Patient Portal. Setting up the portal

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Jeffrey McDowell
8 years ago
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1 Patient Portal The Amazing Charts Patient Portal empowers providers to communicate directly with patients using a HIPAA secure environment. Providers can send laboratory and radiology results to a patient, send clinical summaries or a quick follow up note directly to the patient s personal portal account. Adoption of a patient portal in your office helps satisfy the 2014 Meaningful Use requirements for engaging with patients (pre and post-visit) electronically. Setting up the portal The first step is to set up the portal for the practice. Go to View and then Administrator Options. Click on the Patient Portal and Secure Messaging button in the middle of the screen. Once in this screen you can click Link Accounts if you have an existing Updox account. If not, you can enter the Domain Name of your choice in the blank area, then hit Save (Note: once the domain name is saved, it cannot be changed)

Adoption of a patient portal in your office helps satisfy the 2014 Meaningful Use requirements for engaging with patients (pre and post-visit) electronically.

2 Once the domain name is saved, click on the Activate/Deactivate Users button in the middle of the screen. On the next screen, select the users that you want to have access to portal messages and direct messaging. You can also select what users will have admin privileges for the portal. Click Save when you are done selecting your users.

On the next screen, select the users that you want to have access to portal messages

3 Next to can elect to send a clinical summary to the patient portal automatically when you sign off on a chart. This will make it easier to achieve certain measures for Meaningful Use. Click Save when you are done making changes. Next step is to configure the portal options. This is done by clicking the Secure button from the main page of Amazing Charts.

This will make it easier to achieve certain measures for Meaningful Use.

4 This will connect you to the practice admin site for the portal. From here you can set up the portal options and send/reply to messages sent from the portal. Click on the Menu option in the top left corner to access the portal options. Next click on the Admin option and select Patient Portal from the list of options.

5 From the Portal page, you have several options for configuration. On the General tab, you should make sure the options for Allow Patients to create new messages, Allow Patients to reply to messages and Allow Patients to view records are selected. These are important for Meaningful Use. The About Us tab allows you to show your contact information, add in phone and fax numbers, addresses, and custom About Us information.

Patients to reply to messages and Allow Patients to view records are selected.

6 The Hours tab allows you to show clients what times you are open and what days you are closed.

7 The Portal Accounts tab lets you Auto-create portal accounts for any patients who have an address in Amazing Charts. (Note: You will still have to select Create Portal Account for the patient. See below for instructions)

Log into Updox as the Account Holder* *According to Updox this is the highest admin there is and due to how critical this functionality can be

8 Mapping Updox Users to Amazing Charts Users Mapping should be done prior to linking your existing Updox account with Amazing Charts. This is to prevent duplicate Updox user accounts from being created. 1. Log into Updox as the Account Holder* *According to Updox this is the highest admin there is and due to how critical this functionality can be and how it can also potentially affect billing, only this user will have access. By default the first user account is the Account Holder and that account must have an address as the username. 2. Go to Admin > AC User Mapping

9 3. Here you will choose which AC user (on the left) will log in as which Updox user (on the right) via the drop down on the left hand side. The list of Amazing Charts users is populated by Updox Central when connected to Amazing Charts. Only one Updox user can be assigned to one AC user at a time. If you want to remove a user mapping set the drop down to None. 4. After you have selected your users click on the Save button to commit the changes. At this point it is safe to link your existing Updox account with Amazing Charts. It is suggested that you contact Technical Support to help you through the process in case an error comes up during the linking process. After your Updox account has been linked to Amazing Charts click on the Activate/Deactivate Users button:

If you want to remove a user mapping set the drop down to None. 4. After you have selected your users click on the Save button to commit the changes.

10 This screen in Amazing Charts reflects the current user mapping that you had set in Updox. Please note that this screen cannot map to current Updox users, currently this can only be done in Updox The main purpose of this screen is to allow you to create/inactivate new Updox accounts for Amazing Charts users whom you would like to have access to Updox so they can send Clinical Summaries and Secure Messages to the patient portal. You will notice that there are two columns Address Username and Complete Direct Address. These fields show you what your Updox direct address is for the Updox user you have mapped. The direct address is a required field for Amazing Charts as it is needed to send Transfer of Care documents electronically. If these fields are blank then you will need to create a direct address. A direct address is in basic terms a secure address for PHI information. To create one in Amazing Charts just type in your desired address in the Address Username field. Just like with creating a normal address this will be the text listed before symbol in your address.

Amazing Charts users whom you would like to have access to Updox so they can send Clinical Summaries and Secure Messages to the patient portal.

11 At any point in time you may go back and change your direct address. Just remember to inform any practice or patient whom you have provided your old address to that there is a new one they should be using. Please be aware that your direct address must end in amazing-direct.com. This is our domain that Updox has provided us. In order to send out a Transfer of Care using a direct address it must be an address that uses this domain. This has no impact on the patient portal or any existing Updox accounts. You can also change the direct address username in Updox. To do this go to Admin > Manage Users and select a user. The direct address is stored in the NHIN field: Once you have confirmed that the user mapping is correct and that all active users have a direct address click on Save to save these changes to the Amazing Charts database. Any changes will also be synced to Updox. Signing a patient up for the portal Registering a patient for the portal is easy in Amazing Charts. To sign a patient up for the portal, go to the patient s General Info Demographics Screen. There is an option for Create Portal Account on the right hand side. Check off this box and click Save to create a portal account.

Please be aware that your direct address must end in amazing-direct.com. This is our domain that Updox has provided us.

12 If the patient has an address entered in the demographics, then they will receive an with login instructions for the portal. If the patient does not have an address, then you can find their login instructions by clicking on the Secure tab on the main screen. Sending information to the portal Now that the portal has been configured, let us look at the various ways you can upload information to the patient portal. The first option is to send the patients clinical summary to the portal this document is a summary of the patient s medical record, including a list of problems, medications, and allergies. To upload this document to the patient portal, click on the patient s Summary Sheet and click the button for Clinical Summary in the lower right corner. This will open a screen with options. Select which information you want to send to the portal, then click the Send to Portal button to send the clinical summary to the patient s portal for them to view.

Sending information to the portal Now that the portal has been configured, let us look at the various ways you can upload information to the patient portal.

13 You also have the option to send a message directly to the patient. This is similar to an message, but it uses a HIPPA secure direct connection. To send a message to the patient, go to the patient s Summary Sheet and click the Secure Message button. This will open a messaging window. You can enter a subject and type out a message for the patient. Because this message is HIPPA secure, you can include medical information that you normally would not be able to send in a regular . Click Send when you are finished typing to send the message.

To send a message to the patient, go to the patient s Summary Sheet and click the Secure Message button. This will open a messaging window.

14 To respond to a message that was sent to you, click on the Secure button from the main screen of Amazing Charts From there, you will see the message displayed in the Inbox you can click on the message to expand it and then hit Reply

From there, you will see the message displayed in the

Using the Portal and Direct Messaging HOW TO SETUP AND USE PORTAL AND DIRECT MESSAGING FUNCTIONALITY STARTING IN VERSION 7

Using the Portal and Direct Messaging HOW TO SETUP AND USE PORTAL AND DIRECT MESSAGING FUNCTIONALITY STARTING IN VERSION 7 Set up your practice and user accounts Are you an existing Updox user? No Did