CareTracker PDF - Administration Module

CareTracker PDF - Administration Module

Table Of Contents Administration Module...1 Overview...1 Messages and Knowledgebase...10 System Messages...11 Company Details Report...14 Insurance Lookup...15 Procedure/Diagnosis Lookup...16 Provider Lookup...17 Print Batch Letters...18 Correspondence Import...25 Launch Demonstration Company...30 CM Policies...31 Patient Setup and Admin...32 Patient Categories...33 Practice Defined Patient Details...35 Combine Duplicate Patients...37 Patient Data Export...40 Patient Import...47 Unimported Patients...53 Patient Import Template...57 Batch Patient Import...59 Patient Export Que...63 Patient Export Que...65 Export Template...67 Authorization Import...74 Scheduling Setup and Admin...79 Setup Appointment Types...80 Build Schedule...85 Custom Tasks...120 Custom Resources...121 Room Maintenance...122 Resource Groups...125 Bulk Appointments...130 Resolve Conflicts...135 Appointment Export...139 Appointment Import...142 Recall Import...146 Cancel/Reschedule Reasons...150 Clinical...153 Expected Delivery Date Tracking...154 Transcription Import...164 Custom Attachment Types...173 Custom Encounter Types...176 Copy Provider Favorites...178 iii

CareTracker PDF - Administration Module Lab Order Preferences...179 Quick Text Library...181 Letter Templates...187 A/R...192 Post...193 Open/Close Period...195 Hold Batches...201 Generate Claims...203 Generate Statements...206 Bulk Balances...207 Bulk Visits...210 Bulk Apply Unapplied...216 Verify Payments...218 Auto Write Off...220 Visit Import...223 Financial Setup and Admin...229 Encounter Form Setup...230 Blank Encounter Forms...238 Quick Pick Setup...239 Other Referrals...242 Letter Editor...245 Location Setup...258 Provider Mnemonics...259 Electronic Remit PP Message...261 Charge Fax Cover Sheet...262 Deposit Fax Cover Sheet...264 Contracts and Fees...266 Fee Schedule...266 Allowed Schedule...270 RVU Schedule...274 Activate ClaimsManager PQRI...275 Revenue Codes...278 Explosion Codes...282 System Administration...288 Operators & Roles...289 Change Password...300 Override Passwords...302 Eligibility Passwords...305 Events...306 Operator Audit Log...308 Link Administration...311 Debug...313 Company Logo...314 iv

Administration Module Administration Module Overview The Administration Module only contains the Admin application which is divided into eight sections: Messages and Knowledgebase, Patient Setup and Admin, Scheduling Setup and Admin, Clinical, A/R, Financial Setup and Admin, Contracts and Fees and System Administration. Under each section heading are pertinent links that give you access to other applications in CareTracker and access to administration specific applications and functions, i.e., generating claims. Messages and Knowledgebase System Messages- You can send important messages to all CareTracker operators in your practice from this link. System Messages can be sent with one of three statuses: 'Urgent', 'Alert', or 'Informational.' The status a system message is sent under determines how the message displays when an operator logs into CareTracker. Company Details Report- From this link you can run a Company Detail report, which includes all setup details for your company, as well as all group details, if you have multiple groups. 1

CareTracker PDF - Administration Module Insurance Lookup - A search of all insurance plans compiled in CareTracker's Insurances database can be performed by clicking on this link. Procedure/Diagnosis Lookup- From this link you can search CareTracker's database for a particular procedure or diagnosis code. Provider Lookup- A search of all providers compiled in CareTracker's Provider database can be performed by clicking on this link. Print Batch Letters- From this link appointment recall letters, appointment reminder letters and notices of missed/cancelled appointments can be generated and printed. Correspondence Import- From this link you can automatically load correspondence into CareTracker from a third party system. Importing correspondence can either occur as a batch upload (manually) from a file, or can be automatically transmitted from the sending system in either a batch or realtime mode. Launch Demonstration Company- From this link you can launch into the CareTracker training company, Mayflower Medical Associates, where company, you can practice all of the daily functions you perform in CareTracker as well as explore other features and applications you are not as familiar with. CM Policies - The CM Policies application enables you to view and/or search the list of all active, attached policies and/or URLs saved into CareTracker. This will enable the user to click on a mnemonic and view the linked policy if a ClaimsManager edit is triggered during the claim generation process. Patient Setup and Admin Patient Categories- From this link you can customize possible patient categories that will be available from the "Patient Category" field drop-down list in the Demographics application. Practice Defined Patient Details- You have the ability to create specific patient-defined details for your practice from this link. In the Details application of the Patient Module, you can complete any practice-defined details you have built. Combine Duplicate Accounts- From this link, duplicate patient accounts can be combined. 2

Administration Module Patient Data Export- - Patient demographics can be exported by clicking on this link. There are numerous filters available with which to limit patient data to export, and data can be exported in HL7 or CSV format. Patient Import- Through this link you can automatically load patients, either individually or by batch, into CareTracker from a third party system such as a hospital. Unimported Patients- If your practice utilizes an electronic patient demographic import, you can use the Unimported Patients link under the Patient Setup and Admin section of the Administration Module to update patient records that were not successfully imported for various reasons. Patient Import Template - By clicking on this link, you can view any mappings that were created when you imported patients into CareTracker. Batch Patient Import- From this link you can automatically load patients into CareTracker from a third party system. Pat Export Queue- This queue stores the export data until it is processed in CareTracker. Batch Pat Export Queue- This queue stores the export data until it is actually processed in CareTracker. Export Template - The Export Template feature enables grouping data into common categories for analysis when generating custom reports. Authorization Import- From this link you can automatically load authorizations into CareTracker from a third party system. Importing authorizations can either occur as a batch upload (manually) from a file, or can be automatically transmitted from the sending system in either a batch or real-time mode. Scheduling Setup and Admin Setup Appointment Types- All of your practice's appointment types, i.e., 'Established Patient Physical,' are saved in Appointment Types. To edit an appointment type's duration or linked task, or to add a new appointment type, click on the Setup Appointment Types link. Build Schedule- From this link you can modify a provider's existing schedule, or add, modify and delete availability. 3

CareTracker PDF - Administration Module Custom Tasks- In this link you will find the Task and Task Classes features, which allow your practice to vary the degree of flexibility allowed in scheduling requirements, depending on your practice's scheduling style. A practice can create availability that forces staff to book appointments that match the resource-specific scheduling criteria for a specific time slot exactly, or allow staff the flexibility to schedule any appointment type in any time slot. This rigidity or flexibility can be established through Task, Task Classes and linking task classes to resources. Custom Resources- - Resources are set up in this link, and can be classified as people, places, or things. All providers, rooms, or pieces of equipment that require a schedule to be built in CareTracker are classified as resources. Room Maintenance - The Room Maintenance feature helps you set up rooms to keep track of a patient appointment by updating a patient's location during their stay at your office (exam room one, nursing station, etc). You can also use this feature in the Admissions application to keep track of patients in the hospital. Resource Groups- Use this link to set up Resource Groups. Resource Groups allow you to link certain resources together so that all group members' schedules can be viewed simultaneously through the Book application of the Scheduling Module. Bulk Appointments- From this link you can enter multiple appointments for different patients to force into a provider's schedule. Scheduling via Bulk Appointments occurs entirely from one screen, regardless of the date, time provider and location of the appointment you are scheduling. Resolve Conflicts- Any time a provider's schedule is modified, you should click on this link to resolve any appointment conflicts that were created as a result of the modifications. Appointment Export- From the Appointment Export link, under the Scheduling Setup and Admin heading of the Administration Module, you can format and export appointment data for all scheduled appointments. You can format the data to export several ways, including via Phone Confirmation, XLML, Outlook 2000, icalendar File, Table, and Excel. When the data is formatted accordingly, it can then be copied and pasted into a corresponding program. 4

Administration Module Appointment Import- From this link you can automatically load appointments into CareTracker from a third party system. Importing appointments can either occur as a batch upload (manually) from a file, or can be automatically transmitted from the sending system in either a batch or real-time mode. Recall Import- From this link you can automatically load recalls into CareTracker from a third party system. Importing recalls can either occur as a batch upload (manually) from a file, or can be automatically transmitted from the sending system in either a batch or real-time mode. Clinical A/R Transcription Import- From this link you can build transcription templates and upload files for transcription to be added to patient records. Post- In order to enter any financial information into CareTracker, e.g. charges, payments and adjustments, you must first create a batch. After running a journal to verify the batch information, click the Post link to view all open batches and to post your batch into the system. Posting a batch permanently stores all financial transactions in CareTracker that are linked to the batch. Open/Close Period- From the Open/Close Period link you can set the date parameters for each of your fiscal periods/fiscal year and determine the status of each period you have created, which allows you to manage your practice's financials. Statuses include 'Opened,' 'Closed' and 'Current.' 'Current' represents the current period you are in, while 'Open' signifies any previous periods that remain open in order to post outstanding financials. Financials can only be posted into periods with a status of 'Current' or 'Open.' Hold Batches - All charges that are placed on hold due to a ClaimsManager edits are moved to a Hold Control Batch that is set up when creating a batch. The Hold Batches application enables you to fix the charges and close the held batches. Generate Claims- Click on this link to generate all posted claims directly to the payers. Generate Statements- CareTracker generates patient statements on a weekly basis, and from this link you can generate all patient statements for the entire parent company, 5

CareTracker PDF - Administration Module for all responsible parties in their group, or for only the responsible party for an individual patient. Bulk Balances- In this application you can input a patient or insurance company's owed balance without having to enter in a CPT or ICD-9 code. This application is used to convert old outstanding balances from a previous practice management system into CareTracker, thereby eliminating the need to run two systems. Bulk Visits- In this application you can capture patient visits, procedure codes and diagnosis codes on a single page for a day's worth of appointments. Bulk Apply Unapplied- Unapplied money is created when a patients' payment has been entered into CareTracker, but has not been applied to a specific date of service. From the Bulk Apply Unapplied link, you can apply unapplied money in bulk. Verify Payments- This compares the money a provider was paid for a procedure by an insurance company to the allowed amount an insurance company will pay for the same procedure. Auto Write Off - After verifying that a claim is completely paid from all sources (patient, primary insurance, secondary, etc.), CareTracker can automatically write-off any remaining balances. You can generate a list of claims based on the transaction date range or aging date of the claim, and use the list to determine which balances to write off. Visit Import- Through this link you can automatically load visits into CareTracker from a third party system, such as a hospital. Importing visits can either occur as a batch upload (manually) from a file, or can be automatically transmitted from the sending system in either a batch or real time mode. Financial Setup and Admin Encounter Form Setup- You can use the Encounter Forms link under the Financial Setup and Admin section of the Administration Module to build an encounter form for your practice. Encounter forms are typically built for you when you enroll with CareTracker. Blank Encounter Forms- A blank encounter form containing your practice's specific procedure and diagnosis codes can be printed from this link. When a blank encounter form is printed, the data fields display in the header as they normally would however, they are not populated with field-specific patient data. 6

Administration Module Quick Pick Setup- From this link you can select field-specific data options designed to create a more efficient work flow, i.e. referring providers, which are available from drop-down lists throughout CareTracker. Letter Editor- This application enables you to create and design your own personalized form letters for your practice. Working in Letter Editor is similar to working in Microsoft Word. Location Setup- This link allows you to search for all locations where services rendered are saved in CareTracker's global database. When a location is selected, all of its corresponding information display, i.e. Location NPI number and CLIA number. Provider Mnemonics- From this link mnemonics can be set up for all referring, billing, and servicing providers to be used during manual charge entry. Electronic Remit PP Message- From this link you can select a default statement message for transactions that are transferred to private pay. Charge Fax Cover Sheet- This application enables you to send a standard Fax Cover sheet by allowing to enter the number of encounters on the fax cover sheet. Deposit Fax Cover Sheet- This application enables you to send a standard Fax cover sheet by allowing to enter the number and the total value of batches on the fax cover sheet. Contracts and Fees Fee Schedule- While your fee schedule is set up when you first enroll with CareTracker, you are able to delete and/or add procedure codes and their attached fees to your fee schedule by clicking on this link. You can edit a description of an existing fee schedule, or add a new few schedule for your practice from this link as well. Allowed Schedule- From this link you can view and/or print different payer's allowed schedules that are available in CareTracker, e.g., Medicare of MA, or you can view and/or print any specific allowed schedule that has been added to your company. RVU Schedule- An RVU schedule for the Medicare Physician Fee Schedules for 2005 and 2006 can be viewed and/or printed by clicking on the RVU Schedule link under the 7

CareTracker PDF - Administration Module Contracts and Fees section of the Administration Module. An RVU schedule includes the CPT code, CPT code description, modifier and all RVU data, e.g. Work RVU, and Malpractice RVU. Activate ClaimsManager PQRI- CareTracker has now incorporated PQRI rules into ClaimsManager that enables ClaimsManager to screen claims for the necessary category II codes. This helps identify claims with the missing category II codes and provide the ability to add the codes before sending it to Medicare. Revenue Codes- Revenue codes are practice-specific codes that give you an alternative way of reporting financial data in CareTracker. Revenue codes can either be linked to specific CPT codes on your fee schedule, e.g. "New Patient Office Visits," or can be selected during a visit or charge entry to represent a specific servicing provider, billing provider and location combination, e.g. "Evening Clinic." Revenue codes are built by clicking on the Revenue Codes link under the Contracts and Fees section of the Administration Module, regardless of whether they will be linked to a procedure code or charge. Explosion Codes- Some specialty practice visits use the same procedure code set repetitively meaning multiple procedure codes are always linked to the visit. From this link, you can build explosion code sets determining which CPT codes to include. System Administration Operators & Roles- From this link, you can maintain all of your CareTracker operators. Maintenance options include the ability to add or edit an operator's role, set up application overrides, generate activity logs for each operator and generate an access/permissions level report for each operator. Change Password- You are required to change your CareTracker password every 90 days, and the system will alert you when your password is approaching its expiration date. Your password can be changed when an alert is received, or at any time, from the Change Password link. Override Passwords- CareTracker can be set up so that a password is required by an operator in order to perform certain actions, including using a batch created by another operator, posting another operator's batch, entering a transaction with a transaction date prior to the current date, canceling an 8

Administration Module appointment on or before the current date, double booking appointments and overriding the schedule format. Eligibility Passwords- In order to electronically check patient insurance eligibility with Medicaid of Massachusetts and Medicaid of California through CareTracker, you must save your provider's insurance number, user name, and password for the respective insurance in this link. Operator Audit Log- By clicking on the Operator Audit Log link you can see an audit trail of all actions performed by CareTracker operators. Link Administration- Clicking the Link Administration link enables you to add user specific URL links providing faster access to commonly used web sites. This concept is the same as Favorites in Internet Explorer. Debug- This is a link our Support Department can use to correct any bugs in the system. 9

CareTracker PDF - Administration Module Messages and Knowledgebase 10

Administration Module System Messages Administration Module System Messages Overview An important message can be sent to all CareTracker operators in your practice from the System Messages link under the Messages and Knowledgebase section of the Administration Module. System Messages can be sent with one of three statuses; 'Urgent', 'Alert', or 'Informational'. The status a system message is sent at determines how the message displays when an operator logs into CareTracker. 'Urgent' messages display in a pop-up window when an operator logs into CareTracker and also turn the Alerts button in the Name Bar red. 'Alerts' and 'Informational' system messages do not display in pop-up windows but do change the color of the Alerts button. An 'Alert' message turns the Alerts button light green and an 'Informational' message turns the Alerts button tan. The color of the Alerts button will not return to its standard green button until the system message has been flagged as read by the operator. Once a system message is sent, it is always accessible by clicking on the Alerts button in the Name Bar. FYI: A system message or 'alert' is made inactive after 30 days from the date it is created. All active, inactive, and deleted system messages are also accessible by clicking on the System Messages link. You can also mark a message as unread for all operators from this link as well which will again change the color of the Alerts button in the Name Bar. See: How to Send a System Message Related Topic: Alerts Overview (Name Bar) 11

CareTracker PDF - Administration Module Administration Module System Messages How to Send a System Message 1. Click on the Administration Module icon. 2. When the Administration Module opens, click on the System Messages link under the Messages and Knowledgebase section of the screen. 3. Active system messages display by default when the System Messages link is clicked showing each system message's description, included message, level it was transmitted at, status (active, inactive, or deleted), product, company, creator, the operator who last modified, the date and time of its last modification. 4. Click on the Add New button to send a new system message. 5. When the Add New button is clicked, complete the necessary fields. Enter a brief description of the message you are sending in the "Description" field, enter you complete message in the "Message" field, select the level of your message, 'Urgent', 'Alert,' or 'Informational', and click on the Save button. 6. When the Save button is clicked, the system message summary will default to displaying in the inactive messages screen 12

Administration Module and needs to be activated for its transmission. Click on the line summary for your new system message. 7. Your message will re-display in the lower frame of the screen. Select 'Active' in the "Status" field. 8. Click on the Save button and your system message will be transmitted accordingly. Related Topic: Alerts Overview (Name Bar) 13

CareTracker PDF - Administration Module Administration Module Company Details Report Overview By clicking on the Company Details Report link under the Messages and Knowledgebase section of the Administration Module you can view and or print out an Adobe PDF document that includes all of your company details. For multiple group practices, the Company Detail report includes all group details as well. Running this report is useful in ensuring your company and group information has been entered correctly into CareTracker. 14

Administration Module Administration Module Insurance Lookup Overview A search of all insurance plans compiled in CareTracker s Insurances database can be performed by clicking on the Insurance Lookup link under the Messages and Knowledgebase section of the Administration Module. This will generate an insurance search results list that shows the insurance plan s status, the insurance company the plan falls under and the insurance plan name, address, city, state, phone number, class, transmittal form type, carrier reference number, insurance ID, and insurance plan ID. Searches can be performed based on insurance company, insurance plan, keyword, financial class, address, city, and state. 15

CareTracker PDF - Administration Module Administration Module Procedure/Diagnosis Lookup Overview From the Procedure/Diagnosis Lookup link under the Messages and Knowledgebase section of the Administration Module, you can search for procedures and diagnosis codes. A procedure code search can be done based on your fee schedule, in the CPT/HCPCS database saved in CareTracker, or in the NDC codes database saved in CareTracker. You can search for a diagnosis code in the ICD-9 database saved in CareTracker. Both procedures and diagnosis code searches can be performed based on a partial code, a complete code, or by keyword. When a partial code, complete code, or keyword is entered, the Procedure Search or the Diagnosis Search pop-up window displays containing all codes that match your search criteria. When a code is selected, the complete code displays along with a description of the code. 16

Administration Module Administration Module Provider Lookup Overview A search of all providers compiled in CareTracker s Provider database can be performed by clicking on the Provider Lookup link under the Messages and Knowledgebase section of the Administration Module. Searches can be performed based on a provider s last name, first name, state, UPIN and/or NPI. All insurance number saved in CareTracker for each provider can be accessed from the generated search results list by clicking on the Ins/Plan button next to the corresponding provider's name. 17

CareTracker PDF - Administration Module Print Batch Letters Administration Module Print Batch Letters Overview From Batch Letters, a link under the Messages and Knowledgebase heading in the Administration Module appointment recall letters, appointment reminder letters, and notices of missed/cancelled appointments can be generated and printed. Collection letters must also be printed from this link, but cannot be generated from this link. Generating appointment recall letters, reminder letters, and notices of missed/cancelled appointments in Print Batch Letters follows the same steps as generating these letters from the Recalls/Letters Due link under the Clinical section of the Dashboard. From the Print Batch Letters link, the Recalls Due report can be accessed and utilized to generate appointment recall letters. Printing batch letters from the Print Batch Letters link follows the same steps regardless of the type of batch letters you are printing, and once they are printed, the status of the batch needs to be changed to 'Printed'. See: How to Print Batch Letters, Generating Recalls and Reminder Letters Related Topics: Recalls/Letters Due Overview (Home); How to Generate Appointment Recall Letters (Home); How to Print Appointment Recall Letters (Home); Recalls Overview (Scheduling Module); Collections Overview (Home); How to Generate Collection Letters (Home) 18

Administration Module Administration Module Print Batch Letters How to Generate Batch Letters FYI: Only batch appointment recall letters, appointment reminder letters, and notices of missed/cancelled appointment letters can be generated from the Print Batch Letters link. Collection letters must be generated from the Collection System link under the Billing section of the Dashboard. 1. Click on the Administration Module. 2. Click on the Print Batch Letters link under the Messages and Knowledgebase section. 3. From the "Action" field drop-down list, select the type of batch letter you need to create, 'Appointment Recall Batch', 'Appointment Reminder Batch', or 'Missed/Cancelled Appointment Batch'. Click on the Go button next to the "Action" field. FYI: If needed, the Recalls Due Report can be accessed by clicking on the Recalls Due Report button. This report is broken down by recall type and aged by days, 60-30 and 30-1. In addition, overdue recalls show broken down by recall type and aged by days, 0-30, 31-60, 61-90, 91-120, and over 120. 19

CareTracker PDF - Administration Module 4. When Go is clicked, several new filters display that can be used to filter the Print Batch Letters list that will display. Typically, these default filters do not need to be changed, but they can be changed as needed. Click on the Go button next to the "End" field. 5. When Go is clicked, a list of patients who match the filters displays showing each patient's name and their appointment information. Each patient defaults with a check mark in the Add column to the left of their name indicating they are selected to receive the letter you are generating. To deselect a patient, click on the check mark next to that patient's name in the Add column which will remove the check mark. In addition there is a Deselect All button that can be clicked to de-select every patient listed. 6. From the "Style Sheet" field drop-down list, select the style of the appointment recall letters you need to generate, 'Appointment Recall Letter' or 'Appointment Recall Letter 2' 'Appointment Recall 20

Administration Module Letter 2' should be selected if you already generated and printed appointment recalls for the patients, they still have not made an appointment, and now you are generating a second recall letter for them. If you are generating appointment reminder letters or notices of missed/cancelled appointment letters, a style of letter does not need to be selected. FYI: 'Yes' would only be selected from the "CareTracker Staff Responsible" field if a CareTracker staff member was responsible for generating these letters. 7. Click on the Add to Batch button. A letter for each selected patient is now generated and saved in CareTracker however, these letters still need to be printed which can be done directly from the screen you are currently in after clicking on the Add to Batch button. Related Topics: Recalls/Letters Due Overview (Home); How to Generate Appointment Recall Letters (Home), Reminder Letters or Notices of Missed/Cancelled Appointments (Home); Recalls Overview (Scheduling Module); Collections Overview (Home); How to Generate Collection Letters (Home) 21

CareTracker PDF - Administration Module Administration Module Print Batch Letters How to Print Batch Letters FYI: Printing Batch Letters can only be done after the letters have been generated in CareTracker. 1. Click on the Administration Module icon. 2. Click on the Print Batch Letters link under the Messages and Knowledgebase section. 3. From the action field in the top left hand corner select 'Show Existing Batches.' 4. Click on the Go button next to the action field that shows 'Show Existing Batches.' 5. When Go is clicked, several new filters display all of which have default options selected that typically do not need to be changed. If needed, the filters can be changed using the Calendar functions to change the default date ranges or by using any of the drop-down lists. Click on Go next to the "Batch Range Date End" field 22

Administration Module 6. A list of existing letter batches that match the filters displays when Go is clicked showing the group name, customer number, count (number of individual letters included in the batch), the date the batch was created, the batch letters number, the type of letters in the batch i.e., Appointment Recall or Collections, the status, if the CareTracker staff is responsible for generating the letters, the style sheet i.e., Appointment Recall Letter or Final Notice, and the operator who generated the letter batch. Select a batch or batches of letters to print by clicking in the small white check box at the beginning of the batch letter line you need to print. FYI: Multiple batches can only be selected at the same time if they have the same style sheet. For example, a batch of appointment recall letters and a batch of missed/cancelled appointment letters cannot be selected at the same time to print or a batch of Final Notice collection letters and a batch of Past Due collection letters cannot be selected at the same time. 7. When the batch or batches of letter that need to be printed are selected, click on the Print Letters button if actual letters need to be printed or click on the Print Labels button if envelope labels for the letters need to be printed. Labels would be necessary if your practice had an existing appointment recall letter or poster card that they used. FYI: All refund checks print 3 checks per page. 23

CareTracker PDF - Administration Module 8. When the Print Letters or Print Labels button is clicked either the letters or the labels to use on envelops displays in the lower frame of the screen. Right click on top of the first letter and select 'Print' from the grey pop-up menu and the letters (or labels) will print. 9. When the letters or labels have finished printing, select 'Printed' from the "Status" field drop-down list and click on the Save button. FYI: For multi-location, single group practices, recall letters can be printed to display each location's address instead of the group address. If your recall letters require location addresses, please send a To Do to the Support Department. Related Topics: Recalls/Letters Due Overview (Home); How to Generate and Print Appointment Recall Letters, Reminder Letters or Notices of Missed/Cancelled Appointments (Home); Recalls Overview (Scheduling Module); Collections Overview (Home); How to Generate Collection Letters (Home) 24

Administration Module Correspondence Import Administration Module Correspondence Import Overview Through the Correspondence Import link listed under the Messages and Knowledgebase section of the Administration Module, you can automatically load correspondence into CareTracker from a third party system. Importing correspondence can either occur as a batch upload (manually) from a file or can be automatically transmitted from the sending system in either a batch or real time mode. See: How to Import Correspondence, How to Work Unimported Correspondence 25

CareTracker PDF - Administration Module Administration Module Correspondence Import How to Import Correspondence FYI: After successfully loading and importing correspondence, you should call up at least one correspondence from the batch that was uploaded and verify it is successfully in CareTracker If the operator who uploads the batch of correspondence does not import those correspondence, that operator should verify an correspondence from the previous batch is successfully in CareTracker. If your practice electronically sends a batch of correspondence in the background from "computer" to "computer" then that person responsible for releasing those correspondence to go should verify an correspondence from the previous batch is successfully in CareTracker. 1. Click on the Administration Module icon. 2. Click on the Correspondence Import link under the Messages and Knowledgebase section of the screen. 3. If the file has not been automatically posted from the sending system into CareTracker, click on the Browse button. 4. The Choose File pop-up window displays when the Browse button is clicked. Locate the file that needs to be uploaded into your system. When the file has been selected, click on it and the Choose File pop-up window closes. Click on the Upload File button. FYI: It is imperative that you select the correct file during this step or you will create the wrong patients in your company. FYI: Clicking on the Upload File button will upload the file to a temporary area and does not actual create the correspondence in CareTracker. 26

Administration Module 5. Click on the Process Queue tab. 6. When the Queue displays, wait for the file to appear in the Processed section of the Queue screen. Click on the Translate tab when the file appears in the Processed section to translate any correspondence data that may have been uploaded but are different than the data in CareTracker. FYI: If any file ends up in the Error Queue, log a call to the CareTracker Support Department. 7. Select the batch name, date of the correspondence you are importing, from the "Batch" field drop-down list or select 'Combine Batches' to import all processed correspondence saved in CareTracker. 8. Click on the Resolve Correspondence button to match up the correspondence with the corresponding patients in CareTracker. FYI: If correspondence is not resolved, any correspondence that does not match a patient will go into Work Unimported Patients and will need to be worked. 9. Map the incoming correspondence data that does not match with data in CareTracker. 10. When all correspondence features have been mapped accordingly and saved, click on the Review tab. 11. When you review correspondence, you can map correspondence to a patient by clicking on the... button on the corresponding correspondence line. Click on the Import Correspondence button. 12. Click on the Import Que and wait for the file to appear in the Processed section of the Queue. 13. When the file appears in the Processed section, click on the Mark Read button to remove the processed file from the Import Que and the correspondence has been imported into CareTracker. 14. Work Unimported Correspondence after completing an Correspondence Import to import any correspondence that could not be imported or needs to be corrected in order to be successfully imported. 27

CareTracker PDF - Administration Module See: How to Work Unimported Correspondence 28

Administration Module Administration Module Correspondence Import How to Work Unimported Correspondence 1. Click on the Work Unimported tab in the Correspondence Import screen. 2. Select the batch name of the imported correspondence file from the "Batch" field drop-down list. 3. All unimported correspondence displays showing it's status of Not Imported, the entity's ID #, CareTracker Name, patient last name, patient first name, patient middle name, admission date, service date, discharge date, CPT code, modifiers, and the correspondence type. Match up each unimported correspondence by patient or correspondence type. 4. If you are going to enter an correspondence manually into CareTracker, reject that individual correspondence by clicking on the R button next to the status of the correspondence you are not going to import. FYI: To reject all unimported correspondence click on the Reject All Unimported Correspondence button. That correspondence will need to be manually entered into CareTracker. 5. When all correspondence have been corrected, matched, and rejected if you are going to manually enter them, click on the Import Correspondence button and the correspondence will be imported into CareTracker. See: How to Import Correspondence 29

