henry schein secure chart patient portal

Transcription

1 henry schein secure chart patient portal s e t u p a n d u s e r g u i d e

2 Contents Henry Schein Secure Chart Patient Portal Overview... 2 Setting Up the Henry Schein Secure Chart Patient Portal... 3 Activating the product in the MicroMD EMR Manager... 5 Add MicroMD EMR Users to the Henry Schein Secure Chart Patient Portal... 5 Adding Additional Users... 6 Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal... 7 The Practice Portal Window... 9 The Practice Profile Window Setting up Locations Using the Administrative Side of the Henry Schein Secure Chart Patient Portal - Messages Adding Forms to the Portal Publishing Documents to the Henry Schein Secure Chart Patient Portal Portal Updates in MicroMD EMR Publish CCR/CCD/CDA Records to the Henry Schein Secure Chart Patient Portal Configuring Multi-Language Notifications Adding Patient Users to Henry Schein Secure Chart Patient Portal Deactivate a Patient from Henry Schein Secure Chart Patient Portal The Patient Side of the Henry Schein Secure Chart Patient Portal Messages Records My Information Forms Locations Secure Chart Patient Portal User Guide 1

3 Henry Schein Secure Chart Patient Portal Overview HENRY SCHEIN SECURE CHART PATIENT PORTAL USER GUIDE HENRY SCHEIN SECURE CHART PATIENT PORTAL OVERVIEW There are five elements to setting up and using the patient portal outlined in this document: 1. Setting up the portal site (completed by MicroMD) 2. Activating the product in the MicroMD EMR Manager (completed by MicroMD) 3. Administrative side of the portal (used by the practice) 4. Patient side of the portal (used by the patient) 5. Publishing items to the portal (used by the practice) The first step to setting up the patient portal is to complete the Henry Schein Secure Chart Registration form and send it to the inside sales department at MicroMD. Keep in mind that billing for the patient portal begins as soon as the portal is created, so you will not want to send in the registration until your practice is ready to go live with the product. Below is a sample form: 2 Henry Schein Secure Chart Patient Portal Overview

4 Setting Up the Henry Schein Secure Chart Patient Portal Figure 1-1 Completing the Patient Portal Registration Form SETTING UP THE HENRY SCHEIN SECURE CHART PATIENT PORTAL Henry Schein MicroMD will set up the basic patient portal after the registration paperwork has been received. The practice will complete the registration form and send it back to MicroMD. Below is an example of how the registration form should be completed. Complete the Practice Information section. The desired portal web address will be the address the patients will go to log in to the portal (much like a website address), so keep it simple. Do not use symbols or spaces in the web address. Setting Up the Henry Schein Secure Chart Patient Portal 3

5 Setting Up the Henry Schein Secure Chart Patient Portal In the Portal Administration section, make sure the first username is an actual address; the password is not their address. In the Provider Information section, enter the information for each provider in the practice. 4 Setting Up the Henry Schein Secure Chart Patient Portal

6 Activating the product in the MicroMD EMR Manager Each provider is allowed to have up to ten users. Enter user information in the Users section as shown below. ACTIVATING THE PRODUCT IN THE MICROMD EMR MANAGER Before using the Henry Schein Secure Chart Patient Portal, the portal must be configured in the MicroMD EMR and the MicroMD EMR Manager. This configuration is completed by MicroMD Support or your VAR. ADD MICROMD EMR USERS TO THE HENRY SCHEIN SECURE CHART PATIENT PORTAL Once the system settings have been established for the Patient Portal, you can add MicroMD EMR users authorized to send messages and publish items to the Patient Portal. The practice is responsible for adding users. If you need to add additional users at a later date, you can do so from Admin > Manage Users, explained later in this manual. Procedure 1. In the MicroMD EMR Manager, click the Communication button. In the System column, click the Patient Portal button. Click the Edit button. 2. In the Registered users section of the Patient Portal Settings window click the Add button. Details The Portal User window opens: 3. Enter the user name and password that were established in Patient Portal administration Activating the product in the MicroMD EMR Manager 5

