open a Patient Chart > Diagnosis Tab Open a Patient Chart > No Billing Diagnoses A definition of the each Axis is as follows: Axis I: Clinical Disorders and Mental Health Conditions (Ex.: Depression, Schizophrenia, etc.) Axis II: Personality Disorders including Mental Retardation (Ex.: Bipolar, Conduct Disorder, Borderline, etc.) Axis III: Existing Medical Conditions (Ex.: Diabetes, Hypertension, Stroke, etc.) Axis IV: Environmental Factors that are affecting the patient. (Ex.: Death in the family, Divorce, Loss of a Job, etc.) o This is a free text field. Axis V: Global Assessment of Functioning (GAF) Rating Scale o This score is represented as a numerical value that is selected from the drop down box. Show inactive diagnoses Checkbox - Inactive diagnoses can be displayed by checking the Show inactive diagnosis checkbox. Show Diagnoses History Button - This button will display the audit trail for all changes that have been made to the Diagnoses for the patient. New Diagnosis Button - Used to add a diagnosis to a patient's chart. PAGE 72 OF 2

73 Adding a New Diagnosis to a Patient's Chart To add a new Diagnosis to a Patient's Chart, please do the following: Click on the New Diagnosis Button to the right of the desired Axis's header. o In this example, the New Diagnosis Button under Axis I will be selected. The New Diagnosis Pop-up Box will appear. Begin filtering by typing the Diagnosis Code in the Diagnosis: field or click on the drop down arrow. Select the Diagnosis Code by clicking on the code or by hitting the Enter Key if the correct code is already highlighted. Click on Ok. In this example, the Diagnosis will appear under Axis I. The Date, Status, and Billing Order can be edited from this screen by double-clicking the field. o The Date will default to today's date, but it can be manually changed by o o o typing in the field or a date can be selected by clicking on the Calendar Icon. The Status can be changed by using the arrow keys or by selecting from the drop down list that appears along with a drop down arrow. The Billing Order will be blank and must be selected. Each patient must have a primary Diagnosis, which is specified with a 1. A Billing Diagnosis and the Billing Order is required in order to bill for a patient. The primary Diagnosis does not have to be under Axis I. A Patient cannot have more than one primary billing diagnosis. Click Save. PAGE 73 OF 2

74 The diagnosis will now appear under the Patient Chart > Overview Tab > Billing Diagnoses as shown below: PAGE 74 OF 2

75 Documents Tab on the Patient Chart The Documents Tab will display all of the documents that are associated with the patient. Examples include Intake Notes, Progress Notes, Receipt of Payment, etc. The Documents Tab can be accessed by doing any of the following: Open Patient Chart > Patient's Chart > Documents Tab Open Patient Chart > Patient's Chart > Overview Tab > Documents Each Column can be sorted by clicking on the headers to sort the column alphabetically or by date. The column that is currently being sorted (ascending or descending) will contain an up or down arrow as shown in the Date column below: In addition to sorting the columns, there are also several filters available to assist in a search. Those fields are as follows: All populated fields will apply to the current search results. Fields can be added or removed and the results will refresh automatically. Filter Field: - Used to filter by the document's name. Between Field: - Used to filter by the document's creation date. Provider Drop-down Menu: - Used to filter by the Provider that created the document. Document Type Drop-down Menu: - Used to filter by the document's type. Show Inactive Checkbox: - Display documents that have been marked as inactive. Show Archived Checkbox: - Display only archived documents. Clear Filter Button: - Clears all populated filter fields. Print Button: - Used to print one or more documents at a time from the patient's chart. Fax Button: - Used to fax one or more documents at a time electronically from the EMR. Archive Button: - Used to archive a document. PAGE 75 OF 2

76 Unarchive Button: - Used to unarchive a document. Upload Documents Button: - Upload a document into the patient's chart. New Document Button: - Create a Note from patient's chart. PAGE 76 OF 2

77 Printing from the Documents Tab of the Patient Chart Printing Documents from a Patient Chart is quick and easy by using the Print Button. The Print Button is located in the upper left corner of the Documents Tab of a Patient's Chart. Documents can be printed one at a time or in bulk from within the patient's chart. To print document(s) from the patient's chart, please do the following: Select the Checkbox(s) next to the document(s) that you would like to print. Click on the Print Button. Depending on the operating system, a pop-up window will appear. Click Open. Adobe Acrobat Reader will open the document(s). o Even if Multiple documents were selected, only one.pdf file that contains all of the documents will open. Click on the Print Icon in the upper left corner of Adobe Acrobat Reader. The Print pop-up window will appear. Select the desired printer in the Printer > Name: field. Click OK. PAGE 77 OF 2

78 Faxing from the Documents Tab of the Patient Chart Faxing Documents Electronically from a Patient Chart is quick and easy by using the Fax Button. The Fax Button is located in the upper left corner of the Documents Tab of a Patient's Chart. Documents can be faxed one at a time or in bulk from within the patient's chart. This feature is for outgoing faxes only. Faxing must be enabled for each practice. After Faxing is enabled, the Fax Button will appear. There is no setup fee to enable faxing, but there is a.10 (10 cents) per page charge to use the feature. To print document(s) from the patient's chart, please do the following: Select the Checkbox(s) next to the document(s) that you would like to electronically fax. Click on the Fax Button. PAGE 78 OF 2

79 The Fax Documents pop-up box will appear as shown below. Enter the fax number in the Fax To: field. o The Fax To: field is the only required field. The Provider: field is the outside provider or location that will be receiving the fax. o The Provider: field is pulled from Persons and Institutions > Outside Providers. Once the Provider has been selected, the Recipient Name: will automatically populate. o The Recipient Name: is a text field that can be changed as needed. (Example: ATTN: Jane Doe) o The Recipient Name: field is pulled from Persons and Institutions > Outside Providers > Referring/Other Provider > Display Name: Includes Cover Sheet Checkbox will add a cover sheet to the fax transmission. The Cover Sheet Notes: are commonly used to provide brief instructions for the recipient. o This field has a 255 character limit. PAGE 79 OF 2

80 The Fax Cover Sheet is very basic. o The To: and Fax Number: fields are pulled from Persons and Institutions > Outsiders Providers. o The From: and Contact Number: fields are pulled from Persons and Institutions > Providers. o The Notes are pulled from the Cover Sheet Notes: from the screen shot above. o There is a.10 cent charge for each cover sheet. PAGE 80 OF 2

81 Upload a Document Directly into a Patient Chart The Upload Documents Button is used to upload files directly into a patients chart. The Upload Documents Button is located in the upper right corner of Documents Tab of a patient's chart. Open Patient Chart > Patient's Chart > Documents Tab To upload a document into a Patient's Chart, please do the following: Click on the Upload Documents Button. The Upload Documents pop-up box will appear. o The Document Type: drop-down box will be the only remaining field that is required, by default. o Time: is not a required field. o The maximum file size is 5 MB. o Up to 50 MB total can be uploaded at one time when uploading multiple files simultaneously. PAGE 81 OF 2

82 Click on the Drop-down Menu icon. Select the Document Type from the list provided in the drop-down menu. o Typing the name of the of the Document Type will also filter for the document type. o The string of text can be anywhere in the name of the document type. o If the correct Document Type is highlighted, hitting Enter will also select the document type. o The options in the Document Type: drop-down menu are controlled by Vālant Medical Solutions. PAGE 82 OF 2

83 Click on the Browse Button to select the file to be uploaded. Select the file to be uploaded. Click Open. If only one file needs to be uploaded, Click on OK. To add additional files, click on the Add more files Button. Select the file to be uploaded. Click Open. Repeat as needed, up to 50 MB. Note the screen shot above: o Even though multiple files have been selected to be uploaded, only one appears o The up and down arrows are required to scroll through all of them prior to the upload if needed. Click OK once all files have been selected. PAGE 83 OF 2

84 The files will appear in the Documents Tab of the Patient's Chart. PAGE 84 OF 2

85 New Document Drop-down Button on the Documents Tab of the Patient Chart New Templated Clinical Note - Create a new templated clinical note for the visit. New Templated Clinical Note from Last - Create a new templated clinical note from the last note that was created for the patient. New Templated Non-clinical Document - Create a new templated non-clinical document for the visit. New Clinical Note - Create a new clinical non-templated note for the visit. New Clinical Note from Last - Create a new clinical non-templated note from the last note that was created for the patient. New Non-clinical Document - Create a new non-templated, non-clinical document for the visit. Upload Dictation - Used to upload a dictation into the EMR. Dictation is a service that is offered by Vālant Medical Solutions for an additional fee. To become a dictation customer of Vālant Medical Solutions, please contact us at (888) Option #4. PAGE 85 OF 2

86 Medications Tab on the Patient Chart The Medications Tab will display all of the medications for the patient. The Medications Tab can be accessed by doing any of the following: Open Patient Chart > Patient's Chart > Medications Tab Open Patient Chart > Patient's Chart > Overview Tab > Medications Each Column can be sorted by clicking on the headers to sort the column alphabetically or by date. The column that is currently being sorted (ascending or descending) will contain an up or down arrow as shown in the Start Date column below: In addition to sorting the columns, there are also several filters available to assist in a search. Those fields are as follows: All populated fields will apply to the current search results. Fields can be added or removed and the results will refresh automatically. Medication: - Used to filter by the medication's name. Prescriber: - Used to filter by the prescriber's name. Between Field: - Used to filter by the document's creation date. Show Inactive Checkbox: - Display documents that have been marked as inactive. Clear Filter Button: - Clears all populated filter fields. New Medication Button: - Used to prescribe a new medication for the patient. Discontinued Medications - Displays Medications that have been discontinued. PAGE 86 OF 2

87 New Medication Button New Prescription To quickly create a prescription for a patient, please do the following: Click on New on the Navigation Tree. Select New Prescription, which will open the New Prescription pop-up box. Select the patient by selecting the down arrow on the Patient drop-down box. Click on New Prescription. A new Vālant eprescribing Tab will open in the web browser. In the Prescribe a Medication section, type all or part of a medication name into the Name field, or select a favorite medication from the Favorites drop-down box. Click Find. Select a medication, form, and dosage from the list of available medications matching your search. PAGE 87 OF 2

88 The page will navigate to the Enter Details page. On the Enter Details page, populate a Sig by making selections from the drop-down boxes on the Sig line and select a duration. o The Quantity field will be calculated automatically based on the items that have been selected. If necessary, choose or modify the Pharmacy, Drug, Quantity, Refills, Directions to Pharmacist, Directions to Patient, Primary Dx, Secondary Dx, or Comments fields. Click Continue. PAGE 88 OF 2

89 The page will navigate to the Review Prescription page. Click OK to continue, or if necessary click on Go Back, Cancel or Add to Favorites. Upon clicking OK, the page will navigate back to the Vālant eprescribing page where addition medications can be prescribed before sending or printing the prescription. In the Pending prescriptions for this patient section, select the prescriptions that are to be sent or printed by checking the box to the left of the prescription serial number. Type in the Signature Password. Click Send, Send and Print, Print w/o Sending, or Sign w/o Sending. Notification will be given that the prescription was sent/printed and the medication will be added to the patient's active medication list. PAGE 89 OF 2

90 Allergies Tab on the Patient Chart The Allergies Tab will display all of the allergies that are associated with the patient. The Allergies Tab can be accessed by doing any of the following: Open Patient Chart > Patient's Chart > Allergies Tab Open Patient Chart > Patient's Chart > Overview Tab > Allergies Each Column can be sorted by clicking on the headers to sort the column alphabetically. The column that is currently being sorted (ascending or descending) will contain an up or down arrow as shown in the Allergy column below: In addition to sorting the columns, there are also several filters available to assist in a search. Those fields are as follows: All populated fields will apply to the current search results. Fields can be added or removed and the results will refresh automatically. Allergy Field: - Used to filter by the allergy's name. Show Inactive Checkbox: - Display allergies that have been marked as inactive. Clear Filter Button: - Clears all populated filter fields. New Allergy Button: - Create a Note from patient's chart. PAGE 90 OF 2

91 New Allergy Button on the Allergies Tab of the Patient Chart The New Allergy button on the Allergies tab of the Patient Chart is a way to record a medication allergy for a patient. The New Allergy button is located at the top right corner of the Allergies tab on the Patient Chart. Open Patient Chart > Allergies Tab > New Allergy button. PAGE 91 OF 2

92 To add a new allergy to a patient's chart: Click the New Allergy button. For accounts subscribed to eprescribing (DrFirst): Clicking on the New Allergy button displays the DrFirst interface. In the Active/Current Allergies section, Click the Indicate 'No Known Drug Allergies (NKDA)' link OR Choose the patient's allergy from the the <Select Common Allergy> drop-down menu. Click the Add Common Allergy button. PAGE 92 OF 2

93 In the Add Allergy section, enter the Reaction (using the drop-down menu or the free text field) and the Onset Date, if such information is available. Then click Add. Repeat as necessary. Click the Return to EMR link at the top of the page when all allergies have been entered. For accounts not subscribed to DrFirst eprescribing: Clicking on the New Allergy button displays the New Allergy dialog box: If the patient has no known allergies, click the Confirm that patient has no known allergies button at the bottom of the page. OR Choose Medication or Non-Medication from the Allergy Type section. Select the allergy from the appropriate drop-down menu. (It will be highlighted in yellow, depending on which Allergy Type was chosen.) If the allergy in question is no longer active for the patient, check the Inactive checkbox. Click OK. Repeat as necessary. PAGE 93 OF 2

94 Lab Requests Tab on the Patient Chart The Lab Requests Tab will display all of the lab requests that are associated with the patient. The Lab Requests Tab can be accessed by doing any of the following: Open Patient Chart > Patient's Chart > Lab Requests Tab Open Patient Chart > Patient's Chart > Overview Tab > Lab Requests Tab Each Column can be sorted by clicking on the headers to sort the column alphabetically or by date. The column that is currently being sorted (ascending or descending) will contain an up or down arrow as shown in the Date column below: In addition to sorting the columns, there are also several filters available to assist in a search. Those fields are as follows: All populated fields will apply to the current search results. Fields can be added or removed and the results will refresh automatically. Filter Field: - Used to filter by the lab requests' name. Between Field: - Used to filter by the lab requests' creation date. Provider Drop-down Menu: - Used to filter by the Provider that created the lab request. Show Inactive Checkbox: - Display lab requests that have been marked as inactive. Show Complete Checkbox: - Display lab requests that have been marked as completed. Clear Filter Button: - Clears all populated filter fields. New Lab Request Button: - Used to create a new lab request for the patient. PAGE 94 OF 2

95 New Lab Request Button on the Lab Request Tab on the Patien Chart The Lab Requests Tab will create a new lab request for the patient. The Lab Requests Tab can be accessed by doing any of the following: Open Patient Chart > Patient's Chart > Lab Requests Tab > New Lab Request Button Open Patient Chart > Patient's Chart > Overview Tab > Lab Requests > New Lab Request Button To add a Lab Request: Click on the Lab Request Tab. Click the New Lab Request Button. Select the lab tests that are to be run. Set a reorder reminder, if necessary. PAGE 95 OF 2

96 Click save and print. The printout will look as follows: PAGE 96 OF 2

97 Patient Tasks Tab on the Patient Chart Patient Tasks are used to assign a plan or a goal to a Patient. The Patient Tasks Tab will display the tasks that are assigned to the patient. The Patient Tasks Tab can be accessed by doing any of the following: Open Patient Chart > Patient's Chart > Patient Tasks Tab Open Patient Chart > Patient's Chart > Overview Tab > Patient Tasks Due Each Column can be sorted by clicking on the headers to sort the column alphabetically or by date. The column that is currently being sorted (ascending or descending) will contain an up or down arrow as shown in the Date Created column below: In addition to sorting the columns, there are also several filters available to assist in a search. Those fields are as follows: All populated fields will apply to the current search results. Fields can be added or removed and the results will refresh automatically. Filter Field: - Used to filter by the task's description. Between Field: - Used to filter by the task's creation date. Show Inactive Checkbox: - Display tasks that have been marked as inactive. Clear Filter Button: - Clears all populated filter fields. New Patient Task Button: - Create a new task or goal for the patient. PAGE 97 OF 2

98 New Patient Task Button on the Patient Tasks Tab of the Patient Chart Patient Tasks can be added to a Patient Chart from any of the following locations: Open Patient Chart > Patient's Chart > Patient Tasks Tab > Click on the yellow Description: Field. Open Patient Chart > Patient's Chart > Patient Tasks Tab > New Patient Task Button. Open Patient Chart > Patient's Chart > Overview Tab > New Patient Task. To assign a Task or a Goal to a Patient's Chart, please do the following: Once the Description Field has been activated, Type in a Description for the Task or Goal. Click on the Due Date Calendar Icon. Select the desired Due Date. o The date does not have to be in mm/dd/yyyy format, but it needs to be "/" or "-" separated. (Ex.: 1/2/13 will work.) o A suggested search date will appear as the user types. The user can hit Enter if the desired date automatically appears as an option. Click on Save. PAGE 98 OF 2

99 The Task will now appear on the Patient Tasks Tab. The Task will also appear under The Patient's Chart > Overview Tab > Patient Tasks Due o Note that only the first line of the task appears on the Overview Tab. To mark a Task as Completed, please do the following: Under The Patient's Chart > Patient Tasks Tab, Select a Task. Check the Completed Checkbox at the bottom of the screen. To mark a Task as Inactive, please do the following: Under The Patient's Chart > Patient Tasks Tab, Select a Task. Check the Inactive Checkbox at the bottom of the screen. PAGE 99 OF 2

100 Measurements Tab on the Patient Chart The Measurements Tab is an overview of Measures for the Patient, which is also available in a graphical chart format. The Measurements Tab can be accessed by doing the following: Open Patient Chart > Patient's Chart > Measurements Tab Each Column can be sorted by clicking on the headers to sort the column alphabetically or by date. The column that is currently being sorted (ascending or descending) will contain an up or down arrow as shown in the Measurement column below: In addition to sorting the columns, there are also several filters available to assist in a search. Those fields are as follows: All populated fields will apply to the current search results. Fields can be added or removed and the results will refresh automatically. Measurement Field: - Used to filter by the measure's description. Between Field: - Used to filter by the measure's creation date. Clear Filter Button: - Clears all populated filter fields. New Measurement Button: - Create a new measure for the patient. Measurements Tab: Show Inactive Measurements Checkbox: - Display tasks that have been marked as inactive. Chart Tab: A Visual Representation of the selected measure over time. PAGE 100 OF 2