CareTracker PDF - Administration Module Launch Demonstration Company Administration Module Launch Demonstration Company Overview Mayflower Medical Associates is the name of the CareTracker training company you can launch into by clicking on the Launch Demonstration Company link under the Messages and Knowledgebase section of the Administration Module. Here you can practice all of the daily functions you perform in CareTracker, or explore other features and applications you are not as familiar with. The benefit of experimenting in the training company environment as opposed to in your practice database is that you will not destroy or harm any available data. When you finish practicing with the training company, you must log back into CareTracker to return to your practice database. FYI: Before you begin entering or editing "play" data in the training environment, verify that the group name 'Mayflower Medical Associates' displays in the "Group" field located in the top, right-hand corner of the Name Bar. 30

Administration Module CM Policies Administration Module CM Policies Overview The CM Policies application enables you to view and/or search the list of all active, attached policies and/or URLs saved into CareTracker to support the ClaimsManager edits. This will enable the user to click on a mnemonic and view the linked policy if a ClaimsManager edit is triggered during the claim generation process. How to View CM Policies 1. Click on the Administration Module icon. 2. Click on the CM Policies link under the Messages and Knowledgebase section of the screen. 3. Select the required Mnemonic from the list and click the Show button. A list of policies that match the information entered displays. 31

CareTracker PDF - Administration Module Patient Setup and Admin 32

Administration Module Patient Categories Administration Module Patient Categories Overview The "Patient Category" field in the Demographics application of the Patient Module is used to categorize your active patients. You can customize possible patient categories from the Patient Categories link under the Patient Setup and Admin section of the Administration Module. Once a custom category is built, it can be selected for patients from the "Patient Category" field drop-down list. Patient categories will display next to the patient's name in the "Name" field when the patient is pulled into context. For example, you could create a custom category 'High Deductible' to categorize all of your active patients who have a high deductible insurance. The category 'High Deductible' would be built and then it would be selected for each patient from the "Patient Category" drop-down list on their Demographic. When a patient who has been categorized as 'High Deductible' is pulled into context, 'High Deductible' displays next to their name in the "Name" field of the Name Bar. FYI: There are global patient categories available from the "Patient Category" field drop-down list in the Demographics application including 'Bad Address' and 'Collections'. See: How to Build a Custom Patient Category Related Topic: Demographics- Patient Category (Patient Module) 33

CareTracker PDF - Administration Module Administration Module Patient Categories How to Build a Custom Patient Category 1. Click on the Patient Categories link under the Patient Setup and Admin section of the Administration Module. 2. When the "Patient Category" field displays, click on the Add button to build a custom category. 3. The Add Patient Category fields display when the Add button is clicked. Enter the description of the category you are creating in the "Category Description" field. 4. 'Y' should remain selected in the "Active" field so that it will be an active category operators can select from the "Patient Category" field drop-down list in the Demographics application. 5. Click on the Save button and the category will now be available for selection from the "Patient Category" field drop-down list in the Demographics application. Related Topic: Demographics- Patient Category (Patient Module) 34

Administration Module Practice Defined Patient Details Administration Module Practice Defined Patient Details Overview You have the ability to create specific patient defined details for your practice from the Practice Defined Patient Details link under the Patient Setup and Admin section of the Administration Module. A patient defined detail would be some piece of data your practice needs to track, but that is not a data field somewhere else in CareTracker. For example, if you wanted to track all of your patients with a high deductible you could build a practice defined detail "High Deductible." In the Details application of the Patient Module, you can complete any practice defined details you have built. For the example above, in the Details application there would be a "High Deductible" field where you could populate information for this patient. For this example, it would most likely be a 'Yes' or 'No' response that would be entered into the "High Deductible" field. See: How to Build Patient Defined Details Related Topics: Details Overview (Patient Module) 35

CareTracker PDF - Administration Module Administration Module Practice Defined Patient Details How to Build Practice Defined Details 1. Click on the Practice Defined Patient Details link under the Patient Setup and Admin section of the Administration Module. 2. When the Practice Defined Details link is clicked, a list of any currently built patient details will display. Click on the Add New Detail button. 3. The Add Practice Defined Patient Detail screen displays when the Add New Detail button is clicked. Enter the patient defined detail you would like to create in the "Description" field. 4. Click on the Save button. 5. When the Save button is clicked, the Practice Defined Patient Details screen re-displays with your newly created patient detail listed. 36

Administration Module Administration Module Combine Duplicate Patients Overview Each registered patient in CareTracker should have only one account however, duplicate patient accounts may be accidentally created, and when this occurs, the patient's two accounts need to be combined into one. Combining duplicate patient accounts can be accomplished in the Combine Duplicate Patients link under the Medical Records heading of the Administration Module. How to Combine Duplicate Patient Accounts 1. Pull the patient's account that needs to be kept in CareTracker into context in the Name Bar. 2. Click on the Administration Module. 3. Click on the Combine Duplicate Patients link under the Patient Setup and Admin heading. 4. When the Combine Duplicate Patients link is clicked, search fields are displayed which are used to search your patient database for the duplicate patient account to combine with the patient account in context. All of these fields do not have to be completed however, entering the CareTracker ID number of the account to combine in the "Entity ID" field, the first name, and last name speeds your search. When the search fields are complete, click on the Go button. 37

CareTracker PDF - Administration Module 5. When Go is clicked all of the patient accounts saved in CareTracker that match what was entered in the search fields displays showing the patient's name, date of birth, Social Security Number, phone number and status. Click on the patient's name on the account that needs to be combined with the patient in context. FYI: Click on the Search Again button if the patient's account that needs to be combined with the patient's account in context is not listed. 6. A summary of the patient's basic demographic information including, name, SSN, DOB, sex, and address displays when their name is clicked on in the search results list. Verify again that this is the correct duplicate patient account that needs to be combined with the patient in contexts account. FYI: Click on the Search Again button if the patient's account that needs to be combined with the patient's account in context is not listed. 7. Click on the Combine button. 38

Administration Module 8. When the Combine button is clicked, you must verify again that you are moving the appropriate patient's data to the appropriate patient's account. Click on the Continue button to continue combining the two accounts. 9. When Continue is clicked, a new screen displays indicating 'Your request will be processed', and it also shows the patient's account information copied from, the account copied to, the operator who requested combining the accounts, the date, and time of the request. The patients' accounts will be combined into the one account that was in context when the system has finished processing. FYI: When the patient's account that was combined with the account in context is searched, it will be listed as a duplicate account that cannot be opened. 39

CareTracker PDF - Administration Module Patient Data Export Administration Module Patient Data Export Overview It may be necessary to export patient information from CareTracker to use in another system. Patient demographics can be exported from CareTracker by clicking on the Patient Data Export link under the Patient Setup and Admin section of the Administration Module. Data can be exported for one patient, several patients, or for all patients registered in CareTracker. There are numerous filters to use in order to limit the patients to export, i.e., DOB, registration date, insurance company, insurance plan, appointment date, encounter date, procedure code, and diagnosis code. A file can be exported in either HL7 or CSV format. When data is exported in HL7 format, it is exported into a Notepad file. When data is exported in CSV format, it is exported into an Excel spreadsheet. All exported files are saved in CareTracker until they are manually deleted by an operator. Saved export files can be accessed by clicking on the View Saved Files button. 40

Administration Module See: How to Export Patient Data 41

CareTracker PDF - Administration Module Administration Module Patient Data Export How to Export Patient Data 1. Click on the Administration Module icon. 2. When the Administration Module opens, click on the Patient Data Export link listed under the Patient Setup and Admin heading. 3. The Patient Data Export Option screen displays when the Patient Data Export link is clicked. Select whether you need to export the data in HL7 or CSV format be clicking on the corresponding radial. 4. Select the patient (s) data you need to export. There are two simpler ways patients' data can be selected for export. To export the data of the current patient you have in context in the Name Bar, click on the "Current Patient" radial. Patient's data to export can also be selected by leaving the default "Enter Patient ID" radial and entering the needed patient's CareTracker ID numbers in the "Enter Patient ID" field. Be sure to separate ID numbers with a comma, but without any spaces. You can elect to enter chart numbers in the "Enter Patient ID" field instead of their CareTracker ID numbers but you need to click in the "Use Chart Number for the Patient ID" check-box before generating data. 5. To limit patient data to export or to export all patients' data, click on the "Selection" radial. 42

Administration Module 6. Numerous filters display when the "Selection" radial is clicked. Any of these filters can be used to set parameters of patient data to export. For example, if you wanted to export data for all patients your patients, you would enter the date when patients were first put into your system in the "Registration Date From" field and enter the current date in the "Registration Date To" field. Another example of how to use the provided filters would be to only select a specific provider from the "Providers" box to only export that providers' patients. There is no limit to the number of filters you can utilize for your patient export. 7. When all needed filters are set click on the Generate Data button. 43

CareTracker PDF - Administration Module 8. A pop-up message displays when the Generate Data button is clicked telling you "Request has been sent to the Message Queue.." Click on the OK button and you are returned to the Patient Data Export Options screen. 9. The Queue application processes the data for export. Depending on amount of data you've selected of export will determine how long it takes CareTracker to generate the data. To see how the data is processing, click on the Check Queue button. 44

Administration Module 10. When you click the on the Check Queue button, the Queue application displays showing data export files that are queued for processing, files currently being processed, files that have finished processing, and any file errors. The data export file is complete when it appears in the Processed section of the Queue application. Click on the Close button to return to the Patient Data Export Options screen. 11. Click on the View Saved Files button to open up a patient data export file. 12. A list of all saved patient data export files displays when the View Saved Files button is clicked showing the file's name, the date and time it was generated, the file type, either a text document or a Microsoft Excel CSV File, and the file size. To open a file, click anywhere on the file line. 13. When a file line is clicked, the File Download pop-up window displays. In this pop-up window you can click on the Open button to open up the file or you can click on the Save button to save the file to your PC. Once a file is open, you can also save it to you PC. 45

CareTracker PDF - Administration Module FYI: If the file is too large to download, click the Zip button. A message prompts to confirm the action. Click the OK button to compress the file. 46

Administration Module Patient Import Administration Module Patient Import Overview Through the Patient Import link listed under the Patient Setup and Admin section of the Administration Module, you can automatically load patients into CareTracker from a third party system such as a hospital. Importing patients can either occur as a batch upload (manually) from a file or can be automatically transmitted from the sending system in either a batch or real time mode. After either import method is complete, you must work unimported patients once the file is uploaded which can be done by clicking on the Work Unimported button in the Patient Import screen or by clicking on the Unimported Patients link under the Front Office section of the Dashboard. See: How to Import Patients, How to Import Unimported Patients Related Topics: Unimported Patients Overview (Home); How to Work Unimported Patients (Home), Patient Import Template (Administration Module) 47

CareTracker PDF - Administration Module Administration Module Patient Import How to Import Patients 1. Click on the Administration Module icon. 2. Click on the Patient Import link under the Patient Setup and Admin section of the screen. 3. When the Patient Import screen displays showing the Queue. If a file has been automatically posted from the sending system the file will appear in the Processed section of the screen. When the file has not been posted, click on the Browse button. 4. The Choose File pop-up window displays when the Browse button is clicked. Locate the file that needs to be uploaded into your system. When the file has been selected, click on the Choose File pop-up window closes. Click on the Upload File button. FYI: It is imperative that you select the correct file during this step or you will create the wrong patients in your company. 48

Administration Module 5. When the Upload File button is clicked, patients from the selected file are automatically created or existing patient demographics are automatically edited in CareTracker. There are two parameters you can set, Auto Add and Auto Edit. 'Y' is the default for Auto Add and when 'Y' is selected, all new patients will be automatically imported into CareTracker when the file is uploaded. When 'No' is selected for Auto Add, all new patients in the file will be flagged as unimported and will need to be worked individually. Unimported patients can be worked by clicking on the Work Unimported button in the Patient Import screen or in the Unimported Patients link on the Dashboard. Using either method, you will have to go in and review every new patient and manually import them into CareTracker one at a time. Auto Edit works the same way as Auto Add. 'Y' is the default so when the file is uploaded so any edits made to patient records contained in the file will be automatically applied to the corresponding patient's record in CareTracker. When 'No' is selected for Auto Edit all patients contained in the file that have changes on them will be flagged as unimported unimported and will need to be worked individually. Unimported patients can be worked by clicking on the Work Unimported button in the Patient Import screen or in the Unimported Patients link on the Dashboard. Using either method, you will have to go in and review every all edits and either accept the needed data or reject it. Patients with edits that you accept will have to be manually imported into CareTracker. This is important if you do not want the hospital data to override the CareTracker data. 6. Work Unimported patients either by clicking on the Work Unimported button or by clicking on the Unimported Patients link under the Front Office section of the Dashboard. See: How to Import Unimported Patients Related Topics: Unimported Patients Overview (Home); How to Work Unimported Patients (Home), Patient Import Template (Administration Module) 49

CareTracker PDF - Administration Module Administration Module Patient Import How to Import Unimported Patients FYI: Unimported patients can also be imported by clicking on the Unimported Patients link under the Front Office section of the Dashboard in the Home page. 1. Click on the Work Unimported button to work all unimported patients, patients with information that could not be translated in CareTracker. FYI: Certain fields must be converted from hospital codes to CareTracker codes including, Group, Insurance Plan, Provider, Referring Provider, Relationship, Marital Status, Sex, location, place of service, and appointment type. When a code cannot be converted, it is flagged in Unimported Patients. 2. Select the batch of unimported patients to work from the "Select Batch to Work" field drop-down list. Batch name consists of the year, month, and day a file was uploaded into CareTracker. 3. When a batch or 'All' is selected from the "Select Batch to Work" field, a list of all unimported patients for that uploaded batch will display showing each patients chart number, last name, first 50

Administration Module name, middle name, SSN, DOB, the import issue, and the batch name with which the patient was uploaded. 4. Click on a patient line. 5. When a patient line is clicked, all patient detailed information displays. Information highlighted red is information that could not be mapped accordingly. For example, if a hospital sent an insurance plan called Free Care, and there is not an exact match, the closest insurance plan name saved in CareTracker, e.g. Free Care Foreign Patient, will display in the highlighted, red field. Click on the... button to search CareTracker's Insurance Plan database to select a different insurance plan for the patient or click on the X button to delete not have any insurance plan selected for the patient or click button to avoid importing insurance information for any patient with that specific insurance plan. 6. Click on the Import button located on the corresponding patient's line and the patient will be created or the patient's edits will be applied in CareTracker. FYI: The button is available only for employers, providers and insurances to help avoid importing data. Anytime you map something in Unimported Patients, it is then mapped to that value from then on. The template is automatically created as you map items. It is imperative that you map correctly since once you map it will be automatically imported from then on. 51

CareTracker PDF - Administration Module 7. Follow steps 4-6 for each unimported patient contained in the batch you selected. See: How to Import Patients Related Topics: Unimported Patients Overview (Home); How to Work Unimported Patients (Home), Patient Import Template (Administration Module) 52

Administration Module Unimported Patients Administration Module Unimported Patients Overview If your practice utilizes an electronic patient demographic import, you can use the Unimported Patients link under the Patient Setup and Admin section of the Administration Module to work on patients that were not successful imported for various reasons. Unimported patients are also identified by the Unimported Patients link under the Front Office section of the Dashboard and unimported patients can be worked on and imported from this link as well. Unimported patients can also be reviewed and worked from the Patient Import link under the Demographics section of the Administration Module. Importing patient files occurs in the Patient Import link located under the Patient Setup and Admin section of the Administration Module. When a file has been uploaded in the Patient Import link, you would want to go to the Unimported Patients application. See: How to Import Unimported Patients Related Topics: Patient Import Overview (Administration Module); How to Import Patients (Administration Module); How to Import Unimported Patients (Administration Module); Unimported Patients Overview (Home); How to Import Unimported Patients (Home); Patient Import Template (Administration Module) 53

CareTracker PDF - Administration Module Administration Module Unimported Patients How to Import Unimported Patients FYI: Unimported patients can also be imported by clicking on the Patient Import link under the Patient Setup and Admin section of the Administration Module and then clicking the Work Unimported button. 1. Click on the Unimported Patients link under the Patient Setup and Admin section of the Administration Module. FYI: Certain fields must be converted from hospital codes to CareTracker codes including, Group, Insurance Plan, Provider, Referring Provider, Relationship, Marital Status, Sex, location, place of service, and appointment type. When a code cannot be converted, it is flagged in Unimported Patients. 2. Select the batch of unimported patients to work from the "Select Batch to Work" field drop-down list. Batch names consist of the year, month, and day the file was uploaded into CareTracker. 3. When a batch or 'All' is selected from the "Select Batch to Work" field, a list of all unimported patients for that uploaded batch will display showing each patients chart number, last name, first name, middle name, SSN, DOB, the import issue, and the batch name with which the patient was uploaded. 54

Administration Module FYI: You can check across batches if a patient occurs more than once, thus saving you time from reviewing a patient numerous times. If duplicate records for a patient exist the unimported feature lists all occurrences making it easy for you to check the most up to date information to save in CareTracker. 4. Click on a patient line. 5. When a patient line is clicked, detailed patient information displays. Information highlighted red is information that could not be mapped accordingly. For example, if a hospital sent an insurance plan called Free Care, and there is not an exact match, the closest insurance plan name saved in CareTracker, e.g. Free Care Foreign Patient, will display in the highlighted, red field. Click on the... button to search CareTracker's Insurance Plan database to select a different insurance plan for the patient or click on the X button to delete not have any insurance plan selected for the patient or click button to avoid importing insurance information for any patient with that specific insurance plan. 6. Click on the Import button located on the corresponding patient's line and the patient will be created or the patient's edits will be applied in CareTracker. FYI: The button is available only for employers, providers and insurances to help avoid importing data. Anytime you map something in Unimported Patients, it is then mapped to that 55

CareTracker PDF - Administration Module value from then on. The template is automatically created as you map items. It is imperative that you map correctly since once you map it will be automatically imported from then on. 7. Follow steps 6-8 for each unimported patient contained in the batch you selected. Related Topics: Patient Import Overview (Administration Module); How to Import Patients (Administration Module); How to Import Unimported Patients (Administration Module); Unimported Patients Overview (Home); How to Import Unimported Patients (Home); Patient Import Template (Administration Module) 56

Administration Module Administration Module Patient Import Template Overview Anytime you map something in the work un-imported, it is then mapped to that value from then on and can be viewed by clicking on the Patient Import Template link under the Patient Setup and Admin section of the Administration Module. The template is automatically created as you map items. It is imperative that you map correctly since once you map it will be automatically imported from then on. When a field is selected from the "Field" field drop-down list, you will see the value we are receiving from the hospital and the value that value is mapped to in CareTracker. You can search and attach another insurance to that value, or delete it and map it the next time you get a patient or avoid importing details and mapping the information to a blank value. This same template will automatically be updated as mapping occurs while importing. 57

CareTracker PDF - Administration Module Related Topics: Patient Import Overview (Administration Module); How to Import Unimported Patients (Administration Module); How to Import Unimported Patients (Home) 58

Administration Module Batch Patient Import Administration Module Batch Patient Import Overview Through the Batch Patient Import link listed under the Patient Setup and Admin section of the Administration Module, you can automatically load patients into CareTracker from a third party system. Importing patients can either occur as a batch upload (manually) from a file or can be automatically transmitted from the sending system in either a batch or real time mode. See: How to Batch Import Patients, How to Work Unimported Patients 59

CareTracker PDF - Administration Module Administration Module Batch Patient Import How to Batch Import Patients FYI: After successfully loading and importing patients, you should call up at least one patient from the batch that was uploaded and verify it is successfully in CareTracker If the operator who uploads the batch of patients does not import those patients, that operator should verify an patient from the previous batch is successfully in CareTracker. If your practice electronically sends a batch of patients in the background from "computer" to "computer" then that person responsible for releasing those patients to go should verify an patient from the previous batch is successfully in CareTracker. 1. Click on the Administration Module icon. 2. Click on the Batch Patient Import link under the Patient Setup and Admin section of the screen. 3. If the file has not been automatically posted from the sending system into CareTracker, click on the Browse button. 4. The Choose File pop-up window displays when the Browse button is clicked. Locate the file that needs to be uploaded into your system. When the file has been selected, click on it and the Choose File pop-up window closes. Click on the Upload File button. FYI: It is imperative that you select the correct file during this step or you will create the wrong patients in your company. FYI: Clicking on the Upload File button will upload the file to a temporary area and does not actual create the patients in CareTracker. 5. Click on the Process Queue tab. 60

Administration Module 6. When the Queue displays, wait for the file to appear in the Processed section of the Queue screen. Click on the Translate tab when the file appears in the Processed section to translate any patient data that may have been uploaded but are different than the data in CareTracker. FYI: If any file ends up in the Error Queue, log a call to the CareTracker Support Department. 7. Select the batch name, date of the patients you are importing, from the "Batch" field drop-down list or select 'Combine Batches' to import all processed patients saved in CareTracker. 8. Click on the Resolve Patients button to match up the patients with the corresponding patients in CareTracker. FYI: If patients are not resolved, any patient that does not match a patient will go into Work Unimported Patients and will need to be worked. 9. Map the incoming patient data that does not match with data in CareTracker. 10. When all patient features have been mapped accordingly and saved, click on the Review tab. 11. When you review patients, you can map a patient to a patient by clicking on the... button on the corresponding patient line. Click on the Import Patient button. 12. Click on the Import Que and wait for the file to appear in the Processed section of the Queue. 13. When the file appears in the Processed section, click on the Mark Read button to remove the processed file from the Import Que and the patients have been imported into CareTracker. 14. Work Unimported Patients after completing an Patient Import to import any patient that could not be imported or needs to be corrected in order to be successfully imported. See: How to Work Unimported Patients 61

CareTracker PDF - Administration Module Administration Module Batch Patient Import How to Work Unimported Patients 1. Click on the Work Unimported tab in the Patient Import screen. 2. Select the batch name of the imported patient file from the "Batch" field drop-down list. 3. Each unimported patient displays showing it's status of Not Imported, the entity's ID #, CareTracker Name, patient last name, patient first name, patient middle name, admission date, service date, discharge date, CPT code, modifiers, and the patient type. Match up each unimported patient by patient demographic. 4. If you are going to enter an patient manually into CareTracker, reject that individual patient by clicking on the R button next to the status of the patient you are not going to import. FYI: To reject all unimported patients click on the Reject All Unimported Patients button. Those patients will need to be manually entered into CareTracker. 5. When all patients have been corrected, matched, and rejected if you are going to manually enter them, click on the Import Patients button and the patients will be imported into CareTracker. See: How to Batch Import Patients 62

Administration Module Administration Module Patient Export Que Overview It may be necessary to export patient information from CareTracker to use in another system. Patient demographics can be exported from CareTracker by clicking on the Pat Export Que link under the Patient Setup and Admin section of the Administration Module. The Queue application stores the export data until it is actually processed in CareTracker. While the Patient Data Export Que can be viewed from the Patient Data Export link, it can also be accessed by clicking on the Patient Export Que under the Patient Setup and Admin section of the Administration Module. The Que is separated into four sections, Queued, Processing, Processed, and Error and shows data export files that are queued for processing, files currently being processed, files that have finished processing, and any file errors. The data export file is complete when it appears in the Processed section of the Queue application. Depending on the amount of data you've selected of export will determine how long it takes CareTracker to process. Data can be exported for one patient, several patients, or for all patients registered in CareTracker. There are numerous filters to use in order to limit the patients to export, i.e., DOB, registration date, insurance company, insurance plan, appointment date, encounter date, procedure code, and diagnosis code. A file can be exported in either HL7 or CSV format. When data is exported in HL7 format, it is exported into a Notepad file. When data is exported in CSV format, it is exported into an Excel spreadsheet. All exported files are saved in CareTracker until they are manually deleted by an operator. 63

CareTracker PDF - Administration Module Related Topics: Queue Overview (Home); Patient Data Export Overview (Administration Module); How to Export Patient Data (Administration Module) 64

Administration Module Administration Module Patient Export Que Overview It may be necessary to export patient information from CareTracker to use in another system. Patient demographics can be exported from CareTracker by clicking on the Patient Data Export link under the Patient Setup and Admin section of the Administration Module. The Queue application stores the export data until it is actually processed in CareTracker. While the Patient Data Export Que can be viewed from the Patient Data Export link, it can also be accessed by clicking no the Batch Pat Export Que under the Patient Setup and Admin section of the Administration Module. The Que is separated into four sections, Queued, Processing, Processed, and Error and shows data export files that are queued for processing, files currently being processed, files that have finished processing, and any file errors. The data export file is complete when it appears in the Processed section of the Queue application. Depending on the amount of data you've selected of export will determine how long it takes CareTracker to process. Data can be exported for one patient, several patients, or for all patients registered in CareTracker. There are numerous filters to use in order to limit the patients to export, i.e., DOB, registration date, insurance company, insurance plan, appointment date, encounter date, procedure code, and diagnosis code. A file can be exported in either HL7 or CSV format. When data is exported in HL7 format, it is exported into a Notepad file. When data is exported in CSV format, it is exported into an Excel spreadsheet. All exported files are saved in CareTracker until they are manually deleted by an operator. 65

CareTracker PDF - Administration Module Related Topics: Queue Overview (Home); Patient Data Export Overview (Administration Module); How to Export Patient Data (Administration Module) 66

Administration Module Export Template Administration Module Export Template Overview The Export Template feature enables grouping data into common categories for analysis when generating custom reports. The feature supports grouping of the following data that is set up for the practice: 1. Financial Transaction Type (for example, Adjustment- Filing Limit, Free Care Adjustment, Adjustment-Small Balance and more) Group (applicable if the practice is set up with multiple groups) Insurance Company (for example, Aetna, Blue Cross, Tufts and more) Insurance Plan (for example, Tufts HMO, Tufts PPO and more) Location Provider For example, a practice might want to view a custom report of patients that are categorized as 'managed care' and 'non-managed care' based on insurance plans. In order to create this custom report, the practice must set up an export template assigning certain patient insurance plans to the 'managed care' category and some as 'nonmanaged care' based on the practice requirements. This categorizes insurance plans as 'managed care' and 'non-managed care' for customized reports helping to analyze data according to the requirements of the practice. FYI: This feature is only for clients that have paid for custom reports. Your role in CareTracker must have permission to use the Export Template feature. If you want to access this feature, log a To Do to the Support Department. 67

CareTracker PDF - Administration Module See: How to Add an Export Template 68

Administration Module Administration Module Export Template How to Add an Export Template 1. Click on the Administration Module icon. 2. Click on the Export Template link under the Patient Setup and Admin section of the screen. 3. From the "Template" field drop-down list, click "Add New Template." 4. Click the Go button. The Explorer user Prompt dialog box displays. 5. In the "New Template Name" field, enter the name for the template. 6. Click the OK button. The template name saves in the "Template" field drop-down list. 7. In the "Table" field drop-down list, click the required data type to search. For example, click 'Insurance Plan'. 69

CareTracker PDF - Administration Module 8. Click the Add button. A line displays enabling to search the global database or select data for the specific data type in order to create a custom report. 9. Click to search or select the required information from the drop down list. FYI: The Financial Transaction Type, Insurance Plan, Insurance Company and Provider options enables searching for the required data by clicking. The Group and Location options provide a list based on the values set up for the practice. For example, creating an export template for locations enables you to select locations set up for your practice. Therefore, selecting location from the "Table" field drop down list, displays a line with a drop down list to select the location. Examples: If 'Location' is selected from the "Table" field drop down list, i. Click the Add button and a line displays with a list of locations saved for the company in a drop down list. ii. Click the required location. If 'Insurance Plan' is selected from the "Table" field drop down list, 70

Administration Module i. Click. The Insurance Plan search dialog box displays. ii. iii. Enter the insurance name, address or other criteria and click the Search button. This displays a list of plans that match the search parameters. Select the required plan name and click the OK button. 10. The selection populates under the CareTracker Display Value column. 11. Under External Value column, enter the category name to assign the selected data. For example, assign Aetna U.S. Healthcare as 'non-managed care.' FYI: The External Value column contains free type boxes 71