7 Adding Additional Users Procedure workspace for the MicroMD EMR user. Details 4. Click the OK button. The username appears in Users Name section of the Patient Portal Settings window. 5. Click on the Users & Facilities button on the left side of the MicroMD EMR Manager and verify the Users tab is displayed. 6. Highlight the appropriate user in the left side of the window and select the Access tab. The system displays the user s current details in the right side of the window. 7. Click the Map to External System button. The External System Mapping window opens. 8. Click the Lookup icon ( ). The Edit Mapping window opens. 9. From the System drop-down list, select MicroMD Patient Portal. 10. In the External Id drop-down, select the correct username established in the web-based administration application of the Patient Portal. ADDING ADDITIONAL USERS To add additional users to the portal, or to edit existing users (allowing additional employees to access the Practice side of the portal), select Admin > Manage users. You will see a list of current users. Figure 1-2 The Manage Users Window 6 Adding Additional Users

8 Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal To edit a user, highlight the name and edit the information. Make sure you click the Save button when finished. To add a new user, select New on the bottom left-hand corner of the screen and complete the information. Click the Save button when complete. Figure 1-3 Adding a New User SETTING UP THE ADMINISTRATIVE SIDE OF THE HENRY SCHEIN SECURE CHART PATIENT PORTAL The Administrative side of the Patient Portal is used by the practice to create forms, share patient information with patients, exchange messages with patients and send patient broadcasts. To access the administrative side of the Patient Portal, you will need to visit the following URL: This will prompt you to load the Henry Schein Secure Chart Patient Portal application. Loading of the patient portal will take between 5 to 10 minutes (this will also load an icon on your desktop that looks like a gray globe). You will then see a screen like the one below prompting you to login. Enter your user name and password (from the Henry Schein Secure Chart Patient Portal Registration form) and click the Sign In button. Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal 7

9 Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal Figure 1-4 The Secure Chart Patient Portal Log-on Screen 8 Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal

10 Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal The first screen you will see looks like the sample below: Figure 1-5 The Patient Portal There are several options in the menu. The first step is to setup and/or review the Portal Profile. Go to Portal then Portal Profile. This opens the Practice Portal window. The Practice Portal Window Figure 1-6 The General Tab Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal 9

11 Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal The first tab of the Practice Portal window is the General tab. Enter the URL of your Secure Chart Patient Portal in the Web address field. This will be the address you entered on the Patient Portal Registration form. It will follow the format: xxxx.mysecurechart.com, where xxxx is the name you selected (usually the practice name) that will precede mysecurechart.com. For example, rainbowmedical.mysecurechart.com might be the URL chosen for Rainbow Medical. Next, if you would like the logo of your practice to appear on the portal, enter the location of that logo in the Custom logo URL field. Set the desired text of the practice name in the Name Displayed field. This is how your practice name will be displayed on the Patient Portal. Make sure that the checkboxes are checked as shown. When a new account is created, or a new item is available for the patient to view, a notification is sent. This is completely customizable. Click the Customize Notifications button to open the Customize Portal Notification window. Figure 1-7 The Customize Portal Notification window Here you can create or edit custom confirmation reminders that will be delivered to patients through the Portal when appropriate. Below are samples of the New Account and New Message Text s. 10 Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal

12 Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal Figure 1-8 A "New Account" Figure 1-9 A "New Message" Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal 11

13 Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal The About Us tab allows you to show contact information on the welcome screen of the portal. Figure 1-10 The About Us Tab If the practice wishes to display additional verbiage, like We are a family practice, check the Include Additional About Us Content checkbox and a text window will appear enabling text to be added. The Practice Profile Window The next steps in configuring your practice for the Patient Portal can be found on the Practice Profile window. Here, the practice will enter pertinent information about the practice, such as address and contact information. This information will be displayed with the practice information when a patient logs into the portal. From the Main menu, select Admin > Practice Profile. This will open the Practice Profile window shown below. 12 Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal

14 Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal Figure 1-11 The Practice Profile Window The first tab in the Practice Profile window is the Basics tab, shown in the screen shot above. Here you will find the practice name and address (for the default location), the main phone number and the main fax number. Once this information is correct, you can click on the Settings tab to continue, or the Save button if you are finished. Click the Cancel button at any time to exit the window. Figure 1-12 The Settings Tab of the Practice Profile Window Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal 13

15 Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal There are several checkboxes on this tab. The details of each are outlined in the table below. Setting Show inactive patients when searching. (check box) Do not add last page of metadata when generating PDFs (check box) Enable displaying a custom fax from number (check box) Keep items in Sent for (drop-down) Keep items in Archive for (dropdown) Keep items in Trash for (drop-down) Details This will include all patients, both active and inactive, when performing a search. This prevents the inclusion of unnecessary detail data (sender, time, etc.) when generating a PDF. Users can designate which fax number the fax shows as sent from. Select a period of time to keep items in the Sent folder. Select a period of time to keep items in the Archive folder. Select a period of time to keep items in the Trash folder. The last tab on the Practice Profile window is the Tags tab. messages can be tagged with color-coded tags for easier organization. These colors and tags are fully editable on the Tags tab of the Practice Profile window. Tagging a message is explained Figure 1-13 Tags in the Practice Profile window Setting up Locations Setting up practice locations allows practices the flexibility to manage multiple locations. To begin, select Admin > Manage Locations to open the Practice Locations window. 14 Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal

16 Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal Figure 1-14 Select Admin > Manage Locations to Add or Edit Locations In the Practice Locations window, you can select a location to edit from the left side of the window, or you can click the New button to establish another location. Figure 1-15 Editing a Location Edit the Location/Contact Information as necessary. Make sure to check the Show in Portal checkboxes where appropriate. If you would like to present any additional information in text form, use the About/Additional Information section shown in the screen shot above. Adjusting the hours for your location is simple. In the Open Hours section of the Practice Locations window, place a checkmark in the checkbox for each day your practice is open, then adjust the open and closing times with the slider. Setting Up the Administrative Side of the Henry Schein Secure Chart Patient Portal 15

17 Using the Administrative Side of the Henry Schein Secure Chart Patient Portal - Messages When your practice locations have been configutred, click the Save button in the bottom-right corner of the window, then click the Close button to close the Practice Locations windiow. When a patient clicks on the Locations tab in the Portal, the locations,addresses, hours, maps, , website URL, and other important information will be presented for each location as shown below. USING THE ADMINISTRATIVE SIDE OF THE HENRY SCHEIN SECURE CHART PATIENT PORTAL - MESSAGES After you have configured the communications area in the EMR, you will login to the administrative section of the portal by clicking the globe icon on your desktop. When you login to the administrative section of the portal and have published documents, you will see them on the main screen. 16 Using the Administrative Side of the Henry Schein Secure Chart Patient Portal - Messages

18 Using the Administrative Side of the Henry Schein Secure Chart Patient Portal - Messages Figure 1-16 The Administration of the Patient Portal The patient portal works very similar to a mailbox, in that new items to the portal sent from MicroMD EMR will appear in the inbox. If a patient sends a message to the practice from his/her portal, the message will appear in the Inbox. You can read the message, reply to the message, or print the message by selecting the Options button. There are several options available, as shown below. Sent messages will appear in the Send box (highlight the Sent icon button to see sent messages). To archive a message, select the Archive button. This moves the message to the Archive box. Figure 1-17 Messaging Options Using the Administrative Side of the Henry Schein Secure Chart Patient Portal - Messages 17