101 New Measurement Button on the Measurements Tab of a Patient Chart The New Measurement Button is used to add a measure to the Patient's Chart. To Add a New Measure to a Patient's Chart, please do the following: Click on the New Measurement Button in the upper right corner of Measurements Tab of the Patient's Chart. The Add Measurement pop-box will appear. Only a Measurement Type is required at this time. Click on the Measurement Type Drop-down arrow icon. Select the Measurement Type from the list provided. o Typing the name of the of the Measure will also filter for the measure. o The string of text can be anywhere in the name of the measure. o If the correct Measurement Type is highlighted, hitting Enter will also select the measure. PAGE 101 OF 2

102 In this example, a Weight measure will be entered into the patient's chart. Select Weight from the drop-down menu. The options in the Measurement Type are pulled from the Navigation Tree > Reference Data > Measurement Types. o New types of measures are constantly being added to the Vālant EMR and Mobile Notes, so the list below may not be complete. PAGE 102 OF 2

103 The Values that can be entered at this time will change depending on the measure that is selected. Enter the appropriate Values. Enter the Normal Range for the Measure. Click on the Abnormal Flag Drop-down Menu icon. PAGE 103 OF 2

104 Select the Flag Description from the list provided in the drop-down menu. o Typing the name of the Description will also filter for the appropriate flag. o The string of text can be anywhere in the description of the flag. o If the correct description is highlighted, hitting Enter will also select the flag. o The options in the Abnormal Flag drop-down menu are controlled by Vālant Medical Solutions. Add a Source if necessary. Add a Code if necessary. PAGE 104 OF 2

105 Add Notes if necessary. Click OK. To Add an additional measure of the same type, please do the following: In the previous example, a weight measurement was added to the patient's chart. Click on the Measure that is to be appended on the Measurements Tab of the patient's chart under the Measurement header. PAGE 105 OF 2

106 The selected measure will appear on the bottom of the screen. The New Weight Measure Button will activate on the right edge of the screen. Click on the New Weight Measure Button. The Add Measure pop-up box will appear. The Measurement Type will already have Weight selected, in this example. Add a value for Weight in lbs. Add or Select values for the remaining fields if desired. Click OK. PAGE 106 OF 2

107 To Chart values in the Patient's Chart over time, please do the following: In this example, the patient's weight will be charted over time. While Weight is selected on the under the Measurement header, all values will appear at the bottom of the screen. Click on the Chart Tab in the middle left part of the screen under the Measurements Tab of the Patient's Chart. The Chart will auto-populate. PAGE 107 OF 2

108 To Edit an existing Measure, please do the following: Click on the Measure that is to be edited on the Measurements Tab of the patient's chart under the Measurement header. The selected measure will appear on the bottom of the screen. Click on the Action Drop-down Arrow. Select Edit. Edit the Measure as needed. The Measurement Type cannot be edited. Click OK when finished. PAGE 108 OF 2

109 To Inactivate a Measure, please do the following: o Click on the Measure that is to be inactivated on the Measurements Tab of the patient's chart under the Measurement header. o The selected measure will appear on the bottom of the screen. o o Click on the Action Drop-down Arrow. Select Inactivate. o o Selecting Edit, checking the Inactivate Checkbox, and then clicking OK will work as well. To show inactive measures, select the Show Inactive Measurements Button. PAGE 109 OF 2

110 To View the History of a Measure, please do the following: Click on the Measure on the Measurements Tab of the patient's chart under the Measurement header. The selected measure will appear on the bottom of the screen. Click on the Action Drop-down Arrow. Select History. The Measurement History pop-up box will appear. The box will contain all changes to the measure. PAGE 110 OF 2

111 Lab Panels Tab on the Patient Chart The Lab Panels Tab will display all of the lab requests that are associated with the patient. The Lab Panels Tab can be accessed by doing any of the following: Open Patient Chart > Patient's Chart > Lab Panels Tab Open Patient Chart > Patient's Chart > Overview Tab > Lab Panels Tab Each Column can be sorted by clicking on the headers to sort the column alphabetically or by date. The column that is currently being sorted (ascending or descending) will contain an up or down arrow as shown in the Date column below: In addition to sorting the columns, there are also several filters available to assist in a search. Those fields are as follows: All populated fields will apply to the current search results. Fields can be added or removed and the results will refresh automatically. Panel Field: - Used to filter by the lab requests' name. Between Field: - Used to filter by the lab requests' creation date. Clear Filter Button: - Clears all populated filter fields. New Lab Panel Button: - Selecting this button will navigate to the fields below to add the lab panel. Lab Panel Date - The date that lab tests were completed Name - A drop-down list allowing for the selection of any lab panels that have been entered into the system. Source - Where the lab tests were completed. PAGE 111 OF 2

112 Test Type - Type of panel being administered. Specimen Source - The location collected and handled the specimen. Specimen Condition - The integrity of the specimen. New Lab Result Button - Allows the addition of one piece of information from the lab panel. For example, RBC count or TSH level. View Details Button - Used to view additional details of the lab result. A lab result can also be inactivated by clicking the Inactive Checkbox and then clicking Save. Export to Excel: - Used to export the data on the screen to Microsoft Excel. Options Button: - A quick navigation button that is used to add or view patient information. Easy Nav Button: - A quick navigation button that is used to create, view, or print items such as charges. PAGE 112 OF 2

113 Codes Tab on the Patient Chart The Codes Tab will display all of the CPT codes that are needed for future stages in Meaningful Use Reporting purposes. The Codes Tab can be accessed by doing any of the following: Open Patient Chart > Patient's Chart > Codes Tab Open Patient Chart > Patient's Chart > Overview Tab > Codes Tab Each Column can be sorted by clicking on the headers to sort the column alphabetically or by date. The column that is currently being sorted (ascending or descending) will contain an up or down arrow as shown in the Date column below: In addition to sorting the columns, there are also several filters available to assist in a search. Those fields are as follows: All populated fields will apply to the current search results. Fields can be added or removed and the results will refresh automatically. Panel Field: - Used to filter by the lab requests' name. Between Field: - Used to filter by the lab requests' creation date. Show Inactive Checkbox: - Displays codes that have been marked as inactive. Clear Filter Button: - Clears all populated filter fields. New Code Button: - Selecting this button will navigate to the fields below on the Service Tab to add the lab panel. PAGE 113 OF 2

114 Service Tab: Date: - Used to specify date of service Provider Drop-down Box: - Used to select which provider within the practice provided the service Billing Radio Buttons: Billing Code Radio Button -The code that is about to be added is an insurance or patient billable CPT code Non-billing Code Radio Button - The code that is about to be added is a CPT code that is used for reporting purposes (cannot be used to bill insurance alone) Code Radio Button - The code that is about to be added is a laboratory or medical CPT code Billing Code Drop-down Box: - Used to specify which billable CPT code from the list is about to be used Non-billing Drop-down Box: - Used to specify which CPT code used for reporting purposes is about to be used (cannot be used to bill insurance alone) Other Code Drop-down Box: - Used to specify which laboratory or medical code is about to be used Is Medication Allergy Checkbox - If the code used is related to medication or drugs, this box can be checked to specify it is a medication allergy Is Office Visit Checkbox - If the CPT code is an office visit, this checkbox will be checked. Inactive Checkbox - To make the code inactive and not viewable for use, the user will need to check this checkbox and hit "Save" at the bottom center to remove the unwanted code. History Tab - This tab is the audit log to show which user has changed what within the "Codes" tab, and when. Full details will be displayed for auditing purposes. Options Button: - A quick navigation button that is used to add or view patient information. Easy Nav Button: - A quick navigation button that is used to create, view, or print items such as charges. PAGE 114 OF 2

115 Imaging Tab on the Patient Chart The Imaging Tab will display all of the Imaging Orders that have been placed. The Imaging Tab can be accessed by doing any of the following: Open Patient Chart > Patient's Chart > Imaging Tab Open Patient Chart > Patient's Chart > Overview Tab > Imaging Tab Each Column can be sorted by clicking on the headers to sort the column alphabetically or by date. The column that is currently being sorted (ascending or descending) will contain an up or down arrow as shown in the Date column below: In addition to sorting the columns, there are also several filters available to assist in a search. Those fields are as follows: All populated fields will apply to the current search results. Fields can be added or removed and the results will refresh automatically. Order Field: - Used to filter by the image's name in the Order Column. Between Field: - Used to filter by the order's creation date. Show Inactive Checkbox: - Displays orders that have been marked as inactive. Clear Filter Button: - Clears all populated filter fields. New Image Order Button: - Used to add a request for imaging. Options Button: - A quick navigation button that is used to add or view patient information. Easy Nav Button: - A quick navigation button that is used to create, view, or print items such as charges. PAGE 115 OF 2

116 Immunizations Tab on the Patient Chart The Immunizations Tab will display all of the patient's immunizations. The Immunizations Tab can be accessed by doing any of the following: Open Patient Chart > Patient's Chart > Immunizations Tab Open Patient Chart > Patient's Chart > Overview Tab > Immunizations Tab Each Column can be sorted by clicking on the headers to sort the column alphabetically or by date. The column that is currently being sorted (ascending or descending) will contain an up or down arrow as shown in the Date column below: In addition to sorting the columns, there are also several filters available to assist in a search. Those fields are as follows: All populated fields will apply to the current search results. Fields can be added or removed and the results will refresh automatically. Immunization Field: - Used to filter by the immunization's name. Between Field: - Used to filter by the date that the immunization was given. Show Inactive Checkbox: - Displays immunizations that have been marked as inactive. Clear Filter Button: - Clears all populated filter fields. New Immunization Button: - Selecting this button will navigate to the fields below on the Immunizations Tab to add an immunization. PAGE 116 OF 2

117 Immunizations Tab: Date: - This field indicates the date the immunization was administered. Time: - This field indicates the time the immunization was administered. Vaccine Drop-down Box: - This drop-down box indicates the type of immunization that was administered.this list is populated from Reference Data > Immunization Types. Administered Amount: - This field indicates the amount administered. Units: - This field indicates the unit in which the 'Administered Amount' was measured. Vaccine Lot Number: - This field indicates the Lot Number of the immunization. Manufacturer Name: - This field indicates the Manufacturer of the immunization. Manufacturer Code: - This field indicates the Manufacturer Code of the immunization. Inactive Checkbox - This checkbox will deactivate an immunization and hide it from the list. You can view inactive immunizations at any time by checking 'Show inactive' checkbox. History Tab - An audit log of all changes that have been made to the Immunizations Tab. Options Button: - A quick navigation button that is used to add or view patient information. Easy Nav Button: - A quick navigation button that is used to create, view, or print items such as charges. PAGE 117 OF 2

118 Resources Tab on the Patient Chart The Resources Tab will display all of the links to educational materials for the patient. The Resources Tab can be accessed by doing any of the following: Open Patient Chart > Patient's Chart > Resources Tab Open Patient Chart > Patient's Chart > Overview Tab > Resources Tab Each Column can be sorted by clicking on the headers to sort the column alphabetically or by date. The column that is currently being sorted (ascending or descending) will contain an up or down arrow as shown in the Date column below: Options Button: - A quick navigation button that is used to add or view patient information. Easy Nav Button: - A quick navigation button that is used to create, view, or print items such as charges. PAGE 118 OF 2

119 Meaningful Use Tab on the Patient Chart The Meaningful Use Tab will show Meaningful Use events entered into the system in the Tools > Meaningful Use Wizard. The Meaningful Use can be accessed by doing any of the following: Open Patient Chart > Patient's Chart > Meaningful Use Tab Open Patient Chart > Patient's Chart > Overview Tab > Meaningful Use Tab Each Column can be sorted by clicking on the headers to sort the column alphabetically or by date. The column that is currently being sorted (ascending or descending) will contain an up or down arrow as shown in the Date column below: In addition to sorting the columns, there are also several filters available to assist in a search. Those fields are as follows: All populated fields will apply to the current search results. Fields can be added or removed and the results will refresh automatically. Measure Field: - Used to filter by the measure's name. Between Field: - Used to filter by the measure's creation date. Clear Filter Button: - Clears all populated filter fields. Action Button: - Used to delete a measure. Options Button: - A quick navigation button that is used to add or view patient information. Easy Nav Button: - A quick navigation button that is used to create, view, or print items such as charges. PAGE 119 OF 2

120 Measures Tab on the Patient Chart The Measures Tab will display all of the currently assigned Scheduled and One-Time Measures (where available) that a patient is expected to complete. The Measures Tab can be accessed through the Patient Chart in the following location: Open Patient Chart > Patient's Chart > Measures Tab The Scheduled Measures Tab displays any currently assigned, recurring Measure. Each of these scheduled measures will appear as a stand-alone tab in Mobile Notes if the Practice has purchased the Mobile Notes module. o Note: if the Practice is not provisioned with Mobile Notes, the patient has no venue in which to complete the measure for automatic inclusion into the Patient Chart. Scheduled Measures are listed on the Scheduled Measures tab, as seen below. o This list can be edited using the dialog seen in the second image. The dialog below shows the tool used to edit the Scheduled Measures. o Available measures are displayed in the left hand column while measures that are currently assigned are listed in the right hand column. To add a measure to the assigned list, please do the following: Highlight the desired measure in the left-hand column and click the uppermost arrow button in the center of the screen. This will move the measure into the right-hand, or 'Assigned' column. PAGE 120 OF 2

121 To remove a measure from the assigned list, please do the following: Highlight the measure in the right-hand column and click the lowermost arrow button in the center of the screen. This will move the measure into the right-hand, or 'Unassigned' column. Clicking 'OK' at the bottom of the dialog will save any changes. Clicking 'Cancel' will abort any changes and return you to the main screen. PAGE 121 OF 2

122 The One-Time Measures Tab displays only when the Practice has the Vālant Patient Portal. This contains a list of measure that have been assigned to the patient as a 'One-Time', nonrecurring measure. These measures will appear in the Patient Portal within two days of the assigned due date. This image below shows a complete list of all the One-Time Measures ever assigned to this patient. Add One-Time Measure - The 'Add One-Time Measure button seen in the top right-hand corner of the image above allows you to enter a new measure or measures to the list. These One-Time Measure will appear in the Patient Portal at most 2 days before the assigned due date. The dialog used to add these One-Time Measures is shown below. The 'Provider' list contains all the providers in the practice and will default to the provider assigning the measure. At this time Staff members cannot assign One-Time Measures to patients, only Providers. PAGE 122 OF 2

123 To add a measure to the One-Time Measure list, please do the following: Highlight the desired measure in the left-hand column and click the uppermost arrow button in the center of the screen. This will move the measure into the right-hand, or 'Assigned' column. To remove a measure from the One-Time Measure list, please do the following: Highlight the measure in the right-hand column and click the lowermost arrow button in the center of the screen. This will move the measure into the right-hand, or 'Unassigned' column. Clicking 'OK' at the bottom of the dialog will save any changes. Clicking 'Cancel' will abort any changes and return you to the main screen. PAGE 123 OF 2

124 PAGE 124 OF 2

125 Section New New The New section of the Navigation Tree is used to add new entries into the Vālant EMR. The options are listed below, but examples include adding a new patient, note, or a practice document. New Patient: - Create a new patient. New Prescription: - Create a new prescription for an existing patient. New Templated Clinical Note: - Create a new templated clinical note for an existing patient without creating an appointment. New Templated Clinical Note from Last: - Create a new templated clinical note from last for an existing patient without creating an appointment. New Templated Non-clinical Document: - Create a non-clinical document for an existing patient without creating an appointment. PAGE 125 OF 2

126 New Clinical Note: - Create a non-templated clinical note for an existing patient without creating an appointment. New Clinical Note from Last: - Create a non-templated clinical note from last for an existing patient without creating an appointment. New Non-clinical Document: - Create a non-templated non-clinical note for an existing patient without creating an appointment. Upload Dictation: - Used by Vālant Medical Solutions' Transcription Customers to upload dictations for transcription. Upload Documents: - Used to upload documents into the EMR. New Practice Document: - Used to create documents that are not patient specific and do not contain clinical information. PAGE 126 OF 2

127 New Patient To quickly create a new patient in order to create an appointment, please do the following: On the Dashboard, click on New on the Navigation Tree Select New Patient, which will open the Patients Tab In the bottom, middle section of the Patients Tab, select the Demographics Tab The Items that are highlighted in Yellow are required fields to create a new patient. o First Name, Last Name, and Gender are the only fields that are required to create a new patient. Populate the First Name, Last Name, and Gender and then click the Save button. o At this point, an appointment can be scheduled for the patient via the Calendar, which can be found under (Tools > Appointments). o Obviously, if additional demographic information is available, feel free to enter it at anytime. The Patient ID will be auto-generated at this time and the Patient ID: field will now be populated and greyed out. New required fields will appear (Example: Street 1:, City:, State:, Zip:, Main Phone:, and Birth date) o These fields can be completed and saved when the patient comes in for their appointment after filling out their admission forms. PAGE 127 OF 2

128 Additional Tabs on the Patients Tab: Demographics - Basic Patient Demographic information (Ex.: Patient ID, First Name, Last Name, Address, Phone, etc.) Insurance 1 - Used to provide insurance information for the patient. Contacts - Used to provide additional contact information for the patient. Balances - Used to provide a quick financial overview for the patient. Authorizations - Used to manage insurance authorizations for the selected patient. Other Details - Used to designate special patient information used on a HCFA claim form. Notes/Images - Used to store basic information about the patient as well as a patient picture. Misc. - Used to record items that aid in incentive programs such as Meaningful Use. School - Used to store a patient's school and Individual Educational Plan. Appt. Reminder - Used to specify how each patient will be contacted for appointment reminders. Portal - Used to setup a Patient Portal Account for a patient. History - An audit log of all changes that have been made to the tab that are listed above. Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. PAGE 128 OF 2