CareTracker PDF - Administration Module where you determine the category names to use in the data analysis. It is important that the category name is consistent for each data element. 12. Click the Add button to continue assigning data to categories. 13. Once the template is set up with the required data, Click the Save button. This saves the data categorization to the template created. FYI: Click the "Delete" check box to delete any data set up for the template. FYI: Clicking the Copy Template button makes a copy of the selected template. This avoids the need to create templates with similar data from scratch. Clicking the Delete Template button deletes the selected template. 72

Administration Module FYI: The information displays only if custom reports are created to incorporate data into this mapping feature. There is a 24 hour lag between the time the template is set up and the time the data categories display on the custom report that uses the data. 73

CareTracker PDF - Administration Module Authorization Import Administration Module Authorization Import Overview Through the Authorization Import link listed under the Patient Setup and Admin section of the Administration Module, you can automatically load authorizations into CareTracker from a third party system. Importing authorizations can either occur as a batch upload (manually) from a file or can be automatically transmitted from the sending system in either a batch or real time mode. See: How to Import Authorizations, How to Work Unimported Authorizations 74

Administration Module Administration Module Authorization Import How to Import Authorizations FYI: After successfully loading and importing authorizations, you should call up at least one authorization from the batch that was uploaded and verify it is successfully in CareTracker If the operator who uploads the batch of authorizations does not import those authorizations, that operator should verify an authorization from the previous batch is successfully in CareTracker. If your practice electronically sends a batch of authorizations in the background from "computer" to "computer" then that person responsible for releasing those authorizations to go should verify an authorization from the previous batch is successfully in CareTracker. 1. Click on the Administration Module icon. 2. Click on the Authorization Import link under the Patient Setup and Admin section of the screen. 3. If the file has not been automatically posted from the sending system into CareTracker, click on the Browse button. 4. The Choose File pop-up window displays when the Browse button is clicked. Locate the file that needs to be uploaded into your system. When the file has been selected, click on it and the Choose File pop-up window closes. Click on the Upload File button. FYI: It is imperative that you select the correct file during this step or you will create the wrong patients in your company. FYI: Clicking on the Upload File button will upload the file to a temporary area and does not actual create the authorizations in CareTracker. 75

CareTracker PDF - Administration Module 5. Click on the Process Queue tab. 6. When the Queue displays, wait for the file to appear in the Processed section of the Queue screen. Click on the Translate tab when the file appears in the Processed section to translate any authorization data that may have been uploaded but are different than the data in CareTracker. FYI: If any file ends up in the Error Queue, log a call to the CareTracker Support Department. 7. Select the batch name, date of the authorizations you are importing, from the "Batch" field drop-down list or select 'Combine Batches' to import all processed authorizations saved in CareTracker. 8. Click on the Resolve Patients button to match up the authorizations with the corresponding patients in CareTracker. FYI: If patients are not resolved, any authorization that does not match a patient will go into Work Unimported Patients and will need to be worked. 9. Map the incoming authorization data that does not match with data in CareTracker. Click on the Group button and confirm the group is mapped. This should always map so remember to always hit the Save button. Click on the Insurance button, make sure all of the insurances are mapped to the correct insurance, and click on the Save button. Click on the POS button, map the place of service, and click on the Save button. Click on the Providers button, make sure they are all mapped, and click on the Save button. Click on the Referring Providers button, make sure they are all mapped, and click on the Save button. Click on the Authorization Type button, map to an authorization type, and click on the Save button. 76

Administration Module Click on the Location button, map the locations, and click on the Save button. Click on the Gender button, map the genders, and click on the Save button. 10. When all authorization features have been mapped accordingly and saved, click on the Review tab. 11. When you review authorizations, you can map an authorization to a patient by clicking on the... button on the corresponding authorization line. Click on the Import Authorization button. 12. Click on the Import Que and wait for the file to appear in the Processed section of the Queue. 13. When the file appears in the Processed section, click on the Mark Read button to remove the processed file from the Import Que and the authorizations have been imported into CareTracker. 14. Work Unimported Authorizations after completing an Authorization Import to import any authorization that could not be imported or needs to be corrected in order to be successfully imported. See: How to Work Unimported Authorizations 77

CareTracker PDF - Administration Module Administration Module Authorization Import How to Work Unimported Authorizations 1. Click on the Work Unimported tab in the Authorization Import screen. 2. Select the batch name of the imported authorization file from the "Batch" field drop-down list. 3. Each unimported authorization displays showing it's status of Not Imported, the entity's ID #, CareTracker Name, patient last name, patient first name, patient middle name, admission date, service date, discharge date, CPT code, modifiers, and the authorization type. Match up each unimported authorization by patient or authorization type. 4. If you are going to enter an authorization manually into CareTracker, reject that individual authorization by clicking on the R button next to the status of the authorization you are not going to import. FYI: To reject all unimported authorizations click on the Reject All Unimported Authorizations button. Those authorizations will need to be manually entered into CareTracker. 5. When all authorizations have been corrected, matched, and rejected if you are going to manually enter them, click on the Import Authorizations button and the authorizations will be imported into CareTracker. See: How to Import Authorizations 78

Administration Module Scheduling Setup and Admin 79

CareTracker PDF - Administration Module Setup Appointment Types Administration Module Setup Appointment Types Overview An appointment type consists of an appointment name, duration, and task to link the appointment to. For example, an appointment could be 'Established Patient Physical' that has duration of 30 minutes. This appointment type could then be linked to an 'Established Patient' task. Now, when someone is booking an 'Established Patient Physical' they will only be able to book that appointment type during an 'Established Patient' available task time. Once the appointment types have been established, the schedule can be built for each resource. Each day of the week is set up with the appropriate tasks and corresponding availability. Special days, such as holidays, personal days, and vacations can be set aside with no availability. Also, appointment types can be linked to a specific group all of the groups in a practice. Appointment types can be added by the operator clicking on the Setup Appointment Types link under the Scheduling Setup and Admin heading in the Administration Module. Once this link is clicked, the appointment type's screen will be displayed. It will show a list of all the existing appointment types 80

Administration Module for all of the groups in a practice, the group that appointment type is linked to, the duration of the appointment and whether or not it is an active appointment type. Next to the appointment type's list, there will be three buttons the operator could utilize, Add New, Build Schedule and Show All. If the operator would like to add a new appointment type, they would click on the Add New button. By clicking on the Build Schedule button, the operator will be navigated to the Build Schedule screen where they could proceed to build a resources schedule. To show all appointment types both active and inactive, the operator would click on the Show All button. Clicking on the Add New button would be the operator's first step in adding a new appointment type. The adding appointment type screen will now be displayed below the list of existing appointment types. In the "Appointment Type" field, the operator can type in the name of the appointment type they are adding. An abbreviated version of the appointment name can then be typed in the "Appointment Short Name" field. This abbreviated name will be pulled on to the appointment list when it is printed. From the "Group" drop down list, the operator would select which group the appointment type will be for or they could select 'All "Groups" if the appointment type is going to be for all of the groups in their practice. In the Duration" field, the operator can type in the duration of the appointment type. The duration of an appointment should always be in minutes. The "Task" field drop down list will be where the operator selects the task to link the appointment type to. From the "Encounter Form" field, the 81

CareTracker PDF - Administration Module operator can select the encounter form the group the appointment type is for uses. Once all of the appointment type information was entered, the operator would then click on the Save button. The new appointment type will now appear in the appointment type's list. See: How to Add an Appointment Type 82

Administration Module Administration Module Setup Appointment Types How to Add an Appointment Type 1. Click on the Setup Appointment Types link under the Scheduling Setup and Admin heading in the Administration Module. 2. Click on the Add New button. 83

CareTracker PDF - Administration Module 3. Type in the name of the appointment type in the "Appointment Name" field and type in an abbreviated name for the appointment in the "Appointment Short Name" field. 4. From the "Group" field drop down list, select the group this appointment type is for. 5. Type in the duration in minutes of the appointment into the "Duration" field. 6. Select a task to link the appointment type to from the "Task" drop down field. 7. From the "Encounter Form" field drop down list, select the encounter form that the group who the appointment type is for utilizes. 8. Click on the Save button to save the new appointment type. 84

Administration Module Build Schedule Administration Module Build Schedule Overview The schedule template built in the Administration Module is the interface used to generate availability for each of the resources designated in a group. Scheduling is executed at the group level. This means that a parent company, or practice, can have multiple groups with different schedules. A group can customize its own resources, availability, tasks, and appointment types. Once a schedule template is established for group, it may need to be edited. Through the Build Schedule link in the Administration Module, you can add availability for a resource, delete availability for a resource or modify existing availability for a resource. If necessary, you can also create new days and weeks to build into a resources schedule or copy a schedule from one resource to another. It is only necessary to create a new day or week when it is going to be availability that needs to be built into a resources schedule for an extended period of time, not a one time occurrence. Task classes determine what types of appointments can be seen at what times, are the building blocks for a resources schedule. A day is then built based upon the availability of the task classes. Days are then built into weeks and then those weeks are used to build the resource's entire schedule. Days and weeks are built by CareTracker Implementation and Training Coordinators based on each of your group's resources. However, you have the ability to edit, add, or delete availability to specific date of service for the resource, i.e. unscheduled vacation day and to open up availability for future months. Available tasks listed in the "Availability" field can be edited or deleted by clicking on the task. When a task is selected, the task's information is pulled into the fields, and a Save, Delete, and Cancel button appear under the "Sequence" field. Edit the task information and then would click on the Save button or to delete the highlighted task, click on the Delete button. When the Delete button is clicked, that available task will be removed from the "Availability" field. The "Book" field in the lower part of the screen will show all scheduled appointments for the day you are editing. When 85

CareTracker PDF - Administration Module availability is edited or deleted, any appointment scheduled during that time becomes conflicted and will appear in the "Conflicts" field. Appointment conflicts need to be resolved which can be accomplished by clicking on the Resolve Conflicts link under the Scheduling Setup and Admin heading in the Administration Module. 86

Administration Module 87

CareTracker PDF - Administration Module See: New Day Overview, How to Copy a Template from another Resource, How to Create a New Day, New Week Overview, How to Create a New Week, Build Schedule Fields and Features, How to Open Up Availability for a Month, How to Modify Existing Availability for a Day, How to Add Availability to a Day, How to Delete Availability, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro, How to Delete Days from your Schedule 88

Administration Module Administration Module Build Schedule How to Copy a Template from another Resource 1. Click on the Build Schedule link under the Scheduling Setup and Admin heading in the Administration Module. 2. Select the resource you need to create a new day for from the "Resources" drop down list. 3. Click the Copy button. The Copy Day dialog box displays with a list of existing templates. 4.Click the template you want to make a copy of by clicking the "Copy" check box. 89

CareTracker PDF - Administration Module 5. Click the Copy button. This makes a replica of the selected template and adds it to the list of day types that displays in the left of the window. The word 'Copy' is appended to the day name indicating that it is a day type copied from another resource. 6. Click the day that you copied. 7. In the "Day Name" box, type the name you want to assign for the new day. 8. In the "Day" box, click the day of the week you want to assign the new day to. 9. In the "Holiday "box, click if you want to assign the new day as a normal working day or a specific holiday. 10. Click the Save button. See: New Day Overview See Also: New Week Overview, How to Create a New Week, Build Schedule Fields and Features, How to Add Availability to a Day, How to Modify Existing Availability for a Day, How to Delete Availability From a Day, How to Open Up Availability for a Month, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro, How to Delete Days from your Schedule 90

Administration Module New Day Administration Module Build Schedule New Day Overview A new day only needs to be created for a resource when it is going to be built into their schedule for an extended period of time. For example, if a doctor was currently in the office every Friday and now the doctor will be doing minor procedures at a hospital every other Friday, then a new Friday, e.g. "Hospital Friday," would need to be created. You can also copy a new day from one resource to another to save time. For a one time occurrence, the day in question can simply be edited by clicking on the Build Schedule button. When new days are built, those days then need to be constructed into a week. In the example above, the doctor previously only had one week type, "Office," but now he would need to have a new week built to include the Fridays he is at the hospital, e.g. "Hospital Week." Weeks are created by clicking on the New Week button. Once a new week is created, that week needs to built into a the resources schedules for months and maybe years at a time. This can be done by either clicking on the Build Schedule button or by clicking on the Schedule Macro button. When the newly created Friday, "Hospital Friday" was going to occur every Friday replacing the old Friday in the doctor's schedule, you can modify your existing schedule and replace the old day, "Friday," with the new day, "Hospital Friday." Modifying existing days for an extended period of time can be accomplished by clicking on the Modify Macro button. See: How to Create New Day, How to Copy a Template from another Resource, See Also: New Week Overview, How to Create a New Week, Build Schedule Fields and Features, How to Add Availability to a Day, How to Modify Existing Availability for a Day, How to Delete Availability From a Day, How to Open Up Availability for a Month, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro, How to Delete Days from your Schedule 91

CareTracker PDF - Administration Module Administration Module Build Schedule How to Create a New Day 1. Click on the Build Schedule link under the Scheduling Setup and Admin heading in the Administration Module. 2. Select the resource you need to create a new day for from the "Resources drop down list. 3. Click on the New Day button. 4. When the New Day button is clicked, all of the days the selected resource currently has built in CareTracker display on the left-hand side of the screen and the fields where you can add a new day display in the center of the screen. Enter the name of the new day you need to create in the "Day Name" field. 5. Select the group this day will be active for from the "Group" field drop-down list. 6. Click on the Save button. 92

Administration Module 7. When the Save button is clicked, the new day name is added to the list on the left-hand side of the screen. To add availability to this day, click on it which will highlight it blue, and then click on the Fill Slots button. 8. When the Fill Slots button is clicked, a new screen displays where you can begin adding the resources availability for the day. The resources availability for the day should be completed in sequential or time order. Enter the start time and end time of the first task class (appointment types) the resource will see in the "Start Time" and "End Time" fields. Be sure to pay attention to the AM and PM radial selections for both the start time and the end time. 9. From the "Task Class" field drop-down list, select the task class (appointment types) the resource will have during the time you entered. For example, if the doctor was only going to see patients on hospital rounds, you would select the task class 'Hospital Rounds' or if the resource was only going to see new patients you would select the task class 'New Patients.' 10. Select the Location of the resources availability from the "Location" field drop-down list. The location may be one of your 93

CareTracker PDF - Administration Module practice's offices, a hospital the doctor works at or some other facility where the resource interacts with patients. 11. Verify the sequence of the availability. When viewing resources availability in time order, the sequence should not need to be changed, however if you need to change the sequence of the availability you are adding, select the correct sequence of the task from the "Sequence" field drop-down list. 12. When all of the availability fields are complete, click on the Save button and the task class will be added to resource's availability on the left-hand side of the screen. 13. Complete steps 8-12 for each availability task class you need to add to the day you created for the resource. See: New Day Overview, How to Copy a Template from another Resource, See Also: New Week Overview, How to Create a New Week, Build Schedule Fields and Features, How to Add Availability to a Day, How to Modify Existing Availability for a Day, How to Delete Availability From a Day, How to Open Up Availability for a Month, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro, How to Delete Days from your Schedule 94

Administration Module New Week Administration Module Build Schedule New Week Overview A new week only needs to be created for a resource when it is going to be built into their schedule for an extended period of time. For example, if the doctor has an "Office" week built where they are only available at their office every day and now they are going to do procedures at the hospital on Monday and Wednesday of every other week a "Hospital" week would have to be created for the doctor built into their schedule to occur every other week. Before a week can be created, new days that were going to be part of the week would need to be built. Using the example above, a "Hospital" day would need to be built for the doctor. That "Hospital" day can then be plugged into the new week for Mondays and Wednesdays. A new day can be created by clicking on New Day button. A new day does not always need to be created. A new week can be created using days that already exist for the resource. Once a new week is created, that week needs to built into the resources schedules for months and maybe years at a time. This can be done by either clicking on the Build Schedule button and selecting each week of each month accordingly or by clicking on the Schedule Macro button. See: How to Create a New Week See Also: New Day Overview, How to Copy a Template from another Resource, How to Create a New Day, Build Schedule Fields and Features, How to Add Availability to a Day, How to Modify Existing Availability for a Day, How to Delete Availability From a Day, How to Open Up Availability for a Month, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro, How to Delete Days from your Schedule 95

CareTracker PDF - Administration Module Administration Module Build Schedule How to Create a New Week 1. Click on the Build Schedule link under the Scheduling Setup and Admin heading in the Administration Module. 2. Select the resource you need to create a new week for from the "Resources drop down list. 3. Verify that all of the needed days that will be plugged into the new week you are creating have already been built. To create a new day see How to Create a New Day. 4. Click on the New Week button. 5. When the New Week button is clicked, all currently created weeks for the selected resource display on the left-hand side of the screen. Enter a descriptive name of the week you are creating in the "Week Name" field and enter a short name for the week in the "Week Short Name" field. 96

Administration Module 6. Select the group the week you are creating for the resource that it needs to be accessible for. 7. From each day of the week field drop-down list, select the day that corresponding day of the week will be for the week you are creating. For example, if Monday and Wednesday the resources will have the 'Hospital' day you previously created, then you would want to select 'Hospital' from the "Monday" and "Wednesday" field drop-down lists. FYI: Leaving 'Select a Day' to display for any day of the week will not populate any availability for that day for the resource during the week you are creating. 8. Click on the Save button when all of the days of the week have been selected and your new week has been created. This week then needs to be built into a resources schedule which can be done by clicking on the Build Schedule button or by clicking on the Schedule Macro button. See: New Week Overview See Also: New Day Overview, How to Copy a Template from another Resource,, How to Create a New Day, Build Schedule Fields and Features, How to Add Availability to a Day, How to Modify Existing Availability for a Day, How to Delete Availability From a Day, How to Open Up Availability for a Month, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro, How to Delete Days from your Schedule 97

CareTracker PDF - Administration Module Build Schedule Administration Module Build Schedule Fields and Features Resource Select the resource's schedule that you need to modify from the "Resources" field drop-down list. Build Schedule When a resource is selected, click on the Build Schedule button. The calendar will display when the Build Schedule button is clicked. << and >> The << button can be used to move the calendar to the previous and the >> button can be used to more the calendar to the next month. Save When a resource's week type is changed, the Save button must be clicked in order for the schedule in the Book application to reflect the week change. 98

Administration Module Delete Clicking on the Delete button will delete all of the availability for the month and year that is displayed. Month/Year When the Build Schedule screen displays, the current month and year is selected by default in the "Month" and "Year" fields however, a different month or year can be selected from their respective fields drop-down list or you can use the << and >> buttons to move to a different month. Go When a month and/or year is selected from the "Month" or "Year" field drop-down list, the Go button must be clicked in order to display the calendar for that month/year. Bulls Eye By clicking on the bulls eye like symbol located after each week of the month you can delete the resource's availability for the entire week. Week Type From the "Week Type" drop-down list, you can select the type of week to make available for the resource. Week types are typically built by your CareTracker Implementation and Training Coordinator. Date Links For each date, you can click on the corresponding date link and edit availability, add availability, or delete availability for that particular date of service. Modifications made to one date of service are not global or applied to any other date of service. See: How to Add Availability to a Day, How to Modify Existing Availability for a Day, How to Delete Availability From a Day, How to Open Up Availability for a Month See Also: New Day Overview, How to Copy a Template from another Resource,, How to Create a New Day, New Week Overview, How to Create a New Week, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro, How to Delete Days from your Schedule 99

CareTracker PDF - Administration Module Administration Module Build Schedule How to Add Availability to a Day 1. Click on the Build Schedule link under the Scheduling Setup and Admin heading in the Administration Module. 2. Select the resource you would like to open up a month of availability for from the "Resources" drop down list. 3. Click on the Build Schedule button. 4. Move the calendar to display the month during which you would like to add availability to. You can do this by selecting the month from the "Month" drop down list, entering the year and clicking on the Go button, or by using the << >> buttons. 100

Administration Module 5. Once the month you need is displayed, double check to make sure it is for the year you would like. 6. Click on the unavailable date you would like to make available or click on the date you would like to add availability to. 7. In the "Start Time" and the "End Time" field enter in the starting and ending time of the task you are going to make available. Be sure to pay attention to a.m. and p.m. 8. From the "Task Class" drop down field, select the task that you are making available. 9. Select the location the task is performed at from the "Location" drop down field and the group the resource belongs to from the "Group" drop down field. 10. You do not need to change the sequence unless the time for the task you are adding is out of order. 11. Click on the Save button. 12. Repeat steps 7-11 for every task you need to add to this day. 101

CareTracker PDF - Administration Module See: Build Schedule Fields and Features, How to Modify Existing Availability for a Day, How to Delete Availability From a Day, How to Open Up Availability for a Month See Also: New Day Overview, How to Copy a Template from another Resource, How to Create a New Day, New Week Overview, How to Create a New Week, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro, How to Delete Days from your Schedule 102

Administration Module Administration Module Build Schedule How to Modify Existing Availability for a Day 1. Click on the Build Schedule link under the Scheduling Setup and Admin heading in the Administration Module. 2. Select the resource you would like to open up a month of availability for from the "Resources" drop down list. 3. Click on the Build Schedule button. 4. Move the calendar to display the month during which you would like to delete a day's availability during. You can do this by selecting the month from the "Month" drop down list, entering the year and clicking on the Go button, or by using the << >> buttons. 103

CareTracker PDF - Administration Module 5. Once the month you need is displayed, double check to make sure it is for the year you would like. 6. Click on the date you would like to modify availability for. 7. From the "Availability" field, click on the availability line you would like to modify. 8. The Editing screen displays when an availability line in the "Availability" field is clicked. Edit or modify the information you need to for that available task. 9. Click on the Save button. See: Build Schedule Fields and Features, How to Add Availability to a Day, How to Delete Availability From a Day, How to Open Up Availability for a Month 104

Administration Module See Also: New Day Overview, How to Copy a Template from another Resource, How to Create a New Day, New Week Overview, How to Create a New Week, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro, How to Delete Days from your Schedule 105

CareTracker PDF - Administration Module Administration Module Build Schedule How to Delete Availability From a Day 1. Click on the Build Schedule link under the Scheduling Setup and Admin heading in the Administration Module. 2. Select the resource you would like to open up a month of availability for from the "Resources" drop down list. 3. Click on the Build Schedule button. 4. Move the calendar to display the month during which you would like to delete a day's availability during. You can do this by selecting the month from the "Month" drop down list, entering the year and clicking on the Go button, or by using the << >> buttons. 106

Administration Module 5. Once the month you need is displayed, double check to make sure it is for the year you would like. 6. Click on the date you would like to delete availability for. 7. When the new screen is displayed, click on the first available task and time in the "Availability" field that you need to delete. 8. The Editing screen displays when an availability line is clicked in the "Availability" field. 9. Click on the Delete button, located under the "Sequence" field. 10. That task is no longer available. 11. Click on the next available task listed in the "Availability" field. 107

CareTracker PDF - Administration Module 12. Click on the Delete button, located under the "Sequence" field. You will continue to do this until you have deleted all of the tasks or the tasks you needed to delete no longer are listed in the "Availability" field. 13. When all available tasks have been deleted from the "Availability" field, this resource will be unavailable for the entire day. See: Build Schedule Fields and Features, How to Add Availability to a Day, How to Modify Existing Availability for a Day, How to Open Up Availability for a Month See Also: New Day Overview, How to Copy a Template from another Resource, How to Create a New Day, New Week Overview, How to Create a New Week, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro, How to Delete Days from your Schedule 108

Administration Module Administration Module Build Schedule How to Open Up Availability for a Month 1. Click on the Build Schedule link under the Scheduling Setup and Admin heading in the Administration Module. 2. Select the resource you would like to open up a month of availability for from the "Resources" drop down list. 3. Click on the Build Schedule button. 4. Move the calendar to display the month you would like to open up availability for. You can do this by selecting the month from the "Month" drop down list, entering the year and clicking on the Go button, or by using the << >> buttons. 5. Once the month you would like to open up availability for is displayed, double check to make sure it is for the year you would like. 109

CareTracker PDF - Administration Module 6. From each "Week Type" drop down list, designate what type of week each week of the month will be. 7. When you have selected the appropriate week type for each week of the month, click on the Save button. 8. If the month you have just opened up availability for has any special days or times you need to make unavailable, e.g. meetings or holidays, you will need to do so by clicking on the date link for the date you need to modify. 9. You would follow steps 4-8 for each month you would like to open up availability for. How to Open Up Availability for a Month- Schedule Macro 1. Click on the Build Schedule link under the Scheduling heading in the Administration Module. 2. Select the resource you would like to open up a month of availability for from the "Resources" drop down list. 3. Click on the Schedule Macro button. 4. Set the start and end availability dates that need to be opened for the selected resources. For example, if you were opening availability for September, you would enter 09/01/2006 in the "Start Date" field and 09/30/2006 in the "End Date" field. 5. Select the week type you are adding from the "Week Type" field drop-down list. 110

Administration Module 6. Select the frequency of the week type you are adding, i.e., 'Every Week', 'Every Other Week', 'Every Third Week', from the "Frequency" field drop-down list. 7. When the availability information is entered, click on the Save button. 8. Follow steps 4-7 for each week type that needs to be added for the selected resources schedule. 9. If the month you have just opened up availability for has any special days or times you need to make unavailable, e.g. meetings or holidays, you need to click on the Build Schedule button and click on the date link for each date you need to modify. See: Build Schedule Fields and Features, How to Add Availability to a Day, How to Modify Existing Availability for a Day, How to Delete Availability From a Day See Also: New Day Overview, How to Copy a Template from another Resource,, How to Create a New Day, New Week Overview, How to Create a New Week, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro, How to Delete Days from your Schedule 111

CareTracker PDF - Administration Module Schedule Macro Administration Module Build Schedule Schedule Macro Overview Schedule Macro allows you to build a resource's schedule for an extended period of time based on the weeks that have been created for the resource. Schedule Macro can be used to add availability to a resources schedule for years at a time. To use the Schedule Macro feature each week type of a resource's schedule would need to be built which is done by clicking on the New Week button. FYI: There cannot be any availability currently selected for a week for which you would like to use the Schedule Macro feature. See: How to Use Schedule Macro See Also: New Day Overview, How to Copy a Template from another Resource,, How to Create a New Day, New Week Overview, How to Create a New Week, Build Schedule Fields and Features, How to Add Availability to a Day, How to Modify Existing Availability for a Day, How to Delete Availability From a Day, How to Open Up Availability for a Month, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro, How to Delete Days from your Schedule 112

Administration Module Administration Module Build Schedule How to Use Schedule Macro FYI: There cannot be any availability currently selected for a week for which you would like to use the Schedule Macro feature. 1. Click on the Build Schedule link under the Scheduling Setup and Admin heading in the Administration Module. 2. Select the resource you would like to open up a month of availability for from the "Resources drop down list. 3. Click on the Schedule Macro button. 4. Set the start and end availability dates that need to be opened for the selected resources. For example, if you were opening availability for September, you would enter 09/01/2006 in the "Start Date" field and 09/30/2006 in the "End Date" field. Availability can be opened up for a resource for years at a time using the Schedule Macro feature. 5. Select the week type you are adding from the "Week Type" field drop-down list. 113

CareTracker PDF - Administration Module 6. Select the frequency of the week type you are adding, i.e., 'Every Week', 'Every Other Week', 'Every Third Week', from the "Frequency" field drop-down list. 7. When the availability information is entered, click on the Save button. 8. Follow steps 4-7 for each week type that needs to be added for the selected resources schedule. 9. If the month you have just opened up availability for has any special days or times you need to make unavailable, e.g. meetings or holidays, you need to click on the Build Schedule button and click on the date link for each date you need to modify. See: Schedule Macro Overview See Also: New Day Overview, How to Copy a Template from another Resource,, How to Create a New Day, New Week Overview, How to Create a New Week, Build Schedule Fields and Features, How to Add Availability to a Day, How to Modify Existing Availability for a Day, How to Delete Availability From a Day, How to Open Up Availability for a Month, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro, How to Delete Days from your Schedule 114