19 Adding Forms to the Portal ADDING FORMS TO THE PORTAL Custom forms can be added to or created in the portal. Patients may complete these forms on the portal. The practice can then access completed patient forms to print and enter the data into appropriate areas utilized by the practice. This reduces the need for patients handwriting forms prior to appointments or when waiting for check-in. To add forms, select Admin > Manage Forms. There are Private Forms (only accessible from within the portal) and Public Forms (accessible from the main portal page) Patients can chose these forms and submit to the practice via the administrative section of the portal. To add a form, click the New button at the bottom of the screen and assign a name to the form. Mark as Active, Public or Internal. You can then add fields to the form. Choose the type of field you wish to add to the form in the box on the left. Depending on the type of field chosen, a label may be required. Figure 1-18 Adding Forms to the Portal For example, to add a drop-down box, select drop down. Then, in the Values field, enter each value on a separate line. You can add a description about the question in the Description text box (as in the example below). You can make the question required by checking the Required checkbox. Continue to add additional fields one at a time. To edit the field, click the pencil icon. To change the order of the fields, highlight the field and click on the area that looks like several rows of bubbles, then drag the field to the position you want. When you have finished the form, click the Save button. The Manage Forms window allows you to manage your forms. You can create new forms, delete existing forms, and even duplicate existing forms. This comes in handy when you have multiple forms that are very similar but have small differences. Setting 1. Select Admin > Manage Forms Details This will open the Manage Forms window. 18 Adding Forms to the Portal

20 Adding Forms to the Portal Setting Details 2. Enter a title in the Title field. 3. Enter a recipient in the Submit To field. 4. In the Route To field, select a color from the drop-down. This will attach a color tag to this form, and will assist in managing forms when your practice has developed a large number of them. 5. Place a check in the checkbox next to the locations where you would like the form to be visible. 6. In the Route To Location drop-down, select the location that will be receiving the form results. 7. To add field to the form, click the pencil icon on the form module located under the Route To Location drop-down menu. This will open the Field Properties window. 8. Select the form type from the Type drop-down. 9. Enter a label in the Label text box. 10. Place a check in the Required: checkbox if you would like this field to be required to complete the form. 11. Add a description of the field in the Description text area if required. 12. Click the Add a field button. The field you just configured will be saved, and a new field module will appear under the last one. 13. Continue to add fields to the form until the form is complete, then click the Save button to save the form. 14. There may be situations in your practice when it would A copy of the form has been placed in the form list with a new title starting with Copy of as shown below. Adding Forms to the Portal 19

21 Adding Forms to the Portal Setting be helpful to duplicate a form. To do this, select a form from the forms list on the left side of the window. Once the form is selected, click the Duplicate button. Details 15. To delete a form, check the checkbox in front of the form on the list of forms to the left, then click the Delete button. Click OK when prompted to permanently delete the form. 16. To re-order the list of forms, select a form, drag it to the desired location in the list, then drop it. Figure 1-19 Adding Fields and Finishing From this window, forms can also be arranged into a desired order or by category. Simply drag and drop a form in the list up or down to a different location. Inactive forms may also be deleted. 20 Adding Forms to the Portal

22 Publishing Documents to the Henry Schein Secure Chart Patient Portal PUBLISHING DOCUMENTS TO THE HENRY SCHEIN SECURE CHART PATIENT PORTAL This section explains how the Patient Portal works in conjunction with the MicroMD EMR software. Portal Updates in MicroMD EMR MicroMD EMR monitors the medical information of web-enabled patients and informs users of chart changes that are due to be published to the Patient Portal. MicroMD EMR users receive updates in the Portal Updates section of the Desktop Navigator (see page 5 for more information on creating MicroMD EMR user s permission to publish to the Patient Portal). From this window, users can publish these changes to the Patient Portal. Figure 1-20 Portal Updates Desktop The Portal Updates section of the Desktop is a log of changes made to certain Medical Information areas (Problem List, Allergies, Medications, Lab Orders and Lab Results) of web-enabled patients. The system displays the date when a change was made and the date that data category was last published to the Patient Portal for that patient. The list can be filtered by date, patient and provider. NOTE Double-click an entry in this list to open the appropriate patient s chart. Users can quickly publish to the Patient Portal by utilizing the Publish buttons located throughout areas of the Medical Information tab in a patient chart and in the Portal Updates section of the Desktop. When you click the Publish button, the Henry Schein Secure Chart Patient Portal window opens. NOTE The Publish button in MicroMD EMR is only available when Publishing Documents to the Henry Schein Secure Chart Patient Portal 21

