PRACTICE MANAGEMENT
Confidentiality By accepting receipt of this document, recipients acknowledge Nightingale s exclusive right, title and interest in and to all intellectual property rights in the attached document created by Nightingale including, without limitation, design, concept, source code, object code, inventions, and trade secrets, copyright and other proprietary rights ( the Intellectual Property ). The Recipient agrees that the Intellectual Property is and shall remain the sole and exclusive property of Nightingale and that the Recipient has and will hereby acquire no rights in any of the Intellectual Property. The Recipient specifically acknowledges that its use of the Intellectual Property shall not create for the Recipient any right, title or interest in the Intellectual Property. The Recipient also acknowledges that the attached Nightingale Confidential Information received is the valuable property of Nightingale and may include ideas and inventions which are, or will be, the subject of patent applications or trade secrets. Unauthorized disclosures of Nightingale Confidential Information can irreparably damage Nightingale. Such information and inventions will be kept confidential by the Recipient, used for the intended purpose, and not disclosed to others until or unless the Recipient receives permission in writing from Nightingale to make specified disclosures to third parties. No further use of the Nightingale Confidential Information will be made by the Recipient, or any related parties, without the express authorization in writing from Nightingale. Copyright 2012 Nightingale Informatix Corporation. All rights reserved. 0
Table of Contents Table of Contents... 1 Practice Management... 3 Introduction to Nightingale On Demand (NOD)... 4 Overview... 4 Log into the NOD Application... 4 Training Account... 4 Production Account... 5 Navigate the NOD Application... 5 Modules and Menus... 5 Active Window... 6 My Patients Tab Overview... 6 Keyboard Navigation... 7 The Help Menu... 7 Exercise 1 Help Function... 8 The Dashboard... 8 Dashboard Preferences... 9 Global Preferences... 9 Location Specific Preferences... 9 mydisplay Customization... 12 Manage Menu Icons... 13 Exercise 2 Dashboard Settings... 13 Patient Registration and Chart Management... 14 Detailed Registration... 14 Mandatory fields when registering a client... 15 Socio-demographics... 15 Registration Save Options... 16 Exercise 3 Client Registration... 16 Open a Client Chart... 17 Hot List... 18 Client Card Swiper... 18 Edit a Client Chart... 18 Exercise 4 Chart Manipulation... 19 Scheduling and Appointment Management... 19 Schedule Navigation Bar... 20 Manage Day Notes... 20 1
Booking Appointments For Existing Patients... 20 Exercise 6 Booking an Appointment... 21 Appointment Management... 22 Exercise 7 Schedule Management... 23 Viewing Schedule Groups... 23 To create a Schedule Group... 23 Exercise 8 Schedule Groups... 24 Searching the Schedule... 25 Patient Appointment Search... 25 Next Available Appointment Search... 25 Schedule Reports... 26 Exercise 9 Schedule Management... 27 Practice Management Tools... 27 To Do List... 28 Assigning Tasks to Yourself or Others... 28 Recording Completed Tasks... 29 Outstanding Tasks... 29 Exercise 10 Tasks... 30 Adding Administrative Phone Calls... 31 Exercise 11 Phone Actions... 31 Messages... 32 Creating a New Message... 32 Chart Overview... 33 Details Menu... 33 Summary... 33 Patient Contact Summary... 34 Viewing the Patient Contact Summary... 34 Client Scheduling History... 34 Client Chart History... 35 CPP/Encounters/Lab Results... 35 Referral Management... 35 Exercise 14 Referral Management... 36 Creating Refill Requests... 36 Using the Print Manager... 38 Securing Data... 39 Advanced Document Management... 40 2
Practice Management Overview of the Course This course covers the basics of the Nightingale on Demand (NOD) software application. This courseware is intended to accompany Nightingale Informatix Corporation, instructor-led training sessions for Practice Management. After attending this session and performing the provided practice exercises, participants will be able to: Navigate the Nightingale application Customize personal account preferences Register patients and manage patient records Book and manage patient appointments Create and manage individual and group schedules Create schedule reports Navigate non-clinical chart sections Use internal messaging and task management tools Advancement Document Management ROLE This document is intended for Front Desk Staff, Receptionists, Office Managers, and Administrators who perform related tasks for those positions. Nurses and providers may find this course useful if they are performing any of the basic office tasks but attendance is optional for this group. SKILL LEVEL You should have a working knowledge of Windows and Internet Explorer. Also, you should have a working knowledge of practice management. PRE-REQUISITES Review the Getting Starting guide before logging into the training site to change necessary Internet Explorer settings and to make sure your Internet Explorer is properly set up. DELIVERY This document is intended to accompany Nightingale Informatix Corporation, instructor-led training sessions; It can also be used alone as a supplement or as a review. About This Course A high-speed internet connection and specific Internet Explorer settings are required to use NOD. Before logging into the training site, use the Getting Starting Guide to make sure your computer is set up properly. Throughout this manual, there are several conventions that are used to make the information easier to use and understand. Navigation is presented as bold text separated with a vertical line ( ) e.g. Patients Registration New. This means the Module (found to the left of the screen) is clicked. The rest of the menu items are selected by pointing the mouse over the selection (hovering, not clicking) until the final menu item which is clicked. 3