Administration Module Modify Macro Administration Module Build Schedule Modify Macro Overview Modify Macro can be used to modify an existing day or replace an existing day of a resources schedule for an extended period of time. A day can be modified by applying a current day's availability or it can be modified with a newly created day. An example of the first modification would be if a doctor currently only sees patients Friday mornings and now he would like to see patients all day on Fridays. If a day is already built for the doctor that has him available in the office all day, e.g. Monday, his existing Friday can be modified or replaced by Monday. An example of the latter type of modification would be if a doctor is currently in the office every Friday and now the doctor will be doing minor procedures at a hospital every Friday, a new Friday, e.g. "Hospital Friday," would first need to be built which can be done by clicking on the New Day button. Once the new day is built, Modify Macro can be used to replace the current day or all days with the newly created day or delete the current day or all days. See: How to Use Modify Macro See Also: New Day Overview, How to Copy a Template from another Resource,, How to Create a New Day, New Week Overview, How to Create a New Week, Build Schedule Fields and Features, How to Add Availability to a Day, How to Modify Existing Availability for a Day, How to Delete Availability From a Day, How to Open Up Availability for a Month, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro, How to Delete Days from your Schedule 115

CareTracker PDF - Administration Module Administration Module Build Schedule How to Use Modify Macro 1. Click on the Build Schedule link under the Scheduling Setup and Admin heading in the Administration Module. 2. Select the resource you need to create a new week for from the "Resources drop down list. 3. Verify that the needed day you will be replacing an existing day with has been created. To create a new day see How to Create a New Day. 4. Click on the Modify Macro button. 5. The Modify Macro fields display when the Modify Macro button is clicked. Enter the date parameters for which you need to modify one day with another. A start and end date can be entered in the corresponding fields either by manually entering the date in MM/DD/YYYY format or by clicking on the Calendar function next to each field and clicking on the needed date. 6. Select the day you need to modify from the "From Day" field drop-down list. For example, if you need to modify the existing day 'Thurs/Fri' you would select that day. 116

Administration Module 7. Select the day you need to replace the day you selected in the "From Day" field with. For example, if you were going to be replacing 'Thurs/Fri' with the day 'Hospital' you would select 'Hospital' from the "To Day" field drop-down list. FYI: You can also select 'All Days' in the "From Day" field to replace with a new day in the "To Day" field or you can delete a specific day or all days by selecting 'Delete' in the "To Day" list. You must use the delete feature in caution as this action is irreversible. 8. Select the days of the week you need to modify the "From Day" with the "To Day." For example, if this modification was for Fridays only, you would only want a check mark in the "Fr" check box. See: Modify Macro Overview See Also: New Day Overview, How to Copy a Template from another Resource,, How to Create a New Day, New Week Overview, How to Create a New Week, Build Schedule Fields and Features, How to Add Availability to a Day, How to Modify Existing Availability for a Day, How to Delete Availability From a Day, How to Delete a Day from a Schedule, How to Open Up Availability for a Month, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro, How to Delete Days from your Schedule 117

CareTracker PDF - Administration Module Administration Module Build Schedule How to Delete Days from your Schedule 1. Click on the Build Schedule link under the Scheduling Setup and Admin heading in the Administration Module. 2. Select the resource you need to create a new week for from the "Resources drop down list. 3. Click on the Modify Macro button. 4. In the "From Day" list, either click the day format you want to delete for the entered date range or click 'All'. 5. In the "To Day" list, click 'DELETE'. 6. If you have selected a specific format for a specific day of the week in step 5, click the corresponding day of the week. If you selected 'All' in step 5, leave all days selected. 7. Click the Apply button. You are prompted to ensure that you want to delete the availability from the schedule. This deletes the day permanently from your schedule. 8. Click the OK button. 118

Administration Module 9. Another message prompts to confirm deletion as the action is not reversible. Confirm deletion by typing 'DELETE' and clicking the OK button. See: Modify Macro Overview See Also: New Day Overview, How to Copy a Template from another Resource, How to Create a New Day, New Week Overview, How to Create a New Week, Build Schedule Fields and Features, How to Add Availability to a Day, How to Modify Existing Availability for a Day, How to Delete Availability From a Day, How to Open Up Availability for a Month, Schedule Macro Overview, How to Use Schedule Macro, Modify Macro Overview, How to Use Modify Macro 119

CareTracker PDF - Administration Module Administration Module Custom Tasks Overview Custom Tasks give a schedule flexibility to accommodate the most simple and the most complex, multi-task scheduling styles. Your practice can create availability that forces your staff to book appointments that match the resource-specific scheduling criteria exactly for a specific time slot or a practice can have the flexibility of scheduling any appointment type in any time slot as needed. This rigidity or flexibility of a schedule is established through task, task classes and linking those task classes to resources. Tasks are services offered during an appointment. For example, a consult, new patient, or an established patient would be tasks. Appointment types then get linked to tasks for scheduling appointments. An appointment type could be a new patient physical that would be linked to the new patient task. It is possible for a provider to be performing multiple tasks during one appointment. A task can also include any set up or clean up time and any other activities that will require a resource s time. When tasks are set up they are grouped into Task Classes that mirror a resource's availability. Suppose a physician will see patients for sick visits on Monday mornings. They will see patients for any type visit Monday afternoons, all day Tuesday, and Wednesday mornings. Wednesday afternoons the physician will only perform physicals. On Thursdays and Fridays the physician will see sick patients only. In order to build this type of schedule there must be three different task classes: Sick, Physicals, and All. When building a resource s schedule, the task classes are linked to the resources and their availability. Individual tasks can belong to more than one task class. 120

Administration Module Administration Module Custom Resources Overview Resources can be classified as people, places, or things. Providers are always considered a resource, but an exam room or a piece of equipment can also be considered a resource. Something that is classified as a resource will require a schedule because it will have specific availability with days and times they can provide certain services. If the resource does not need to have a set schedule then it is not considered a "resource" in CareTracker. For example, an ultra sound machine may be set up as a resource because it is necessary piece of equipment that the physicians within a group need for a certain appointment type. The ultra sound machine needs a schedule so more than one appointment that needs it is not booked at the same time. However, the ultra sound machine can be wheeled in and used in any of the examination rooms so a specific exam room does not require a schedule so it does not need to be set up as a resource. If a practice has separate groups, resources can belong to all groups or an individual group. For scheduling purposes, resources can be categorized in specific Resource Groups or Resource Classes. See: Resource Groups (Administration Module); How to Set Up Resource Groups (Administration Module); Resource Classes (Administration Module) 121

CareTracker PDF - Administration Module Room Maintenance Administration Module Room Maintenance Overview It is important to have an efficient appointment workflow to better serve the patient at an appointment. The Room Maintenance feature helps you set up rooms to keep track of a patient appointment by updating a patient's location during their stay at your office (exam room one, nursing station, etc). You can also use this feature in the Admissions application to keep track of patients in the hospital. See: How to Set Up Rooms Related Topics: Mini-Menu Take Back (Scheduling Module) 122

Administration Module Administration Module How To Set up Rooms Room Maintenance 1. Click the Room Maintenance link under Scheduling Setup and Admin section in the Administration Module. 2. Click the Add button 3. In the "Room Name" field, type a name you want to assign to the room. For example, Exam Room One. 4. In the "Room Short Name" field, type an abbreviated name to identify the room. For example, Ex 1. 5. In the "Group" field, click the group you want to assign the new room to. This option lets you decide if the room is shared among all groups in your practice or if it is only for the group you are working in. 6. In the "Location" field, click the location for the room you are creating. This is useful if you are a multi-location practice or if you want to set up floors for specific hospitals when using the Admissions application. FYI: By default, the "Active" field is set to 'Y'. If you want to deactivate a room, select the room from the list, and set to 'N'. The deactivated room will not display when moving a patient in the appointment workflow. 123

CareTracker PDF - Administration Module 7. Click the Save button. The room created in this application is now displayed when you want to take a patient back to a room. FYI: If a room exists and you want to edit information saved for the room click the Edit button. If you want to view all rooms created in CareTracker including inactive rooms, click the "Show Inactive" check box. See: Overview Related Topics: Mini-Menu Take Back (Scheduling Module) 124

Administration Module Resource Groups Administration Module Resource Groups Overview A Resource Group is specific resources that are linked together in order to view all of their schedules at the same time when the operator is in the Book application of the Scheduling Module. When booking appointments the operator will be able to see all of the schedules for all of the resources grouped within one resource group. If a resource group is not set up, then when the operator is trying to book an appointment, they can only either select to see the schedule for all providers or for a specific provider. When a resource groups is set up, the operator can select that resource group's name from the "Provider" field drop down list in the Book application, and then the schedule for all of those grouped resources will be displayed. For example, a cardiology group has one Echo machine and three physicians that will need to use the Echo machine. Without a resource group set up, the operator would have to choose to either view the schedule for all of the resources, Echo machine included, or for only one of the resources, either the provider they are booking the appointment with or the Echo machine. However, if the operator sets up a resource group, maybe named 'Echo- White,' that groups the Echo machine and a provider, Dr. White, then when they select 'Echo-White' from the "Provider" field drop down list, the schedule for both the Echo machine and Dr. White will be displayed. For each provider, the operator could set up a resource group that grouped the provider and the ultrasound machine. 125

CareTracker PDF - Administration Module See: How to Set Up Resource Groups (Administration Module) 126

Administration Module Administration Module Resource Groups How to Set Up a Resource Group 1. Click on the Resource Groups link under the Scheduling Setup and Admin section of the Administration Module. 2. Click on the Add button. 3. In the "List Name" field, type in the name that you would like for the resource group you are creating. 4. 'Y' should be selected for both the "Private" and "Active" field. 5. From the list of resources select, the resources that are going to be linked to the resource group you are creating. You can select a resource by clicking in the small white box next to their name. When you click in a box, a check mark will appear. 6. Once you have selected all of the resources to link to the resource group, click on the Save button. 127

CareTracker PDF - Administration Module 7. Now, when you are booking an appointment, you can select the resource group you just built from the "Provider" field drop down list, and the schedule for only the resources in your group will be displayed. See: Resource Groups Overview (Administration Module) 128

Administration Module Administration Module Resource Classes Overview Resource classes are a means of grouping resources based on the services they provide, i.e. all providers, female providers or surgery providers. If resource classes are established then when an operator is booking an appointment they can book an appointment for one of the resources within a particular resource class instead of selecting one specific resource. For instance, suppose in a practice where there are five physicians and all the physicians are able to perform physicals, but only three of the physicians perform minor surgeries then there must be at least two resource classes for this group. One resource class would be all physicians and the other resource class would be surgery physicians. When an operator was booking a surgery appointment they would want to book the appointment with the surgery physician resource class. This way, CareTracker will only pull the three physicians who belong to the surgery physicians resource class to book the appointment with. Establishing resource classes prevents the possibility of the operator inadvertently booking an appointment with a resource that is not able to perform a certain type of task. It is possible for an individual resource to belong to more than one resource class. See: Resource Groups (Administration Module); How to Set Up Resource Groups (Administration Module) 129

CareTracker PDF - Administration Module Bulk Appointments Administration Module Bulk Appointments Overview Using the Bulk Appointment links under the Scheduling Setup and Admin section of the Administration Module you can enter multiple appointments for different patients to force into a provider's schedule. Scheduling via Bulk Appointments occurs all from one screen regardless of the date and time of an appointment you are scheduling and regardless of the provider and location for which you are scheduling an appointment. Bulk Appointments does not require you to pull each patient into context in the Name Bar. When you schedule appointments using the Bulk Appointments screen, you are simply forcing all the appointments into a provider's schedule. A list of scheduled appointments for the default provider and location you select displays so you can avoid double or triple booking appointments. You will not be able to see the color coded schedule as you would in the Book application which guides you in when to book specific appointment types. A date, provider, and/or location default can be set for Bulk Appointments by using the corresponding fields across the top of the screen and appointments can be scheduled based on patient CareTracker ID numbers or chart numbers. See: How to Schedule Bulk Appointments Related Topics: Book Overview (Scheduling Module); How to Schedule an Appointment in the Book Application (Scheduling Module); How to Book an Appointment Using the Force Button (Scheduling Module); How to Book an Appointment in the Advanced Application (Scheduling Module) 130

Administration Module Administration Module Bulk Appointments How to Schedule Bulk Appointments 1. Click on the Administration Module icon. 2. When the Administration Module opens, click on the Bulk Appointments link under the Scheduling Setup and Admin section of the screen. 3. When the Bulk Appointments link is clicked, several fields display which can be used to set defaults for scheduling bulk appointments. Select a default date by manually entering a date in MM/DD/YYYY format in the date field, by clicking on the Calendar function and selecting a date, or by using the "Move" field dropdown list. A default provider and/or resource can be selected from their respective field's drop-down list. The "# of Appointments" field determines how many data lines you need to complete that will display at one time. Select either 'Patient ID' or 'Chart Number' from the "Pat Find" field which will determines if you will locate patients in your database by their CareTracker ID number or their chart number. 4. Click on the Go button. 131

CareTracker PDF - Administration Module 5. When the Go button is clicked all scheduled appointments for all providers scheduled on the selected date of service will display or only the scheduled appointments for the default provider and location selected will display. A new appointment line displays for which you need to [Tab] through and complete the appropriate appointment information. 6. Enter the patient's CareTracker ID number in the "Patient ID" field if you selected 'Patient ID' in the "Pat Find" field or enter the patient's chart number in the "Patient ID" field if you selected 'Chart Number' in the "Pat Find" field. 7. Hit the [Tab] key. 8. The corresponding patient's name will be automatically entered into the "Pt Name" field. [Tab] to the "Appt Type" field. 9. Select the appointment type you are scheduling for the patient from the "Appt Type" field drop-down list. 10. [Tab] to the "Time" field. When an appointment has already been entered into the system, the time will default to the start time of the previous appointment plus the duration of the previous appointment. For example, if an appointment with a duration of 30 minutes at 11:15 A.M., the time in the "Time" field for the next appointment will default to 11:45 A.M. A defaulted time can be changed as needed. 11. [Tab] to the "Duration" field. This field is populated based on the appointment type you selected in the "Appt Type" field but can be changed if needed. 12. Select a provider and location if you did not select a default provider and location before entering Bulk Appointments or if you need to select a different provider and location. 13. [Tab] to the "Complaint" field and enter the patient's complaint. 14. Complete each needed appointment line. 15. When all appointment lines are complete, click on the Resolve button. 132

Administration Module 16. When the Resolve button is clicked, the appointment lines will re-display for you to review before saving. If an appointment entered does not match with a resource or available task time during which you scheduled it, 'Force' will appear in the Details column indicating that if you save the appointment, it will be forced into the schedule. Entered appointments that fit in the schedule default to having a check mark in the "Save" field. 17. Review any 'Forced' appointments and click in the "Save" field if you would like to save the appointment. 18. When all appointments that require saving are selected, click on the Save button. 19. All Bulk Appointments entered will be scheduled in the Book application of the Schedule Module when the Save button is clicked. 133

CareTracker PDF - Administration Module FYI: Forced appointments are outlined in blue. Related Topics: Book Overview (Scheduling Module); How to Schedule an Appointment in the Book Application (Scheduling Module); How to Book an Appointment Using the Force Button (Scheduling Module); How to Book an Appointment in the Advanced Application (Scheduling Module) 134

Administration Module Resolve Conflicts Administration Module Resolving Conflicts Overview Appointment conflicts typically occur when a resource's scheduled availability has been modified or deleted. Any appointment that was previously scheduled during an available time slot that was modified or deleted will become conflicted. A number of conflicted appointments for the group is totaled next to the Appointment Conflicts link under the Front Office section of the Dashboard in the Home page. From Resolve Conflicts under the Scheduling Setup and Admin section of the Administration Module you can resolve conflicted appointments in bulk. You have several available to filter the list of conflicted appointments that need to be resolved including "Date From" and "Date To" fields, "Provider", or "Location." Only conflicted appointments scheduled with in the date parameters you set will be included and only conflicted appointments scheduled with the provider or at the location selected will display on the list that is generated. There are four rules available that you can select to apply when CareTracker resolve appointment conflicts to help you resolve appointment conflicts; 'No Double Book', 'Match any Task Class', 'Match any Resource', and 'Override Duration'. 'No Double Book' will prevent the system from resolving an appointment conflict by double booking during a time slot. 'Match any Task Class' and 'Match any Resource' will allow the system to resolve the conflict during any time slot regardless of the designated task class for that time slot and to resolve the conflicted appointment with any available resource not just the resource the appointment is originally scheduled with. When 'Override Duration' is selected a duration to override needs to be entered and then the system will resolve the conflicted appointments during any time slot up to the duration selected. Appointment conflicts that cannot be resolved in the Resolve Conflicts link should be resolved individually which can be accomplished by clicking on the Appointment Conflicts link under the Front Office section of the Dashboard. See: How to Resolve Appointment Conflicts 135

CareTracker PDF - Administration Module Related Topics: Appointment Conflicts Overview (Home) 136

Administration Module Administration Module Resolving Conflicts How to Resolve Bulk Appointment Conflicts 1. Click on the Resolve Conflicts link under the Scheduling Setup and Admin heading in the Administration Module. 2. If you would like to change the date from and to date to try to resolve conflicts for select the dates you wish from the Calendars. 3. You can select a specific provider, location, or both to resolve conflicts for. If you would like to resolve conflicts for a specific provider, select their name from the "Provider" field drop down list. If you would like to resolve conflicts for a specific location, select that location's name from the "Location" field drop down list. You can select both a provider and a location if you would like. 4. If you would like to open up any of the parameters to resolve the conflicted appointments, click on any of the boxes you would like to use to resolve the appointment conflicts. For example, you can open it up so that the system will resolve the conflict with any resource or during any available task time. 5. Click on the Go button. 137

CareTracker PDF - Administration Module 6. Review any of the appointments CareTracker was able to resolve. These appointments will have a check mark in the Save column. If you would do not want to resolve that appointment click in the box to remove the check mark. 7. Click on the Save button. This will save all of the previously conflicted appointments that the system was able to resolve. 8. Any conflicted appointment that they system cannot resolve will have to be resolved individually by you. This can be done by clicking on the Appointment Conflicts link under the Front Office section of the Dashboard in the Home page. 138

Administration Module Appointment Export Administration Module Appointment Export Overview From the Appointment Export link under the Scheduling Setup and Admin heading of the Administration Module, you can format and export appointment data for all scheduled appointments. You can format the data to export several ways including, Phone Confirmation, XLML, Outlook 2000, icalendar File, Table, and Excel. When the data is formatted accordingly, it can then be copied and pasted to a corresponding program. If you use TeleVox as a separate product out side of CareTracker, you can use the Export link to export your appointment data to TeleVox. When exporting appointment data to TeleVox, you must first copy the data from CareTracker and past it into a text file, i.e. Note Pad. Once the data has been saved as a text file, it can be exported into Excel. FYI: If you use TeleVox as a separate product out side of CareTracker, you can export your appointment data to send to TeleVox. FYI: Appointment data can also be exported the same way from the Export link under the Scheduling section of the Reports application in the Reports Module. See: How to Export Appointment Data 139

CareTracker PDF - Administration Module Administration Module Appointment Export How to Export Appointment Data FYI: Appointment data can also be exported the same way from the Export link under the Scheduling section of the Reports application in the Reports Module. 1. Click on the Administration Module icon. 2. Click on the Appointment Export link under the Scheduling Setup and Admin section of the screen. 3. Choose the date of appointments for which data needs to be exported in the "Start Date" field. 4. Select the data output you require, e.g. HL7. 5. If needed select a specific provider from the "Providers" field to export appointment data for. 6. Click on the Go button. 7. When the Go button is clicked a list of all exported data files displays. The most recent exported file will be listed first. Click on the file name. 140

Administration Module 8. The File Download pop-up window displays when you click on a file name. If you need to open the file, click on the Open button or if you need to save the file to your computer, click on the Save button and save the data into the appropriate folder. 141

CareTracker PDF - Administration Module Appointment Import Administration Module Appointment Import Overview Through the Appointment Import link listed under the Scheduling Setup and Admin section of the Administration Module, you can automatically load appointments into CareTracker from a third party system. Importing appointments can either occur as a batch upload (manually) from a file or can be automatically transmitted from the sending system in either a batch or real time mode. See: How to Import Appointments, How to Work Unimported Appointments 142

Administration Module Administration Module Appointment Import How to Import Appointments FYI: After successfully loading and importing appointments, you should call up at least one appointment from the batch that was uploaded and verify it is successfully in CareTracker If the operator who uploads the batch of appointments does not import those appointments, that operator should verify an appointment from the previous batch is successfully in CareTracker. If your practice electronically sends a batch of appointments in the background from "computer" to "computer" then that person responsible for releasing those appointments to go should verify an appointment from the previous batch is successfully in CareTracker. 1. Click on the Administration Module icon. 2. Click on the Appointment Import link under the Scheduling Setup and Admin section of the screen. 3. If the file has not been automatically posted from the sending system into CareTracker, click on the Browse button. 4. The Choose File pop-up window displays when the Browse button is clicked. Locate the file that needs to be uploaded into your system. When the file has been selected, click on it and the Choose File pop-up window closes. Click on the Upload File button. FYI: Clicking on the Upload File button will upload the file to a temporary area and does not actual create the appointments in CareTracker. 5. Click on the Process Queue tab. 6. When the Queue displays, wait for the file to appear in the Processed section of the Queue screen. Click on the Translate tab when the file appears in the Processed section to translate any 143

CareTracker PDF - Administration Module appointment data that may have been uploaded but are different than the data in CareTracker. FYI: If any file ends up in the Error Queue, log a call to the CareTracker Support Department. 7. Select the batch name, date of the appointments you are importing, from the "Batch" field drop-down list or select 'Combine Batches' to import all processed appointments saved in CareTracker. 8. Click on the Resolve Appointments button to match up the appointments with the corresponding patients in CareTracker. FYI: If appointments are not resolved, any appointment that do not match a patient will go into Work Unimported Patients and will need to be worked. 9. Map the incoming appointment data that do not match with data in CareTracker. 10. When all appointment features have been mapped accordingly and saved, click on the Review tab. 11. When you review appointments, you can map an appointment to a patient by clicking on the... button on the corresponding appointment line. Click on the Import Appointment button. 12. Click on the Import Que and wait for the file to appear in the Processed section of the Queue. 13. When the file appears in the Processed section, click on the Mark Read button to remove the processed file from the Import Que and the appointments have been imported into CareTracker. 14. Work Unimported Appointments after completing an Appointment Import to import any appointment that could not be imported or needs to be corrected in order to be successfully imported. See: How to Import Appointments 144

Administration Module Administration Module Appointment Import How to Work Unimported Appointments 1. Click on the Work Unimported tab in the Appointment Import screen. 2. Select the batch name of the imported appointment file from the "Batch" field drop-down list. 3. Each unimported appointment displays showing it's status of Not Imported, the entity's ID #, CareTracker Name, patient last name, patient first name, patient middle name, admission date, service date, discharge date, CPT code, modifiers, and the appointment type. Match up each unimported appointment by patient or appointment type. 4. If you are going to enter an appointment manually into CareTracker, reject that individual appointment by clicking on the R button next to the status of the appointment you are not going to import. FYI: To reject all unimported appointments click on the Reject All Unimported Appointments button. Those appointments will need to be manually entered into CareTracker. 5. When all appointments have been corrected, matched, and rejected if you are going to manually enter them, click on the Import Appointments button and the appointments will be imported into CareTracker. See: How to Work Unimported Appointments 145

CareTracker PDF - Administration Module Recall Import Administration Module Recall Import Overview Through the Recall Import link listed under the Scheduling Setup and Admin section of the Administration Module, you can automatically load recalls into CareTracker from a third party system. Importing recalls can either occur as a batch upload (manually) from a file or can be automatically transmitted from the sending system in either a batch or real time mode. See: How to Import Recalls, How to Work Unimported Recalls 146

Administration Module Administration Module Recall Import How to Import Recalls FYI: After successfully loading and importing recalls, you should call up at least one recall from the batch that was uploaded and verify it is successfully in CareTracker If the operator who uploads the batch of recalls does not import those recalls, that operator should verify an recall from the previous batch is successfully in CareTracker. If your practice electronically sends a batch of recalls in the background from "computer" to "computer" then that person responsible for releasing those recalls to go should verify an recall from the previous batch is successfully in CareTracker. 1. Click on the Administration Module icon. 2. Click on the Recall Import link under the Scheduling Setup and Admin section of the screen. 3. If the file has not been automatically posted from the sending system into CareTracker, click on the Browse button. 4. The Choose File pop-up window displays when the Browse button is clicked. Locate the file that needs to be uploaded into your system. When the file has been selected, click on it and the Choose File pop-up window closes. Click on the Upload File button. FYI: It is imperative that you select the correct file during this step or you will create the wrong patients in your company. FYI: Clicking on the Upload File button will upload the file to a temporary area and does not actual create the recalls in CareTracker. 5. Click on the Process Queue tab. 147

CareTracker PDF - Administration Module 6. When the Queue displays, wait for the file to appear in the Processed section of the Queue screen. Click on the Translate tab when the file appears in the Processed section to translate any recall data that may have been uploaded but are different than the data in CareTracker. FYI: If any file ends up in the Error Queue, log a call to the CareTracker Support Department. 7. Select the batch name, date of the recalls you are importing, from the "Batch" field drop-down list or select 'Combine Batches' to import all processed recalls saved in CareTracker. 8. Click on the Resolve Recalls button to match up the recalls with the corresponding patients in CareTracker. FYI: If recalls are not resolved, any recall that does not match a patient will go into Work Unimported Patients and will need to be worked. 9. Map the incoming recall data that does not match with data in CareTracker. 10. When all recall features have been mapped accordingly and saved, click on the Review tab. 11. When you review recalls, you can map a recall to a patient by clicking on the... button on the corresponding recall line. Click on the Import Recall button. 12. Click on the Import Que and wait for the file to appear in the Processed section of the Queue. 13. When the file appears in the Processed section, click on the Mark Read button to remove the processed file from the Import Que and the recalls have been imported into CareTracker. 14. Work Unimported Recalls after completing a Recall Import to import any recall that could not be imported or needs to be corrected in order to be successfully imported. See: How to Work Unimported Recalls 148

Administration Module Administration Module Recall Import How to Work Unimported Recalls 1. Click on the Work Unimported tab in the Recall Import screen. 2. Select the batch name of the imported recall file from the "Batch" field drop-down list. 3. Each unimported recall displays showing it's status of Not Imported, the entity's ID #, CareTracker Name, patient last name, patient first name, patient middle name, admission date, service date, discharge date, CPT code, modifiers, and the recall type. Match up each unimported recall by patient or recall type. 4. If you are going to enter an recall manually into CareTracker, reject that individual recall by clicking on the R button next to the status of the recall you are not going to import. FYI: To reject all unimported recalls click on the Reject All Unimported Recalls button. Those recalls will need to be manually entered into CareTracker. 5. When all recalls have been corrected, matched, and rejected if you are going to manually enter them, click on the Import Recalls button and the recalls will be imported into CareTracker. See: How to Import Recalls 149

CareTracker PDF - Administration Module Cancel/Reschedule Reasons Administration Module Cancel/Reschedule Reasons Overview The Cancel/Reschedule Reason application enables you to create company or group specific cancellation and reschedule reasons. Once a reason is added and made active it is available when cancelling or rescheduling appointments via the Scheduling module. 150

Administration Module Administration Module Cancel/Reschedule Reasons How to Add Cancel/Reschedule Reasons 1. Click on the Administration Module icon. 2. Click on the Cancel/Resched Reasons link under the Scheduling Setup and Admin section of the screen. 3. From the "Group" field drop-down list, select the required group. However, if a specific group is not selected the reason will be added to all groups in the company. 4. From the "Reason Type" field drop-down list, click the type of reason to add. Each reason type is described below. Cancel- Makes the reason available when cancelling an appointment via the Scheduling Module. Reschedule- Makes the reason available when rescheduling an appointment via the Scheduling module. 5. Click the Add Reason button. 6. Enter the description in the "Reason Name' field. 7. From the "Active" field drop-down list, click 'Y' to make the reason available in the specific lists. 8. Click the Save button. 151

CareTracker PDF - Administration Module Administration Module Cancel/Reschedule Reasons How to View Cancel/Reschedule Reasons 1. Click on the Administration Module icon. 2. Click on the Cancel/Resched Reasons link under the Scheduling Setup and Admin section of the screen. 3. From the "Group" field drop-down list, select the required group. 4. From the "Reason Type" field drop-down list, click the type of reasons to view. 5. Click the Filter button. 6. A list of reasons pertaining to the reason type displays. You can edit the information of the reason by clicking the Edit button if necessary. 152