23 Publishing Documents to the Henry Schein Secure Chart Patient Portal the Patient Portal is activated. Users have additional options in the Publish drop-down menu: Message Only: Select this option to send a message to the patient with no document attached. The system opens the Patient Messages and Memos window and selects Portal by default in the Deliver By drop-down menu. List: Select this option to publish the medical information list you are viewing. The system opens the Patient Portal window. Do Not Publish: If the user decides that the information does not need to be shared with the patient on the patient portal, they select this option. It is then noted and removed from the list. Show Publish Log: Select this option to view a categorized list of items sent to the patient portal and check on the status of a published item. The system opens the Publish Log. Figure 1-21 Secure Chart Patient Portal Window From the Patient Portal window, you can change the subject of the message or print a paper copy. Utilize the annotation tool to remove sensitive data from the document or to draw attention to certain elements. Once the user clicks the Publish button, the system removes it from the active list of items that need to be sent to the portal. The patient can view it in the Messages section of the portal. 22 Publishing Documents to the Henry Schein Secure Chart Patient Portal

24 Publish CCR/CCD/CDA Records to the Henry Schein Secure Chart Patient Portal Figure 1-22 Patient Portal Publish Log PUBLISH CCR/CCD/CDA RECORDS TO THE HENRY SCHEIN SECURE CHART PATIENT PORTAL When in a patient s chart, you can publish his/her CCR/CCD/CDA records to the MicroMD Patient Portal. Procedure 1. Open the chart of the patient. 2. From the main menu, select Chart > Export/Import Chart (CCR/CCD/CDA) > Publish. 3. Click the Publish button to send the chart to the patient through the Patient Portal. Details The Patient Portal window opens. The Patient Portal window includes four pages (human-readable CCR,CCD and CDA files, and data files for the CCR, CCD and CDA records). Patients can view the files in the web-based section of the portal. Publish CCR/CCD/CDA Records to the Henry Schein Secure Chart Patient Portal 23

25 Configuring Multi-Language Notifications Figure 1-23 Publishing a Continuity of Care Record File to the Patient Portal CONFIGURING MULTI-LANGUAGE NOTIFICATIONS Often a patient will be multi-lingual, and may request correspondence in a different language. One of the new enhancements to the Patient Portal is the ability to configure templates in different languages for your non-englishspeaking patients. 24 Configuring Multi-Language Notifications

26 Adding Patient Users to Henry Schein Secure Chart Patient Portal Creating templates in multiple languages Procedure Details 1. In the Practice Portal window, click the Customize Notifications button. This will open the Customize Portal Notification window. 2. Click the New button. 3. Select the type, then select the language from the drop-down. 4. Compose your and click the Save button The template will now be saved and labled with the language chosen. In our example, the language is French, as shown below. ADDING PATIENT USERS TO HENRY SCHEIN SECURE CHART PATIENT PORTAL Once MicroMD EMR users are added to the Patient Portal, you can then web-enable patients who will use the portal. This is done from the patient s chart in MicroMD EMR. To make a patient web-enabled for the Patient Portal: Procedure 1. In MicroMD EMR, open the chart of the patient you want to make web-enabled. Details NOTE Verify that the patient has a valid address included in their chart. 2. Open the Health Information Access portion of his or her chart. 3. Click the Portal button. 4. In the Comment text box, enter any instructions regarding what medical information should be shared with the patient. 5. Click the Create button. The system displays a dialogue box explaining that the account was successfully created. The system automatically generates fields for Portal Patient Id, Portal User Name and Portal Password. An is Adding Patient Users to Henry Schein Secure Chart Patient Portal 25