129 Demographics Tab The Demographics Tab of the Patients Tab is used to provide basic demographics information for the patient. The Demographic Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Contacts Tab The Demographics Tab on the Patients Tab contains the following data entry Fields: First - The First Name of the Patient. MI - The Middle Initial of the Patient. Last - The Last Name of the Patient. Suffix - The unspecified field to the right of the Last Name allows the staff to record the patient's suffix such as Jr., Sr., or III. Preferred Name - The name that a patient would like to be called. The patient may prefer a nickname such as Jen or a prefix be used, such as Mrs. Smith. Street 1 - The Mailing Address of the patient. Street 2 - The Apartment or Suite number that correlates to the patient's address. City - The City in which the patient resides. State - The State in which the patient resides. Zip - The Zipcode of the patient's home address. Zip +4 - The more precise extension of the zipcode of the patient's home address. PAGE 129 OF 2

130 Main Phone - The most commonly used phone number to contact the patient. The drop-down box to the right of the Ext. box will allow the staff to specify whether the phone is a Home, Work, Mobile, Fax, Pager, or Other phone. Ext. - This field will allow the staff to specify an extension for the phone number if applicable. Phone Type Drop Down - This drop-down box will allow the staff to specify whether the phone is a Home, Work, Mobile, Fax, Pager, or Other phone. Birthdate - The Birthdate of the patient in the mm/dd/yyyy format. The date can be manually entered or selected from the calendar icon. SSN - The Social Security Number of the patient. Marital Status - The Marital Status of the patient. The EMR supports the following statuses: Divorced, Legally Separated, Married, Other, Partnered, Single, Widowed. Sex - The Gender of the patient. Copay - The out-of-pocket expense that is the patient's responsibility. Coinsurance - The percentage that the patient pays after the insurance deductible has been met or exceeded. New Patient Date - The date that the patient was first seen. The field will default to today's date, but the calendar can be used to back date the New Patient Date if necessary. Last Visit - The date that the patient was last seen. Auto bill Patient Checkbox - This checkbox specifies that the patient is responsible for payment in case the deductible has not been met or an item is not covered by insurance. Signature on File - This checkbox indicates that the insurance company is authorized to pay the clinic directly. Info Release Authorized - This checkbox indicates that the patient's signature is on the release forms Inactive - This checkbox determines whether the patient is active or inactive in the EMR. PAGE 130 OF 2

131 This does not delete the patient. It merely removes the patient from the search results. Inactive patients will appear in the search results by selecting the Show inactive patients checkbox. The patient can be reactivated again by unchecking the box and saving the changes via the Save button. o The checkbox is located in the upper right corner of the Patients Tab. Other Fields: Patient ID - This is an auto generated field and therefore it is greyed out. The Patient ID or Chart Number is often referred to as the "3x3", which is pronounced "three by three". The Patient ID will consist of the first three letters of the patient's last name and the first three letters of the patient's first name. Guarantor - The Guarantor is the person that is responsible for payment. This field can be left blank if the patient themselves is the Guarantor. The options that are available in this drop-down box are created in Persons and Institutions > Guarantors Although this is not a free text field, typing the name of the guarantor will assist in the search process The scroll bar on the right side of the drop-down box can aid with searching as well. Assigned Provider - The Provider that is assigned to the patient. Assigned Facility - The primary Facility where the patient is most commonly seen. Patient Type - The Patient Type is used to group patients together by demographics (Example: Adult, Adolescent, etc.). The options that are available in this drop-down box are created in Reference Data > Patient Types Patient Notification - This drop-down box selects the pop-up notification that appears when the patient is selected. The options that are available in this drop-down box are created in Reference Data > Patient Notifications o Example: Do Not Schedule - History of No Show Although this is not a free text field, typing the name of the notification will assist in the search process. The scroll bar on the right side of the drop-down box can aid with searching as well. PAGE 131 OF 2

132 Insurance 1 Tab The Insurance 1 Tab of the Patients Tab is used to provide insurance information for the patient. Note: If applicable, a similar tab will appear for Insurance 2, 3, etc. The Insurance 1 Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Insurance 1 Tab This tab can also be access by selecting Options > Insurance > Add Insurance 1 (If no insurance has been added for the patient, yet.) The Insurance 1 Tab on the Patients Tabs contains the following data entry Fields: Insurance Drop-down Menu The Name of the insurance company. Type Drop-down Menu - Used to specify if the type is a Group, Non-Group, or Supplement plan. ID Number - Used to specify the ID or ACCOUNT number from the patient's insurance card. Group Number - Used to specify the Group number from the patient's insurance card. Authorization 1 Drop-down Menu - Used to select the authorization that applies to the patient. This list pulls from Persons and Institutions > Patients > Select a Patient > Authorizations Tab Authorization 2 Drop-down Menu - fill if another authorization applies. PAGE 132 OF 2

133 Accept Assignment Checkbox - Always have box checked for participating physician's agreement to accept the allowed charge as payment in full. This checkbox must be checked in order to accept the amount Medicare approves as payment in full for the service. A provider must still pay the difference between the Medicare-approved amount, and the amount Medicare and the Plan pay (percentage co-payment). Crossover or Dual Coverage Checkbox - Claim for a Medicare or Medicaid beneficiary; Medicare is the primary payer and automatically transmits claim information to Medicaid as the secondary payer. Auto Bill Insurance Checkbox - This feature enables automatic entry of payments on a remittance advice to credit an individual's account. Subscriber Drop-down Menu - This is the name of the insured. Relation to Subscriber Drop-down Menu - This is used to specify the relationship of the patient to the subscriber. Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. Options Button on the Patients Tab - Used to add additional details about the patient. Easy Nav - Used to access other parts of the EMR pertaining to the selected patient. PAGE 133 OF 2

134 Contacts Tab on the Patients Tab The Contacts Tab of the Patients Tab is used to provide additional contact information for the patient. The Contacts Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Contacts Tab The Contacts Tab on the Patients Tab contains the following data entry Fields: Phone 2 Field - Patient's secondary phone number Ext. Field - The extension (optional) for the patient's secondary phone number Type Drop-down Box - The type of phone number (home, cell, etc.) that the patient's secondary phone number is Phone 3 Field - Patient's tertiary phone number Ext. Field - The extension (optional) for the patient's tertiary phone number Type Drop-down Box - The type of phone number (home, cell, etc.) that the patient's tertiary phone number is Phone 4 Field - Patient's quaternary phone number Ext. Field - The extension (optional) for the patient's quaternary phone number Type Drop-down Box - The type of phone number (home, cell, etc.) that the patient's quaternary phone number is Home Field - The patient's home address. PAGE 134 OF 2

135 Work Field - The patient's work address. Emg. Contact Field - The name of the patient's emergency contact. Emg. Contact Phone - The phone number of the patient's emergency contact. Emg. Contact Note - Miscellaneous information about the patient's emergency contact. Referral Source Drop-down Box - Used to select who/where referred the patient. Drop down is populated from Navigation Tree > Persons and Institutions > Outside Providers Primary Care Provider Drop-down Box - Used to select the Primary Care Provider of the patient. Drop down is populated from Navigation Tree > Persons and Institutions > Outside Providers Other Provider Drop-down Box - Used to select a miscellaneous care provider of the patient. Drop down is populated from Navigation Tree > Persons and Institutions > Outside Providers Pharmacy Field - The name of the patient's preferred pharmacy. Pharmacy Phone - The phone number of the patient's preferred pharmacy. Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. Options Button on the Patients Tab - Used to add additional details about the patient. Easy Nav - Used to access other parts of the EMR pertaining to the selected patient. PAGE 135 OF 2

136 Balances Tab on the Patients Tab The Balances Tab of the Patients Tab is used to provide a quick financial overview for the patient. The Balances Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Balances Tab The Balances Tab on the Patients Tab contains the following data entry Fields: Account Balance Field: The overall balance for the patient which is the sum of monies owed by insurance and the patient. This field pulls from 'Billing -> View/Edit Charges'. The total balance is shown just below the patient filter and is the total of all uncollected charges owed by the patient and the insurance companies. This includes copay, coinsurance, other patient responsibility, and all insurance responsibility. Insurance Balance Field: The currant balance owed by the insurance company for claims submitted for this patient.. This field pulls from 'Billing -> View/Edit Charges'. The insurance balance is shown just below the patient filter and is a sum of the total insurance billed minus any outstanding copay. Pre-payment Credit Field: Credit in patient account not yet applied to a charge. This field pulls from 'Billing -> View/Edit Charges'. The Pre-pay balance is shown just below the patient filter and is the total of all un-applied pre-payments made by the patient. PAGE 136 OF 2

137 Patient Balance Field: The balance owed by the patient. This field pulls from 'Billing -> View/Edit Charges'. The patient balance is shown just below the patient filter and is the total of all uncollected charges owed by the patient. This includes copay, coinsurance, and other patient responsibility. Current Field: The current balance owed by the patient. This is considered to be an aging balance of less than 30 days. This field is automatically calculated based upon balances which appeared on a Patient Statement that was Marked as Printed. Over 30 Days Past Due Field: The balance owed by the patient with aging that exceeds 30 days, but is less than 60. This field is automatically calculated based upon balances which appeared on a Patient Statement that was Marked as Printed. Over 60 Days Past Due Field: The balance owed by the patient with aging that exceeds 60 days, but is less than 90. This field is automatically calculated based upon balances which appeared on a Patient Statement that was Marked as Printed. Over 90 Days Past Due Field: The balance owed by the patient with aging that exceeds 90 days, but is less than 120. This field is automatically calculated based upon balances which appeared on a Patient Statement that was Marked as Printed. Over 120 Days Past Due Field: The balance owed by the patient with aging that exceeds 120 days. This field is automatically calculated based upon balances which appeared on a Patient Statement that was Marked as Printed. Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. PAGE 137 OF 2

138 Options Button on the Patients Tab - A quick navigation button that is used to add or view patient information. Easy Nav - A quick navigation button that is used to create, view, or print items such as charges. PAGE 138 OF 2

139 Authorizations Tab on the Patients Tab The Authorizations Tab of the Patients Tab is used to manage insurance authorizations for the selected patient. The Authorizations Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Authorizations Tab The Authorizations Tab on the Patients Tab contains the following data entry Fields: Show Expired Authorizations Checkbox - Displays expired authorizations. New Authorization Button - Used to add a new authorization for a patient. View/Edit Authorization Button - Used to add view or edit an authorization for a patient. Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. Options Button - Used to add additional details about the patient. Easy Nav - Used to access other parts of the EMR pertaining to the selected patient. PAGE 139 OF 2

140 Other Details Tab on the Patients Tab The Other Details Tab of the Patients Tab is used to designate special patient information used on a HCFA claim form. The Other Details Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Other Details Tab The Other Details Tab on the Patients Tab contains the following data entry Fields: Condition related to employment (Box 10a) Checkbox - This checkbox indicates that the condition is a result of their employment Condition related to auto accident (Box 10b) Checkbox - This checkbox indicates that the condition is a result of an automobile accident Auto Accident State Field - The state in which the auto accident took place for the patient Condition related to other accident (Box 10c) Checkbox - This checkbox indicates that the condition is a result of an accident other than automobile Onset Date (Box 14) Field - The onset date of the patient's current illness (First symptom), injury (Accident), or pregnancy (LMP) Similar Illness Date (Box 15) Field - The date of any similar or same illness to the patient's current condition Unable to Work Dates (Box 16) Fields - The dates in which the patient was unable to work in their current occupation Referring Provider (Box 17) Drop-down Box - The name of the provider who referred the patient PAGE 140 OF 2

141 Hospital Dates (Box 18) Fields - The dates in which the patient was hospitalized related to the current services being rendered Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. Options Button - Used to add additional details about the patient. Easy Nav - Used to access other parts of the EMR pertaining to the selected patient. PAGE 141 OF 2

142 Notes Images Tab on the Patients Tab The Notes/Images Tab of the Patients Tab is used to store basic information about the patient. The Notes/Images Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Notes/Images Tab The Notes/Images Tab on the Patients Tab contains the following data entry Fields: Notes Field - This text boxed is used to store basic information about the patient. Example: "Need a new insurance card.", "Tenancy for no-shows", "DO NOT SCHEDULE" Simply Type in the space provided and then click on Save. PAGE 142 OF 2

143 Add a Patient's Picture to the Vālant EMR The Overview Tab of the Patient's Chart allows for a picture of the patient to be displayed. Some clinics have used this field to display an image of a driver's license or an insurance card. To add a Patient's Picture to the Patient's Chart, do the following: Open a Patient Chart Click on the Silhouette icon in the upper left corner of the Overview Tab on the Patient's Chart. In the Patient Image screen, browse to the patient's picture file by clicking on the Browse button. The maximum size of the file is 1,000 KB or 1 MB. PAGE 143 OF 2

144 Browse to the Patient's image file and select it. Click OK. PAGE 144 OF 2

145 Misc. Tab on the Patients Tab The Misc. Tab of the Patients Tab is used to record items that aid in incentive programs such as Meaningful Use. The Misc. Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Misc. Tab The Misc. Tab on the Patients Tab contains the following data entry Fields: Confidential Preference Drop-down Box - The patient's preferred method of being contacted. Preferred Language Drop-down Box - The patient's preferred language. Race Drop-down Box - The patient's race. Ethnicity Drop-down Box - The patient's ethnicity as defined by Medicare. Education Level Drop-down Box - The patient's education level. Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. Options Button - Used to add additional details about the patient. Easy Nav - Used to access other parts of the EMR pertaining to the selected patient. PAGE 145 OF 2

146 School Tab on the Patients Tab The School Tab of the Patients Tab is used to store a patient's school and Individual Educational Plan. The School Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > School Tab The School Tab on the Patients Tab contains the following data entry Fields: School Name - The name of the patient's school. School Phone - The schools phone number. IEP Notes - The IEP describes the goals the team sets for a child during the school year, as well as any special support needed to help achieve them. IEP Checkbox - If checked, indicates that the patient has an IEP. Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. Options Button: - A quick navigation button that is used to add or view patient information. Easy Nav Button: - A quick navigation button that is used to create, view, or print items such as charges. PAGE 146 OF 2

147 Appt. Reminder Tab on the Patients Tab The Appt. Reminder Tab of the Patients Tab is used to provide additional contact information for the patient. The Appt. Reminder Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Appt. Reminder Tab The Appt. Reminder Tab on the Patients Tab contains the following data entry Fields: Home Checkbox - Used to send an appointment reminder to the patient's home address. Work Checkbox - Used to send an appointment reminder to the patient's work address. Phone Checkbox - Used to send an appointment reminder to the patient's phone. Phone Drop-down - Used to specify which phone number is to receive the appointment reminder. Call Radio Button - Used to specify that the patient would prefer to be called on the specified phone number. SMS Text Radio Button - Used to specify that the patient would prefer to receive an SMS message on the specified phone number. Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. PAGE 147 OF 2

148 Portal Tab on the Patients Tab The Portal Tab of the Patients Tab is used to provide additional contact information for the patient. The Portal Tab is located here: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Portal Tab The Portal Tab on the Patients Tab contains the following data entry Fields: User Name -The patient's username for the patient portal. - The address that is associated with the username. Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. Options Button - Used to add additional details about the patient. Easy Nav - Used to access other parts of the EMR pertaining to the selected patient. PAGE 148 OF 2

149 Create a Patient Portal Account for a Patient. Patient Portal Accounts are created from the following location: Navigation Tree > Persons and Institutions > Patients > Select a Patient > Portal Tab > Initiate Account Setup Button To create a Patient Portal Account, please do the following: Click on the Initiate Account Setup Button Enter a username for the patient in the User name Field. Enter an Address for the patient in the Field. If an address has already been specified on the Contacts Tab, both fields will contain that address. Click OK. A notification will appear that states that an has been sent to the patient. o Note: This step does not populate the address on the Contact Tab. Click OK. PAGE 149 OF 2

150 The status of the username on the Portal Tab will change to Setup in Progress pending action on the patient's part. The patient will receive an similar to the example below. The will be customized to the clinic's settings. The Patient has 72 hours to setup their account or the link will expire. The patient will need to click on the Click to Setup Account link contained within the to begin configuring their account. PAGE 150 OF 2

151 The following web page will appear. The patient needs to specify a password in the Password and Confirm Password fields. o The password must be at least 6 characters in length o The password must contain 1 lower case letter and 1 number or non-alphabetic character (Example:!@#$%^&*?) The patient needs to select a question from each of the Question Drop-down boxes and provide answers to each question in the Answer Fields. When finished, the patient needs to click on Create Account. PAGE 151 OF 2

152 The following confirmation page will appear. In order for the patient to begin editing demographic information, they will need to click on Go to Your Account. The patient should take note of the username and the link to the portal. PAGE 152 OF 2

153 The Change Demographics screen will appear. Any information that is currently specified in the Vālant EMR will automatically populate in the fields below. The patient will verify and add any additional information that they have available. When finished, the patient will click on Submit. PAGE 153 OF 2

154 Another confirmation notification page will appear. A final account verification is still required by the provider before additional information is available via the Patient Portal. From this screen, the patient can manage other settings as well as access forms that have been pushed by the provider. In the core Vālant EMR, the username status will now appear as Account Requires Verification. o The EMR will also notify the provider that portal accounts require verification. This notification is located under the Dashboard Tab > Action Items > Portal Accounts Needing Verification PAGE 154 OF 2

155 After confirming with the patient that they have configured their portal account, click on Validate Account. Once the account has been validated, the status of the username will change to the patient's username. Warning: If the patient is having trouble accessing their account, it is best to Reset Their Password rather than Re-initiating their account. Re-initiating their account, will orphan their existing account permanently. It will be impossible to re-associate the old portal with the account in the EMR. PAGE 155 OF 2

156 New Prescription To quickly create a prescription for a patient, please do the following: Click on New on the Navigation Tree. Select New Prescription, which will open the New Prescription pop-up box. Select the patient by selecting the down arrow on the Patient drop-down box. Click on New Prescription. A new Vālant eprescribing Tab will open in the web browser. In the Prescribe a Medication section, type all or part of a medication name into the Name field, or select a favorite medication from the Favorites drop-down box. Click Find. Select a medication, form, and dosage from the list of available medications matching your search. PAGE 156 OF 2

157 The page will navigate to the Enter Details page. On the Enter Details page, populate a Sig by making selections from the drop-down boxes on the Sig line and select a duration. o The Quantity field will be calculated automatically based on the items that have been selected. If necessary, choose or modify the Pharmacy, Drug, Quantity, Refills, Directions to Pharmacist, Directions to Patient, Primary Dx, Secondary Dx, or Comments fields. Click Continue. PAGE 157 OF 2