Modules and other specific buttons, windows, etc. of NOD are Bold; e.g. Click Save to save changes to a client demographics. Boxes like this are included in the manual to provide hints or tips about a particular section. Introduction to Nightingale On Demand (NOD) Overview The Nightingale on Demand (NOD) application is an ASP (Application Service Provider) based Practice Management and Electronic Medical Records system that aims to provide a paperless solution to medical clinics and healthcare organizations. Since NOD is an ASP based application, client charts, labs, billing, scheduling and other related information can be accessed from any computer whether at home, at the office or any other location that meets the minimum required specifications and has an internet connection. No client data resides on any computer that accesses the application and hence there is no need for routine backups and ensuring the physical security of an office server. All client charts and related information reside on highly secure central servers. In addition, all activity on the clients charts is logged. Log into the NOD Application Nightingale consultants will create two separate accounts for all centres - a training account and a production account. The training account is very similar to the production account and is used to conduct all training sessions. The production account will hold real client data and is used when the centre goes live. Training Account You will be provided with a username and a password by your centre s administrator. Go to the website: https://training.mynightingale.net. Enter your username and password to log into the training account. Click Enter. Trainees are encouraged to: * Take notes in their workbook * Ask questions * Complete the practice exercises 4
Production Account To access the production account, you will need an RSA SecurID token that provides a higher level of security than passwords. Your administrator will provide you with a user name and RSA SecurID token that you will use to log into your production account. Detailed instructions on how to log into the production account will be given to you with your RSA SecurID. Navigate the NOD Application Each page in the NOD application has several consistent features. You can develop an efficient workflow and reduce the time to find a function by understanding how to navigate through the choices on the page. Modules and Menus NOD is divided into nine different modules that are displayed to the left of the screen at all times. To open or switch to a different module, simply click the name of that module. Each module opens in a separate Internet window. Module Description Dashboard Reminders, notifications, account settings and preferences Schedule Client appointments, Day sheet reports, Setup Patients The client s chart, registration, CPP, encounters Billing Invoicing, Financial reports, Office Actions Messages, Tasks, Work queues System Setup Location specific setup and customization Reports Operational, Financial, Clinical and Custom Reports. Enterprise Enterprise wide setups, customization and security setup Data Miner Advanced reporting utility to allow authorized users to report on and analyze data When a Module is active, the Menu at the top of the screen changes to reflect the different tasks that are available in that module. A comparison of the Schedule module menus and the Patient module menus is shown below. 5
Active Window All activity takes place in the centre of the screen, or the active window. The active window will change depending on both the Module and Menu item. Menus Active Window Modules My Patients Tab Overview The My Patients tab of the Dashboard is divided into three main areas: A. Reminders area (left) B. Schedule area (middle) C. Patient Action area (right) 6
At the top of the Reminders area is a calendar. When you click a date, all clients scheduled for that date are displayed in the Schedule area. The Reminders area also contains notifications or reminders for actions that need to be completed. When you click on each reminder, NOD will open the module needed to complete the task or review the item. The Schedule area displays the list of scheduled clients. When you click a client s name, the name is highlighted in blue and that client s summary (CPP) is displayed at the bottom of the screen. When a client s name is selected, you can click any icon in the Patient Action area to perform that action. Keyboard Navigation You can navigate within the modules of the NOD application without clicking the module menu option. To open a module, press and hold down the Alt key and then press the key that corresponds to your desired module, as indicated in the chart below. Use To Open Use To Open Use To Open Alt+A Dashboard Alt+S Schedule Alt+P Patient Alt+B Billing Alt+O Office Actions Alt+T System Setup Alt+R Reports Alt+E Enterprise Atl+L Logout The Help Menu NOD has a comprehensive Help menu that provides easy to understand, step by step instructions for completing various actions within the application. The Help menu is accessible at all times from all modules. When accessed, it opens up to the help page relevant to the active window. The figure below is a snap shot of the Contents tab within the Help menu which you access using Help Contents and then click the Index button. 7