Administration Module Clinical 153

CareTracker PDF - Administration Module Expected Delivery Date Tracking Administration Module Expected Delivery Date Overview Expected and actual delivery dates can be entered and tracked in CareTracker by clicking on the Expected Delivery Date (EDD) application tab in the Clinical Module. you can enter a patient s LMP when you create a new Expected Delivery Date record and you will also be able to filter your EDD list by LMP. From this application, delivery reports can be run to ensure that all patients with an expected delivery date are billed for their delivery. Specific delivery information, i.e., servicing provider (the provider who has been following the patient), billing provider (the provider who delivered the baby) and location (the office where the patient receives their care) may also be entered into this application. The delivery report will help you project cash flow for your practice based on future deliveries. The delivery report is also a work-list for entering patient's actual delivery dates. There are several filters that you can use to narrow the list of deliveries included in the Delivery report i.e. Service Provider, Billing Provider, Location, Expected Dlvry Date From/To, Actual Dlvry Date From/To, Status, Post Partum Date," and "Method." Each expected delivery date is assigned a status and there are three statuses of deliveries in CareTracker; 'Open', 'Closed', and 'Transferred'. 'Open' deliveries are expecting patients or patients who have given birth but who have not had their actual delivery date saved in CareTracker. When a patient has given birth and their actual delivery date is saved, the delivery status is changed to 'Closed'. A 'Closed' status cannot be saved until an actual delivery date is entered for the patient. The 'Transferred' status is used for patients who were being seen by one of your group's providers, but have transferred to another practice. All delivery reports are ordered alphabetically by patient last name. When a patient's delivery line is selected to edit or add an actual delivery date, their Expected Delivery Date Activity Log displays in the bottom frame of your screen. This log tracks all actions performed on a patient's expected delivery date and the operator who performed each action. 154

Administration Module FYI: All delivery reports are ordered alphabetically by patient last name. See: How to Add an Expected Delivery Date, How to Run a Delivery Report, How to Add an Actual Delivery Date, How to Transfer a Patient 155

CareTracker PDF - Administration Module Administration Module Expected Delivery Date How to Add an Expected Delivery Date 1. Pull the patient whose record you are adding an expected delivery date to into context. 2. Click on the Admin Module icon. 3. Click on the Expected Delivery Date (EDD) link under the Clinical section. 4. When the Expected Delivery Dates screen displays, click on the Add button. 5. When the Add button is clicked, the Add Expected Delivery Date fields display in the lower frame of your screen showing the patient in context s name in the Patient field. Enter the patient s expected delivery date in the Expected Date field either by manually entering the date in MM/DD/YYYY format or by clicking on the Calendar function and selecting a date. 6. Select the patient s primary location where they are seen from the Location field drop-down list. 7. Select their servicing provider, the provider they regularly see, from the Service Provider field drop-down list. 8. Click on the Save button located in the bottom left-hand corner of the screen and the patient s expected delivery date is saved in CareTracker. 156

Administration Module See: How to Run a Delivery Report, How to Add an Actual Delivery Date, How to Transfer a Patient 157

CareTracker PDF - Administration Module Administration Module Expected Delivery Date How to Add an Actual Delivery Date 1. Pull the patient whose record you are adding an expected delivery date to into context. 2. Click on the Admin Module icon. 3. click on the Expected Delivery Date (EDD) link under the Clinical section. 4. When the EDD tab is clicked, the Expected Delivery Dates screen displays, and a list of expected deliveries can be generated using any of the given fields as filters, i.e., Service Provider, Bill Provider, Location, Expected Dlvry Date From/To, and "Method." Enter the necessary filters to display the list of needed expected deliveries. For example, if you needed to enter the actual delivery dates for patients who had an expected date during the month of October, enter 10/01/2006 in the Expected Dlvry Date From field, enter 10/31/2006 in the Expected Dlvry To field, and click on the Go button. 5. When the Go button is clicked, a list of patients who match the filters that were selected display alphabetically by patient last names and includes their expected delivery date, actual delivery date if it has been entered, post partum date if it has been entered, last menstrual period, primary location, servicing provider, billing provider, notes, and which will be Open. Click on a patient s delivery line to add an actual delivery date. 158

Administration Module 6. When a delivery line is clicked, the Edit Expected Delivery Date fields display showing the information saved for the patient s delivery, i.e. expected date, location, and servicing provider. Enter the actual delivery date in the Actual Date field either by manually entering the date in MM/DD/YYYY format or by clicking on the Calendar function and selecting the actual date. 7. Select the billing provider s name, the provider who delivered the baby, from the Billing Provider field drop-down list. 8. Enter the appointment date for the patient s post partum appointment. 9. Select the delivery method, i.e., ' C-section', 'Vaginal', ' VBAC' or 'Other', from the "Method" field drop-down list. 10. Select Closed from the Status field drop down list. 11. Enter any notes in regards to the delivery in the Notes field. 12. Click on the Save button located in the lower left-hand corner of the screen. FYI: A 'Closed' status cannot be saved for the patient unless an actual delivery date is entered in the "Actual Date" field. See: How to Add an Expected Delivery Date, How to Run a Delivery Report, How to Transfer a Patient 159

CareTracker PDF - Administration Module Administration Module Expected Delivery Date How to Transfer a Patient 1. Pull the patient whose record you are adding an expected delivery date to into context. 2. Click on the Admin Module icon. 3. Click on the Expected Delivery Date (EDD) link under the Clinical section. 4. When the EDD tab is clicked, the Expected Delivery Dates screen displays, and a list of deliveries can be generated using any of the given fields as filters, i.e., Service Provider, Billing Provider, Location, Expected Dlvry Date From/To, Actual Dlvry Date From/To, Status, Post Partum Date," "Last Menstrual Period" and "Method," Select the necessary filters for generating a delivery list that will contain the patient who has transferred from your practice. 5. When the Go button is clicked, a list of patients who match the filters that were selected display alphabetically by patient last names and includes their expected delivery date, actual delivery date if it has been entered, post partum date if it has been entered, last menstrual period, primary location, servicing provider, billing provider, notes, and status. Click on the delivery line of the patient who has transferred from your practice. 160

Administration Module FYI: The delivery report can be printed by right clicking on top of it and selecting Print from the grey pop-up window, the report will print 6. When a delivery line is clicked, the Edit Expected Delivery Date fields display showing all the information saved for the patient s delivery, i.e. expected date, location, and servicing provider. Select 'Transferred' from the "Status" field drop-down list and enter the date of the patient's transfer in the "Transfer Date" field either by manually entering the date in MM/DD/YYYY format or by selecting a date from the Calendar function. 7. If needed, enter a note in regards to the transfer in the "Notes" field. 8. Click on the Save button located in the lower left-hand corner of the screen. See: How to Add an Expected Delivery Date, How to Run a Delivery Report, How to Add an Actual Delivery Date 161

CareTracker PDF - Administration Module Administration Module Expected Delivery Date How to Run a Delivery Report 1. Pull the patient whose record you are adding an expected delivery date to into context. 2. Click on the Admin Module icon. 3. Click on the Expected Delivery Date (EDD) link under the Clinical section. 4. When the EDD tab is clicked, the Expected Delivery Dates screen displays, and a list of deliveries can be generated using any of the given fields as filters, i.e., Service Provider, Billing Provider, Location, Expected Dlvry Date From/To, Actual Dlvry Date From/To, Status, Post Partum Date," "Last Menstrual Period" and "Method," Select the necessary filters for generating a delivery list from the corresponding field(s). For example, if you wanted a list of expected deliveries during the month of October, enter 10/01/2006 in the Expected Dlvry Date From field, enter 10/31/2006 in the Expected Dlvry To field, and click on the Go button. 5. When the Go button is clicked, a list of patients who match the filters that were selected display alphabetically by patient last names and includes their expected delivery date, actual delivery date if it has been entered, post partum date if it has been entered, primary location, servicing provider, billing provider, notes, and status. Click on a delivery line to add an actual date to or for which you need to edit and/or add other delivery information. 162

Administration Module FYI: The delivery report can be printed by right clicking on top of it and selecting Print from the grey pop-up window, the report will print 6. When a delivery line is clicked, the Edit Expected Delivery Date fields display showing all the information saved for the patient s delivery, i.e. expected date, location, and servicing provider. Edit and/or add needed delivery information and click on the Save button in the lower left-hand corner. See: How to Add an Expected Delivery Date, How to Add an Actual Delivery Date, How to Transfer a Patient 163

CareTracker PDF - Administration Module Transcription Import Administration Module Transcription Import Overview In CareTracker you have the ability to upload Word transcription files that can be saved to each corresponding patient's record. In order to upload a transcription file you must first have a transcription template built and you can have multiple transcription templates saved in CareTracker. The transcription template determines how your dictation will be written in Word. The Word file must be saved as a text (.txt.) file in order to be uploaded into CareTracker. From the Transcription Import link under the Clinical section of the Administration Module you can build transcription templates and upload files for transcription to be added to patient records. An uploaded transcription file added to a patient's account is accessible in the Progress Notes application of the Medical Records Module. 164

Administration Module See: Transcription Template Fields, How to Build a Transcription Template, How to Upload Files for Transcription 165

CareTracker PDF - Administration Module Administration Module Transcription Import Transcription Template Fields Template Name- As you can have multiple templates for various formats, you need to name each template. Template names need to be entered in the "Template Name" field. Date of Service Field- This field will let CareTracker know to point to the date of service which will follow it. Date of Service Format- This is where you will match the format of the date of service in the Word file. These must match exactly, and there are several format options including 'mm/dd/yyyy' and 'dd-mmm-yyyy'. Patient Number Field- This field will let CareTracker know to point to the patient number which will follow it. For example, if you will be using patient social security numbers, you would name it 'SS#' in the "Patient Number Field" or if you are using patient CareTracker ID number you would name it 'ID#' Patient Number Format- This must match the format and/or sequence of the identifying patient number. If you use patient social security number, the sequence would enter in the "Patient Number Format" field would be '###-##-####. Or, if you are using patient CareTracker ID number, the sequence would be '######'. Patient Number Type- This is where you select what patient number type you will use. The format options are 'Entity ID' (patient account number), 'Chart Number' (patient chart number), and 'Social Security Number' (patient social security number). The 166

Administration Module needed patient number type can be selected from the "Patient Number Type" field drop-down list. End Of Page Marker- This is what alerts CareTracker that you are at the end of an individual patient transcription. The standard format most commonly used is '/***EOP***/' which is an option available from the "End of Page Marker" field drop-down list. A different end of page marker can be added by clicking on the Add button to the right of the "End of Page Marker" field. See: How to Build a Transcription Template, How to Upload Files for Transcription 167

CareTracker PDF - Administration Module Administration Module Transcription Import How to Build a Transcription Template 1. Click on the Administration Module icon. 2. When the Administration Module opens, click on the Transcription Import link under the Clinical section of the screen. 3. Click on the A button. 4. Several important fields display when the A button is clicked. Complete all fields according to the template you need to build ( See: Transcription Template Fields) 5. When all transcription template fields are complete, click on the Save button. See: Transcription Template Fields, How to Upload Files for Transcription 168

Administration Module Administration Module Transcription Import How to Upload Files for Transcription 1. A transcription template must be built ( See: How to Build a Transcription Template) 2. Create a transcription file in Word that matches the format of the template you will be using. FYI: Each template's fields and format must be in the text file for each patient transcription in the exact format of the template, otherwise, the file will not upload properly into CareTracker. 3. When the completed Word file is in the correct format, click on the File button in the gray Word tool bar and select 'Save As' from the drop-down menu. 169

CareTracker PDF - Administration Module 4. Enter a file name to save the document as in the "File Name" field. 5. From the "Save as Type" field, you must select 'Plain Text (.txt). FYI: The file can not be uploaded into CareTracker if it is not saved as a text (.txt) file. 6. In CareTracker, click on the Administration Module icon. 7. When the Administration Module opens, click on the Transcription link under the Clinical section of the screen. 8. Click on the Browse button, locate the transcription file, double-click on it, and the file name will be pulled into the "File Name" field. 9. Select the template you need to use from the "Template" field drop-down list and click on the Upload button. 10. When the Upload button is clicked, the file name will display along with the operator who uploaded the file, the transcription 170

Administration Module template used, and status. Wait for the file name to have a status of 'Loaded'. 11. When the file is 'Loaded', click on the number in the Records column. 12. Each patient transcription file displays when the number in the Records column is clicked. Verify that the date, name, and entity ID information was pulled in correctly. If needed, The "Date" and "Entity ID" fields can be used to edit a patient's transcription. 13. When you have reviewed and verified all information, determine the action to take on each transcription file, e.g. 'Accept', 'Reject', 'Hold', and 'Delete' from the "Action" field dropdown list. Most commonly, 'Accept' will be selected. 171

CareTracker PDF - Administration Module 14. Click on the Update button if you have edited a patient's date of service or entity ID. 15. Click on the Import button at the bottom of the page when an action has been selected for each patient's file. 16. When the Import button is clicked the file list re-displays. Click in the "Close" box at the end of the file line and click on the Save button. 17. Each patient s transcription is accessible in the Notes application of the Medical Records Module. See: Transcription Template Fields, How to Build a Transcription Template 172

Administration Module Administration Module Custom Attachment Types Overview You can attach any type of document to the Patient's medical record via the Attachment application of the Medical Records module. The Custom Attachment Types applications gives complete flexibility for creating your own attachment types and assigns the chart section to save the attachment. By default, all attachment types are saved in the Documents section of the patient's medical record. How to Create Custom Attachment Types 1. Click the Admin module and then click the Custom Attachment Types link under the Clinical section. The Attachment Type Maintenance window displays. 2. Click the New button to create a custom attachment type for your practice. 173

CareTracker PDF - Administration Module FYI: The attachment types in the "Standard Types" list are global attachment types and can not be edited. Clicking a standard attachment will gray out the information displayed at the bottom of the window preventing from editing. Also, the list of custom attachment types will REPLACE the standard attachment types. Therefore, it is important to include all of the attachment types that you would like in your "Custom Types" list. 3. In the "Document Type Description" field, enter a name for the custom attachment. 4. Click the "Signature Required" field if the provider s signature is required to commit the attachment to the patient s chart. If this checkbox is selected, the attachment will display in the corresponding provider s Quick Task list in the Clinical Today module for signing. 5. By default, the "Active?" field is set to select. FYI: To deactivate a custom attachment type, click to clear the check box. This will remove the attachment type from the "Custom Types" list. However, you can view inactive attachment types in the "Custom Types" list by clicking the "Show Inactive" check box. 6. From the "Chart Section to display" drop-down list, select the chart section you want the attachment type saved. FYI: The Chart Section that you assign will be in addition to saving the attachment in the Document section of the patient's medical record. 7. Click the Save button. FYI: Once a custom attachment type has been created, you cannot change the description of that custom type. You will have to deactivate the current attachment type and create a new one. However, the settings for the "Signature Required?" and the "Active?" fields can be edited if 174

Administration Module necessary. To edit these options, click on the required attachment type from the "Custom Types" list, make the necessary changes and click the Save button. 175

CareTracker PDF - Administration Module Administration Module Custom Encounter Types Overview CareTracker provides the ability to create custom encounter types as well as company specific default encounter types. You will be able to determine if the encounter type requires a note and if it should be billable. When a clinical encounter is triggered, the visit type is assigned to the encounter. This indicates that the encounter must have a charge entered and a note completed. If the note is completed, the encounter will display on the responsible provider's Tasks-Open Encounters application of the Clinical Today module. How to Create Custom Encounter Types 1. Click the Admin module and then click the Custom Encounter Types link under the Clinical section. The Encounter Type Maintenance window displays. 2. Click the New button to create a custom encounter type for your practice. 3. In the "Encounter Type Description" field, enter a name for the custom encounter type. 4. Click the "Bill Required?" field to indicate that the encounter type is billable. If this check box is selected, the encounter will display in the corresponding provider s Tasks-Open Encounters application of the Clinical Today module until a visit or charge is entered. 5. Click the "Signed Note Required?" check box to indicate that a signed note is required for the encounter type. If this check box is selected, the encounter will display in the corresponding provider s Tasks-Open Encounters application of the Clinical Today module until the progress note is completed and signed. 6. By default, the Default when creating encounter? check box is not selected. Only CareTracker customers who do not use CareTracker for billing purposes would select this box for a specific encounter type that does not need to be billed. 176

Administration Module FYI: To deactivate a custom encounter type, click to clear the check box. This will remove the encounter type from the "Custom Types" list. However, you can view inactive encounter types in the "Custom Types" list by selecting the "Show Inactive" check box. 7. Click the Save button. FYI: Once a custom encounter type is created, you will not be able to change the description of that custom type and settings of "Bill Required" and "Signed Note Required" check boxes. You will have to deactivate the current encounter type and create a new one. However, the "Default when creating encounters?" and the "Active?" check boxes can be edited if necessary. To edit these options, click on the required encounter type from the "Custom Types" field drop down list, make the necessary changes and click the Save button. 177

CareTracker PDF - Administration Module Administration Module Copy Provider Favorites Overview CareTracker provides the ability to copy provider favorites from one provider to another within the same group. How to Copy Provider Favorites 1. Click the Admin module and then click the Copy Provider Favorites link under the Clinical section. 2. Click the provider names from the "From Provider" and "To Provider" drop down lists. 3. Click the check boxes pertaining to the categories you want to copy. 4. Click the Save button. FYI: Click the Clear Form button to clear the screen with current selections and start again. 178

Administration Module Administration Module Lab Order Preferences Overview CareTracker provides the ability to set up additional fields to display in lab order forms. This helps your practice to include custom information required when creating an order. How to Create Lab Order Preferences 1. Click the Admin module and then click the Lab Order Preferences link under the Clinical section. The Order Preferences Maintenance window displays. 2. Click the New button. 3. In the "Field Description" field, enter the name of the additional field. 4. In the "Order Type" field drop-down list, click the type of the order. 5. In the "Listing order" field, enter the sequence number for the field. This will be the other in which the field will display in the Additional Fields box. 6. By default, the "Active" check box is set to select. 179

CareTracker PDF - Administration Module 7. Click the Save button. FYI: To deactivate a custom field, click to clear the "Active" check box. This will remove the custom field from the Additional Fields dialog box. You can also view inactive fields by selecting the "Show Inactive" check box. 180

Administration Module Quick Text Library Administration Module Quick Text Library Overview The Quick Text Library application provides the ability to create company, group or provider specific quick text via a user friendly interface. In addition, you can assign specialties and quick text groups to store and organize the quick text entries in a systematic manner. This allows users with access to Admin functions to create quick text without accessing the Medical Records module. You may also continue to create quick text within a progress note if necessary. FYI: Quick text created via the Administration module will be available in all templates and sections of a template. However, quick text created within a progress note will be available only for the specific section within the template. How to Create Quick Text: 1. Click the Administration module and then click Quick Text Library link under the Clinical section. The Quick Text window displays. 2. Click the Add button. The Add New Notation dialog box displays. 3. In the "Caption" field, enter a name for the quick text. 4. In the "Autocomplete Abbreviation" field, enter a shortcut key for the quick text entry. FYI: The shortcut key assigned is case sensitive. 5. In the "Quick Text Group" field drop-down list, select a template section to assign to the quick text. This helps to store quick text entries in an organized manner. 181

CareTracker PDF - Administration Module FYI: It is recommended that you use section names in a template as quick text groups. To Create Quick Text Groups: I. Click next to the "Quick Text Group" field drop-down list. The Quick Text Groups dialog box displays. II. Click the Add a New Group button. 182

Administration Module III. Enter the Group Caption and click OK. The group created is added to the list and displays in the quick text tree as a folder. All quick text items pertaining to each group is organized under the relevant folder. FYI: You can edit an existing group by clicking Text Group name. next to the Quick 6. In the "Scope" field drop-down list, select the company, group or provider to assign the access level for the quick text. 7. In the "Specialty" field drop-down list, select the specialty to assign the quick text. 8. Create the quick text item using the editor and click the Save button. You can create quick text with standard phrases, which can include tab stops if necessary. The quick text is saved under the specific Specialty and quick text group in the quick text library. To Create Quick Text Entries with Tab Stops: 183

CareTracker PDF - Administration Module Tab stops are locations within a quick text entry that enables navigating through the text by pressing [TAB] to enter data. To create tab stop entries, enter <[ ]>. A tab stop entry with no options must have a space between [ ]. Therefore, the format of a tab stop entry with no options is <[space]>. To create multiple options within a tab stop entry, enter <[option1, option2, option 3]>. There is no limit on the number options for an entry. Each option is represented by number in ascending order. Selecting the corresponding number populates the text into the template. For example, if "<[number]> <[days, weeks, years]>" is entered, you can tab through to complete the information. Tab to <[number]> to enter a number, and press 1, 2 or 3 to make a selection from <[days, weeks, years]>. If 2 is pressed, the text "weeks" populates in the template. To enter numeric values within a tab strop entry, enter <[1, 2, 3.9]>. The number pressed will populate in the template regardless of its position within <[ ]>. For example, if "<[1, 2, 3.9]>" is entered and 2 is pressed, the template will display "2". 184

Administration Module Administration Module Managing Quick Text Quick Text Library The Quick Text Library application provides the ability to manage quick text items in the library by re-ordering, editing and deleting items. The application also enables you to search for a specific quick text item. By default, the Quick text tree displays expanded enabling you to view all quick text items under each group at once. FYI: You cannot edit or delete global quick text items. How to Search for a Quick Text Item Enter a keyword you want to search and click. All quick text items that begins and contains the keyword entered displays. To clear the search item entered in the field, click. How to Edit a Quick Text Item 1. Click the Administration module and then click Quick Text Library link under the Clinical section. The Quick Text window displays. 2. Select the quick text entry you want to edit from the quick text tree and click the Edit button. The Edit Quick Text dialog box displays enabling you to make necessary changes and click the Save button. 185

CareTracker PDF - Administration Module How to Delete a Quick Text Item Select the quick text entry and click the Delete button. How to Re-Order Quick Text Entries 1. Select the folder you want to reorder from the tree and click the Reorder button. The Reorder Quick Text dialog box displays. 2. Click to reorder items in the required order. The sorting of quick text is based on the operator, therefore, the quick text displays in the order that you set in the Quick Text Library. However, new quick text entries that are added to the Quick Text library appear at the bottom of the list until it is sorted by the operator. FYI: You can also hover over quick text entry. to view the text pertaining to the 186

Administration Module Letter Templates Administration Module Letter Templates Overview The Letter Template application provides the ability to create clinical letter templates for your company or group. The Letter Template application utilizes editing features similar to other desktop editors like MS Word. In addition, the application enables you to include your practice logo into a letter. How to Create a Clinical Letter Template: 1. Click the Admin module, and then click the Letter Templates link under the Clinical section. 2. Click the Add New Letter button. The Letter Template dialog box displays. 3. In the "Description" field, enter the name for the letter template. 4. In the "Type" field drop-down list, select the type of the letter template. Letter types include patient, visit, appointment, clinical note, results, recall and referral. 5. In the "Scope" field drop-down list, select the access level to assign the letter template. Scope Group Description Group letters are available for all operators in the group when managing favorites in the 187

CareTracker PDF - Administration Module Company Global Clinical Letter Writer application accessed via the patient's medical record. Company letters are available only when searching for global letters and not available in the "Letter" field drop-down list of the Clinical Letter Writer application. Global letters are available to all CareTracker users. However, you cannot edit a letter, but can make a copy of the global letter to edit and assign as a company or group letter. 6. Click the Save button. 7. Use the editor to create and format the letter template. You can use the items in the "Letter Object" field drop-down list to create a letter template with pre-defined fields. In addition, you can click to view pre-defined fields grouped under each category and select the required fields. This will auto populate relevant information based on the patient in context when generating a letter. FYI: To include the practice logo in a letter, select the SP.LOGO field from the "Letter Object" field drop-down list or click and then click Practice Logo from the Special Fields group. 188

Administration Module 8. Click the Save button. FYI: To search for an existing letter, click the Search button and enter the name of the letter template. It is important that you select the "Include Global Elements" check box when searching for both global and practice specific letters. To delete a letter template, pull the letter template into context and click the Delete button. However, you cannot edit or delete a global letter template. To make a copy of the letter, click the Clone Template button. The clone feature enables you to create a copy and edit the letter as necessary preventing the need to create a new letter template from start. 189

CareTracker PDF - Administration Module Administration Module Letter Templates Copying an Existing Letter Template The Letter Template application provides the ability to create a copy of an existing clinical letter template and edit the letter as necessary preventing the need to create a new letter template from start. How to Copy an Existing Clinical Letter Template: 1. Click the Admin module, and then click the Letter Template link under the Clinical section. 2. Click the Search button. The Search dialog box displays enabling you to enter the name of the letter template. It is important that you select the Include Global Elements check box when searching for both global and practice specific letters. 3. Click the Search button. A list of letters that match the search criteria appears. 4. Click the Select button. The letter is pulled into context. 5. Click the Clone Letter button. The Letter Template dialog box displays. 6. Enter the description, type and scope for the new letter template. 190

Administration Module 7. Click the Save button. Make necessary changes to the letter and click the Save button. 191

CareTracker PDF - Administration Module A/R 192

Administration Module Post Administration Module Post Overview By clicking on the Post link under the A/R section of the Administration Module, you can view all open batches and will be able to post any open batches. Batches should only be posted after a journal has been generated and you have verified your journal balances. Posting batches locks the transactions permanently in CareTracker. All transactions will show on reports generated in CareTracker, and any corrections to posted transactions must be made via the Edit application in the Transactions Module. Open Batches can also be viewed and posted by clicking on the Open Batches link under the Billing section of the Dashboard in the Home page. FYI: All transactions must be posted before running any Month End report in CareTracker, and periods cannot be closed with open batches linked to them. FYI: A password may be required to post a co-worker's batch. See: How to Post a Batch Related Topic: Open Batches Overview (Home); How to Post a Batch in the Open Batches Link (Home); How to Create a Batch (Name Bar), Edit Overview (Transactions Module) 193

CareTracker PDF - Administration Module Administration Module Post How to Post a Batch 1. Generate a journal for the batches you would like to post to identify any transaction mistakes that may have been made. (How to Run a Journal) 2. Click on the Post link under the A/R section of the Administration Module. 3. When the Post link is selected, a list of all open batches for your group displays. Click in the small white box to the left of the batch that you would like to post. A check mark will be placed in the box next to the batch name. 4. When you have selected the batch(es) to post, click on the Post Batches button. Related Topic: Open Batches Overview (Home); How to Post a Batch in the Open Batches Link (Home); How to Create a Batch (Name Bar), Edit Overview (Transactions Module) 194

Administration Module Open/Close Period Administration Module Open/Close Period Overview In CareTracker before any charges or payments are entered into the system you must define your fiscal periods. From the Open/Close Period link you can set the fiscal year of the practice by setting up date parameters for each of your fiscal periods/fiscal year. You can also determine the status of each period you have created allowing you to manage your practices financials. Statuses include 'Opened' or 'Closed'. You can have multiple 'Open' periods and financials cannot be posted into a 'Closed' period. On the first day of a new period your practice administrator would need to go into Open/Close period and change the status of the period to 'Open'. A period can be opened prior to the first day of the period and the period would need to be opened in order to begin posting financials into that period. If on the first day of period two, your staff tries to create a batch to post co-payments, they will not be able to post the payment into period two if it has not yet been opened. It is possible and will be typical for your practice to have multiple periods open. When all financials have been posted into a period, your practice administrator will need to change the status of the period to 'Closed'. Once a period is closed, financials cannot be posted into it. For multi-group Parent Companies, you can open and close periods for all groups at one time by selecting 'Y' from the "All Groups" field drop-down list and clicking on the Go button. If your practice operates with 13 periods, a 'Control' period is available. Select 'Control' from the month drop-down list and enter the beginning and ending date of the control period. CareTracker will not allow you to create a batch for a period that has not yet been opened or that has been 'Closed'. The fiscal period and year you are working in displays in all financial transaction applications, e.g. Charge, Bulk Charges, and Payments on Account. Also, all reports you run are linked to the periods you have established, not simply to the periods of the calendar year. 195

CareTracker PDF - Administration Module See: How to Open a New Fiscal Year, How to Open a New Fiscal Period, How to Close a Period Related Topic: How to Create a Batch (Name Bar) 196