158 The page will navigate to the Review Prescription page. Click OK to continue, or if necessary click on Go Back, Cancel or Add to Favorites. Upon clicking OK, the page will navigate back to the Vālant eprescribing page where addition medications can be prescribed before sending or printing the prescription. In the Pending prescriptions for this patient section, select the prescriptions that are to be sent or printed by checking the box to the left of the prescription serial number. Type in the Signature Password. Click Send, Send and Print, Print w/o Sending, or Sign w/o Sending. Notification will be given that the prescription was sent/printed and the medication will be added to the patient's active medication list. PAGE 158 OF 2

159 New Templated Clinical Note from the Navigation Tree A Templated Note can be created from several locations in the EMR. NOTE: Vālant Medical Solutions always recommends creating a New Templated Clinical Note from the Calendar. Tools > Appointments > Right Click on the Patient's Appointment > Select Document Session > Use Document Template In the following example, a Templated Note is being created from the Navigation Tree. Navigation Tree > New > New Templated Clinical Note The New Document pop-up box will appear. A Patient, Primary Code, and a Document Template are required. Select a Patient from the Patient Drop-down box. Click on the Primary Code Drop-down box icon. Select the Primary Code from the list provided. o Typing the code in the Primary Code field will filter for the code. o Typing the name of the of the Primary Code will filter for the code. o If the correct Primary Code is highlighted, hitting Enter will also select the code. Select the Add-on codes 1 and 2 if applicable from the drop-down boxes Click on the Document Template Drop-down box icon. Select the Template from the list provided. o Typing the name of the of the Template will filter for the template. o If the correct Template is highlighted, hitting Enter will also select the template. Click on OK. PAGE 159 OF 2

160 Undocumented Session Field - This points to sessions that have been marked as completed on the calendar, but need a note attached to the session. The appointment itself will have the red circle with the "-" symbol in it to notify the provider as well that the session still needs to be documented. Number of Participants - This will list out all users within the practice who are involved in completing the document (whether it be reviewing, editing, or signing the note). Select Additional Participants Button - If the provider who is creating the note needs to have the note reviewed, edited, or signed by other providers within the practice in addition to themselves, the provider is able to assign more participants to the note by clicking on the button and assigning which users will have what roles on the document. PAGE 160 OF 2

161 New Templated Clinical Note from Last from the Navigation Tree A New Note from Last Templated Note can be created from several locations in the EMR. NOTE: Vālant Medical Solutions always recommends creating a New Templated Clinical Note from the Calendar. Tools > Appointments > Right Click on the Patient's Appointment > Select Document Session > From Last Using Document Template In the following example, a Templated Note is being created from the Navigation Tree. Navigation Tree > New > New Templated Clinical Note from Last The New Document pop-up box will appear. A Patient, Primary Code, and a Document Template are required. Select a patient from the Patient drop-down box. Click on the Primary Code Drop-down box icon. Select the Primary Code from the list provided. o Typing the code in the Primary Code field will filter for the code. o Typing the name of the of the Primary Code will filter for the code. o If the correct Primary Code is highlighted, hitting Enter will also select the code. Select the Add-on codes 1 and 2 if applicable from the drop-down boxes Click on the Document Template Drop-down box icon. Select the Template from the list provided. o Typing the name of the of the Template will filter for the template. o If the correct Template is highlighted, hitting Enter will also select the template. Click on OK. PAGE 161 OF 2

162 Undocumented Session Field - This points to sessions that have been marked as completed on the calendar, but need a note attached to the session. The appointment itself will have the red circle with the "-" symbol in it to notify the provider as well that the session still needs to be documented. Number of Participants - This will list out all users within the practice who are involved in completing the document (whether it be reviewing, editing, or signing the note). Select Additional Participants Button - If the provider who is creating the note needs to have the note reviewed, edited, or signed by other providers within the practice in addition to themselves, the provider is able to assign more participants to the note by clicking on the button and assigning which users will have what roles on the document. PAGE 162 OF 2

163 New Templated Non-clinical Document from the Navigation Tree A New Templated Non-clinical Document can be created from the following locations: Navigation Tree > New > New Templated Non-clinical Document Appointment Calendar > Right-Click Menu > Easy Nav > New > New Templated Non-clinical Document Any Easy Nav Menu (e.g. Patient Demographic Information, Record Completed Appointments Screen, etc) -Easy Nav > New > New Templated Non-clinical Document New Document Button on Overview Tab of Patient Chart Providers: (Note, the images in the first section below refer to a Non-Clinical Note being created by an Provider. The slightly different Staff user dialogs follow). PAGE 163 OF 2

164 To create a Templated Non-clinical Document, please do the following: Navigation Tree > New > New Templated Non-clinical Document The New Document pop-up box will appear. A Patient and a Document Template are required. Select a Patient from the Patient drop-down box. The Document Date defaults to Today, but the Time field must be manually set. This field can be set to reflect an appropriate time (e.g. time of encounter, telephone call, , etc.) Number of Participants - Displays the current number of Providers or Staff users who have a role in the creation of the Document. Select Additional Participants Button - This button allows the document creator to select additional participants and assign roles to them. Click on the Document Template Drop-down box icon. Select the Template from the list provided. o Typing the name of the of the Template will filter for the template. o If the correct Template is highlighted, hitting Enter will also select the template. Click on OK. New Document Dialog Select Additional Participants Provider Roles Staff Roles PAGE 164 OF 2

165 Staff Users To create a Templated Non-clinical Document, please do the following: Navigation Tree > New > New Templated Non-clinical Document The New Document pop-up box will appear. A Provider, Patient and a Document Template are required. Select a Provider from the Provider drop-down box. Select a Patient from the Patient drop-down box. The Document Date defaults to Today, but the Time field must be manually set. This field can be set to reflect an appropriate time (e.g. time of encounter, telephone call, , etc.). Click on the Document Template Drop-down box icon to select a non-clinical note type. Number of Participants - Displays the current number of Providers or Staff users who have a role in the creation of the Document. Once a Provider is selected this will increment to '2', the Staff user will be listed as an Editor, the Provider will be listed as the owner. (See second image below) Select Additional Participants Button - This button allows the document creator to select additional participants and assign roles to them. The Editor Role and the Owner roles cannot be changed Select the Template from the list provided. o Typing the name of the of the Template will filter for the template. o If the correct Template is highlighted, hitting Enter will also select the template. Click on OK, this will open the document locally in Word. PAGE 165 OF 2

166 Select Additional Participants Provider Selected in Above Dialog PAGE 166 OF 2

167 New Clinical Note from the Navigation Tree A New Clinical Note can be created from the following location: Navigation Tree > New > New Clinical Note To create a Clinical Note, please do the following: Navigation Tree > New > New Clinical Note The New Document pop-up box will appear. A Patient and a Document Type are required. Select a Patient from the Patient drop-down box. Click on the Document Type Drop-down box icon. Select the Template from the list provided. o Typing the name of the of the Template will filter for the template. o If the correct Template is highlighted, hitting Enter will also select the template. Click on OK. Number of Participants - This will list out all users within the practice who are involved in completing the document (whether it be reviewing, editing, or signing the note). Select Additional Participants Button - If the provider, who is creating the note, needs to have the note reviewed, edited, or signed by other providers within the practice in addition to themselves, the provider is able to assign more participants to the note by clicking on the button and assigning which users will have what roles on the document. PAGE 167 OF 2

168 New Clinical Note from Last from the Navigation Tree A New Clinical Note from Last can be created from the following location: Navigation Tree > New > New Clinical Note from Last To create a Clinical Note from Last, please do the following: Navigation Tree > New > New Clinical Note from Last The New Document pop-up box will appear. A Patient and a Document Type are required. Select a Patient from the Patient drop-down box. Click on the Document Type Drop-down box icon. Select the Template from the list provided. Typing the name of the of the Template will filter for the template. If the correct Template is highlighted, hitting Enter will also select the template. Click on OK. Number of Participants - This will list out all users within the practice who are involved in completing the document (whether it be reviewing, editing, or signing the note). Select Additional Participants Button - If the provider, who is creating the note, needs to have the note reviewed, edited, or signed by other providers within the practice in addition to themselves, the provider is able to assign more participants to the note by clicking on the button and assigning which users will have what roles on the document. PAGE 168 OF 2

169 New Non-clinical Document from the Navigation Tree A New Non-clinical Document can be created from the following location: Navigation Tree > New > New Non-clinical Document Appointment Calendar > Right-Click Menu > Easy Nav > New > New Templated Non-clinical Document Any Easy Nav Menu (e.g. Patient Demographic Information, Record Completed Appointments Screen, etc) -Easy Nav > New > New Templated Non-clinical Document New Document Button on Overview Tab of Patient Chart Providers and Staff users have a slightly different experience creating Notes. Please see the appropriate section below. Provider: To create a Non-clinical Document, please do the following: Navigation Tree > New > New Non-clinical Document The New Document pop-up box will appear. A Patient and a Document Type are required. Select a Patient from the Patient drop-down box. Click on the Document Type Drop-down box icon. o The Document Type may contain some formatted text that will be inserted within the body of the Note. Number of Participants - Displays the current number of Providers or Staff users who have a role in the creation of the Document. Select Additional Participants Button - This button allows the document creator to select additional participants and assign roles to them. Click on OK. This will open the document in the Web Editor with any formatted text inserted. PAGE 169 OF 2

170 Staff: To create a Non-clinical Document, please do the following: Navigation Tree > New > New Non-clinical Document The New Document pop-up box will appear. A Provider, Patient, and Document Type are required. Select a Provider from the Provider drop-down box. Select a Patient from the Patient drop-down box. Click on the Document Type Drop-down box icon. o The Document Type may contain some formatted text that will be inserted within the body of the Note. Number of Participants - Displays the current number of Providers or Staff users who have a role in the creation of the Document. Select Additional Participants Button - This button allows the document creator to select additional participants and assign roles to them. Click on OK. This will open the document in the Web Editor with any formatted text inserted. PAGE 170 OF 2

171 Upload Dictation from the Navigation Tree Dictation is a service that is offered by Vālant Medical Solutions for an additional fee. To become a dictation customer of Vālant Medical Solutions, please contact us at (888) Option #4. A dictation can be uploaded from the following location: Navigation Tree > New > Upload Dictation To Upload a Dictation Audio File, please do the following: Navigation Tree > New > Upload Dictation The Upload Dictation pop-up box will appear. A Patient and a Document Template are the only required fields. Select a Patient from the Patient Drop-down menu. Select a Document Type from the Document Type Drop-down box icon. Click on the Browse Button to select and upload the audio file. Click OK. PAGE 171 OF 2

172 Additional Fields: Provider Field - This field will automatically be populated with the provider that is currently logged into the system. Number of Participants - Number of providers involved with the document. Select Additional Participants Button - Allows for the selection of multiple providers attached to one document. (Not available unless multi-signer is active on the system.) Primary Code - The primary CPT code for the session that is being documented. Add-on Code 1 - The first add-on code for the session that is being documented. Add-on Code 2 - The second add-on code for the session that is being documented. Date - This will field will default to today's date. Time - This will bring up a menu that allows for the selection of the time the dictation is referring to. PAGE 172 OF 2

173 Upload Documents from the Navigation Tree Upload Documents is used to upload documents into the EMR. Users can upload a document directly into a patient's chart or to practice documents if they have the correct permissions. If the document uploads to the Practice Documents instead of the patient's chart, the user does not have the permissions to upload to the patient chart. A document can be uploaded from the following location: Navigation Tree > New > Upload Documents To Upload a Document into the EMR, please do the following: Navigation Tree > New > Upload Documents The Upload Documents pop -up box will appear. A Patient and a Document Template are the only required fields. Select a Patient from the Patient Drop-down menu. Select a Document Type from the Document Type Drop-down box icon. Click on the Browse Button to select and upload the download. Click OK. PAGE 173 OF 2

174 Additional Fields: Provider Field - This field will automatically be populated. Date - This field will default to today's date. Time - This will bring up a menu that allows for the selection of the time the document is referring to. Mostly useful when documenting sessions. PAGE 174 OF 2

175 New Practice Document from the Navigation Tree The New Practice Document link on the Navigation Tree is used to create documents that are not patient specific and do not contain clinical information. A New Practice Document can be created from the following location: Navigation Tree > New > New Clinical Note To add a New Practice Document, please do the following: Navigation Tree > New > New Practice Document The New Document pop-up box will appear. Use the Select Additional Participants Button to chose additional providers, if necessary. o This feature is not available unless multi-signer is active on the system. Click OK. A new practice document will open within the Web Editor. Select the Save and Close Button. (No signature is required for practice documents) Number of Participants - Number of providers involved with the document. Select Additional Participants Button - Allows for the selection of multiple providers attached to one document. (Not available unless multi-signer is active on the system.) PAGE 175 OF 2

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177 Section Billing The Billing section of the Navigation Tree is used to create charges and collect payments in the Vālant EMR. The options are listed below, but examples include create charge, apply patient payment, and create day sheet. Create Charge - Under Billing is used to create additional charges to the patient's account that fall outside of the regular appointment. View/Edit Charges - This tab will display all patient transactions. Apply Patient Payment - This section allows for the entry of patient payment information. Apply Insurance Payment - This section allows for the entry of insurance payment information. Create Finance Charges - This tab will display a Dialog which will allow a user to assess Finance Charges for balances that have aged beyond the acceptable aging point for a practice. Print Patient Statements - This tab will display a dialog used to produce Patient Statements. Create Insurance Claims - This tab will display the options available when creating claims for insurance. Create Day Sheet - This tab will display the options that pertain to creating Day Sheets. Pre-payment History - This tab will display payments that have been prepaid for a patient. ERA - This tab will display ERA files delivered by a partnered clearing house or uploaded from a non-partnered clearinghouse. PAGE 177 OF 2

178 Create Charge under Billing of the Navigation Tree The Create Charge section under Billing is used to create additional charges to the patient's account that fall outside of the regular appointment. Create Charge - This is to charge a primary CPT or a patient-only charge to the patient's account. This applies to cases where the practice is doing back-charges or charging the patient for non-insurance billable codes. Create Add-on Charge - This is to add an add-on charge to the patient's account if it was either forgotten to do so via the calendar or to add it on for back-charge purposes. PAGE 178 OF 2

179 Create Charge Tab The Create Charge Tab is used to create additional charges to the patient's account that fall outside of the regular appointment. The Create Charge Tab can be accessed from the following locations: Navigation Tree > Billing > Create Charge > Create Charge Patient Drop-down Field - The patient that is receiving the service. Service Date - The data of the service. Provider Drop-down Field - The provider that is performing the service. PAGE 179 OF 2

180 Facility Drop-down Field - The facility where the service is being performed. Primary Code Drop-down Field - The primary CPT code of the reason that the patient is being seen. Charge Field - The fee that is configured for the CPT code, which is pulled from Transaction Codes > Procedures > Select the code > Procedure Tab > Fee: Add-on Code 1 Drop-down Field - The first add-on code recorded with the session. Charge Field - The fee that is configured for the CPT code, which is pulled from Transaction Codes > Procedures > Select the code > Procedure Tab > Fee: Add-on Code 2 Drop-down Field - The second add-on code to be recorded with the session. Charge Field - The fee that is configured for the CPT code, which is pulled from Transaction Codes > Procedures > Select the code > Procedure Tab > Fee: Courtesy Discount Field - The discount that has been applied by the provider for the service. Discount Note Field - This field allows for a reason to be associated with the discount. Authorization Field - This field will list the patient's current authorization that will be attached to the charge if it is an insurance-billable code. Diagnosis 1 Field - This field will pull in the patient's primary diagnosis that has been attached in their chart. It is adjustable if needed to be changed. Diagnosis 2 Field - This field will pull in the patient's secondary diagnosis that has been attached in their chart. It is adjustable if needed to be changed. Diagnosis 3 Field - This field will pull in the patient's tertiary diagnosis that has been attached in their chart. It is adjustable if needed to be changed. Diagnosis 4 Field - This field will pull in the patient's quadranary diagnosis that has been attached in their chart. It is adjustable if needed to be changed. Units Field - This field is used if the practice is billing the code to insurance by units. Modifiers (1-4) Fields - If needed, these fields provide additional information about the billed procedure and services in more detail that may directly affect payment/reimbursement by the insurance. Note Field - This is a general note field for the session. PAGE 180 OF 2

181 Set Other Details... Button on the Appointment Tab of an Appointment The Set Other Details... Button on the Appointment Tab of an appointment can be viewed or edited by doing the following: Tools > Appointments > Double-click the appointment > Appointment Tab > Set Other Details... Button Incident-To Supervisor Drop-down Box - This drop-down identifies the provider who supervised the encounter. For incident-to billing, this provider will be listed as the rendering provider on a claim (Box 24j). Condition related to employment (Box 10a) Checkbox - This checkbox indicates that the condition is a result of their employment. Condition related to auto accident (Box 10b) Checkbox - This checkbox indicates that the condition is a result of an automobile accident. Auto Accident State Field - This field indicates the state in which the automobile accident occurred. Required if 'Condition related to auto accident' is checked. Condition related to other accident (Box 10c) Checkbox -This checkbox indicates that the condition is related to an accident other than an automobile accident. Onset Date (Box 14) Field - This field indicates the date the condition started. Similar Illness Date (Box 15) Field -This field indicates the date a similar condition was diagnosed. Unable to Work Dates (Box 16) Fields - These fields indicate the dates the patient was medically unable to work due to the condition. Either field can be left blank if a date is unknown. Referring Provider (Box 17) Drop-down Box - This drop-down box indicates the referring provider. This list is populated from Persons and Institutions > Outside Providers. Hospital Dates (Box 18) Fields - These fields indicate the hospitalization dates related to the current services. PAGE 181 OF 2

182 Create Add-on Charge Tab The Create Add-on Charge Tab is used to add an add-on charge to the existing primary charge. The Create Add-on Charge Tab can be accessed from the following locations: Navigation Tree > Billing > Create Charge > Create Add-on Charge Patient Drop-down Box - The patient that is receiving the service. Filter Icon - If desired, the user is able to click on the filter icon to limit the patient drop-down to show only patients who are assigned to a specific provider, facility, or patient type. Once all three drop-downs are cleared, the system will pull up the entire and full list patients that are with the practice again. Service Date - The data of the service. Between Fields - The date range that can be adjusted to display all or restricted dates of service to be listed in the dark grey area. Add-on Code Drop-down Box - The first add-on code recorded with the session. Charge Field - The fee that is configured for the CPT code, which is pulled from Transaction Codes > Procedures > Select the code > Procedure Tab > Fee: PAGE 182 OF 2