27 Deactivate a Patient from Henry Schein Secure Chart Patient Portal Procedure Details also sent to the address saved in the patient s chart. STOP If the patient does not have a valid address, make sure to give them the log in information located in the dialogue box, including the password. The password will not be visible in MicroMD EMR once you click OK. NOTE The patient can change his or her login and password in the My Profile section of the webbased Patient Portal. DEACTIVATE A PATIENT FROM HENRY SCHEIN SECURE CHART PATIENT PORTAL To remove the ability of MicroMD EMR users to publish a patient s information, remove the check mark from the Active checkbox on the Patient Portal Setup window. The system then displays a message stating that the patient has been deactivated from the Patient Portal. NOTE To take away web-functionality for a patient, you must remove them from the Patient Portal workspace. 26 Deactivate a Patient from Henry Schein Secure Chart Patient Portal

28 The Patient Side of the Henry Schein Secure Chart Patient Portal Figure 1-24 Patient Portal Set-Up Window THE PATIENT SIDE OF THE HENRY SCHEIN SECURE CHART PATIENT PORTAL Below is a screen shot of a sample patient side of the portal page (this example shows public forms). Your portal address is normally If you are unsure of the address, you can look at the set up on the administrative page. Select Portal > Portal Profile. Under the General tab you will see the address. The to patients will have this link as well. Patients also have an option to receive the confirmation in Spanish. Figure 1-25 The Portal Profile The Patient Side of the Henry Schein Secure Chart Patient Portal 27

29 The Patient Side of the Henry Schein Secure Chart Patient Portal After clicking the Click here to sign in button, the patient will sign in using the credentials they received in the . The patient will need their birthday to validate their sign on the first time, and they may be prompted to change their password. Figure 1-26 The Patient Sign-On Screen There are also options to have the password sent to their if they forget it. After the patient signs in, they will see their name in the upper right-hand corner of the page. Also present on this screen are options such as Messages (to view and send), Records (to see their medical records), My Information (a profile of the patient with contact and account information), Forms, where patients can complete on-line forms and submit to the administrative side of the portal, and a new Locations section, where all locations for the practice are listed. Figure 1-27 The Portal Home Page 28 The Patient Side of the Henry Schein Secure Chart Patient Portal

30 Messages The Patient Side of the Henry Schein Secure Chart Patient Portal Patients can correspond with their providers through the Messages feature of the Portal. Below is a sample of the messages showing a message that the practice sent to a patient. Records Figure 1-28 Messages in the Portal In the Records section of the Portal, patients can view their electronic health records, as well as their Care Plan and the date and time of their Next Appointment. Figure 1-29 Records in the Patient Portal The Patient Side of the Henry Schein Secure Chart Patient Portal 29

31 The Patient Side of the Henry Schein Secure Chart Patient Portal My Information Under the My Information section of the Portal, users can view their Patient Information, Contact Information, Primary Insurance and Secondary Insurance as shown below. Figure 1-30 My Information in the Patient Portal Forms The Forms feature of the patient portal is an easy way for providers to provide forms in electronic format directly to patients. Patients can retrieve the forms, complete them, and send them back to the provider. The order in which the forms appear, as well as the creation of these forms, is covered in the Administrative side of the Portal. Figure 1-31 Forms in the Patient Portal Once a form has been completed and submitted, the patient will receive a confirmation message like the one below. 30 The Patient Side of the Henry Schein Secure Chart Patient Portal

32 The Patient Side of the Henry Schein Secure Chart Patient Portal The Patient Side of the Henry Schein Secure Chart Patient Portal 31

33 The Patient Side of the Henry Schein Secure Chart Patient Portal Locations Practices now have the ability to enter their practice location information in the portal to be displayed to patients. Since many practices have more than one location, multiple locations can now be entered and displayed on the portal. Figure 1-32 Locations in the Patient Portal Enlarging a portion of the above screen shot, we can see that there are three practice locations listed for this practice. Figure 1-33 Multiple Practice Locations in the Patient Portal 32 The Patient Side of the Henry Schein Secure Chart Patient Portal

34 Henry Schein MicroMD 760 Boardman-Canfield Road Boardman, OH