Administration Module Administration Module Open/Close Period How to Open a New Fiscal Year 1. Click on the Open/Close Period under the A/R section of the Administration Module. 2. By default the "Fiscal Year" field displays the current fiscal year. If you want to open a period for all groups within your Parent Company, select 'Y' from the "All Groups" field drop-down list or click 'N' if you want to open a period only for the group you are working in. Click on the Go button. 3. Thirteen fiscal periods for the year will display which includes one control period you can utilize. From the "Month" field dropdown list next to Period 1, select the first month of your fiscal year. For example, if July is the first period of your fiscal year, than you would select 'July' from the "Month" field drop-down list. 4. When the month of your period one is selected, CareTracker will re-order each period. For example, if 'July' is selected from the "Month" field for period one, 'Aug' will default as period two, 'Sep' 197

CareTracker PDF - Administration Module defaults as period three, etc. Review all fiscal periods to make sure you have set them correctly. 5. The system also defaults the beginning and end date of each period to the first day of the selected month and the last day of the selected month. This date range can be changed for any/all periods by entering the date you require in either the "Begin Date" field or the "End Date" field. 6. When you open a new fiscal year and need to open up the first period of that fiscal year, select 'Open' for period one from the "Status" field drop-down list. 7. Click on the Save button. See: How to Open a New Fiscal Period, How to Close a Period Related Topic: How to Create a Batch (Name Bar) 198

Administration Module Administration Module Open/Close Period How to Open a Period 1. Click on the Open/Close Period link under the A/R section of the Administration Module. 2. When Open/Close Period is opened all of your fiscal periods for the selected fiscal year displays. Select 'Open' from the "Status" field drop-down list for the new period you need to open. 3. When the new period is set as 'Open', click on the Save button. Batches can now be created for this open period and financial can be posted into it. See: How to Open a New Fiscal Year, How to Close a Period Related Topic: How to Create a Batch (Name Bar) 199

CareTracker PDF - Administration Module Administration Module Open/Close Period How to Close a Period 1. Click on the Open/Close Period link under the A/R section of the Administration Module. 2. When Open/Close Period is opened all of your fiscal periods for the selected fiscal year displays. Select 'Closed' from the "Status" field drop-down list for the period you need to close. You do not want to close a period until all financials for that period have been posted. A closed period can not be re-opened and financials cannot be posted into 'Closed'. 3. When the new period has been 'Closed' click on the Save button. See: How to Open a New Fiscal Year, How to Open a New Fiscal Period Related Topic: How to Create a Batch (Name Bar) 200

Administration Module Hold Batches Administration Module Hold Batches Overview All charges that are placed on hold due to a ClaimsManager edit are moved to a Hold Control Batch that is set up when creating a batch. You are required to create only one hold batch to separate held charges from charges that you can post. However, if multiple hold batches are created, all batches will be displayed in the Hold Batch application enabling you to review the number of transactions that needs to be fixed within each batch. It is important to correct the edits in order to close the extra hold batches. The Hold Batch application is accessible by clicking the Administration module, and then clicking the Hold Batches link under the A/R section. When a hold batch is created, it is displayed in green. If any charges are held and moved into the hold batch, the batch is disabled and is indicated in red preventing you from closing the batch. Once all held charges are fixed and the count becomes 0, the hold batch becomes active. Active batches are displayed in green enabling you to close the hold batch. The charges fixed are moved to the current batch open for the period you are working in. You can close a hold batch by selecting the check box pertaining to the specific batch and clicking Close Batches. This removes the batch from the Hold Batches list. FYI: If a check box pertaining to a batch is selected by error, click the check box to clear the check mark. If you want to clear all selections made, click Clear Choices. 201

CareTracker PDF - Administration Module If passwords have been added to the Override Passwords application in the Admin module, you may not be able to close a batch that was not created by you. Related Topic: How to Create a Batch (Name Bar) 202

Administration Module Generate Claims Administration Module Generate Claims Overview The Generate Claims link is listed under the A/R heading of the Administration Module. From this link, you can generate claims for you group. Claims can only be generated after your batch has been posted. Most claims are transmitted electronically to an insurance company; however, some claims will need to be printed out and mailed to an insurance company. To manually print out paper claims, click on the Unprinted Paper Claim Batches link listed under the Billing section of the Dashboard in the Home page. FYI: Secondary Medicare claims will be sent electronically and will be included with your primary Medicare claims in the same ANSI file. The Medicare Response Report will include both primary and secondary claims on the same report. You will not see a separate Medicare file or report for secondaries. See: How to Generate Claims Related Topics: How to Run a Journal (Reports Module); How to Post a Batch ( Administration Module); Claims Worklist Overview (Home); Working Claims Worklist (Home); Unpaid/Inactive Claims (Home); Unprinted Paper Claim Batches Overview (Home); Printing Unprinted Paper Claim Batches (Home); Open Electronic Claim Batches Overview (Home); Reviewing/Closing Open Electronic Claim Batches (Home) 203

CareTracker PDF - Administration Module Administration Module Generate Claims How to Generate Claims 1. Run a journal to verify that you have entered all financial transactions correctly into CareTracker. (See: How to Run a Journal) 2. When you have verified that you balance with your journal, post your batch (See: How to Post a Batch) 3. When your batch(es) has been posted, click on the Administration Module icon, and click on the Generate Claims link listed under the A/R section of the Administration screen. 4. Click on the Generate Claims For This Group button. FYI: Your claims will wait in Queue to be processed at 12 P.M. or 5 P.M. 5. Your claims will be electronically transmitted to their intended payer; however, you must print out claims that cannot be transmitted electronically, and mail these paper claims to payers. (See: How to Print Unprinted Paper Claim Batches) 6. For claims transmitted electronically, you will receive a Report response back from the insurance company that needs to be reviewed. This can be done by clicking on the Open Electronic Claim Batches link on the Dashboard in the Home page. ( How to Review and Close Open Electronic Claim Batches) 204

Administration Module 7. One day after you have generated your claims, check to see if any claims that were supposed to be transmitted or dropped to paper were unable to be billed out by CareTracker. This can be done by clicking on the Claims Worklist link under the Billing section of the Dashboard in the Home page ( How to Work Claims Worklist). Related Topics: How to Run a Journal (Reports Module); How to Post a Batch ( Administration Module); Claims Worklist Overview (Home); Working Claims Worklist (Home); Unpaid/Inactive Claims (Home); Unprinted Paper Claim Batches Overview (Home); Printing Unprinted Paper Claim Batches (Home); Open Electronic Claim Batches Overview (Home); Reviewing/Closing Open Electronic Claim Batches (Home) 205

CareTracker PDF - Administration Module Administration Module Generate Statements Overview CareTracker automatically generates patient statements on a weekly basis. Statements are sent to responsible parties who owe on a self pay balance. Statements can also be sent for Worker's Compensation, Nursing Homes and Legal Cases. This can be done by setting up those organizations as an insurance company or an employer in CareTracker. FYI: A statement will not be generated for a patient if the patient has an unapplied balance saved on his account that is equal to or greater than the current patient balance amount. Patient statements will not be generated by CareTracker until 5 P.M., regardless of the time of day you request statements to be produced. When statements have been generated, they can be printed either by batch or for an individual. Printing batch patient statements can be completed by clicking on the Unprinted Statements link under the Billing section of the Dashboard or by clicking on the All Statements link under the Financial Reports section in the Reports applications of the Reports Module. Individual patient statements can be printed from the Statements application in the Financial Module. Alternatively, if your practice's statement is set up as a form letter, you can generate statements from the Form Letters application in the Reports Module or from the Ltrs button in the Name Bar. Related Topics: All Statements Overview (Reports Module); Statements (Home); Form Letters Overview (Reports Module); Statements Overview (Financial Module); How to Reprint a Patient Statement (Financial Module) 206

Administration Module Bulk Balances Administration Module Bulk Balances Overview The Bulk Balances feature is useful for practices that have recently converted to CareTracker, because it allows you to enter open balance figures for a patient or insurance company that exist in your previous medical management system, without having to enter in a CPT or ICD-9 code. Typically, bulk balances are entered into CareTracker three to six months after converting to the system. Bulk Balances entered will be listed in the Open Items application for the patient, showing a procedure code and description of Previous Balance. When payments are made on previous balances, they can be entered via Open Items. The Bulk Balances link is under the A/R heading in the Administration Module. See: How to Enter Bulk Balances Related Topic: Open Items Overview (Financial Module), Open Item Fields and Features 207

CareTracker PDF - Administration Module Administration Module Bulk Balances How to Enter a Bulk Balance 1. Be sure that you have a batch open under which you would like to track the bulk balances. 2. Click on the Administration Module icon. 3. Click on Bulk Balance link listed under the A/R section of the screen. 4. Enter at least three letters of the patient's last name in the "Patient's Last Name" field. 5. Enter at least three letters of the patient's first name in the "Patient's First Name" field. 6. Select the provider who is owed the balance from the "Provider" field drop-down list. 7. Click on the Go button. FYI: When only a partial last name and/or first name is entered into the "Patient Last/First Name" fields, clicking the Go button will generate a list in the lower half of the screen containing all patient full names that match the letters entered 208

Administration Module 8. When the Go button is clicked, new fields come into view in the lower frame of the screen, including the patient's ID number, name, the selected provider, aging date, quick date, payer and open. The Patient ID, name, and provider are based on the information you entered in the filters. The patient information can only be changed by re-entering a last and/or first name in the corresponding field(s) and clicking the Go button again. The provider can be changed using the "Provider" drop-down list that is available on the patient line. 9. Determine the aging date of the balance. The "Aging Date" defaults to the current day; however, that date can be changed by manually entering a date in MM/DD/YYYY format, or by selecting a number of days prior to the current date from the "Quick Date" field drop-down list. 10. The Payer column has 2 fields; one defaults to the primary insurance saved on the patient's demographic and the other defaults to 'Private Pay'. Another payer can be selected from either field's drop-down list and all active payers saved on the patients demographic will be available from each drop-down list. 11. Click on the More button to add an additional payer with an open balance to the patient's record. 12. Enter the amount of the open balance in the "Open" field that corresponds to the appropriate payer. You do not need to use the dollar sign, though you may use decimal points. 13. When all of the balance information is entered, click on the Save button. 14. Bulk Balances entered into CareTracker will be listed in the Open Items application for the patient and will show a procedure code and description of Previous Balance. Payments made on previous balances can be entered via Open Items. Related Topic: Open Items Overview (Financial Module), Open Item Fields and Features 209

CareTracker PDF - Administration Module Bulk Visits Administration Module Bulk Visits Overview The Bulk Visits link available under the A/R section of the Administration Module provides a heads down method for entering multiple visits into CareTracker which requires using the numeric keypad on the keyboard to enter information and the [Enter] key to move from field to field. Appointment information, e.g. appointment time and billing provider, pulls into Bulk Visits from each scheduled appointment in the Book application of the Scheduling Module; however, the referring provider pulls from the "Referring Provider" field in Demographics. Most of the appointment information can be edited in the Bulk Visits screen if necessary. Any information eligible for editing will be in an active field and will have a drop-down list available, with which to change the appointment information. Before a visit can be saved, all fields must be complete, including corresponding CPT codes, ICD- 9 codes, the patient's co-payment amount for selected CPT codes and the co-payment amount that the patient paid. When saving Bulk Visits, there is no limit to the number of CPT or ICD-9 codes that can be entered for a patient. Multiple CPT codes can be entered for a patient in the "CPT" field by inserting an asterisk (*) between each code. To link an ICD-9 code to one specific CPT code, insert a dash (-) after the ICD-9 code followed by the sequence of the CPT code that needs to be linked, e.g. -1. When invalid CPT or ICD-9 codes are entered for a visit and the Save button is clicked, an alert pops up indicating the invalid code. From the pop-up window, the code can be saved for the patient or the save can be aborted so that the code can be corrected. Visits can also be edited from the Bulk Visits screen; however, edits made to saved visits are done via the Visit pop-up window and are not entered using the numeric keypad and the [Enter] key. When a visit is edited from the Visit pop-up window, CPT codes, ICD-9 codes, modifiers and units can be added or removed. 210

Administration Module See: How to Enter Bulk Visits, How to Edit Bulk Visits Related Topics: How to Save Bulk Visits (Home); Visit Overview (Scheduling Module); Charges Overview (Transactions Module); How to Enter a Charge (Transactions Module); Bulk Charges Overview (Transactions Module), How to Save Bulk Charges (Home) 211

CareTracker PDF - Administration Module Administration Module Bulk Visits How to Save Bulk Visits 1. Click on the Administration Module icon. 2. Click on the Bulk Visits link under the A/R section of the screen. 3. In the "Date" field, enter the date of service for which you need to save visits either by manually entering the date in MM/DD/YYYY format or by clicking on the Calendar function and selecting a date. The date will default to the current date. 4. When the appropriate date is displayed in the "Date" field, click on the Go button. 5. Hit [Enter] to navigate to the "CPTs" field, and enter the corresponding CPT codes. An asterisk (*) needs to be inserted between CPT codes when more than one CPT code is entered. 6. Hit [Enter] to navigate to the "Diags" field, and enter the corresponding ICD-9 codes. To link an ICD-9 code to one specific CPT code, insert the corresponding CPT code's sequence, followed by a dash (-) and then the matching ICD-9 code. E.g. 1- will link the ICD-9 code to only the first CPT code entered in the "CPTs" field, while 2- will link the ICD-9 code to only the second CPT code entered in the "CPTs" field. 212

Administration Module 7. Hit [Enter] to navigate to the "Copay" field, and enter the patient's owed co-payment amount. 8. Hit [Enter] to navigate to the "Pmt" field, and enter the copayment amount that the patient actually paid. FYI: The payment transaction description selected in the "Pmt Type" field will be the payment transaction linked to all payments entered via Bulk Visits. It is recommended that the "Pmt Type" remain as the default transaction description 'Pat Office'. 9. When all fields are complete for each appointment line click on the Save button. 10. When Save is clicked, the Bulk Visits are saved and the appointment lines re-display however, the active fields are replaced by "Procedures Exist." See: How to Edit Bulk Visits FYI: By clicking on the Edit button next to the saved visit that needs to be edited, the Visit pop-up screen displays and the visit can be edited from the pop-up. Related Topics: How to Save Bulk Visits (Home); Visit Overview (Scheduling Module); Charges Overview (Transactions Module); How to Enter a Charge (Transactions Module); Bulk Charges Overview (Transactions Module), How to Save Bulk Charges (Home) 213

CareTracker PDF - Administration Module Administration Module Bulk Visits How to Edit Bulk Visits 1. Each appointment on the date of service selected in the "Date" field that has a Visit saved for it will be listed in the Bulk Visits screen. CareTracker will show the appointment time, patient ID, patient name, and for each appointment, will say 'PROCEDURES EXIST'. Click on the Edit button next to the visit that needs to be edited. 2. When the Edit button is clicked, the Visit pop-up displays. From this pop-up, CPT codes, modifiers and units can be added or removed by clicking on the Proc link, and ICD-9 codes can be 214

Administration Module added or removed by clicking on the Diags link. Any code entered in Bulk Visits will be checked off. Additional codes can be added by clicking in the check box to the left of the code, which places a check mark in the box. Similarly, codes can be removed by clicking on the pre-existing check mark in the check box. When all appriopriate CPT and ICD-9 codes are selected, click on the Save link. 3. When the Save link is clicked, the visit summary displays in the pop-up window. Review and verify that all necessary CPT codes, modifiers, units and ICD-9 codes are selected for the visit, and click on either of the two Save buttons. 4. Once Save is selected, the Visit information will saved, the popup will close, and you will remain in the Bulk Visits screen, where you can continue to edit Visits by following the same steps See: How to Save Bulk Visits Related Topics: How to Save Bulk Visits (Home); Visit Overview (Scheduling Module); Charges Overview (Transactions Module); How to Enter a Charge (Transactions Module); Bulk Charges Overview (Transactions Module), How to Save Bulk Charges (Home) 215

CareTracker PDF - Administration Module Administration Module Bulk Apply Unapplied Overview When a patient makes a payment before services are rendered, i.e. their co-payment, the payment is posted into CareTracker as an unapplied payment. An unapplied payment is money that has been applied to a patient s account, but not to a specific date of service. All unapplied amounts are first applied to any private pay or collection balances the patient is responsible for. This reduces the number of patients with unapplied balances and avoids patients going in to collections for transactions that are not paid. The unapplied money can be applied automatically to the patient s charge through either the Charges or Bulk Charges application. If the unapplied money is not applied automatically, you will be able to apply it manually. Unapplied money saved in CareTracker can be applied in bulk to multiple patients' service dates in the Bulk Apply Unapplied link under the A/R section of the Administration Module. When the link is clicked, CareTracker will display a list of all patients with unapplied money saved on their records, either for the current group you are working in, or for all groups in your parent company. The list will include each patient's name, unapplied amount, balance amount and the last transaction date. For each patient, there will also be a column for you to indicate whether-or-not to apply the patient's unapplied money. The system defaults to placing a check mark in the Apply Y/N column, which indicates that the patient's unapplied amount will be applied; however, you can click on the check mark to remove it.from the column for the patient. Doing so will allow the patient s unapplied amount to remain unapplied when you click on the Apply Unapplied button. In the "Method" field you can select how to apply a patient's unapplied money. 'Today s First' and 'Today s Only' are the two method options you can choose from. 'Today s First' will apply all of the patient s unapplied money, starting with the most current service date and working back. 'Today s Only' will only apply the unapplied money to the current date of service. The Unapplied link on the Dashboard also generates a list of patients with an unapplied balance that shows the patient's name, the amount of money that is unapplied and the patient's last 216

Administration Module transaction date. From this link, unapplied money can be applied to individual patient accounts. Related Topics: Unapplied Overview (Home); How to Manually Apply Unapplied Money (Home) 217

CareTracker PDF - Administration Module Administration Module Verify Payments Overview Verify Payments compares the money an insurance company has paid you for a procedure to the allowed amount an insurance company will pay for the same procedure. This feature can only be used for primary payments and is designed to make you aware of instances when you are paid less than the actual allowed amount. To verify payments, click on Verify Payments under the A/R section of the Administration Module. FYI: A Medicare allowed schedule is available for you with which to verify your payments. Additional allowed schedules can be added to your quick pick list by clicking on the Quick Pick link under the Financial Setup and Admin section of the Administration Module. How to Check Payment Variance 1. Click on the Administration Module icon. 2. When the Administration Module opens, click on the Verify Payments link under the A/R section. 3. Select a batch to for which to check payment variance by entering the batch name, or part of the batch name and clicking the Srch button. 4. When the Srch button is clicked, the Batch Search pop-up window displays, allowing you to select a specific batch 5. Set any needed filters. "View By" determines whether you will see all payments entered in the selected batch, or only variances. You have an option "Override Zero Amts with," which enables you to select an allowed schedule to use if the insurance plan does not have an allowed schedule. If the procedure is not contained on an allowed schedule, you can either select the 'Medicare' allowed 218

Administration Module schedule, or override the zero amounts with 'Charge'. You can also select a specific financial class for which to verify payments from the "Fin Class" field drop-down list. 6. Click on the Go button. 7. When the Go button is clicked, all the payments entered into the selected batch or only the variances in that batch will display showing the patient's name, service date, provider, insurance plan, CPT code, modifier, units, allowed amount, payment amount, Net transfers, transfers plus payments and variance. The Variance column displays the difference between the Allowed Amount and Transfer Plus Payment columns. Variances will be highlighted in blue. FYI: You can also click the Print button in order to communicate the data displayed on the screen in a report format. 219

CareTracker PDF - Administration Module Auto Write Off Administration Module Auto Write Off Overview CareTracker supports the accounts receivable management process by making it easy to keep track of small balances. This application is specifically useful when dealing with private pay, collections pending, collections actual or free care balances. After verifying that a claim is completely paid from all sources (patient, primary insurance, secondary, etc.), CareTracker can automatically write-off any remaining balances. You can generate a list of claims based on the transaction date range or aging date of the claim, and use the list to determine which balances to write off. See: How to Write Off a Batch of Claims Related Topics: Todays Journals (Reports Module) 220

Administration Module Administration Module Auto Write Off How to Write Off a Batch of Claims 1. Click on the Administration Module icon. 2. Click on the Auto Write Off link under the A/R section of the screen. 2. From the "Group" field drop-down list, click the group you want to write off claims for. You can select the current group you are working in or select all groups in your practice. 3. By default the "Insurance" field drop-down list is set to 'Private Pay.' You can generate a list of small balances by clicking a different type of insurance if you want. FYI: The insurance list is based on the selection in the Insurance Plans under the Quick Pick Builder link in the Admin section of the Admin module. 4. In the "By" field list, click either 'AGING DATE' or 'TRANS DATE' to generate the auto-write off list. You must select 30, 60, 90 or 120 as the aging range days if the condition is set to 'AGING DATE' or set a date range for the transactions if set to 'TRANS DATE'. The transaction date is the last date a transaction was logged in CareTracker for a specific procedure. 5. In the "Proc Amount" and "Pat Balance" fields, type the value you want to filter claims by. The "Proc Amount" field is the balance on a specific procedure and the "Pat Balance" field is the patient s total balance for the insurance selected. FYI: It is recommended to enter a value in both boxes before clicking Go button to avoid writing off balances that you may not want. If there are many occurrences for one patient it will list all occurrences that total up to the value set in the "Pat Balance" field and has a value less than the amount entered in the "Proc Amount" field. 6. By default, the "Order By" field drop-down list is set to 'Patient'. Select the sort order for the list you are generating and click the Go 221

CareTracker PDF - Administration Module button. A list of claims to write off is generated based on the criteria set. FYI: If you do not want to write off balances for selected patients, clear the check box under Write Off Y/N?. 7. In the "Transaction" field drop-down list, click the appropriate adjustment transaction to write off the balance(s) listed. 8. By default, the "Transaction Date" field is set to today s date. You can change the date if required. 9. Click the Auto Write Off button. CareTracker will adjust off the balances indicated with the transaction code selected. FYI: It is best to create a separate batch when writing off balances as it is a convenient way to keep track of transactions created by the Auto Write Off application. You can view all transactions that are created in Todays Journal link under Financial Reports section of the Reports module. See: Overview Related Topics: Todays Journals (Reports Module) 222

Administration Module Visit Import Administration Module Visit Import Overview Through the Visit Import link listed under the A/R section of the Administration Module, you can automatically load visits into CareTracker from a third party system such as a hospital. Importing visits can either occur as a batch upload (manually) from a file or can be automatically transmitted from the sending system in either a batch or real time mode. See: How to Import Visits, How to Import Unimported Visits 223

CareTracker PDF - Administration Module Administration Module Visit Import How to Import Visits FYI: After successfully loading and importing visits - you should call up at least one visit from the batch that was uploaded and verify it is successfully in CareTracker If the operator who uploads the batch of visits does not import those visits, that operator should verify a visit from the previous batch is successfully in CareTracker. If your practice electronically sends a batch of visits in the background from "computer" to "computer" then that person responsible for releasing those visits to go should verify a visit from the previous batch is successfully in CareTracker. 1. Click on the Administration Module icon. 2. Click on the Visit Import link under the A/R section of the screen. 3. If the file has not been automatically posted from the sending system into CareTracker, click on the Browse button. 224

Administration Module 4. The Choose File pop-up window displays when the Browse button is clicked. Locate the file that needs to be uploaded into your system. When the file has been selected, click on the Choose File pop-up window closes. Click on the Upload File button. FYI: It is imperative that you select the correct file during this step or you will create the wrong patients in your company. FYI: Clicking on the Upload File button will upload the file to a temporary area and does not actual create the visits in CareTracker. 5. Click on the Process Queue tab. 6. When the Queue displays, wait for the file to appear in the Processed section of the Queue screen. Click on the Translate tab when the file appears in the Processed section to translate any codes that may have been uploaded but are different than the codes in CareTracker. FYI: If any file ends up in the Error Queue, log a call to the CareTracker Support Department. 225

CareTracker PDF - Administration Module 7. Select the batch name, date of the visits you are importing, from the "Batch" field drop-down list or select 'Combine Batches' to import all processed visits saved in CareTracker. 8. Click on the Resolve Patients button to match up the visits with the corresponding patients in CareTracker. FYI: If patients are not resolved, any visit that does not match a patient will go into Work Unimported Patients and will need to be worked. 9. Map the incoming visits match with CareTracker's codes. Click on the Group button and confirm the group is mapped. This should always map so remember to always hit the Save button. Click on the Insurance button, make sure all of the insurances are mapped to the correct insurance, and click on the Save button. Click on the POS button, map the place of service, and click on the Save button. Click on the Providers button, make sure they are all mapped, and click on the Save button. Click on the Referring Providers button, make sure they are all mapped, and click on the Save button. Click on the Appointment Type button, map to an appointment type, and click on the Save button. Click on the Location button, map the locations, and click on the Save button. Click on the Gender button, map the genders, and click on the Save button. 226

Administration Module 10. When all visit features have been mapped accordingly and saved, click on the Review tab. 11. When you review visits, you can map a visit to a patient by clicking on the... button on the corresponding visit line. Click on the Import Visits button. 12. Click on the Import Que and wait for the file to appear in the Processed section of the Queue. 13. When the file appears in the Processed section, click on the Mark Read button to remove the processed file from the Import Que and the visits have been imported into CareTracker. 14. Work Unimported Visits after completing a Visit Import to import any visit that could not be imported or needs to be corrected in order to be successfully imported. See: How to Import Unimported Visits 227

CareTracker PDF - Administration Module Administration Module Visit Import How to Import Unimported 1. Click on the Work Unimported tab in the Visit Import screen. 2. Select the batch name of the import visits file from the "Batch" field drop-down list. 3. Each unimported visit displays showing it's status of Not Imported, the entity's ID #, CareTracker Name, patient last name, patient first name, patient middle name, admission date, service date, discharge date, CPT code, modifiers, and the procedure description. Match up each unimported visit by patient, procedure or diagnosis. 4. If you are going to enter a visit manually into CareTracker, reject that individual visit by clicking on the R button next to the status of the visit you are not going to import. FYI: To reject all unimported visits click on the Reject All Unimported Visits button. Those visits will need to be manually entered into CareTracker. 5. When all visits have been corrected, matched, and rejected if you are going to manually enter them, click on the Import Visits button and the visits will be imported into CareTracker. See: How to Import Visits 228

Administration Module Financial Setup and Admin 229

CareTracker PDF - Administration Module Encounter Form Setup Administration Module Encounter Forms Overview Some providers use paper encounter forms to check off CPT and ICD-9 codes relative to a patient's visit. Paper encounter forms are printed from CareTracker based on appointments scheduled in the Book application, and can be printed either individually or in a batch. Procedure and diagnosis codes selected on the paper encounter form will need to be electronically entered into CareTracker via the Visit pop-up window or the Charge application of the Transactions Module. The CareTracker Enrollment Department builds encounter forms for clients when they decide to use CareTracker as their practice management system, however if desired, you can use the Encounter Form Setup link under the Financial Setup and Admin section of the Administration Module to build an encounter form for your practice. Printing individual encounter forms is necessary when the patient's appointment was not scheduled when the batch of encounter forms for the day were printed. This may occur if the patient's appointment was squeezed in, if they are a walk-in or in an emergency situation. Individual (instant) encounter forms can be generated and printed in several places in CareTracker. In the Book application of the Scheduling Module, from the Appts button in the Name Bar or when you click on the Appointment List link under the My Lists section of the Dashboard. Select 'Enc Form' in the mini-menu that displays when you left click on a patient's appointment. By clicking on the Encounter Forms link under the Scheduling heading in the Reports application you will be able to print an encounter form for each patient with a scheduled appointment on a particular date of service. Encounter forms printed by batch can be filtered to only include a specific location, provider, appointment type, time, group, appointments created during a specific date range, and patients created during a specific date range. The heading on an encounter form contains the patient's pertinent demographic data - name, chart number, CareTracker ID number, address, phone number, secondary insurance (if applicable), the payer's name, the subscriber number and the co-payment amount. The information that is shown on the encounter form includes the appointment type, the location, and the provider with whom the 230

Administration Module appointment is scheduled. If the appointment is linked to a referral and/or authorization, that data will also print on the encounter form heading. There are particular encounter form options that can be set up at the group level for each group within your company including, balance information, complaints, appointments, and diagnoses. You can choose whether or not to have patient outstanding balances print in the lower, right-hand corner of the encounter form. When you elect to print balance information, you can then determine whether to only print the patient's balance or to print the total outstanding balances for all family members linked to the patient. Patient complaints can be entered in the "Complaint" field of the Book Appointment pop-up window when an appointment is being scheduled. For each group you can determine whether or not a complaint linked to an appointment prints in the top, left-hand corner of the encounter form. If you have multiple groups within your practice, you can also determine whether or not previous diagnoses and upcoming appointments for the patient prints on the encounter form for only the current group from which the form is being printed or for all groups within your Parent Company. FYI: For multi-location, single group practices, encounter forms can be printed to display each location's address instead of the group address. If your encounter forms require location addresses, please send a To Do to the Support Department. See: How to Build an Encounter Form 231