183 View Edit Charges Tab The View/Edit Charges Tab will display all patient transactions. The View/Edit Charges Tab can be accessed by doing the following: Navigation Tree > Billing > View/Edit Charges Patient Drop-down Menu - The patient that received the service. Filter Icon - Allows the assigned provider, assigned facility, and the patient type to be included in the search criteria. Easy Nav Button: - A quick navigation button that is used to create, view, or print items such as charges. Between Fields - Used to filter by the charge's creation date. PAGE 183 OF 2

184 Other Tabs: Details Tab - This tab display transactions that have been created on the patient s account. Other Details Tab - Used for entering supervisor information as well as the CMS-1500 boxes 10a, 10b, 10c, 10d, and boxes Billing History Tab - This is a list of who was billed and when they were billed. Includes information on both insurance claims and patient statements. Clinical Notes Tab - This tab will display the clinical notes that are associated with the charge. History Tab - An audit log of all changes that have been made to the Details Tab. PAGE 184 OF 2

185 Details Tab of the View Edit Charges Tab The View/Edit Charges Tab will display transactions that have been created on the patient s account. The View/Edit Charges Tab can be accessed by doing the following: Navigation Tree > Billing > View/Edit Charges Billing ID Field - The number used to identify a specific claim line item. Provider Drop-down Menu - Allows for the selection of a different provider for this charge. Facility Drop-down Menu - Allows for the selection of a different facility for this charge. Copay Field - Allows for the changing of the copay amount for this charge. Billing Status Patient Checkbox - Determines if a statement will print out for this patient the next time patient statements are run. View/Edit Details Button This button allows for changing the CPT code, diagnosis, date of service, units, modifiers, and place of service. Once a line item has been selected, the amount of the charge can be changed as long as a day sheet has not been run and payment has not been entered into the system. In the case of payments and adjustments, this button allows the amount and date to be changed as long as a day sheet has not been run. Delete Detail Button Allows for deleting any line item as long as a daysheet has not been run. PAGE 185 OF 2

186 Add Adjustment Button allows adding credits, debits, and refunds that are not handled as payments. Other Tabs: Other Details Tab Used for entering supervisor information as well as the CMS-1500 boxes 10a, 10b, 10c, 10d, and boxes Billing History Tab This is a list of who was billed and when they were billed. Includes information on both insurance claims and patient statements. Clinical Notes Tab When an appointment has been entered into the system correctly, a copy of the clinical notes for that date of service will be viewable here. History Tab - An audit log of all changes that have been made to the Details Tab. Options Button: - A quick navigation button that is used to add additional insurance companies to the patient's demographics. PAGE 186 OF 2

187 Other Details Tab on the View Edit Charges Tab The Other Details Tab of the View Edit Charges Tab is used to enter addition information about the transaction. The Other Details Tab is located here: Navigation Tree > Billing > View/Edit Charges > Other Details Tab The Other Details Tab on the View Edit Charges Tab contains the following data entry Fields: Incident-To Supervisor Drop-down Box - This drop-down identifies the provider who supervised the encounter. For incident-to billing, this provider will be listed as the rendering provider on a claim (Box 24j). Condition related to employment (Box 10a) Checkbox - This checkbox indicates that the condition is a result of their employment. Condition related to auto accident (Box 10b) Checkbox - This checkbox indicates that the condition is a result of an automobile accident. Auto Accident State Field - This field indicates the state in which the automobile accident occurred. Required if 'Condition related to auto accident' is checked. Condition related to other accident (Box 10c) Checkbox -This checkbox indicates that the condition is related to an accident other than an automobile accident. PAGE 187 OF 2

188 Onset Date (Box 14) Field - This field indicates the date the condition started. Similar Illness Date (Box 15) Field -This field indicates the date a similar condition was diagnosed. Unable to Work Dates (Box 16) Fields - These fields indicate the dates the patient was medically unable to work due to the condition. Either field can be left blank if a date is unknown. Referring Provider (Box 17) Drop-down Box - This drop-down box indicates the referring provider. This list is populated from Persons and Institutions > Outside Providers. Hospital Dates (Box 18) Fields - These fields indicate the hospitalization dates related to the current services. Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page. Other Tabs: Details Tab - This tab display transactions that have been created on the patient s account. Billing History Tab - This is a list of who was billed and when they were billed. Includes information on both insurance claims and patient statements. Clinical Notes - When an appointment has been entered into the system correctly, a copy of the clinical notes for that date of service will be viewable here. History - An audit log of all changes that have been made to the Details Tab. Options Button: - A quick navigation button that is used to add additional insurance companies to the patient's demographics. PAGE 188 OF 2

189 Billing History Tab of the View Edit Charges Tab The Billing History Tab on the View/Edit Charges Tab will display the dates that insurance claims were marked as printed or sent electronically for this date of service, as well as the dates that patient statements were marked as printed. The Billing History Tab can be accessed by doing the following: Navigation Tree > Billing > View/Edit Charges > Billing History Tab Download Statement/Claim Button - This button open the saved file containing the insurance claim if printed and saved or the patient statement if it was printed and saved. NOTE: If the claims or statements were not saved in addition to being printed, this option will not be available. Undo Button: - Undo the latest change to the page. Changes cannot be made to the billing history tab, so will only undo changes made on other tabs. Save Button: - Save the changes to the page. Changes cannot be made to the billing history tab, so will only save changes made on other tabs. Delete Button: - Deletes the entire claim. This cannot be done if the claim has been billed, payment has been received, or a daysheet has been run. PAGE 189 OF 2

190 Clinical Notes Tab of the View Edit Charges Tab The Clinical Notes Tab on the View/Edit Charges Tab will display the clinical notes that are associated with the charge. The Clinical Notes Tab can be accessed by doing the following: Navigation Tree > Billing > View/Edit Charges > Clinical Notes Tab PAGE 190 OF 2

191 Apply Patient Payment Tab The Apply Patient Payment Tab is used to enter of patient payment information. The Apply Patient Payment Tab can be accessed by doing the following: Navigation Tree > Billing > Apply Patient Payment Patient Drop-down Menu - The patient that received the service. Filter Icon - Allows the assigned provider, assigned facility, and the patient type to be included in the search criteria. Payment Date Field - Indicates date the payment is being applied. This field is defaulted to today's date. Check or Reference Number Field - Indicates the check number if the payment is a check, or another reference for accounting purposes. Amount Field - Indicates the payment amount. Pre-payment Credit Field - Indicates the patient's available credit from previously accepted prepayments. Accept Pre-payment - Used to accept a patient pre-payment. (Requires Pre-payment permissions) Payment Type Drop-down Menu - Indicates the type of payment received. To use available prepayment credit select the Prepay Xfer. Clear Button - Clears all selections. Get Unpaid Transactions Button - Gets unpaid transactions for payment application. PAGE 191 OF 2

192 Accept Pre-payment The Accept Pre-payment button will allow entry of patient pre-payment information. Pre-payments can be applied to charges at any time in the future from Apply Patient Payment or Accept Payment by choosing Prepay Xfer as the Payment Type. The Accept Pre-payment screen can be accessed by doing one of the following: Navigation Tree > Billing > Apply Patient Payment > Accept Pre-payment Appointment > Appointment > Accept Pre-payment Amount Field - Indicates the pre-payment amount. Payment Type Drop-down Menu - Indicates the type of payment received. Reference Number Field - Indicates the check number if the payment is a check, or another reference for accounting purposes. Save Button - Saves the pre-payment for application to future charges. Save and Print Receipt Button - Clears all selections. Cancel Button - Discards Closes the Accept Pre-payment screen and returns to the previous screen. PAGE 192 OF 2

193 Get Unpaid Transactions Button The Get Unpaid Transactions button will allow a patient payment to be posted to previously created charges. Patient payments are listed for payment and discount application. The Get Unpaid Transaction screen can be accessed by doing one of the following: Navigation Tree > Billing > Apply Patient Payment > Get Unpaid Transactions Zero Balances Checkbox - Shows/hides charges with zero dollar balances. Start Date Field - Only charges made after this date are displayed for payment application. Modify this field to allow payment to be applied to previous charges. Total Field - Indicates the amount of the payment being applied. Unapplied Field - Indicates the amount of the payment that remains unapplied. Payment application cannot be saved until the entire payment amount has been applied. Pat Field - Indicates the current patient responsibility balance for all charges. Pre-pay Field - Indicates the patient's unused pre-payment credit balance amount. Ins Field - Indicates the current insurance responsibility balance for all charges. Tot Field - Indicates the total balance for all charges. Pat + Ins = Tot. PAGE 193 OF 2

194 Unpaid Transactions: The Unpaid Transactions list displays information about previous charges and is arranged into columns. Date Column - Indicates the date of the transaction. This is usually the date of service. Bill ID Column - Indicates the transaction's Billing ID. This number uniquely identifies any charge. Transaction Column - Specifies the Transaction Code used for the transaction. Usually same as the associated CPT code. Copay Column - Indicates the patient copay amount for this transaction. Charges Column - Indicates the transaction's charge amount. Payments Column - The total amount of payments that have already been applied to this transaction. Apply Column -The payment amount being applied to the transaction. Click the field to modify the Apply amount. Discount Column - The discount amount being applied to the transaction. Click the field to modify the Discount amount. Balance Column - Indicates the balance remaining on the transaction. This field will automatically account for changes to the Apply and Discount columns. Pay Copay Button - Automatically applies the copay amount to the selected transaction. Pay Remainder Button - Automatically applies the balance amount to the selected transaction. If the unapplied amount is insufficient to allow the transaction balance amount to be applied, the remaining unapplied amount will automatically be applied. Discount Remainder Button - Automatically discounts the balance of the selected transaction. Apply to Oldest Balances Button - Automatically applies the balance amount to each transaction in chronological order until the entire payment has been applied. PAGE 194 OF 2

195 Enter Payment Details Button - Allows entry of payment/discount notes to appear on reports and statements. 40 character maximum. Cancel Button - Cancels payment application and returns to the Apply Patient Payment screen. Undo Button - Undoes any payment or discount applications. Save Button - Saves all payment and discount applications and returns to the Apply Patient Payment screen. Easy Nav Button - Used to quickly create, view, or print items such as charges. PAGE 195 OF 2

196 Apply Insurance Payment Tab The Apply Insurance Payment Tab allows entry of insurance payment information. The Apply Insurance Payment Tab can be accessed by doing the following: Navigation Tree > Billing > Apply Insurance Payment Insurance Company Drop-down Menu - List of Insurance Companies. This list pulls from Navigation Tree > Persons and Institutions > Insurance Companies Payment Date Field - Indicates date the payment is being applied. This field is defaulted to today's date. Check or Reference Number Field - Indicates the check number if the payment is a check, or another reference for accounting purposes. Amount Field - Indicates the payment amount. Charge Back Amount - Indicates the charge back amount. Typically used in insurance recovery payment situations, this is the amount being recovered. Clear Button - Clears all selections. Begin Posting Payments - Begin Posting payments. PAGE 196 OF 2

197 Begin Posting Payments Button on the Apply Insurance Payment Tab The Begin Posting Payments Button will allow an insurance payment to be posted to previously created charges. The Begin Posting Payments screen can be accessed by doing one of the following: Navigation Tree > Billing > Apply Insurance Payment > Begin Posting Payments Patient Drop-down Box - Select a patient to apply all or part of an insurance payment. Only patients with charges that are payable by a given insurance company will appear on this list. Once you have finished applying a payment to a patient, you may select another patient from the list. Zero Balances Checkbox - Shows/hides charges with zero dollar balances. Start Date Field - Only charges made after this date are displayed for payment application. Modify this field to allow payment to be applied to previous charges. Total Field - Indicates the amount of the payment being applied. Unapplied Field - Indicates the amount of the payment that remains unapplied. Payment application cannot be saved until the entire payment amount has been applied. PAGE 197 OF 2

198 Unpaid Transactions: The Unpaid Transactions list displays information about previous charges and is arranged into columns. Patient ID - Indicates the Patient ID of the patient currently selected for payment application in the Patient Drop-down Box. Date Column - Indicates the date of the transaction. This is usually the date of service. Bill ID Column - Indicates the transaction's Billing ID. This number uniquely identifies any charge. Transaction Column - Specifies the Transaction Code used for the transaction. Usually same as the associated CPT code. Provider ID - Indicates the provider associated with the transaction. Charges Column - Indicates the transaction's charge amount. Payments Column - The total amount of payments that have already been applied to this transaction. Partial Column - If checked, indicates that the payment amount for this transaction is a partial payment. The Apply amount will be applied to the transaction and balance responsibility will not move to the patient's next responsible billing party. Apply Column -The payment amount being applied to the transaction. Click the field to modify the Apply amount. Applying an insurance payment will move balance responsibility to the patient's next responsible billing party unless the Partial box is checked. Con. Adj. Column - The contractual adjustment amount being applied to the transaction. Click the field to modify the Contractual Adjustment amount. Discount Column - The insurance discount amount being applied to the transaction. Click the field to modify the Discount amount. Denied Column - If checked, applies a $0 insurance payment will be applied to the transaction and move balance responsibility to the patient's next responsible billing party. Use when insurance payment is denied. $0 Column - If checked, applies a $0 insurance payment will be applied to the transaction and move balance responsibility to the patient's next responsible billing party. Use when no insurance payment is made, but no denial is given. Ex: Patient deductible amount. Balance Column - Indicates the balance remaining on the transaction. This field will automatically account for changes to the Apply, Contractual Adjustment, and Discount columns. Deny Claims Button - Automatically checks the Denied box for one or more selected transactions. PAGE 198 OF 2

199 Enter Payment Details Button - Allows entry of payment/discount notes to appear on reports and statements. 40 character maximum. Cancel Button - Cancels payment application and returns to the Apply Patient Payment screen. Save Button - Saves all payment and discount applications and returns to the Apply Patient Payment screen. PAGE 199 OF 2

200 Create Finance Charges Tab The Create Finance Charges Tab will display a Dialog which will allow you to assess Finance Charges for balances that have aged beyond the acceptable aging point for a practice. The Create Finance Charges Tab can be accessed by doing the following: Navigation Tree > Billing > Create Finance Charges Provider Filter Drop-down Menu - If the Provider Filter field is left blank, charges will be generated for every patient (excluding any patients that may be filtered out). Only Radio Button - This will create finance charges for all patients that see one particular provider when creating charges. All Except Radio Button - This will exclude the patients who see a particular provider when creating charges for the rest of the practice. Patient Filter Drop-down Menu - If this field is left blank charges will be generated for all the patients in the practice (Excluding any that are filtered out in previous settings). Filter Icon - Allows the assigned provider, assigned facility, and the patient type to be included in the search criteria. Only Radio Button - One individual may be selected to receive finance charges. All Except Radio Button - Used to exclude an individual from having a finance charge created in their account. PAGE 200 OF 2

201 Patient Type Drop-down Menu - If this field is left blank charges will be generated for all the Patients Types in the practice (Excluding any that are filtered out in previous settings). Only Radio Button - One Patient Type may be selected to receive finance charges. All Except Radio Button - Used to exclude one Patient Type from having a finance charge created in their account. Assigned Facility Drop-down Menu - If this field is left blank charges will be generated for all the Assigned Facilities in the practice (Excluding any that are filtered out in previous settings). Only Radio Button - One Assigned Facility may be selected to receive finance charges. All Except Radio Button - Used to exclude one Assigned Facility from having a finance charge created in their account. Minimum Finance Charge - Used to determine the minimum amount any patient who qualifies for a finance fee will be charged. If a patient falls into the aging bucket used to determine whether they qualify for a finance charge, they will be charged this fee or more. Annual Interest Rate Field - Used to determine what the interest rate is for a patient s balance in this time period. At the time the finance charge is created, the program will calculate what the annual interest rate is on the current balance, divide that total by 12, and then add that amount as an interest charge. If the interest for a patient s balance is less than the minimum finance charge, they will be charged the amount of the minimum finance charge. Minimum Balance Field - Used to determine whether a balance qualifies for a finance charge. If a patient balance is less than the amount in the minimum balance field they will not have a finance charge generated for them, regardless of how old that balance is. Aging Bucket Drop-down Menu - Determines whether a patient balance is old enough to qualify for a finance charge. The patient balance must be at least 30 days old to qualify for a finance charge; there is no option to charge them if their balance is less than 30 days old. The age of a charge is determined by when it was first billed to the patient on a patient statement. If a charge has not been billed to a patient, even if it is the patient s responsibility, it will not factor into whether a patient is eligible for a finance charge. PAGE 201 OF 2

202 Clear Button - Clear all values and reset to defaults Generate Finance Charges Button - Clicking this will apply the finance charges to patient accounts. PAGE 202 OF 2

203 Print Patient Statements Tab The Print Patient Statements Tab will display a dialog used to produce Patient Statements. The Print Patient Statements Tab can be accessed by doing the following: Navigation Tree > Billing > Print Patient Statements Provider Filter Drop-down Menu - If the Provider Filter field is left blank, Statements will be generated for every patient (excluding any patients that may be filtered out). Only Radio Button - This will create Statements for all patients that see one particular provider when creating charges. All Except Radio Button - This will exclude the patients who see a particular provider when creating charges for the rest of the practice. Patient Filter Drop-down Menu - The patient that received the service. Filter Icon - - Allows the assigned provider, assigned facility, and the patient type to be included in the search criteria. Only Radio Button - One individual may be selected to receive a Patient Statement. All Except Radio Button - This will exclude the patients who see a particular provider when creating Patient Statements for the rest of the practice. PAGE 203 OF 2