Click the blue hyperlink to open detailed help on a particular topic. Help pages can be printed by clicking the button on the top right. You can also use the Search tab which will allow you to search for information by typing in a topic. We recommend that you try using the Help menu before asking for assistance. Exercise 1 Help Function 1. Click on the HELP button, choose Contents. 2. Choose Getting Started, noting that the HELP is associated with the module you were in when you chose HELP. 3. From within HELP, select Search and enter in a topic of interest (e.g., encounter). Please note that the search will produce a list of topics with a Rank (% of information related to search criteria) and Title. The selected title will display the details in the window to the right. The Dashboard When you log into to the NOD application, the Dashboard is displayed. The Dashboard provides a summary of your activities and notifications, and provides shortcuts to many of the functions of NOD. The NOD Dashboard has three tabs with the following purposes: 1. My Patients - Provides you with a quick route to any task associated with the care of clients. 2. My Practice - Provides access to reports, graphs, and statistics for your practice. 3. My Settings - Enables you to set display options for the Dashboard and configure your own preferences. 8
Dashboard Preferences When you first log into NOD, you are taken to your Dashboard. You can change preferences to customize how NOD will work for you on the Dashboard mysettings mypreferences tab. Global Preferences 1. Default Location: If your centre is set up to have multiple locations in NOD (e.g. a main centre location plus satellite centre locations), it is recommended you set the default location to the site you work at the most. NOD will always open first to that location. 2. Change Password: This password is used for the NOD Lock feature as well as for the ADM (Advanced Document Management) program. 3. Patient Hotlist Size: The Hotlist is the list of recently searched clients. You can set the number of names that display in the Hotlist from 1 to 15. 4. Automatic Logout: NOD will become inactive after 70 minutes of being idle. You can increase or decrease this time frame. Location Specific Preferences There are three options available to you for these preferences. Mandatory - These settings are not to be changed to ensure accurate data is recorded to meet your centre s reporting needs. Optional Select whichever option is best for you or leave as the default. 1 2 Recommended - These settings are suggested as the most useful but you may choose the setting that is best for you. 3 4 9
Provider (Mandatory for Providers) Select yourself as the default provider allowing you to chart under your provider name. Schedule (Mandatory for Providers) Select your schedule as the default schedule. Message Recipient (Optional) Identify a default individual for new messages you create. Action Recipient (Optional) Identify a default recipient for every new task you create. You can choose an individual person or a user role (e.g. Reception). Demographics (Mandatory) Select the Detailed option to allow you to enter/update information such as priority populations. Rx Directions (Optional) Select the Simple option to enter a basic medication direction. Select the Advanced option to allow you to create detailed prescription instructions. Drug Interaction (Optional) Select Automatic if you want interactions to automatically appear before you prescribe (based on the Severity Alert see other column). Select Manual if you want to click the Interaction button each time to check for interactions. Schedule View (Optional) Select Normal to see the schedule with the appointment information, the reason for visit and comments. Select Restricted view if you only want to see the client s name. Allergy Display (Optional) Select the Simple display of allergy to see two categories (allergies and intolerances). Select the Detailed display of allergies to see four categories (Drug Allergy, Non-Drug Allergy; Drug Intolerance; Non-Drug Intolerance). Patient Search (Optional) Select Normal to search for clients using Last Name, First Name or Chart #. Select Advanced to search for clients using additional fields such as Health Card Number and Date of Birth. Search Results (Recommended) Select Detailed which will let you see more demographic details prior to opening the client s chart. Clinical Template (Mandatory) - Select the Services Provided template to preload into every new encounter. Chart Section (Optional) - Select which section of a client s chart opens by default (e.g. CPP, Chart History). ICD list (Mandatory) Select ENCODEFM. This classification system is used when choosing the client s Reason for Visit and Assessment/issues addressed. Image Viewing (Optional) Select Server Control. Severity Alert (Optional) Select Mild, Moderate, or Severe to determine the severity level alert you receive when viewing drug interactions. You can also select <Enterprise Settings> to use the severity level alert set for your centre. (See also Drug Interaction setting in previous column.) Medication Display (Optional) Select Detailed to see the client s medications in four categories (Long Term, Short Term, Recently Active, Historical). Select Simple to see the medications in two categories (Active Medications, Historical Medications). 10