CareTracker PDF - Administration Module Administration Module Encounter Form Setup How to Build an Encounter Form 1. Click on the Encounter Form Setup link under the Financial Setup and Admin section of the Administration Module. 2. When the Encounter Forms screen opens, there is a drop-down list of global encounter forms and all of your practice's encounter forms. Click on the New button. 3. Several fields display when the New button is clicked. Enter a descriptive name for your encounter form in the "Name" field. 232

Administration Module 4. Select 'Default' from the "Style" field drop-down list. 5. There are defaults set for encounter forms that typically do not need to be changed when you first begin building a form. 7 defaults as the font size for the header, body and footer of the encounter form. These defaults may need to be changed however, it is best to wait until your encounter form is built to then determine if a font size change needs to be made. 3 defaults as the number of procedure and diagnosis columns. This is how most encounter forms are typically set up. The number of either procedure or diagnosis columns can be changed. Cell wrap refers to the text that will display next to each code and determines whether or not the text will continue onto the next line. The default is 'Yes', but if you have a high volume of codes to add to your form, you may want to suppress the wrap feature. As mentioned above it is best to wait until your encounter is built to determine if you need to limit the text for either the CPT or diagnosis descriptions. 'Y' should be selected in the "Active" field because you want this to be an active encounter form that can be used. 6. Click on the Save button. 7. When the Save button is clicked, several buttons display: Procedures, Diagnosis, Procedure Categories, and Diagnosis Categories. Procedure and Diagnosis Categories need to be built before actual procedure and diagnosis codes can be added to the encounter form. Categories determine the headings that will display in both the Procedure and Diagnosis section of the encounter form and how you will group your codes. For example, Procedure Categories could be, Consult, Office Visit New, Office Visit Established or Injections and Diagnosis Categories could be, Ankle or Back. Click on the Procedure Categories button. 233

CareTracker PDF - Administration Module 8. An alphabetized list of all CareTracker procedure categories displays when the Procedure Categories button is clicked. Depending on the number of columns you set for procedures, you will see a corresponding amount of columns labeled as Table 1, Table 2, Table 3, etc. Typically, you will have three columns. Left-click on a procedure category you need to add, drag it over to the column it needs to go in, and release. Commonly, you will have multiple procedure categories in one column. The order they display here determines the order the will appear in on the encounter form. Once a category is in a column, it can be reordered by left-clicking on it, dragging it to its appropriate location, and releasing. Select all required procedure categories for your encounter form and verify they are in the correct order in each column. FYI: At least one procedure category needs to be selected for each column. When the procedure codes to be included on the encounter form do not need to be sectioned or categorized, simply select 'Procedures' as the only category for each column. FYI: If you need a procedure category that is not listed, please send a To Do to our Support Department. 9. Click on the Save button. 10. Click on the Diagnosis Categories button. 234

Administration Module 11. An alphabetized list of all CareTracker diagnosis categories displays when the Diagnosis Categories button is clicked. Depending on the number of columns you set for your diagnosis codes, you will see a corresponding amount of columns labeled as Table 1, Table 2, Table 3, etc. Typically, you will have three columns. Left-click on a diagnosis category you need to add, drag it over to the column it needs to go in, and release. Commonly, you will have multiple diagnosis categories in one column. The order they display here determines the order they will appear in on the encounter form. Once a category is in a column, it can be reordered by left-clicking on it, dragging it to its appropriate location, and releasing. Select all required diagnosis categories for you encounter form and verify they are in the correct order. FYI: At least one diagnosis category needs to be selected for each column. When the diagnoses codes to be included on the encounter form do not need to be sectioned or categorized, simply select 'Diagnosis' as the only category for each column. FYI: If you need a diagnosis category that is not listed, please send a To Do to our Support Department. 12. Click on the Save button. 13. Click on the Procedures button to add the required procedure codes to the encounter form and then click on the Add button. 235

CareTracker PDF - Administration Module 14. A procedure line displays when the Add button is clicked. The sequence determines the order in which the codes will be listed under the category you select from the "Category" field dropdown list. Enter a procedure code in the "CPT Code" field and hit the [Tab] key. 15. When the [Tab] key is hit, the Procedure Search window will pop-up if you only entered a partial code. If the Procedure Search pop-up window displays, click on the code you need to add. When the code is selected or immediately after the [Tab] key is hit the procedure code name will display in the "Procedure Name" field. The CPT code description can be edited if desired. This will be the description that will display on the encounter form but the description in the data base is the description that will display on the visit pop-up window or the Charges application. 16. Select the category under which you need this procedure code to display from the "Category" field drop-down list. 17. Click on the More button to add additional procedure codes. Click on the Save button to save the procedures you have already entered. 18. Each time the Save button is clicked, the newly saved procedure codes will display in the top frame of the screen. 19. Click on the Diagnosis button to add the required Diagnosis Codes to the encounter form and then click on the Add button. 236

Administration Module 20. A diagnosis line displays when the Add button is clicked. The sequence determines the order in which the codes will be listed under the category you select from the "Category" field drop-down list. Enter a diagnosis code in the "Code" field and hit the [Tab] key. 21. When the [Tab] key is hit, the Diagnosis Search window will pop-up if you only entered a partial code. If the Diagnosis Search pop-up window displays, click on the code you need to add. When the code is selected or immediately after the [Tab] key is hit the diagnosis description will display in the "Diagnosis" field. The diagnosis description can be edited if desired. This will be the description that will display on the encounter form but the description in the data base is the description that will display on the visit pop-up window or the Charges application. 22. Select the category under which you need this diagnosis code to display from the "Category" field drop-down list. 23. Click on the More button to add additional diagnosis codes. Click on the Save button to save the diagnoses you have already entered. 24. Each time the Save button is clicked, the newly saved diagnoses codes will display in the top frame of the screen when the Diagnosis button is clicked. 25. When all required procedure codes and diagnosis codes have been entered click on the Preview button and a sample of the encounter form you have created will display in the lower-frame of the screen. A sample can be printed by right clicking on top of it and selecting 'Print' from the gray pop-up menu. 237

CareTracker PDF - Administration Module Administration Module Blank Encounter Forms Overview A blank encounter form containing your practice's specific procedure and diagnosis codes can be printed from the Blank Encounter Forms link under the Financial Setup and Admin section of the Administration Module. When a blank encounter form is printed, the data fields display in the header as they normally would however, they are not populated with field-specific patient data, i.e. "Patient ID." When you click on the Blank Encounter Forms link, a list of all active encounter forms for your practice displays. Click on the encounter form for which you need to print a blank copy and when the encounter form displays in the lower-frame of the screen, you can right-click on it and print it out. 238

Administration Module Quick Pick Setup Administration Module Quick Pick Setup Overview Throughout CareTracker, drop-down lists are available from which you can select field-specific data to help create a more efficient work flow. Options available in a drop-down list are built for each practice and are group-specific. Your practice can build dropdown options for the following data fields: 'Locations,' 'Employers,' 'Insurance Companies' and 'Financial Transactions. In order for certain data fields to be available as you work in CareTracker, they need to be added to your quick pick list, e.g. 'Allowed Schedule.' You can add to or remove options from a drop-down list by clicking on the Quick Pick Setup link under the Financial Setup and Admin section of the Administration Module. See: How to Add and Remove Options in a Drop-Down List 239

CareTracker PDF - Administration Module Administration Module Quick Pick Setup How to Add and Remove Options In a Drop-Down List How to Add an Option in a Drop-Down List 1. Click on the Quick Pick Setup link listed under the Financial Setup and Admin section of the Administration Module. 2. When the Quick Pick Setup screen displays, select a data field from the "Select a Screen Type" field for which you need to modify available drop-down list options, e.g., 'Insurance Companies.' 3. All currently available options for the data field you select will display in the box on the right-hand side of the computer screen. Verify that the option you need to add is not included in the current list. 4. Enter the data, e.g. insurance company name, in the "Search" field and click on the Search button. 5. When the Search button is clicked, a search pop-up window displays showing the information you entered and all of the matches located in CareTracker's database. You can refine your search in the "Search" field pop-up window and then click on the Search button again. When the data you need to add to the dropdown list displays, click on it. 240

Administration Module 6. The search pop-up window will close and the data will be added as an available option in the drop-down list. How to Remove an Option in a Drop-Down List 1. Click on the Quick Pick Setup link listed under the Financial Setup and Admin section of the Administration Module. 2. When the Quick Pick Setup screen displays, select a data field from the "Select a Screen Type" field for which you need to modify available drop-down list options, e.g., 'Insurance Companies'. 3. All currently available options for the data field you select will display in the box on the right-hand side of the computer screen. 4. Double-click on the option you need to remove. 5. When an option is double-clicked, a small pop-up window displays asking "Are you sure?" Click on the OK button in the popup window to remove the option from the drop-down list. 241

CareTracker PDF - Administration Module Other Referrals Administration Module Other Referrals Overview The Other Referrals application enables you to add company nonprovider specific referral sources such as friend, news paper and more. The referral sources indicate the source that referred the patient to the practice. The referral sources display in the "Referred By" field drop down list of the Demographics application accessed by clicking the Patient module. In the case of a Primary Care Practice, this is used for tracking purposes to find out how the patient heard about the practice. However, if the practice is a specialty practice, the referred by list must indicate the referring provider for billing purposes. See: How to Add Referral Sources, How to Edit Referral Sources 242

Administration Module Administration Module Other Referrals How to Add Other Referral Sources 1. Click on the Other Referrals link listed under the Financial Setup and Admin section of the Administration Module. 2. When the Referral Source screen displays, click the Add button. 3. Enter a referral source in the "Description" field. 4. Click on the Save button. FYI: In order for the custom referral source to be available in the "Referred By" drop down list of the Patient module it is important to add the items to the Other Referral quick pick list. To add items to the list, click the Admin module, and then click the Quick Pick Setup link under the Financial Setup and Admin section. From the list select Other Referrals and search for the item that you created. Once the required items are added to the list, refresh the screen for the information to display in the Patient module. 243

CareTracker PDF - Administration Module Administration Module Other Referrals How to Edit Other Referral Sources 1. Click on the Other Referrals link listed under the Financial Setup and Admin section of the Administration Module. 2. When the Referral Source screen displays, click the Go button. 3. Click the Edit button pertaining to the referral source you want to update. 4. Edit the description or change the status if necessary. 5. Click on the Update button. 244

Administration Module Letter Editor Administration Module Letter Editor Overview The Letter Editor application in the Administration Module enables you to create and design your own personalized letters for your practice. In this application, you are able create letters and apply them to your company. Working in Letter Editor to create and design form letters is similar to working in Microsoft Word. Letter Editor has a similar tool bar with many available tools commonly used in Microsoft Word. Any form letter you design and save for your company will always be available for all your groups' operators in the Form Letters application which can be accessed by clicking on the Ltr button in the Name Bar. See: Letter Editor Tools, How to Create a Form Letter 245

CareTracker PDF - Administration Module Related Topics: Quick Pick Setup Overview (Administration Module); Letr Overview (Name Bar); Appointment Detail Overview (Reports Module) 246

Administration Module Administration Module Letter Editor Letter Editor Tools Format When you create a new letter in Letter Editor, the format defaults to 'Normal,' and the text displays as normal. There are also various 'Heading' selections of different sizes that will present the selected text in a bigger, bolder format. A 'Heading' format is typically how company names are displayed in headers of form letters. Other selections in the "Format" field drop-down list are 'Address' and 'Formatted,' and these will also change the formatting of the text accordingly. Font 'Arial' is the default font in Letter Editor. 'Tahoma,' 'Courier New,' 'Times New Roman' and 'Windings' are the other available fonts for building a letter. These fonts appear in Letter Editor as they would in a Microsoft Word document. Font Size Unlike in Microsoft Word, the font sizes in Letter Editor only range 1 to 7, with 1 being the smallest font and 7 being the largest. A font size can be selected from the drop-down list. Bold Selected text will be bolded when this button is clicked. Italics 247

CareTracker PDF - Administration Module Selected text will be italicized when this button is clicked. Underline Selected text will be underlined when this button is clicked. Text Coloring Using the color buttons, you can change the color of the text or highlighted text. To change the text color, select the appropriate text in your letter, and click on the button with the T on it. To highlight text, select the appropriate text in your letter, and click on the button with the paint can icon on it. When either button is clicked, the Select Color pop-up window displays. From here, you can click on the color you would like to use either to change the text itself or to highlight it. Click on the OK button at the bottom of the pop-up window when you have selected a color. Text Justification 248

Administration Module These buttons are used to justify the text to the left, center, or right. Numbering Click on this button if you are adding a numbered list to your form letter. Number 1 will be given to the first line, and when you hit [Enter], 2 will automatically be put on the second line, etc. Bullets Click on this button if you are adding a bulleted list to your form letter. Indenting The two buttons with arrows, one pointing the left and one pointing to the right, are used to indent or un-indent text. Clicking on the button with the arrow pointed to the right will indent your text to the right and clicking on the button with the arrow pointed to the left will un-indent your text to the left. Edit Letter Description/Name By clicking on this icon you can edit the name of a form letter already saved in CareTracker, or you can change an active form letter to inactive so that it will no longer be available for use. Before clicking on this icon, select the name of the letter you would like to edit or make inactive in the "Letters" field. 249

CareTracker PDF - Administration Module When the icon is clicked, the Edit Letter Description/Status pop-up window displays. If you need to edit the letter name, enter the name/description you want to change it to in the "Description" field. To make the letter inactive, click on 'No' in the "Active" field. After you change a letter description and/or status, click on the Update button. This will close the pop-up window, and the letter changes will be updated in CareTracker. Selecting/Searching a Letter Form letters already created for your practice will be listed in the "Letters" field drop-down list. To edit a letter, select the letter from the list, and then edit the letter accordingly. To create a new form letter, select 'Create New Letter' from the "Letters" field drop-down list and begin building your letter. Using the "Search" field, you can search all global form letters saved in CareTracker. Enter the name of the letter you would like to search for, and then click on the magnifying glass. When the magnifying glass icon is clicked, the Letters Search popup window displays listing all global form letters saved in CareTracker that match the criteria you entered in the "Search" field. From here, you can refine your search or click on the letter that you need to add to your group's form letters. When a letter is selected, the name of the letter you chose is pulled into the "Letters" field, the letter is pulled onto the Letter Editor screen, and the pop-up window closes. You can edit the letter or save it exactly as it was originally created. New A new form letter can be created by clicking this button. 250

Administration Module When this button is clicked, the New Letter pop-up window displays. Enter a name for the new form letter you are creating in the "Letter Name" field, and then select the type of form letter you are creating, i.e. appointment, patient, or referral. The form letter you selected will be linked to patient-specific data. For example, if you select 'Appointment,' you will need to select an appointment date each time this letter is generated for a patient. Similarly, if you create a 'Referral' type form letter, you will need to select a referral/authorization number each time this letter is generated. Click on the Save button after selecting a name and type of form letter. When the Save button is clicked, the New Letter pop-up closes, the new letter's name and type are pulled into the "Letters" field, and you can begin creating your form letter. Save Clicking on this button saves the new form letter you have created, or the edits you have made to an existing form letter. Cut 251

CareTracker PDF - Administration Module Selected text will be deleted from your form letter when this button is clicked. Copy/Paste Clicking on the icon showing 2 pieces of paper will copy selected text.. Then, by clicking on the clipboard icon, this text can be pasted into another area of the form letter you are creating, or into a different form letter. Undo Clicking on this button will undo the last action performed while creating your form letter. Redo Clicking on this button will redo the last action you selected to undo while creating your form letter. Insert Fields Clicking on this button will allow you to insert data fields into your form letter. When your form letter is generated, the data fields are populated by pulling the respective data from CareTracker. There are three types of data fields you can insert into a form letter: Group, Patient, or Special. Within each of these categories are specific data fields that you can insert. Before clicking on the {...} button, be sure to have your cursor placed at the spot in the form letter where you would like the data field to be inserted. 252

Administration Module When the {...} button is clicked, the Select Field pop-up window displays. By clicking on a + sign you can drill-down into the specific data fields of each category. Any underlined links are actual data fields you can insert into your form letter. For example, if you click on the + next to Patient Fields, then the + next to Home Address, you are presented with six different data fields you can enter, i.e. Address 1 or Zip Code. When a data field link is clicked, the Select Field pop-up window closes and the data field is inserted into your form letter where your cursor was placed when you originally clicked on the button. An inserted data field will appear in the form letters in brackets. When a letter is generated for a particular patient, the patientspecific information that should appear in the form letter will be pulled from that patient's record. For example, when a form letter is generated for a patient, and the {PA.HOME.ADDRESS_LINE_1} field is in the form letter, the patient's house number and street will print on the form letter. 253

CareTracker PDF - Administration Module Toggle HTML and Text Clicking on this button will convert your letter from text format to toggle html format, and vice versa. Number of Letters When you create a form letter, CareTracker defaults to generate and print one letter per 8½ " by 11" page. However, you have the option of modifying the system so that more than one letter will be printed on one page. See: Letter Editor Tools, How to Create a Form Letter Related Topics: Quick Pick Setup Overview (Administration Module); Letr Overview (Name Bar); Appointment Detail Overview (Reports Module) 254

Administration Module Administration Module Letter Editor How to Create a Form Letter 1. Click on the Administration Module icon. 2. Click on the Letter Editor link listed under the Financial Setup and Admin section of the Administration screen. 3. When the Letter Editor screen displays, select 'Create New Letter' from the "Letters" field drop-down list or click on the New button. 255

CareTracker PDF - Administration Module 4. The New Letter pop-up window displays when either 'Create New Letter' or the New button is clicked. Enter a descriptive name for your form letter in the "Letter Name" field. 5. Select the type of form letter you are creating. The form letter you select will later need to be linked to patient specific data. For example, if you select 'Appointment,' an appointment date will need to also be selected when this letter is generated for a patient. 6. Click on the Save button. 7. When the Save button is clicked, the New Letter pop-up window closes, the new letter name and type are pulled into the "Letters" field, and you can begin creating your form letter. 8. Enter text as it should appear in the form letter, and insert data fields where necessary. Be sure to format the letter as you would like it to appear. FYI: Letter Editor is preset to double space when you hit the [Enter] key to enter a new line of text. For single spacing hold the [Shift] key down as you hit the [Enter] key. 9. Click on the Save button in the tool bar as you work and when you are finished with your form letter. 10. When your letter is finished, click on the Quick Pick Builder link listed under the Financial Setup and Admin section of the Administration screen in order to make the newly built form letter available for use. 11. When the Quick Pick Setup screen displays, select 'Form Letters' from the "Select a Screen Type" field drop-down list. 12. Enter the name of the new form letter you created in the "Search Letters" field and click on the Search button. 256

Administration Module 13. The Letters Search pop-up window will display with all of the letters saved in CareTracker that match what you entered in the "Search Letters" field including your newly built form letter. Click on the form letter you need to add to your quick pick list. 14. When the letter is selected, the Letters Search pop-up window closes and the letter is added in the "Letter Codes" field, where it will be available to generate for patients. See: Letter Editor Tools, How to Create a Form Letter Related Topics: Quick Pick Setup Overview (Administration Module); Letr Overview (Name Bar); Appointment Detail Overview (Reports Module) 257

CareTracker PDF - Administration Module Administration Module Location Setup Overview The Location Setup link allows you to search for all locations saved in CareTracker's global database where services are rendered. When a location is selected, the location's name, address, places of service, CLIA number, insurance, insurance location number, NPI number and RVU locality information display. Any notes or directions saved reagarding the location also display. To search for a location, enter the location's name in the "Search" field and click the Search button. The Location Maint Search popup window will display with a list of all locations that match your search criteria. Click on the location you need to review. 258

Administration Module Administration Module Provider Mnemonics Overview Mnemonics can be set up for all referring, billing, and servicing providers by clicking on the Provider Mnemonics link. These mnemonics are used during manual charge entry in the Charge application of the Transactions Module. Mnemonics can be alpha, numeric, or alphanumeric. Established provider mnemonics can be edited or deleted from this link as well. How to Add Provider Mnemonics 1. Click on the Administration Module icon. 2. When the Administration Module opens, click on the Provider Mnemonics link under the Financial Setup and Admin heading. 3. All providers with an established mnemonic are listed in the "Provider" field drop-down list. Click on the Add button. 4. Click on the Search button. 259

CareTracker PDF - Administration Module 5. When the Search button is clicked, the Provider Search pop-up window displays. Enter the provider's information in the corresponding fields and click the Search button. 6. A list of all providers saved in CareTracker's Provider database that match your search criteria will display. Click on a provider to setup a mnemonic. 7. When a provider is selected, the Provider Search pop-up window closes and the provider's name pulls onto the Provider Mnemonic screen. Enter the mnemonic to be used for this provider in the "Mnemonic" field. 8. Click on the Save button. Related Topics: Charge Overview (Transactions Module); Charge Application Fields and Features (Transactions Module) 260

Administration Module Administration Module Electronic Remit PP Message Overview This application is used to select a default statement message for transactions that are transferred to private pay. This message is company specific and will prevent the need to select a message for each individual private pay transaction. However, the default message will not override a message that was previously selected for a transaction. How to Add a Default Statement Message 1. Click on the Administration Module icon. 2. When the Administration Module opens, click on the Electronic Remit PP Message link under the Financial Setup and Admin heading. The Electronic Remit Statement Message dialog box displays. 3. In the "Stmt Msg" field drop down list, click the message to assign as default. The complete message can be viewed by clicking the Msg button. 4. Click the Save button. The message set as default will display if there is any remaining private pay balances that need to be transferred to the patient via the Electronic Remittances application. 261

CareTracker PDF - Administration Module Administration Module Charge Fax Cover Sheet Overview The Charge Fax Cover Sheet application enables you to improve consistency and maintain uniformity when sending charges. The cover page by default displays the parent company ID and name, Group ID and Name, and the current date. How to Generate a Charge Fax Cover Sheet 1. Click on the Administration Module icon. 2. When the Administration Module opens, click on the Charge Fax Cover Sheet link under the Financial Setup and Admin heading. The Charge Fax Cover Sheet window displays. 3. In the "To" field, enter the name of the person you are sending the fax to. 4. In the "FAX" field, enter the fax number. 5. In the "RE:" field, enter the subject associated with the fax. 6. In the "Total Encounters" field, enter the total encounters included in the fax. 7. In the "Total Pages" field, enter the total number of pages you are faxing. 8. Click the OK button. 9. The cover page displays in PDF format. 262

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CareTracker PDF - Administration Module Administration Module Deposit Fax Cover Sheet Overview The Deposit Fax Cover Sheet application enables you to generate a cover page to improve consistency and maintain uniformity when faxing deposit information. The cover page by default displays the parent company ID and name, Group ID and name, and the current date. How to Generate a Deposit Fax Cover Sheet 1. Click on the Administration Module icon. 2. When the Administration Module opens, click on the Deposit Fax Cover Sheet link under the Financial Setup and Admin heading. The Charge Fax Cover Sheet window displays. 3. In the "To" field, enter the name of the person you are sending the fax to. 4. In the "FAX" field, enter the fax number. 5. In the "RE:" field, enter the subject associated with the fax. 6. In the "Total Batch" field, enter the total deposit batches included in the fax. 7. In the "Total Pages" field, enter the total number of pages you are faxing. 8. Click the OK button. The cover page displays in PDF format. 264

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CareTracker PDF - Administration Module Contracts and Fees Administration Module Fee Schedule Overview Fee schedules determines the amount charged for each CPT code entered into CareTracker. While your fee schedule is initially set up when you enroll with CareTracker, you are able to add procedure codes and their attached fees to and/or delete them from your fee schedule by clicking on the Fee Schedule link under the Contracts and Fees section of the Administration Module. From this link, you can also edit a description of an existing fee schedule or add a new few schedule for your practice. Additionally, you may link a procedure code to a particular revenue code from your fee schedule. Revenue codes allow you to track revenue by procedure code for someone or something other than the billing or servicing provider. For example, revenue codes could be used to track a supervising provider's revenue, or to track revenue for each location of a multi-location practice when a patient who is typically seen at one office has to go to another location. Analysis Month End reports can be grouped by revenue code as well. Revenue codes are practice-specific and can be built by clicking on the Revenue Code link under the Contracts and Fees section of the Administration Module. How to Add a Fee to a Fee Schedule 1. Click on the Fee Schedule link under the Contracts and Fees section of the Administration Module. 2. All fee schedules for your practice, both active and inactive, are listed in the "Schedule" field drop-down list. Select the fee schedule to which you want to add a fee. 266

Administration Module 3. When a fee schedule is selected from the "Schedule" field dropdown list, the complete schedule displays. Scroll down to the very bottom of the fee schedule and click on the More button. 4. A new CPT code line displays when the More button is clicked. Enter the CPT code you need to add to your fee schedule in the "Search" field and click on the search button (...). 5. When the search button is clicked, the Procedure Search popup window displays, listing all CPT codes that match what you entered in the "Search" field, along with a description of each code. Click on the appropriate code to add it to your fee schedule. 267

CareTracker PDF - Administration Module 6. When you select a procedure code, the Procedure Search popup window closes, and the code is pulled onto the fee schedule screen. If necessary, you may enter up to two modifiers that are required for using this CPT code in the "Modifier 1" and "Modifier 2" fields. 7. The effective date for the CPT code you added defaults to the current date, which means that the new CPT code cannot be used for a date of service prior to the current date. However, you may change the effective date by manually entering the appropriate date in MM/DD/YYYY format. 8. Enter the fee associated with the CPT code in the "Fee" field. 9. Select 'Y' or 'N' in the "CoPay Split" field to split the co-pay amount at the time of charge entry. 10. Select 'Y' or 'N' in the "Outside Lab" field to indicate if the procedure is done outside the practice. 11. Select a revenue code you need to link to the CPT code from the "Revenue Code" field drop-down list. 12. When all of the required fields are complete, click on the Save button and the fee will be added to your fee schedule. How to Remove a Fee From a Fee Schedule 1. Click on the Fee Schedule link under the Contracts and Fees section of the Administration Module. 2. All fee schedules for your practice, both active and inactive, are listed in the "Schedule" field drop-down list. Select the fee schedule from which you want to remove a fee. 268

Administration Module 3. When a fee schedule is selected from the "Schedule" field dropdown list, the complete schedule displays. Locate the procedure code you need to remove from your fee schedule. 4. Click on the X button at the end of the procedure line you need to remove. 5. The procedure code is immediately removed from your fee schedule when the X button is clicked. 269

CareTracker PDF - Administration Module Allowed Schedule Administration Module Allowed Schedule Overview By clicking on the Allowed Schedule link under the Contracts and Fees section of the Administration Module, you can view and/or print global allowed schedules or allowed schedules that are specific to your CareTracker company. Allowed schedules are uploaded into CareTracker on a regular basis and are part of our global database. By clicking in the "Show Global" field and clicking the Go button, you can see a list of all the allowed schedules that have been uploaded into CareTracker. Company-specific allowed schedules can be created in this application, but must be added to the "Allowed Scheds" quick pick list via the Quick Pick link under the Financial Setup and Admin section of the Administration Module. The allowed schedules are used in the Verify Payments application and also aid in manually posting payments. In addition to your company-specific allowed schedules, the global allowed schedules for your common payers also need to be added to the "Allowed Scheds" quick pick list. After you create an allowed schedule, it will be listed by default from the "Schedule" field drop-down list. Payments entered in CareTracker can be verified against your allowed schedules to ensure that you have received the correct insurance payment based on your negotiated rates. The Verify Payments link under the A/R section of the Administration Module will compare your allowed amounts to actual payments that have been posted into CareTracker in a specific batch. To use an allowed schedule in the Verify Payments application, you must first add it to your Allowed scheds quick pick list. 270

Administration Module See: How to Add a Company Specific Allowed Schedule Related Topics: Verify Payments Overview, Quick Pick Setup Overview, How to Add/Remove Options on Quick Pick Lists 271