204 Patient Type Drop-down Menu - If this field is left blank charges will be generated for all the Patients Types in the practice (Excluding any that are filtered out in previous settings). Only Radio Button - One Patient Type may be selected to receive finance charges. All Except Radio Button - Used to exclude one Patient Type from having a finance charge created in their account. Assigned Facility Drop-down Menu - If this field is left blank charges will be generated for all the Assigned Facilities in the practice (Excluding any that are filtered out in previous settings). Only Radio Button - One Assigned Facility may be selected to receive finance charges. All Except Radio Button - Used to exclude one Assigned Facility from having a finance charge created in their account. Statement Type Drop-down Field - There are four statement types: Balance forward will show any previously billed patient responsibility as a single line item at the top of the statement but will not print any visits that are still pending insurance processing. Balance forward include pending charges will show any previously billed patient responsibility as a single line item at the top of the statement but will show pending insurance visits. Outstanding charges only will print only visits that have a balance due remaining for that visit, whether it is insurance or patient responsibility. All charges will generate a statement that shows the entire account history for the patient. Minimum Balance Field - Use the minimum balance selection to set a minimum dollar amount that is the patient responsibility as a minimum dollar amount, or bottom limit, on statement generation. If you do not wish to send statements for anything less than $5.00 dollars, enter that amount here. To generate statements for all of the charges, even those with a zero balance, change this amount to zero. Date Range Fields - The date range option is to specify a time frame in a patient s account history for creating a statement. The date range option works only with the outstanding charges only (option 3) and all charges (option 4) statement types. Due to the functional nature of a balance forward statement, the date range boxes will be inactive when these statement types are used. PAGE 204 OF 2

205 Statement Formats Drop-down Menu - Used to choose different graphic formats for the patient statements. Patient statement format will create a statement for patient use only; no CPT or diagnostic codes will print on the statement. For insurance submission creates a statement the patient can use to send to their insurance company directly for reimbursement from them. o CPT and diagnostic codes will be specified, as well as provider data needed for insurance companies to process claims, such as tax id, state license, and NPI numbers. Cash only will create a statement that looks the same as what was just described with a column for patient responsibility only; no column for insurance responsibility will appear. Clear Button - Used to clear the above selections and return the form to the default values. Print Statements Button - Used to generate a PDF file of all statements which meet the filter criteria as described above. After generating the patient statement file with the preferred filters and formats, it may be viewed by opening the PDF file in your preferred utility (e.g. Adobe Reader, in a Browser Window, in Preview on the Mac, etc) If the PDF file is satisfactory, click either Mark statements as printed, or Mark statements as printed and save statements. This action will tell the system that statements have been generated and will add the date of the statements file to all applicable patient account histories. This starts Patient Aging on those Balances. If the PDF file is not satisfactory, close the PDF, click the Go back button and the generated information will not be added to any billing history data. PAGE 205 OF 2

206 Create Insurance Claims Tab The Create Insurance Claims Tab will display the options available when creating claims for insurance. The Create Insurance Claims Tab can be accessed by doing the following: Navigation Tree > Billing > Create Insurance Claims Insurance Filter Drop-down Menu (optional) - This will allow you to create insurance claims for only one insurance company or all insurance companies except for one, if desired. Only Radio Button - This will allow you to create insurance claims for only one insurance company. All Except Radio Button - This will allow you to create insurance claims for all insurance companies except for the one selected. PAGE 206 OF 2

207 Provider Filter Drop-down Menu (optional) - This will allow you to create insurance claims for only one provider or all providers except for one, if desired. Only Radio Button - This will allow you to create insurance claims for only one provider. All Except Radio Button - This will allow you to create insurance claims for all providers except for the one selected. Patient Filter Drop-down Menu (optional) - This will allow you to create insurance claims for only one patient or all patients except for one, if desired. Filter Icon - Allows the assigned provider, assigned facility, and the patient type to be included in the patient search criteria. Only Radio Button - This will allow you to create insurance claims for only one patient. All Except Radio Button - This will allow you to create insurance claims for all patients except for the one selected. Patient Type Drop-down Menu (optional) - This will allow you to create insurance claims for only one patient type or all patient types except for one, if desired. Only Radio Button - This will allow you to create insurance claims for only one patient type. All Except Radio Button - This will allow you to create insurance claims for all patient types except for the one selected. Facility Drop-down Menu (optional) - This will allow you to create insurance claims for only one facility or all facilities except for one, if desired. Only Radio Button - This will allow you to create insurance claims for only one facility. All Except Radio Button - This will allow you to create insurance claims for all facilities except for the one selected. Date Range Fields (optional) - This will allow you to create insurance claims for services that fall only within the selected date range. Claims Type Radio Buttons (required) - This menu chooses whether the claims being generated are for the patient(s)'s primary insurance or secondary/tertiary insurance. PAGE 207 OF 2

208 Insurance 1 Radio Button - This button, when selected, will produce claims for the patient(s)'s primary insurance Insurance 2/3 Radio Button - This button, when selected, will produce claims for the patient(s)'s secondary/tertiary insurance. Claims Format Drop-down Menu - This selects between the production of paper claims or electronic claims. HIPAA Version Radio Buttons - These buttons select what HIPAA formatting your claims will come out in. These buttons are not relevant for paper claims Radio Button - This will produce claims in HIPAA 4010 format. This format is out of date and should not be used unless the payor demands it Radio Button - This will produce claims in HIPAA 5010 format, which because the mandated standard on 1/1/2012. EDI File Type Radio Buttons - This will allow you to select whether your claims will come out in a test format or actual production format. Actual Radio Button - This will allow you to produce claims in actual production format. Test Radio Button - This will allow you to produce claims in a test format. Do not use this format for claims you want to be paid. Clear Button - This button will negate all selections made above it and clear all fields. Create Claims Button - This will create your claims in either paper or electronic format, depending on the choice made in the Claims Format Drop-down Menu. PAGE 208 OF 2

209 Create Claims Button on the Create Insurance Claims Tab After a user selects Create Claims, there are three scenarios possible. If "Submit Automatic EDI file" was selected for Navicure or RelayHealth: The number of claims transmitted and the total amount of the claims will be shown; the claims have been transmitted to the clearinghouse. Click "Go Back" to return to the previous screen. If "Print paper form" was selected: Click Open or Save to open or save the PDF file containing the paper claims. Load standard CMS-1500 HCFA forms into the printer before printing the claim file. PAGE 209 OF 2

210 If "Create EDI file" was selected to create an ANSI 837 file for your clearinghouse: Click Open or Save to open or save the TXT file containing the claims. This TXT file may be uploaded to the clearinghouse of your choice in order to submit the claims. PAGE 210 OF 2

211 Create Day Sheet Tab The Create Day Sheet Tab will display the options that pertain to creating Day Sheets. The Create Day Sheet Tab can be accessed by doing the following: Navigation Tree > Billing > Create Day Sheet Include my own Transactions Checkbox - This will create a day sheet with only the provider's transactions on it. This option is not for staff users, nor is it commonly used. Show Day Sheet Button - This will create a new day sheet. PAGE 211 OF 2

212 Show Day Sheet Button on the Create Day Sheet Tab The Show Day Sheet Button creates a PDF that you may open or save to your computer. The in-house billing team recommends posting all patient payments and insurance payments on a regular basis, as bank deposits are made. If payments are posted on the day that a deposit is made to the bank, they can easily be audited and verified by using this day sheet. The last page of the PDF document will show the Bank Deposit Sheet. The totals shown on the Bank Deposit Sheet should equal the amount of money that was deposited in the bank for that day. If credit or debit card payments are accepted, keep in mind that these payments go directly into the bank account according to the agreement with the merchant card processing agent. They are not part of the physical deposit that is taken to the bank and do not show up on the bank deposit sheet. Credit card payments are shown in the section of the daysheet called Credit Summary where they are listed along with any other payments and adjustments that have been applied to the account since the last time a daysheet was generated and saved. PAGE 212 OF 2

213 Also listed in the daysheet are any charges that have been entered into the system, either through the scheduler or the Billing > Create Charge function. The daysheet functions as an accounting tool that shows all changes that have been made to the accounts receivable (positive and negative amounts) since the last time a daysheet was generated. Review the daysheet carefully before marking as created. Once a transaction item has been saved on a daysheet, it cannot be deleted or altered. Any changes or corrections needed for a transaction will have to be made through an additional adjustment mechanism after an item has been printed and saved on a daysheet. If a mistake is found during the reviewing of the daysheet, close the document and click the button that says Go Back. Next, re-enter the payment or adjustment correctly per the EOB or patient payment information. Generate the daysheet again. If the daysheet data is now correct, print and click Mark Day Sheet as Created and Save Day Sheet, to save the daysheet as a permanent part of the records as an individual practice document, if desired. PAGE 213 OF 2

214 Pre-payment History Tab The Pre-payment History Tab will display payments that have been prepaid. The Pre-payment History Tab can be accessed by doing the following: Navigation Tree > Billing > Pre-payment History Patient Drop-down Menu - The patient that received the service. Filter Icon - Allows the assigned provider, assigned facility, and the patient type to be included in the search criteria. Between Fields - Used to filter by the charge's creation date. Pre-payment Credit Field - Total amount of credit that is available to the patient. Clear Filter Button - Clears all populated filter fields. Accept Pre-payment Button - This button allows for the entry of patient pre-payment information. PAGE 214 OF 2

215 Accept Pre-payment Button on the Apply Patient Payment Tab The Accept Pre-payment button will allow entry of patient pre-payment information. Pre-payments can be applied to charges at any time in the future from Apply Patient Payment or Accept Payment by choosing Prepay Xfer as the Payment Type. The Accept Pre-payment screen can be accessed by doing one of the following: Navigation Tree > Billing > Apply Patient Payment > Accept Pre-payment Appointment > Appointment > Accept Pre-payment Amount Field - Indicates the pre-payment amount. Payment Type Drop-down Menu - Indicates the type of payment received. Reference Number Field - Indicates the check number if the payment is a check, or another reference for accounting purposes. Save Button - Saves the pre-payment for application to future charges Save and Print Recipt Button - Clears all selections Cancel Button - Discards Closes the Accept Pre-payment screen and returns to the previous screen PAGE 215 OF 2

216 ERA Tab The ERA Tab will display ERA files delivered by a partnered clearing house or uploaded from a non-partnered clearinghouse. The ERA Tab can be accessed by doing the following: Navigation Tree > Billing > ERA Between Fields - Filters ERA files by date received. Check/EFT # Field - Filters ERA files by check/eft number. Show Processed Payments Checkbox - If checked, displays previously processed and bypassed ERA files for review. Upload ERA 835 File Button - Allows upload of ERA files from non-partnered clearinghouses. Next Button - Begin posting ERA payments. PAGE 216 OF 2

217 Next Button on the ERA Tab The Next Button on the ERA Tab will display itemized payment and adjustments contained in an ERA file for application. The Next Button on the ERA Tab can be accessed by doing the following: Navigation Tree > Billing > ERA > Next Payment Date Field - Indicates the date of the payment. Payer Contact Button -Displays the payer's contact information as contained in the ERA file. This is not the same contact information as Persons and Institutions > Insurance Companies > Insurance. Exceptions Report Button - Displays exceptions information for unassigned payments contained in the ERA file. Legend -Displays a legend describing the meaning of various colors in the Payment List. Adjudication Date Field - Indicates the date the claims were adjudicated by the payer. Payer Field - Indicates the name of the payer as contained in the ERA file. This is not the same contact information as Persons and Institutions > Insurance Companies > Insurance. PAGE 217 OF 2

218 Reference # Field - Indicates the payer reference number. Amount Field -The total payment amount. Unassigned Amount Field -The total amount of unassigned payments contained in the ERA file. PAGE 218 OF 2

219 Section Biller Tools Biller Tools The Biller Tools section of the Navigation Tree is used to quickly create multiple charges. The Biller Tools section is located here: Navigation Tree > Biller Tools Batch Add Charges - Used to quickly create multiple charges. PAGE 219 OF 2

220 Batch Add Charges Tab The Batch Add Charges Tab is used to quickly create multiple charges. The Batch Add Charges Tab is located here: Navigation Tree > Biller Tools > Batch Add Charges The Billing Info Tab contains the following fields: Patient - The Patient for which the charge will be created. Facility - The Facility at which the service took place. Primary Code - The Primary Transaction code for the service being billed. Add-on code 1 - If applicable, the transaction code for an additional service conducted. Add-on code 2 - If applicable, the transaction code for an additional service conducted. Courtesy discount - If applicable, the courtesy discount given to the patient to reduce the overall service charge. Note - If applicable, the note attached to the courtesy discount to explain the reason for the reduced fee. Diagnosis 1 - The primary billing diagnosis for the patient. Diagnosis 2 - If applicable, the secondary billing diagnosis for the patient. PAGE 220 OF 2

221 Diagnosis 3 - If applicable, the tertiary billing diagnosis for the patient. Diagnosis 4 - If applicable, the quaternary billing diagnosis for the patient. Units - The number of units of the primary service conducted. Modifiers (1-4) Fields - Modifiers are used to further specify or describe the circumstances of a procedure or service. Modifiers in these fields will only affect the CPT code selected in the Primary Code field. Note Field - This is a general note field for the charge. Set Other Details... Button - View or set other appointment details. PAGE 221 OF 2

222 Set Other Details... Button The Set Other Details... Button on the Appointment Tab of an appointment can be viewed or edited by doing the following: Tools > Appointments > Double-click the appointment > Appointment Tab > Set Other Details... Button Incident-To Supervisor Drop-down Box - This drop-down identifies the provider who supervised the encounter. For incident-to billing, this provider will be listed as the rendering provider on a claim (Box 24j). Condition related to employment (Box 10a) Checkbox - This checkbox indicates that the condition is a result of their employment. Condition related to auto accident (Box 10b) Checkbox - This checkbox indicates that the condition is a result of an automobile accident. Auto Accident State Field - This field indicates the state in which the automobile accident occurred. Required if 'Condition related to auto accident' is checked. Condition related to other accident (Box 10c) Checkbox -This checkbox indicates that the condition is related to an accident other than an automobile accident. Onset Date (Box 14) Field - This field indicates the date the condition started. Similar Illness Date (Box 15) Field -This field indicates the date a similar condition was diagnosed. Unable to Work Dates (Box 16) Fields - These fields indicate the dates the patient was medically unable to work due to the condition. Either field can be left blank if a date is unknown. Referring Provider (Box 17) Drop-down Box - This drop-down box indicates the referring provider. This list is populated from Persons and Institutions > Outside Providers. Hospital Dates (Box 18) Fields - These fields indicate the hospitalization dates related to the current services. PAGE 222 OF 2

223 Section Documents The Documents section of the Navigation Tree is used add items to the EMR, such as notes and scanned images. The options are listed below, but examples include adding a new patient, note, or a practice document. Practice Documents - This tab will display documents that have been uploaded to the system. It is intended for practice-wide documents and information, and not typically for patientspecific documents. Unsigned Documents - This tab will display all appointment documentation that has been started and saved, but not yet signed. Uninitialed Documents - This tab will display the documents that still need to be initialed by the currently-logged-in user. Document Sessions This tab will display all sessions that have been recorded on the appointment calendar, but not yet documented. Print Day's Documents - This tab is used to create a single PDF file of all Clinical Notes signed by the selected provider during a selected time frame. Save Templated Documents - This tab is used to manually manage changes in Templated Notes back into the 'Unsigned Documents' tab of the EMR. Sign Templated Documents - This tab used to manually manage changes in Templated Notes back into the EMR, apply your electronic signature, delete the copy in 'Unsigned Documents', and move the Note into the Patient Chart. PAGE 223 OF 2

224 Practice Documents Tab The Practice Documents Tab will display documents that have been uploaded to the system. It is intended for practice-wide documents and information, and not typically for patient-specific documents. The Practice Documents Tab can be accessed by doing the following: Navigation Tree > Documents > Practice Documents Filter Fields: Upon initially opening the Practice Documents tab, the program will display all of the current practice documents. The filter fields can be used to narrow this list, usually to help find particular documents quicker. Filter Field - Enter text here to filter the documents list by Document Name. Between Fields - Choose dates to provide outer bounds for the dates assigned to documents, which are then filtered accordingly. Provider Drop-down menu: Choose a provider from this drop-down menu to restrict the list of displayed documents to include only those assigned to the provider chosen. Document Type Drop-down menu: Choose a document type from this drop-down menu to restrict the list of displayed documents to include only the type selected. Show Inactive checkbox - Click this checkbox to view documents that have previously been inactivated, in addition to active documents. PAGE 224 OF 2

225 Show Archived checkbox - Click this checkbox to view only documents that have previously been archived. Clear Filter button - Click this button to remove any values from all of the filter fields (except for the end-date Between field, which defaults to the current date). Checkbox actions: Each of the four following buttons must be used in conjunction with using checkboxes on a number of the documents in the list below it. Clicking any of the buttons without having at least one checkbox checked will have no effect. Print Button - Click this to print the selected documents in a single multi-page document. Fax Button - Click this button to open the fax dialog window. Enter a fax number and click "OK" in order to send these documents to a recipient. The other fields are optional. Archive Button - Click this button to archive active documents. Archiving documents causes them to not be visible until and unless the Show Archived checkbox in the upper right section of the page has been checked. Unarchive Button - Click this button to remove the selected documents from the archive section. This option is available only after the Show Archived checkbox has been checked. PAGE 225 OF 2

226 Upload Documents Button - Click this button to upload an existing document from the local computer into the Practice documents list. Document Type drop-down menu - Choose the document type to assign to the uploaded document. This is a required field for all uploaded documents. Provider drop-down menu - Choose a provider to associate with this document. Date drop-down menu - Choose a date to assign to this document. (The current date is the default.) Time drop-down menu - Choose a time to assign to this document. PAGE 226 OF 2

227 Browse button - Click this button to locate a file on the local computer to import into the Valant EMR system. After a document has been chosen, the Select Files to Upload section will change to Selected files. Clicking the Add More Files button will let you repeat the process and add more files to the queue. There is no limit to the number of files that can be uploaded in a single session, although the total file size cannot exceed 500 MB, and the largest any individual file can be is 50 MB. Only a single file can be displayed in the Selected Files section at one time, but other files can be displayed by using the up and/or down arrows next to the displayed file. Clicking the X next to the individual file size will remove that particular file from the upload queue, and clicking the Cancel button in the Selected Files section will clear the entire queue. Cancel button - Click here to close this window without changing or uploading any documents. OK button - Click this button to begin the upload process for the documents in the queue. New Document button - Click this button to begin the process of creating a new document, using the Valant Web Editor. Action button - Click this button for the appropriate document to Inactivate (or Reactivate, if the document is already Inactive) the document, or to view the history of changes for the document. Options button - Click here and choose Refresh to refresh the page with the most recent changes made. PAGE 227 OF 2