CareTracker PDF - Administration Module Administration Module Allowed Schedule How to Add a Company Specific Allowed Schedule 1. Click on the Allowed Schedule link under the Contracts and Fees section of the Administration Module. 2. Click on the Add New button. 3. When the Add New button is clicked, the Allowed Update Edit pop-up window displays. 4. Enter a descriptive name of your allowed schedule, i.e. Blue Shield 2007 in the "Description" field. 5. If you would like to copy an existing allowed schedule from the global data base, select an allowed schedule from the "Copy From" drop-down list. Once you have selected the appropriate allowed schedule, click on the Update button. This allowed schedule will now be listed in the "Schedule" field drop-down list. If you do not wish to copy an existing allowed schedule do not select one from the "Copy From" field drop-down list. 6. Click on the Update button. 7. To add CPT codes and allowables, select the newly added allowed schedule from the "Schedule" field drop-down list, click on the Go button and click on the More button. 272

Administration Module 8. When the More button is clicked, you can search for CPT codes in the procedure database. Enter the procedure code you need to add in the "Search" field and double-click on the... button. 9. The Procedure Search pop-up window displays when the... button is clicked. Click on the procedure code you need to add to your allowed schedule. 10. When a procedure code is selected the CPT code will display in the CPT column and the description will display in the Procedure column. Enter 01/01/2000 in the "Effective Date" field. 11. If you need to this CPT code to a specific modifier for your allowed schedule, select the modifier from the "Modifier" field dropdown list. 12. Enter the allowed amount in the "Amount" field. 13. Click on the More button to add additional procedure codes and click on the Save button when you have added all needed procedure codes and their corresponding allowables. 273

CareTracker PDF - Administration Module Administration Module RVU Schedule Overview An RVU schedule for the Medicare Physician Fee Schedules for 2005 and 2006 can be viewed and/or printed by clicking on the RVU Schedule link under the Contracts and Fees section of the Administration Module. RVU schedules include the CPT code, CPT code description, modifier and all RVU data, e.g. Work RVU and Malpractice RVU. When you enter a beginning CPT code in the "Starting CPT" field, RVU data beginning with that CPT code will display in the lower frame of the screen. You have the option to include RVU data when you run several types of Month End Reports, including "13 Period Rollup," "Analysis," "Financial Summary Cross Tab," and "Fiscal Year Over Year." 274

Administration Module Activate ClaimsManager PQRI Administration Module Activate ClaimsManager PQRI Overview CareTracker has now incorporated PQRI rules into ClaimsManager that enables ClaimsManager to screen claims for the necessary category II codes. This helps identify claims with the missing category II codes and provide the ability to add the codes before sending it to Medicare. You must select the measures to participate in, for ClaimsManager to prevent you from saving visits or charges without the required category II codes. 275

CareTracker PDF - Administration Module Administration Module Activate ClaimsManager PQRI How to Activate and Deactivate PQRI Measures: 1. Click on the PQRI ClaimsManager Rules link under the Contracts and Fees section of the Administration Module. The Active PQRI ClaimsManager Rules window displays. 2. Click the Activate button pertaining to the PQRI measure you want to activate. 3. For active PQRI measures, click 'Optional' or 'Mandatory' from the "Claims Status" or "Charge Status" field drop-down lists. The "Claims Status" field drop-down list is for screening during the claims generation process and the "Charge Status" field dropdown list is for screening when saving visits or charges. Claims Status: If 'Mandatory' is clicked, you must enter category II codes to send out as claims. However, if 'Optional' is clicked you can send out the claim without entering the category II codes. Charge Status: If 'Mandatory' is clicked, you must enter category II codes to save the visit or charge. If 'Optional' is clicked, a warning displays that the PQRI measure is not in the visit or charge. You can enter the required category II codes or ignore the message. However, if the claim status is set to 'Mandatory' and you ignore the warning message that prompts, the visit or charge is moved to the corresponding hold list on the Dashboard. 276

Administration Module 4. Click the Update button. FYI: Click the Deactivate button to stop the PQRI screening for a specific measure. 277

CareTracker PDF - Administration Module Revenue Codes Administration Module Revenue Codes Overview Revenue codes are practice-specific codes that give you an alternative way of reporting financial data in CareTracker. Revenue codes can either be linked to specific CPT codes on your fee schedule, e.g. "New Patient Office Visits," or be selected during visit or charge entry to represent a specific servicing provider, billing provider and location combination, e.g. "Evening Clinic." Revenue codes are built by clicking on the Revenue Codes link under the Contracts and Fees section of the Administration Module, regardless of whether they will be linked to a procedure code or a charge. For reporting purposes, you will be able to group Month End reports by revenue codes. When you create a revenue code to be used during visit or charge entry, you can determine the billing provider, servicing provider and/or location combination you want to link the code to. However, a revenue code does not have to be linked to a billing provider, servicing provider or a location. Once a revenue code is built, it can be edited from the Revenue Codes link by selecting the code from the "Revenue Code" field drop-down list and clicking the Edit button. A Display button is also available that will display a pop-up window of all revenue codes you have created that includes the billing provider, servicing provider and/or location each code is linked to. It may be useful to print out this display to ensure all charges are being tracked to the correct revenue code. An example of how a revenue code would be used during charge entry is if a practice was experimenting with scheduling patients for evening office hours and wanted to determine whether these additional office hours were financially beneficial to the practice. The practice could create a revenue code called "Evening Clinic," but would not select a specific billing or servicing provider or location to this revenue code. All charges that were entered into CareTracker for patients seen in the evening would then be linked to the revenue code "Evening Clinic." At month end, the practice would easily be able to determine the charges and payments that were generated by the evening clinic patients. 278

Administration Module An example of how a revenue code linked to specific CPT codes via the fee schedule would be used is if a practice wanted to keep track of its revenue based on groupings of CPT codes. For example, a revenue code called "New Patient Office Visits" could be created and linkedto all new patient office visit CPT codes, (99201-99205). Revenue codes are linked to a procedure code via the Fee Schedule link under the Contracts and Fees section of the Administration Module. Reports can be generated in CareTracker to include revenue code data. When running Analysis Month End reports, you can group your report by revenue code. FYI: It is highly recommended that revenue codes be determined prior to any charges being entered into CareTracker. Revenue codes that are created after charges have been entered into CareTracker will only be available for future charges entered into CareTracker. See: How to Add a Revenue Code Related Topics: Fee Schedule Overview (Administration Module); Charge Fields and Features (Transactions Module) 279

CareTracker PDF - Administration Module Administration Module Revenue Codes How to Add a Revenue Code 1. Click on the Revenue Code link under the Contracts and Fees section of the Administration Module. 2. When the Revenue Codes screen displays, click on the Add button to add a new revenue code. 3. Enter the name of the revenue code you are creating in the "Revenue Code" field, "Office Visits." 4. Select the billing provider, service provider, and/or location you would like to link this revenue code to from the respective field's drop-down list, or leave each field blank. 5. Click on the Save button. 6. When the Save button is clicked, the newly created revenue code will be an option in the "Revenue Code" field drop-down list and can then be selected to link to a charge or to a specific CPT code(s) on your fee schedule. 7. Click on the Display button. 280

Administration Module 8. When the Display button is clicked, the Display Revenue Codes pop-up window displays listing each of your practice's revenue codes and the billing provider, service provider, and/or location each code is linked to. Click on the Print button to print a list of all revenue codes to keep as a reference to be used when entering charges. Related Topics: Fee Schedule Overview (Administration Module) 281

CareTracker PDF - Administration Module Explosion Codes Administration Module Explosion Codes Overview In CareTracker, explosion codes can be built to include multiple CPT codes, which eliminates having to enter each procedure individually. For example, in cardiology practices, the same three CPT codes are used to bill every echocardiogram (93307, 93320 and 93325). Creating one explosion code for this procedure reduces the amount of time it takes to enter the charge into the system. Valid modifiers for each procedure code can also be linked to them. Explosion codes are practice-specific and can be built by clicking on the Explosion Code link under the Contracts and Fees section of the Administration Module. When an explosion code set is built, you can determine the descriptive name of the code set along with the CPT codes it will include. There is no limit to the number of different explosion code sets you can build for your practice. Explosion Codes can also be modified from the Explosion Codes link. Once explosion codes are built, they can be utilized in the Charge application of the Transactions Module where charges are manually entered. When using the Charge application, enter the explosion code set name in the "Procedure" field on the first procedure line. Next, hit the [Tab] key, and all the procedure codes included in the explosion code set will be pulled onto the Charge screen. All codes should be reviewed before saving the charge. FYI: A CPT code should not be used as an explosion code set name. See: How to Build Explosion Codes and How to Edit Explosion Codes Related Topic: How to Manually Enter a Charge Using Explosion Codes 282

Administration Module Administration Module Explosion Codes How to Build Explosion Codes 1. Click on the Explosion Codes link under the Contracts and Fees section of the Administration Module. 2. When the Explosion Codes screen opens click on the Add New button. 3. The Explosion Code Add/Edit pop-up window displays when the Add New button is clicked. In the "Description" field enter a descriptive name for the explosion code set you are building. FYI: A CPT code should not be used as an explosion code set name. 4. Click on the Save button. 5. The Explosion Code Add/Edit pop-up window closes when the Save button is clicked. From the "Explosion Code" field select the name of the explosion code set you just created and click the Go button. 6. When the Go button is clicked, it will say 'No Procedures'. Click on the More button to begin adding CPT codes 283

CareTracker PDF - Administration Module 7. In the "Search" field enter a procedure code to include in the explosion code set and either click on the... button or tab and hit the [Enter] key. 8. When the... button is clicked the Procedure Search pop-up window will display listing all procedure codes that match what was entered in the "Search" field. Click on the desired procedure code in the Procedure Code pop-up window. 284

Administration Module 9. The Procedure Code pop-up window will close once a code is selected. The CPT code and its description will appear in the corresponding columns. 10. Select a modifier that you would like to always be linked to the added procedure code from the "Mod" field drop-down list. Only valid modifiers for the procedure code will be available for selection. 11. If needed, change the number of units to be attached to the procedure code in the "Units" field. 12. Click on the Save button to save this procedure code as part of the explosion code set. 13. Click on the More button to add another procedure code 14. Follow steps 7-12 for each procedure code you need to include in the explosion code set you are building. 15. When all procedure codes have been added, this explosion code set can be used to enter charges for a patient in the Charge application of the Transactions Module. See: How to Edit Explosion Codes Related Topic: How to Manually Enter a Charge Using Explosion Codes 285

CareTracker PDF - Administration Module Administration Module Explosion Codes How to Edit Explosion Codes 1. Click on the Explosion Codes link under the Contracts and Fees section of the Administration Module. 2. When the Explosion Codes screen displays select the explosion code set you need to modify from the "Explosion Code" field dropdown list and click the Go button. 3. A list of all linked CPT codes displays when the Go button is clicked that includes the CPT description and the number of units if a modifier is attached. Click on the X button in the Delete column that corresponds to a CPT code you would like to exclude from the explosion code set 4. To add a CPT code, click the More button. 5. Enter the CPT code you would like to add in the "Search" field and either click on the... button or hit [Tab] and then the [Enter] key. 6. When the... button is clicked, the Procedure Search pop-up window displays listing all procedure codes that match what was 286

Administration Module entered in the "Search" field. Click on the code you would like to add. 7. The Procedure Search pop-up window closes when a CPT code is clicked and pulled onto the Explosion Code screen. Click on the Save button to save changes. See: How to Build Explosion Codes Related Topic: How to Manually Enter a Charge Using Explosion Codes 287

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Administration Module Operators & Roles Administration Module Operators & Roles Overview All CareTracker operators are set up with a specific role(s). A role determines the modules within CareTracker to which an operator will have access. Roles are based on CareTracker modules and include Administration, Financial, and Clinical. There are also overrides that are set for an operator to determine particular applications they will have access to and what level of access they have. For example, if an operator did not have access to financial applications based on the role, you could add an override to allow the user to access a particular financial application e.g., Payments on Account. You would also need to determine what level of access the operator has to this application. Access levels are: read-only, add information, edit information and delete information. Roles and overrides are determined by each operator s responsibilities and duties for your practice. An operator can have multiple roles and/or multiple overrides. From the Operator & Roles link you can add an operator, edit an existing operator s roles/override, and remove an operator from your practice. Each CareTracker operator is unique. An operator's name is required in order to add him/her to your system as a CareTracker operator. You can also add the operator's email address if necessary. Each operator is given a unique user-name, (typically this is his/her email address) and password. There is also a timeout duration feature, which you can set to determine the amount of idle time that can pass before an operator is automatically logged out of CareTracker. The maximum idle time allowed is180 minutes. You can designate an IP address from which an operator can only access CareTracker. In addition, you can link an operator role to a provider. This will increase the level of security and make it easy to assign tasks that are the provider s responsibility. The Operators & Roles link also allows you to monitor each operator's activity. For each operator you can generate a list of activity for the last seven days by clicking on the A button, or you can generate a list of activity for the last thirty days by clicking on the L button. The thirty day log includes the date and time each operator logged in and from what IP address they logged in. By clicking on the O button you can view a log of all operator 289

CareTracker PDF - Administration Module changes, e.g. if the operator changed his password. You can also view and/or print each operator's access rights for all CareTracker applications or for all applications of a particular Module by clicking on the R button. 290

Administration Module See: How to Add an Operator, How to Set Overrides for an Operator's Role, How to Edit an Operator's Role (s) and or Overrides 291

CareTracker PDF - Administration Module Administration Module Operators & Roles How to Add an Operator 1. Click on the Operators & Roles link under the System Administration section of the Administration Module. 2. A list of all your operators displays when the Operators & Roles link is clicked. Scroll down to the bottom of the screen, and click on the New button. 3. When the New button is clicked several new fields display in the lower-frame of the screen where you can add an operator to your company. Enter the operator's information accordingly into the corresponding field, e.g. first name, last name and email. Login names are typically email addresses. If the operator does not have an email address, they should create an email account on any email server, e.g. Hotmail or Google. Email accounts can be set up free of charge. Passwords must be at least eight characters. Of the eight characters, one needs to be a capital letter, and at least one needs to be a numeric character, e.g. Password1. A confirmation number is not required. The timeout duration determines how many minutes of idle time in CareTracker may pass before the operator is automatically logged out. The maximum idle time in CareTracker is set to 180 minutes. 292

Administration Module The time zone the operator belongs to. The clinical log, progress note and the appointment list of the Clinical Today module will display the time based on the time zone set for the operator. 4. Select the role the operator should have either by clicking on the R.. button or by selecting a role from the "Role" field drop-down list. Clicking the R.. button allows you to select multiple roles for an operator. 5. When the R.. button is clicked, the Add Operator Role pop-up window displays. Click in the check box to the left of each role you would like the operator you are adding to have. Once an operator has been added, you can override their role to allow access to particular features and applications in CareTracker. FYI: Once an operator has been added, you can override their role to allow access to particular features and applications in CareTracker. 6. Click on the Add button when you have selected all required roles. 7. Select a default group for the operator from the "Group Default" field drop-down list. This will be the group the operator will enter when they log into CareTracker, and from this group, the operator will be able to toggle into any other group they have access to. 8. Select a position for the operator from the "Position" field drop down list. 9. Select the provider to link the operator if applicable. 10. Click on the Save button, and the operator will be added to the list of operators for your practice. See: How to Set Overrides for an Operator's Role, How to Edit an Operator's Role (s) and or Overrides 293

CareTracker PDF - Administration Module Administration Module Operators & Roles How to Set Overrides for an Operator's Role 1. Click on the Operators & Roles link under the System Administration section of the Administration Module. When the Operators & Roles link is clicked, a list of all your company's operators will display. Click on the name of the operator whose role you need to override. FYI: An override can limit an operator from a particular Application or it can give an operator access to an Application in a Module they may not have access to. 3. A summary of the operator's information displays in the lowerframe of the screen when you click on their name, including the current role(s) the operator has. Click on the O button to set override access for the operator. 294

Administration Module 4. When the O button is clicked, the Security Override pop-up window displays. From the "Module" field drop-down list select the Module that contains the application for which you need to set overrides to limit the applications listed in the "Applications" field drop-down list. If a module is not selected, all applications will be listed in the "Applications" field drop-down list. 5. Select the application from the "Application" field drop-down list for which you need to set overrides. 6. When an application is selected from the "Application" field drop-down list the application will display in the pop-up window along with four check boxes: "R," "A," "E," and "D". R= read access, A= add access, E= edit access and D= delete access. Select the appropriate check box, depending on what you want the operator to be able to do with that particular application: only read information (R), be able to add information (A), be able to edit information (E), or be able to delete information (D). Any or all of these functions can be selected. 7. Click on the Add button. 8. Follow steps 5-7 for every application override you need to set for the operator. 295

CareTracker PDF - Administration Module 9. When you have set all needed overrides, click on the Done button. See: How to Add an Operator, How to Edit an Operator's Role (s) and or Overrides 296

Administration Module Administration Module Operators & Roles How to Edit an Operator Role(s) and Overrides 1. Click on the Operators & Roles link under the System Administration section of the Administration Module. 2. To review an operator's current rights, what applications they have access to and what level of access they have, click on the R button next to the operator s name. 3. The Application Access Rights pop-up window displays when the R button is clicked, listing all of the CareTracker applications and the rights that the operator has: None, R= read only, A= add access, E= edit access, D= delete access. You can view an operator s access rights for a specific module by selecting that module from the "Module" drop-down list. 4. After reviewing the operator's rights, close the Application Access Rights pop-up window, and click on the operator's name. 297

CareTracker PDF - Administration Module 5. The operator's information will display in the lower frame of the screen when his name is clicked. All of the roles the operator currently has will display in the Roles section in the "Roles" box along with any overrides that have been created for the operator. To remove a role or an override for an operator, double-click on it in the "Roles" box. 6. When you double-click on a role or an override, a pop-up displays asking "Are you sure you want to remove..." Click on the OK button to remove the role or override for the operator. 7. To add or remove a role, click on the R button to the right of the "Roles" box. 8. When the R button is clicked, the Add Operator Role pop-up window displays. A checkmark next to the role indicates a role the operator currently has. Click in the check box next to the role you need to add for the operator, or click on a previously-selected role to remove that role. 9. Click on the Add button when all role edits have been made. 10. To add or remove an override, click on the O button to the right of the "Roles" box. 298

Administration Module 11. When the O button is clicked, the Security Override pop-up window displays. From the "Module" field drop-down list select the Module that contains the application for which you need to set overrides to limit the applications listed in the "Applications" field drop-down list. If a module is not selected, all applications will be listed in the "Applications" field drop-down list. 12. Select the application from the "Application" field drop-down list for which you need to set overrides. 13. When an application is selected from the "Application" field drop-down list the application will display in the pop-up window along with four check boxes: "R," "A," "E," and "D". R= read access, A= add access, E= edit access and D= delete access. Select the appropriate check box, depending on what you want the operator to be able to do with that particular application: only read information (R), be able to add information (A), be able to edit information (E), or be able to delete information (D). Any or all of these functions can be selected. 14. Click on the Add button. 15. When all necessary overrides have been added/removed, click on the Done button. See: How to Add an Operator, How to Set Overrides for an Operator's Role 299

CareTracker PDF - Administration Module Administration Module Change Password Overview A user name and a password are needed in order to log into CareTracker. You are required to change your password every 90 days and CareTracker warns users seven days prior to the expiry date providing the option of changing the password. However, if the password is not changed during the seven day warning period and the password expires, the user can reset the password without having to log a To Do to the Support Department. You can click the OK button when the message prompts you to change the password or go to the Admin module and click the Change Password link under the System Administration section. It is important to change at least one character of the expired password. CareTracker alerts you when your password is approaching its expiration date, and you can change your password when an alert is received. It is recommended that when your practice first begins using CareTracker, each employee change his given password, 'Password1,' to a more unique password. You can change your password at any time after you begin using CareTracker and even prior to being required to by the system. Do so by clicking on the Change Password link under the System Administration section of the Administration Module. You will then be asked to enter your current password, your new password, (which must differ from your current password by at least one character) and to verify your new password. How to Change Your Password 1. Click on the Change Password link under the System Administration section of the Administration Module. 300

Administration Module 2. The Password Maintenance screen displays when the Change Password link is selected. Your operator name and the expiration date display in the first two fields. Enter your old (current) password in the "Old Password" field. 3. Enter your new password in the "New Password" field. Your new password only has to differ from your old password by one character. 4. Re-enter your new password in the "Verify Password" field. 5. Click on the OK button. 6. When the OK button is clicked, a pop-up window displays informing you that you will be returned to the CareTracker log-in screen where you will need to log back into CareTracker using your newly established password. FYI: A CareTracker password must consist of at least eight characters. At least one of the eight characters must be a capital letter, and at least one must be a numeric character. 301

CareTracker PDF - Administration Module Override Passwords Administration Module Override Passwords Overview In CareTracker, the system can be set up to require operators to enter a password in order to perform certain actions. The actions that can be set up to require a password include using a batch that the operator does not own, posting a batch that is not the operator s own, having a transaction with a transaction date prior to the current date, canceling an appointment on or before the current date, double booking appointments and overriding the schedule format. Required passwords can be set up by clicking on the Override Passwords link under the System Administration section of the Administration Module. See: How to Setup Password Overrides 302

Administration Module Administration Module Override Passwords Overview 1. Click on the Administration Module icon. 2. When the Administration Module opens, click on the Override Passwords link listed in the System Administration section of the screen. 3. When the Override Passwords link is clicked each action that can have a required password displays in the Action column. If a password is required to perform one of the listed actions, 'Yes' will appear next to the corresponding action in the Password Required column. Click on the Edit button to setup a required password for any of the available actions. 4. A new list displays when the Edit button is clicked showing the same list of actions you may setup to require a password. In the "New Password" field, add a password for any actions you wish. 303

CareTracker PDF - Administration Module 5. Enter the same password you entered in the New Password column in the Verify Password column. 6. When all desired passwords have been setup, click on the Save button. 304

Administration Module Administration Module Eligibility Passwords Overview To be able to electronically check patient insurance eligibility with Medicaid of Massachusetts and Medicaid of California through CareTracker, you must save your provider's insurance number, user name, and password for the respective insurance. This can be accomplished by clicking on the Eligibility Passwords link under the System Administration section of the Administration Module. Once the required provider information is saved, any patients with the corresponding insurance can have their eligibility electronically verified. Eligibility can be checked either by batch, or by clicking on the Eligibility link under the Front Office section of the Dashboard. For individual patients, check eligibility by clicking on the Elig button in the Name Bar with the patient in context. Both Medicaid of Massachusetts and Medicaid of California are nonparticipating members and therefore charge a $0.25 fee per eligibility check per patient. However, CareTracker will only check eligibility for non-participating members once every thirty days. Related Topics: Individual Eligibility Overview (Name Bar); How to Check Individual Insurance Eligibility (Name Bar); Batch Eligibility Overview (Home); How to Batch Check Insurance Eligibility (Home) 305

CareTracker PDF - Administration Module Administration Module Events Overview The Events application enables you to monitor and instantly respond to events occurring in the system by sending tasks in real time to a user or queue. For example, trigger an event that sends a To Do to the responsible provider when an abnormal lab result is received. Automating workflow based on predefined events increases the productivity of your staff and efficiency of the practice. To Set Up Events: 1. Click on the Events link under the System Administration section of the Administration Module. The Events window displays. 2. Click Add. The Event Detail section displays at the bottom of the window. 3. By default, the "Group" field drop-down list displays 'All'. Click a different group if necessary. An event can be company or group specific. 4. In the "Event" field drop-down list, click the type of the event to monitor. 5. In the "State" field drop-down list, click the status to monitor for the selected type. 6. In the "Action" field drop-down list, click the action to trigger when the specific event and state occurs in the system. 7. In the "Target" field drop-down list, click the user or queue to send the task to complete in accordance with the even details. The users and queues are based on the operators and queues set up for your practice. 8. Click the Save button. 306

Administration Module FYI: An event that is set up can be deleted or the target can be changed based on your practice needs if necessary. 307

CareTracker PDF - Administration Module Operator Audit Log Administration Module Operator Audit Log Overview An audit trail of all actions performed in CareTracker by each operator can be accessed by clicking on the Operator Audit Log link under the System Administration section of the Administration Module. This log is helpful to monitor each operator's usage. The operator log can include all operators, or be limited to only one operator of interest. It can include all actions performed, e.g. logging on, editing information, viewing information, or only actions performed on the current patient in context. The log can be limited to provide an audit trail of only one of these actions. You can also determine the number of days to include, e.g., one day, the previous three days, the previous seven days, or the previous thirty days. Regardless of the filters you set, the operator log always includes the date, time, operator's log in, operator's name, the patient's name on whose record an action was taken, the group in which the action was taken, a comment (the action performed) and the SQL. FYI: The operator log does not include the current day's data. See: How to Generate an Operator Log 308

Administration Module Administration Module Operator Audit Log How to Generate an Operator Log 1. Click on the Administration Module icon. 2. When the Administration Module opens, click on the Operator Audit Log link under the System Administration section of the screen. 3. Several filters display when the Operator Log is clicked. From the "Operator" field drop-down list, select a specific operator's name: 'Current Operator' to view the actions you have performed, or 'All Operators' to see all actions all operators have performed. 4. From the "Type" field drop-down list, select the type of action you would like to view a log for, e.g. 'Show Login Only,' 'Show Add/Edit Only,' 'Show View Only,' 'Show Current Patient,' or 'Show All.' FYI: 'Show Current Patient' will only include actions taken on the current patient you have in context in the Name Bar. 5. Select the number of days you would like to view activity for from the "Show" field drop-down list. "Show" options include, 'One Day,' 'Previous Three Days,' 'Previous Seven Days' and 'Previous Thirty Days.' 6. The date in the "Ending On" field defaults to the current date however, a different ending date can be selected by manually entering a date in MM/DD/YYYY format or by clicking on Calendar function and selecting a date. The previous days selected in the "Show" field will be the number of previous days back from the ending date you select. 7. Click on the Go button. 309

CareTracker PDF - Administration Module 8. When the Go button is clicked, the operator log for the filters you selected displays in the lower frame of the screen including the date, time, operator's log in, operator's name, the patient's name on whose record an action was taken, the group in which the action was taken, a comment (the action performed) and the SQL. 9. This log can be printed by right clicking on top of it and selecting 'Print' from the gray pop-up menu that displays. 310

Administration Module Administration Module Link Administration Overview This application is used to add user specific URL links providing faster access to commonly used web sites. This concept is the same as Favorites in Internet Explorer. For example, currently EncoderPro is accessible via limited applications when entering a visit or charge. Adding EncoderPro to this application enables you to access the site anytime to look up or test scenarios prior to entering a visit or charge. This application is accessed via the Admin module enabling you to add EncoderPro as well as other global and user specific links providing you faster access to commonly used sites. This application can be used if CareTracker is interfacing with third party software. This helps save the user name and password required to log on thereby enabling you to directly access the software without having to enter the log on details. How to Add a Favorite Link: 1. Click on the Administration Module icon. 2. When the Administration Module opens, click on the Link Administration link under the System Administration section of the screen. The Links window displays. 3. Click the Add button. The Link Detail section displays at the bottom of the window. 4. Enter the required details. 5. Click the "Operator Only" check box to add favorite links pertaining to the current operator only. Otherwise, the URL link will be available to all operators in the group. 311

CareTracker PDF - Administration Module 6. Click the Test button to test the link if necessary. 7. Click the Save button. The link is added to the list of favorite links. 312

Administration Module Administration Module Debug Overview If there is ever a bug in CareTracker, our Support Department can debug the system to correct the problem. The Support Department will use the Debug link under the System Administration section of the Administration Module to target and correct the issue. 313

CareTracker PDF - Administration Module Administration Module Company Logo Overview The Company Logo application enables you to upload the practice logo into CareTracker in JPEG, GIF or PNG format. You must resize your logo to fit within the recommended dimensions (.6 W x 1.5 H) prior to upload. This will provide the ability to display the company logo of your company in patient education material, orders, referral forms, progress notes and clinical letters. FYI: To display the company logo in the progress note, log a To Do to the Support Department. How To Upload the Company Logo into CareTracker 1. Click the Company Logo link under the System Administration section of the Administration module. 2. Click the Browse button to search for the required file. The Choose File dialog box displays. 3. Select the file and click the Open button. 4. Click the Upload button. The file is loaded into CareTracker and is pulled into all material printed via the Patient Education, Orders, Referrals and Progress Notes applications. 314