228 Unsigned Documents Tab The Unsigned Documents Tab will display all appointment documentation that has been started and saved, but not yet signed. The Unsigned Documents Tab can be accessed by doing the following: Navigation Tree > Documents > Unsigned Documents The Unsigned Documents tab initially shows every document that has yet to be signed. Filters are available to narrow the list of documents in order to find a specific document more quickly: Creator Drop-down Menu - Restricts the list of documents to include only those created by a particular provider. Between Fields - Restricts the list of documents to include only those created during a particular range of dates. Status Drop-down Menu - Restricts the list of documents to include only those assigned to a particular status. Role Drop-down Menu - Restricts the list of documents to include only those with the specified status (for the user account currently signed in). Select All Checkbox - Click this checkbox to select all the documents currently being displayed. This is intended to be followed by clicking the Sign Documents button. Sign Documents Button - Click this button to sign any document in the list below that's been checked. New Practice Document Button - Click this button to create a new Practice document. New Patient Document Drop-down Button - Click this button to create a new Patient document. PAGE 228 OF 2

229 Action Button - Click this button to perform one of several actions to the document. Options include Delete, Sign, Preview, Edit, Unlock, and Manage Delete - Click this option to delete the document in question. Sign - Click this option to sign the document in question. Preview - Click this option to open the document as a PDF, and view it in the form it would appear if it had been signed. Edit - Click this option to open the document in an editable form, using the same method by which it was originally created. Unlock - Click this option to unlock the document, so that other users may be granted more access to it. Manage - Click this option to open the Manage Document window, and configure access for other users within the system. Options Button - Click this button to refresh the information on the Unsigned Documents page. PAGE 229 OF 2

230 Uninitialed Documents Tab The Uninitialed Documents Tab will display the documents that still need to be initialed by the currently-logged-in user. The Uninitialed Documents Tab can be accessed by doing the following: Navigation Tree > Documents > Uninitialed Documents Initial Documents Button - After clicking some or all of the checkboxes by each document intended to be initialed, click this button to sign a number of documents en masse. Top Checkbox - Click this checkbox (just to the left of the Patient ID column header) to select all of the uninitialed documents in the list. Action Button - Click this button to perform one of a number of actions with request to the document selected. Includes Preview, Initial, and Delete. Preview - Click this option to open and view a PDF version of this document as though it had been initialed. Initial -Click this option to initial the document. Delete - Click this option to delete the document. Options Button - Click this button to refresh the information on the Uninitialed Documents page. PAGE 230 OF 2

231 Document Sessions Tab The Document Sessions Tab will display all sessions that have been recorded on the appointment calendar, but not yet documented. The Document Sessions Tab can be accessed by doing the following: Navigation Tree > Documents > Document Sessions Select Drop-down Menu - The Document Type column of each undocumented session is set initially to "Select". Double-click on this element to choose a document type to be assigned to an uploaded document for this session. Choices include Appointment No-Show, Consultation Letter, Individual Treatment Plan, Intake Note, Letter to Patient, Medical Record for Review, Prescription Issue, Progress Note, and Telephone note. Clear Button (within Upload File column) - After using the Browse button to choose a file to upload, click the Clear button to remove the document from the upload queue. Browse Button - Click here to set a file on the local computer to be uploaded as the document for a particular session. The chosen document must have certain valid data fields included within it in order to be successfully uploaded. Action Button - Click here to create a note for the selected session, or to affirm that the note for this session should be skipped. Options include Create Templated Note, Create Templated Note from Last Note, Create Note, Create Note from Last Note, and Skip Note. PAGE 231 OF 2

232 Clear Button (bottom section) - Click here to clear all documents to be uploaded from the list above. Upload File Button: - Click here to upload all documents set up in the list above to their respective sessions. PAGE 232 OF 2

233 Print Days Documents Tab The Print Day's Documents Tab is used to create a single PDF file of all Clinical Notes signed by the selected provider during a selected time frame. The Print Day's Documents Tab can be accessed by doing the following: Navigation Tree > Documents > Print Day's Documents Provider Drop-down Menu - If the Provider Filter field is left blank, the PDF will contain clinical notes generated for every Provider within the specified date range. Start Date Field - Set the desired start date. End Date Field - Set the desired end date. PAGE 233 OF 2

234 Save Templated Documents Tab The Save Templated Documents Tab is used to manually manage changes in Templated Notes back into the 'Unsigned Documents' tab of the EMR. The Save Templated Documents Tab can be accessed by doing the following: Navigation Tree > Documents > Save Templated Documents Browse Button - Used to browse the local computer or network to the location where the Templated Note has been saved. TIP: In the browse dialog box, multiple files can be selected by using both the Shift+Left Mouse Button and the Control+Left Mouse Button. OK Button - This button will initiate the file transfer from the computer into the EMR. Cancel Button - This button cancels the current operation and close the dialog. PAGE 234 OF 2

235 Add More Files - Once you have one document selected for upload you will see a slightly different dialog which is displayed below. Add More Files - This button is used to select additional files and is used to browse the local computer or network to the location where the Templated Note was saved. TIP: In the browse dialog box, multiple files can be selected by using both the Shift+Left Mouse Button and the Control+Left Mouse Button. Cancel - The Cancel button to the immediate left of the 'Add more files' button will cancel the selection of the currently listed files, but it will not close the dialog. PAGE 235 OF 2

236 Sign Templated Documents Tab The Sign Templated Documents Tab is used to manually manage changes in Templated Notes back into the EMR, apply your electronic signature, delete the copy in 'Unsigned Documents', and move the Note into the Patient Chart. The Sign Templated Documents Tab can be accessed by doing the following: Navigation Tree > Documents > Sign Templated Documents Browse Button - Used to browse your local computer or network to the location where you saved the Templated Note. (In the browse dialog box you can use both the Shift+Left Mouse Button and the Control+Left Mouse Button to select numerous files) OK Button - Will initiate the file transfer from your computer into the EMR. Cancel Button - Cancels the current operation and close the dialog. PAGE 236 OF 2

237 Add More Files - Once you have one document selected for upload you will see a slightly different dialog which is displayed below. Add More Files - This button allows you to select additional files and is used to browse your local computer or network to the location where you saved the Templated Note. TIP: In the browse dialog box, multiple files can be selected by using both the Shift+Left Mouse Button and the Control+Left Mouse Button. Cancel - The Cancel button to the immediate left of the 'Add more files' button will cancel the selection of the currently listed files, but it will not close the dialog. PAGE 237 OF 2

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239 Section Tools Appointments - The Calendar in the Vālant EMR. Reports - Used to pull reports from the EMR. Reminders - Used to add a patient reminder to the EMR. Editor Macros - Used to create or modify macros to be used in the Web Editor when creating documentation. Pending Lab Requests - Used to display the labs that have been requested. Patients List - This tab allows the generation of a list of patients using a variety of filters. Patients Reminders List - This tab is a method for displaying lists of patient appointments, using a variety of filtering options. Quality Measures - This tab is where a Provider's Quality Measures metrics can be determined for attestation. Meaningful Use - This tab is where a Provider's Meaningful Use Measures metrics can be determined for attestation. Meaningful Use Wizard - This tab is where select Meaningful Use tasks are recorded as being performed. Demographic Updates Queue - This tab lists the changes that patient's have submitted via the Patient Portal. PAGE 239 OF 2

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241 Appointments - Calendar The Calendar in the Vālant EMR can be accessed by doing any of the following: Tools > Appointments Dashboard > Today's Appointments Patient Chart > Overview Tab > Previous Appointments Patient Chart > Overview Tab > Upcoming Appointments Calendar View Buttons - Used to Navigate forwards or backwards to a desired day, week, or month. Go to Today Button - Single-click navigation to today's date in the calendar. Refresh Button - Reloads and refreshes the calendar view. Record Completed Appointments Button - Used to Finalize, Close Out, and Create Billing Transactions for Completed Sessions. Show by Provider Button - Views each provider's appointments as a separate calendar. Select Providers Button - Selects which provider's calendars are to be displayed. Show by Facility Button - Views each facilities' appointments as a separate calendar. Select Facilities Button - Selects which facilities' calendars are to be displayed. Zoom Slide Bar - Used to edit the overall size and view of the appointments in the calendar. Export Button - A one-directional export of the calendar into Google Calendar, icalendar, Outlook, etc. PAGE 241 OF 2

242 Calendar - Views The Calendar can be viewed by Day, Week, or Month by clicking on the corresponding button in the upper left corner of the Calendar. The Active View is indicated in orange as shown below: The Left Arrow, Right Arrow, and Calendar Icon Buttons in the upper right corner of the calendar will change the dates that are displayed in the calendar. The buttons will change the display of the calendar at the same rate as the duration that has been selected. o In other words, One Day, Week, or Month at a time. The left arrow will go back one week, in this example. The Right Arrow will go forward one week, in this example. The Calendar Icon will allow a specific date to be selected. o If a week has been selected as the range. The week containing the date selected will appear. Calendar - Go To Today Button The Go to Today Button is a quick and easy way to navigate the Calendar back to today's date with a single click. The Go to Today Button is located at the bottom of the browser window of the Calendar under Tools > Appointments. o If a week has been selected as the range. The week containing the "today's date" will appear. The Go to Today Button is a much quicker alternative to the navigation buttons in the upper right corner of the browser. Calendar - Refresh Button The Refresh Button is used to refresh the Calendar to view changes by other staff members. The button is located at the bottom of the browser window of the Calendar under Tools > Appointments. This Refresh Button only refreshes the Calendar. The rest of the EMR remains unaffected. PAGE 242 OF 2

243 Calendar - Record Completed Appointments Button The Record Completed Appointments Button is used to Finalize, Close Out, and Create Billing Transactions for Completed Sessions. The Record Completed Appointments Button is located here: Navigation Tree > Tools > Appointments > Record Completed Appointments Button > Record Selected Appointments The Record Completed Appointments button does the following: Finalizes and closes out the appointment as completed o This reflects in the Patient's tab, located under Persons and Institutions > Patients > Last Visit Shows appointments as closed on the calendar (the bright red bar to the left of the session disappears) Generates a note reminder in the provider's action items on the dashboard Creates a billing transaction in View/Edit charges for the appointment (if the practice utilizes the EasyBilling module) PAGE 243 OF 2

244 To use the Record Completed Appointments button: Click on Record Completed Appointments. A list of all prior appointments will appear in the following screen. Any appointments with all of the necessary information filled in (the necessary information is listed below) will appeared in black and will be automatically checked to be recorded. o Appointments missing any of the necessary information will appear in red and will be unchecked for being recorded. o The red appointments cannot be recorded until all of the required information is filled in. For any black appointments that should be recorded, keep the checkbox to the left checked. o o For any that should NOT be recorded UNCHECK the box. Once only the appointments that should be recorded are left checked, click Record Selected Appointments below. The following items are required in order to record an appointment from the calendar. The patient must have an assigned diagnosis with the billing order specified The appointment must have at least a primary CPT code selected The patient must have the following demographics properly filled in o First name o Last name o Full address (street, city, state, 5-digit zip code) o Facility o Assigned provider o Date of birth o Sex o Main phone PAGE 244 OF 2

245 Calendar - Show by and Select Providers Button The Calendar can display the appointments for multiple providers or multiple facilities at one time. In the example below, the Calendar is displaying appointments on a weekly basis and there are two providers in the clinic. If the calendar is in the Facilities View, the name of the clinic will be displayed above the day of the week as shown below. Each facility's calendar will be displayed with a different colored header. To view the Calendar in Provider View, click on the Show by Provider Button at the bottom of the browser window. The first time that each Calendar view is accessed, the EMR will ask which providers are to be displayed. Select the Check Box next to the Calendars that are to be displayed as shown below. Click on OK. The Calendar will display each provider's calendar separately. Each Calendar will have a unique corresponding color displayed as the header along with the provider's name. The EMR will remember the providers that were selected to be displayed This can be changed at anytime by clicking on the Select Providers Button. The Select Providers pop-up box will appear once again. Select the Check Box next to the Calendars that are to be displayed. Click on OK. PAGE 245 OF 2

246 Calendar - Show By and Select Facilities Button The Calendar can display the appointments for multiple providers or multiple facilities at one time. In the example below, the Calendar is displaying appointments on a weekly basis and the clinic has three different locations. If the calendar is in the Provider View, the name of the provider will be displayed above the day of the week as shown below. Each provider's calendar will be displayed with a different colored header. To view the Calendar in Facilities View, click on the Show by Facility Button at the bottom of the browser window. The first time that each Calendar view is accessed, the EMR will ask which facilities are to be displayed. Select the Check Box next to the Facilities that are to be displayed as shown below. Click on OK. PAGE 246 OF 2

247 The Calendar will display each facility s calendar separately. Each Calendar will have a unique corresponding color displayed as the header along with the facilities' name. The EMR will remember the facilities that were selected to be displayed when the calendar is viewed in the future. This can be changed at anytime by clicking on the Select Facilities Button. The Select Facilities pop-up box will appear once again. Select the Check Box next to the Facilities that are to be displayed. Click on OK. PAGE 247 OF 2

248 Calendar Zoom Slide Bar The Zoom Slide Bar that is located at the bottom of the Calendar under Tools > Appointments will adjust the size of each appointment. Moving the slide bar to the left will decrease the space between each time slot as shown below. Moving the slide bar to the right will increase the space between each time slot as shown below. A clinic that uses shorter appointment durations such as Medication Management may benefit from this enlarged view. PAGE 248 OF 2

249 Export the Calendar The Calendar of the Vālant EMR can be exported to Google Calendar, icalendar, and even Outlook Exchange. This is a one time, one way export of the calendar. Changes that are made in the external calendar will not be reflected in the EMR's calendar. The Calendar in the Vālant EMR can be accessed by doing any of the following: Tools > Appointments Dashboard > Today's Appointments Patient Chart > Overview Tab > Previous Appointments Patient Chart > Overview Tab > Upcoming Appointments To Export the Calendar to Outlook Exchange, for example, please do the following: Click on the Export Button in the upper right corner of the Calendar. Depending on the Operating System, click on Open. o Saving the file may make it easier to import the file into Google Calendar or icalendar. Outlook will begin to import the calendar. o This process could take a considerable amount of time. o Outlook may enter a Not Responding state while the import proceeds o There may a status bar at the bottom of the Outlook Calendar. Upon completion, the calendar will be available on the left navigation tree of Outlook. o Keep in mind that changes in the Outlook calendar will not be reflected in the Vālant Calendar. PAGE 249 OF 2

250 To Remove the Calendar, Right Click on ValantCalendar under Other Calendars in Outlook. Select Delete Calendar. A Warning pop-up box will appear. Click on Yes. PAGE 250 OF 2

251 Creating an Appointment in the Calendar The Calendar in the Vālant EMR is located under Tools > Appointments. To create an appointment in the Calendar, please do the following: Double-click an available area in the calendar under Tools > Appointments Verify the Start Time and End Time of the Appointment. Verify the Provider that will be seeing the patient. Select a Patient from the Patient Drop-down Field. Select a Facility from the Facility Drop-down Field. Click OK. PAGE 251 OF 2

252 Tab and Field Definitions of an Appointment An appointment can be viewed or edited by doing the following: Tools > Appointments > Double-click the appointment Edit Recurrence Button - Used to manage the frequency of the recurrence. Color Drop-down Box - Used to adjust the fill color of the appointment. The colors are managed by an Admin Account under the Navigation Tree > System > Appointment Categories Appointment Tab - Details of an appointment. Patient Tab - Demographics of the patient. Past/Future Appointments Tab - A list of the three most recent appointments and the next three scheduled appointments. History Tab - An audit log of all changes that have been made to the Appointment. Check for Conflict Button - This will check the calendar for conflicting appointments for the next six months. Accept Payment Button - Used to Process Payment for a Specific Date of Service Directly through the Calendar. PAGE 252 OF 2

253 Edit Recurrence Button of an Appointment The frequency of a recurring appointment can be viewed or edited by doing the following: Tools > Appointments > Double-click the appointment > Edit Recurrence Button Appointment Time: Start Field - The start time of the appointment. End Field - Then end time of the appointment. Duration Drop-down Field - The duration of the appointment. Recurrence Pattern: Daily Radio Button - This sets the repetition of the appointment to a daily recurrence. Every Radio Button - This provides the ability to select the number of days between appointments. Day(s) Field - The number of days between the appointments. Every Weekday Radio Button - This repeats the appointment each day until the End Date. Weekly Radio Button - This sets the repetition of the appointment to a weekly recurrence. Recur Every Field - The number of weeks between the appointments. Sunday Checkbox - This checkbox includes Sunday in the weekly recurrence. Monday Checkbox - This checkbox includes Monday in the weekly recurrence. Tuesday Checkbox - This checkbox includes Tuesday in the weekly recurrence. Wednesday Checkbox - This checkbox includes Wednesday in the weekly recurrence. Thursday Checkbox - This checkbox includes Thursday in the weekly recurrence. Friday Checkbox - This checkbox includes Friday in the weekly recurrence. Saturday Checkbox - This checkbox includes Saturday in the weekly recurrence. PAGE 253 OF 2

254 Monthly Radio Button - This sets the repetition of the appointment to a monthly recurrence. Day Field - The day of the month to create the recurrence. Of Every Month Field - The number of months between the appointments. The drop-down fields - These two fields allow a specific weekday of the week to be selected without choosing an actual date of the month. Of Every Month Field - The number of months between the appointments. Yearly Radio Button - This sets the repetition of the appointment to a yearly recurrence. Every Fields - The month and date of the recurrence for each year. The drop-down fields - These three fields allow a specific weekday of the week and month to be selected without choosing an actual date of the year. Range of Recurrence: Start Field - The start date of the series. No End Date Radio Button - This specifies that there is no end to the series. End After Radio Button - This specifies to end the series after the number of appointments that are indicated in the Occurrences Field. Occurrences Field - The number of appointments in the series. End By Radio Button - This specifies an exact date of the last appointment in the series, which is indicated in the date field. Date Field - This is the end date of the last appointment. PAGE 254 OF 2

255 Appointment Tab of an Appointment The Appointment Tab of an appointment can be viewed or edited by doing the following: Tools > Appointments > Double-click the appointment > Appointment Tab Start Time - The start time of the appointment. End Time - Then end time of the appointment. Patient Appointment Radio Button - This appointment is an appointment with a patient. Non-patient Appointment Radio Button - This appointment is not with a patient. Ex: lunch, travel, etc. Provider Drop-down Field - The provider that is assigned to this patient for this appointment. Patient Drop-down Field - The patient of this appointment. Facility Drop-down Field - The facility where this appointment will be performed. Primary Code Drop-down Field - The primary CPT code of the reason that the patient is being seen. Charge Field - The fee that is configured for the CPT code, which is pulled from Transaction Codes > Procedures > Select the code > Procedure Tab > Fee: Add-on Code 1 Drop-down Field - The first add-on code recorded with the session. Charge Field - The fee that is configured for the CPT code, which is pulled from Transaction Codes > Procedures > Select the code > Procedure Tab > Fee: Add-on Code 2 Drop-down Field - The second add-on code to be recorded with the session. Charge Field - The fee that is configured for the CPT code, which is pulled from Transaction Codes > Procedures > Select the code > Procedure Tab > Fee: Courtesy Discount Field - The discount that has been applied by the provider for the service. Discount Note Field - This field allows for a reason to be associated with the discount. Units Field - This is used as a multiplier if the charge is billed as a unit of time. PAGE 255 OF 2

256 Modifiers (1-4) Fields - Modifiers are used to further specify or describe the circumstances of a procedure or service. Modifiers in these fields will only affect the CPT code selected in the Primary Code field. Appointment Note Field - This is a general note field for the appointment. Set Other Details... Button - View or set other appointment details. PAGE 256 OF 2

257 Set Other Details... Button on the Appointment Tab of an Appointment The Set Other Details... Button on the Appointment Tab of an appointment can be viewed or edited by doing the following: Tools > Appointments > Double-click the appointment > Appointment Tab > Set Other Details... Button Incident-To Supervisor Drop-down Box - This drop-down identifies the provider who supervised the encounter. For incident-to billing, this provider will be listed as the rendering provider on a claim (Box 24j). Condition related to employment (Box 10a) Checkbox - This checkbox indicates that the condition is a result of their employment. Condition related to auto accident (Box 10b) Checkbox - This checkbox indicates that the condition is a result of an automobile accident. Auto Accident State Field - This field indicates the state in which the automobile accident occurred. Required if 'Condition related to auto accident' is checked. Condition related to other accident (Box 10c) Checkbox -This checkbox indicates that the condition is related to an accident other than an automobile accident. Onset Date (Box 14) Field - This field indicates the date the condition started. Similar Illness Date (Box 15) Field -This field indicates the date a similar condition was diagnosed. Unable to Work Dates (Box 16) Fields - These fields indicate the dates the patient was medically unable to work due to the condition. Either field can be left blank if a date is unknown. Referring Provider (Box 17) Drop-down Box - This drop-down box indicates the referring provider. This list is populated from Persons and Institutions > Outside Providers. Hospital Dates (Box 18) Fields - These fields indicate the hospitalization dates related to the current services. PAGE 257 OF 2

258 Patient Tab of an Appointment The Patient Tab of an appointment can be viewed by doing the following: Tools > Appointments > Double-click the appointment > Patient Tab The Patient Tab of an appointment contains the following fields: Note: This information may a moment to populate after the tab is selected.. Patient - The name of the patient that is being seen. This field pulls from the 'First', 'MI', and 'Last' fields in 'Persons and Institutions > Patients' on the Demographics tab. Patient Type - This field is locally created in 'Reference Data > Patient Types'. This field pulls from the 'Patient Type' pull down list of choices in 'Persons and Institutions > Patients' on the Demographics tab. Address - The Mailing Address of the patient. This field pulls from the 'Street 1', 'Street 2', 'City', 'State', and 'Zip' fields in 'Persons and Institutions > Patients' on the Demographics tab. Main Phone - The most commonly used phone number to contact the patient. This field pulls from the 'Main Phone' field in 'Persons and Institutions > Patients' on the Demographics tab and includes the extension if present and includes the Type as a single letter after the Label (e.g. Main Phone (H) indicates this is the patient's Home phone number. Phone 2 - An additional Phone Number to contact the patient. This field pulls from the 'Phone 2' field 'Persons and Institutions > Patients' on the Contacts tab and includes the extension if present and includes the Type as a single letter after the Label (e.g. Main Phone (H) indicates this is the patient's Home phone number. Phone 3 - An additional Phone Number to contact the patient. This field pulls from the 'Phone 3' field in 'Persons and Institutions > Patients' on the Contacts tab and includes the extension if present and includes the Type as a single letter after the Label (e.g. Main Phone (H) indicates this is the patient's Home phone number. PAGE 258 OF 2

259 Phone 4 - An additional Phone Number to contact the patient. This field pulls from the 'Phone 4' in field 'Persons and Institutions > Patients' on the Contacts tab and includes the extension if present and includes the Type as a single letter after the Label (e.g. Main Phone (H) indicates this is the patient's Home phone number. Home - The Home Address of the patient. This field pulls from the 'Home ' field in 'Persons and Institutions > Patients' on the Contacts tab. Work - The Work Address of the patient. This field pulls from the 'Work ' field in 'Persons and Institutions > Patients' on the Contacts tab. Contact - The Emergency Contact and Emergency Contact Phone of the patient This field pulls from both the 'Emg. Contact' and 'Emg. Contact Phone' fields in 'Persons and Institutions > Patients' on the Contacts tab, The values, if present, are separated by a comma. Referring Physician - The Provider that referred the patient. This value is locally created in 'Persons and Institutions > Outside Providers' screen This field pulls from the 'Referral Source' field in 'Persons and Institutions > Patients' on the Contacts tab. Primary Care Provider - The Primary Provider for the patient. This value is locally created in 'Persons and Institutions > Outside Providers' screen This field pulls from the 'Primary Care Provider' field in 'Persons and Institutions > Patients' on the Contacts tab. Other Provider - Other Provider assigned to the Patient (e.g. therapist, social worker, etc) This value is locally created in 'Persons and Institutions > Outside Providers' screen This field pulls from the 'Other Provider' field in 'Persons and Institutions > Patients' on the Contacts tab. PAGE 259 OF 2

260 Pharmacy - The patient's preferred Pharmacy. This field pulls from both the 'Pharmacy' and 'Pharmacy Phone' fields in 'Persons and Institutions > Patients' on the Contacts tab. Notes - The notes tab is a free form text field to document any miscellaneous information applicable to the patient. This field pulls from the 'Work ' field in 'Persons and Institutions > Patients' on the Contacts tab. Copay - The patient's co-pay for the visit. This field pulls from the 'Copay' field in 'Persons and Institutions > Patients' on the Demographics tab. Coinsurance - A free text field where you can make note of the patient's coinsurance for visits. This field pulls fro 'Coinsurance' field in 'Persons and Institutions > Patients' on the Demographics tab. Insurance Balance - The currant balance owed by the insurance company for claims submitted for this patient.. This field pulls from 'Billing-> View/Edit Charges'. The insurance balance is shown just below the patient filter and is a sum of the total insurance billed minus any outstanding copay. Pre-payment Credit - Credit in patient account not yet applied to a charge. This field pulls from 'Billing > View/Edit Charges'. The Pre-pay balance is shown just below the patient filter and is the total of all un-applied pre-payments made by the patient. Patient Balance - The balance owed by the patient. This field pulls from 'Billing > View/Edit Charges'. The patient balance is shown just below the patient filter and is the total of all uncollected charges owed by the patient. This includes copay, coinsurance, and other patient responsibility. PAGE 260 OF 2

261 Total Balance - The overall balance for the patient which is the sum of monies owed by insurance and the patient. This field pulls from 'Billing > View/Edit Charges'. The total balance is shown just below the patient filter and is the total of all uncollected charges owed by the patient and the insurance companies. This includes copay, coinsurance, other patient responsibility, and all insurance responsibility. Guarantor - Person other than the patient who have financial responsibility for charges. This field pulls from the 'Guarantor' field in 'Persons and Institutions > Patients' on the Demographics tab. Insurance 1 - Insurance company with Primary responsibility for charges. This field pulls from the 'Insurance' field in 'Persons and Institutions > Patients' on the Insurance 1 tab. Auth 1 - Prior authorization issued by the Primary payer. This field pulls from the 'Authorization' field in 'Persons and Institutions > Patients' on the Insurance 1 tab. Visits - Prior authorization totals for Auth 1 This field pulls from the 'Authorizations' tab in 'Persons and Institutions > Patients' and shows number remaining followed by the total assigned to that authorization. Insurance 2 - Insurance company with Secondary responsibility for charges. This field pulls from the 'Insurance' field in 'Persons and Institutions > Patients' on the Insurance 2 tab. Auth 2 - Prior authorization issued by the Secondary payer. This field pulls from the 'Authorization' field in 'Persons and Institutions > Patients' on the Insurance 2 tab. Visits - Prior authorization totals for Auth 2 This field pulls from the 'Authorizations' tab in 'Persons and Institutions > Patients' and shows number remaining followed by the total assigned to that authorization. PAGE 261 OF 2

262 Insurance 3 - Insurance company with Tertiary responsibility for charges. This field pulls from the 'Insurance' field in 'Persons and Institutions > Patients' on the Insurance 3 tab. Auth 3 - Prior authorization issued by the Tertiary payer. This field pulls from the 'Authorization' field in 'Persons and Institutions > Patients' on the Insurance 3 tab. Visits - Prior authorization totals for Auth 3 This field pulls from the 'Authorizations' tab in 'Persons and Institutions > Patients' and shows number remaining followed by the total assigned to that authorization. PAGE 262 OF 2

263 Accept Payment Button from an Appointment in the Calendar The Accept Payment Button on an Appointment in the Calendar is used to Process Payment for a Specific Date of Service Directly through the Calendar. This button enables creation of a charge, acceptance of payment, and generation of a receipt in one simple process directly out of the calendar. The Accept Payment Button is located here: Navigation Tree > Tools > Appointments > Double-click the appointment > Accept Payment Button Charges: Total Charge Field - Overall charge for the session, the summation of all primary and add-on codes. Primary Field - Shows the CPT code of the primary transaction code as well as the charge for that specific procedure. Add-on 1 Field - Shows the CPT code of the add-on transaction code as well as the charge for that specific procedure. Add-on 2 Field - Shows the CPT code of the add-on transaction code as well as the charge for that specific procedure. PAGE 263 OF 2

264 Payments: Pre-payment Credit Field - If the patient has prepayment credit from a prior overpayment the remaining amount left to still be applied will appear here. Copay Field - If the patient has a co-pay listed for him/her then the amount of that co-pay appears in this field. Total Payment Field - The total amount of payment being accepted. Primary Field - The total amount of payment being applied to the primary procedure code. Add-on 1 Field - The total amount of payment being applied to the add-on procedure code. Add-on 2 Field - The total amount of payment being applied to the second add-on procedure code. Payment Type Drop-down Box - Shows the different methods of payment that can be chosen from to reflect the method by which the patient paid for the session. Reference Number Field - An optional field that can be used to track the check or card number used to pay for the session. Write-off Remainder as Courtesy Discount Checkbox - When checked this box writes off any balance remaining as a patient courtesy discount after the payment is applied. Save Button - This button enables creation of a charge, acceptance of payment, and generation of a receipt that the patient can use to submit for insurance reimbursement. Save and Print Receipt Button - This button enables creation of a charge and acceptance of payment without generation of a receipt. Cancel Button - This button cancels the accept payment option. Checking this cancels the creation of a charge and acceptance of payment, and no receipt is generated. PAGE 264 OF 2

265 Reports Tab The Reports Tab is used to pull a report from the EMR. The Reports Tab can be accessed from the following location: Navigation Tree > Tools > Reports Appointment Drop-down Box - Reports that relate to patient appointments. Clinical Drop-down Box - Reports that relate to various areas of the EMR from diagnoses to mediation history. Billing Drop-down Box - Reports that relate to payments and productivity. CSV Drop-down Box - Exports all patient demographic data into a comma-separated-value spreadsheet that can be opened in Microsoft Excel. This report can be used as a data source for a Microsoft Word Mail Merge. PAGE 265 OF 2

266 Appointment Category of the Reports Tab Appointment Reminders Status - This report is used to view the latest information about automated Appointment Reminders that have gone out to patients. The report also includes a status of whether or not the reminder has been successfully sent to the patient. Appointments - This report provides a general list of appointments and their details, which can be sorted by date range. Appointments with Signed Clinical Notes - This report provides a list of appointments that have been signed along with finished, clinical notes attached to them. Audit Log-Appointment - This report provides a list of all changes made to appointments (creation, deletion, etc.) and states which user performed each action. Biller Appointments - This report provides a list of appointments along with all relevant billing information like diagnosis, place of service, duration, and a few others. This report is also useful for an outside billing service that requires a list of appointments. Today s Appointments - This report lists all appointments for the day. Unbilled Appointments - This report lists all appointments that have not been recorded as complete, but no charges were created for them. Undocumented Appointments - This report lists all appointments that do not have a clinical note started for them, yet. If a note has been started, but not signed, the appointment will be listed in Unsigned Documents instead. PAGE 266 OF 2

267 Clinical Category of the Reports Tab Audit Log-Patient - This report provides a list of all changes made to the patient's data and also states which user performed the action. Audit Log-User Access - This report provides a list of who has been accessing the EMR and when they accessed it. Diagnoses-DSM - This report provides a list of patients with a given DSM diagnosis. This report is very useful for Meaningful Use Menu Objective #5. Diagnoses-Patient - This report provides a list of diagnoses for one patient at a time or for all patients. Facesheets - This report displays all demographic information for one patient at at time or for multiple patients. Faxes Status - This report provides a status about the transmission of all faxes sent out using the EMR. Medication History - This report provides a list of all the past medications entered into the EMR for a specific patient. Medications - This report lists all active medications for one patient or for all patients. Multi-Signer Status - This report gives a status update on all of the documents that are utilizing multiple signers. This report also outlines who has and has not yet completed their role in the document s workflow. PAGE 267 OF 2

268 Patient Activity - This report provides a list of patients and when their last visit took place. Patients - This report provides a generic list of patients, which can be filtered by Patient Type, Assigned Provider, or Assigned Facility. Patients Missing Meaningful Use Information - This report provides a list of patients who are missing Meaningful Use related demographics. This information is located under Persons and Institutions > Patients > Select a Patient > Misc. Tab and also includes their smoking status. Unsigned Documents - This report provides a list of all documents that have been saved, but not signed. PAGE 268 OF 2

269 Billing Category of the Reports Tab Audit Log-Billing - This report provides a list of all charges created, modified, or deleted, and which user performed the action. Charges - This report provides a list of charges, their description, and the amount. This report can be filtered by patient, facility, provider, among other items. Claims Submission - This report provides a complete list of claims that have been submitted electronically. This report also provides a list of paper claims that have been marked as printed after creation. Credits - This report provides a list of credits (Examples: payments, credit adjustments, discounts, insurance denials, or adjustments) Deposits - This report provides a list of cash, check, or credit card payments. This report provides similar information to running a daysheet, but it does not lock transactions from being edited like a daysheet. Fees - This report provides a complete list of the practice s fee schedule per transaction code. Insurance Aging - The report provides a list of outstanding insurance claims where a payment has not been posted. This report can be sorted by aging bucket to include/exclude claims of a certain age. PAGE 269 OF 2

270 Insurance Aging Summary - This report provides a list of outstanding insurance claims sorted by Insurance Company. This report is useful for seeing which payors have the most unpaid claims. Insurance Authorizations - This report provides a list of authorizations and it is sorted by the Insurance Company that has issued them. Insurance Summary - This report displays a list of patients that can be sorted by insurance company. This report will also display copay and visits remaining for each patient. Itemized Cash Payments - This report provides a detailed list of all cash payments and the report can be sorted by date range. Patient Aging - This report provides a list of outstanding patient responsibilities where a patient payment has not been posted. This report may be sorted by aging bucket to include/exclude responsibilities of a certain age. Patient Aging Summary - This report shows total accounts receivable for each patient. Payment Break Down - This report provides a list of ALL payments of ANY kind. Pending Insurance Claims - This report provides a list of transactions that have not had a claim submitted electronically or been marked as printed, yet. Productivity - This report can be used as a guide to the amount of revenue generated per provider. Productivity-Estimated - This report shows a list of future charges that have not been created yet, but will be if the appointments are recorded as complete. Transaction Journal - This report shows a list of all transactions for each patient and it includes those billable to insurance. Transactions - This report shows a list of all transactions for each patient, but it cannot be filtered by Insurance Company. PAGE 270 OF 2

271 Reminders Tab The Reminders Tab is used to add a patient reminder to the EMR. The Reminders Tab can be accessed from the following location: Navigation Tree > Tools > Reminders The columns can be sorted by clicking on the header to sort the column alphabetically as shown in the Date and Reminder Columns below. Filter Field - Used to filter by the text of the reminder in the Reminder Column. Patient Drop-down Box - Used to filter by patient. Filter Icon - Allows the assigned provider, assigned facility, and the patient type to be included in the search criteria. Between Fields - Used to search a date range for the reminder. New Reminder Button - Used to create a new reminder. PAGE 271 OF 2

272 Creating a New Patient Reminder Patient Reminders can be used to alert Providers or Staff to important information that pertains to each patient. The Reminders Section can be located by performing any of the following steps: Go to Tools > Reminders. Go to the Dashboard > Reminders Due. Go to the Dashboard > Action Items > Reminders Due. To create a New Reminder, please do the following: Click on the New Reminder Button in the upper right corner of the web browser. Add the desired values to each field. o Reminder Date: - The Date that the Reminder will appear on the Reminder's Due list. o Patient: - The Patient that the Reminder is associated with. Leaving this field blank will create a General Reminder. o Assign to: - Who the Reminder will be assigned to. The field will default to whomever is logged in. o Reminder: - The Text that is to be displayed on the Reminder. Click on Save. PAGE 272 OF 2

273 Editor Macros Tab The Editor Macros Tab is used to create or modify macros to be used in the Web Editor when creating documentation The Editor Macros Tab can be accessed from the following location: Navigation Tree > Tools > Editor Macros The columns can be sorted by clicking on the header to sort the column alphabetically as shown in the Name Column below. Filter Field - Used to filter by the text in the Name and Text Columns. To add a new Editor Macro: Click on the New Editor Macro button. The EMR will automatically navigate to the Name: field. Enter a name for the macro in the Name: field. Enter the text to be inserted into the documentation in the Text: field. Click the Save button to save the entered text and name. The new macro will now be displayed in the list in the upper half of the screen. PAGE 273 OF 2