You may choose your own preferences for these settings. Sign encounter electronically Sign encounters with a digital signature or sign off encounters without a signature. Sign Rx electronically and Sign referral letters electronically - Sign the documents with a digital signature or print the documents to be signed by hand. Sign Requisitions electronically Sign lab requisitions with a digital signature. Note: The ON lab requisition must be printed off and signed by hand. Encounter single sign off Sign off on the encounter including any pending Rx, lab requisitions or referral letters with one single sign off. If this option is selected, make sure you do not select the Default Active Medications into new encounter. This option is not recommended. Match Requisition Electronic lab results coming into NOD will prompt the user to match to outstanding lab requisitions and remove them from the Dashboard. Hide Unmatched Lab Reports Hide labs that have come into NOD as unmatched if you are not the person responsible for matching the lab results to existing clients. Default Past Diagnosis into new encounter The client s past diagnosis will be added into every new encounter created for the client. This is not recommended for multi-disciplinary clinics. Default Active Medications into new encounter The client s active medications will be added into every new encounter created for the client. Auto load latest form into encounter The latest form template created for the client will be added into the new encounter. Use Quick Search and Search Favorites These options are used for provincial billing and only work with ICD quick search. Contact your centre s Administrator for additional information. Preview Rx Display the prescription before you print it. 11
mydisplay Customization You can customize the look of your Dashboard on the Dashboard mysettings mydisplay tab. To add icons to your Dashboard, select an action from the left column and click the Add button to move it to the right column. To move more than one item, hold down the shift key and click the Add All button. These selected items will appear on the right-hand side (Patient Action area) of the Dashboard. To add shortcut links to your Dashboard, select the required sections from the left column under the Customize My Panel Sections and click the Add button. To move more than one item, hold down the shift key and click the Add All button. These selected items will appear on the left column (Reminders area) of the Dashboard. You can reorder the Actions To Display and Sections to Display by clicking the up and down arrows beside the list. 12
Manage Menu Icons Menu Icons are always visible on the bottom left-corner of every page in NOD. These icons provide easy access to some frequently used tasks within the application. You can reorder these shortcut icons by clicking and then selecting. Drag and drop the icons to rearrange their order. Only the first 5 icons will be display on every page of NOD. Menu Icons Dynamic* Menu Icons Icon Description Icon Description Card Reader New Staff Message Create a new Task New Phone conversation Address Book Provider Education links View Staff Messages View overdue Actions View today s Schedule View Lab Reports * The Dynamic Menu Icons are visible only when there is an item that needs your attention. Exercise 2 Dashboard Settings Configure your dashboard as follows: 1. Change preferences to the Mandatory settings. Provider: Choose yourself Schedule: Choose yourself Demographics: Detailed Drug Interaction: Automatic Clinical Template: *Services Provided ICD List: ENCODE-FM 2. Modify other settings. Message Recipient: set a default message recipient Action Recipient: set a default task recipient 3. Configure additional settings that you would use at your centre including the quick icons. 13
Patient Registration and Chart Management Each client in your practice will be registered in the system and the process of registration creates a client chart. In this section you will learn how to register clients. Detailed Registration To register a new client, go to Patients Registration New. The Detailed Registration page displays (as long as you have set detailed registration as the default on your Dashboard settings). The figure below shows the various sections available within the Detailed Registration mode. The table below outlines the flow of information for some of the important sections in the detailed registration: Section Personal Identifiers Residential Address Employer Guardian Contacts Client s name, Rostered Status, DOB, Sex, Marital Status, Spoken Language, Religion, Place of Birth, etc. Used to capture Canadian Health Card Numbers; Non-Insured Status; and Socio-Demographics. Client address and phone numbers Employer information Do not enter allergies on the demographics screen, they should be recorded in the CPP. Guardian contact information entered in this section can be used when generating letters for minors Able to enter the client s emergency contact; substitute decision maker; next of kin; as well as an external providers. Healthcare Team Enter the providers that are part of the clients care. Referring Provider Enter who referred client to the center. 14
Preferred Pharmacies Insurance Drug Plan Family Members Used in prescription refill requests; the Pharmacy list will be populated by each centre. Insurance companies client uses. Choose the Drug Plan for each client and this will carry forward to the medication screens. Can associate family members that are currently registered, if one members address is changed you are asked if you would like to change the other family members. Mandatory fields when registering a client Rostered: When registering clients within NOD the Rostered check box is used to track all clients that receive ongoing primary care. The rostered field would not be checked off for clients that only come to groups or only see the dietitians/chiropody, etc. Once the rostered check box is selected a rostered date box will appear. You can allow this to default to today s date. Spoken Language/ Official Language: can choose from a drop down of languages. Race/Religion/Ethnicity: enter information into the appropriate field to document how a client describes themself Place of Birth/ Date of Arrival: enter the country of birth if a client is not born in Canada. Once a different country is entered the Date of Arrival field will appear. Socio-demographics The remaining mandatory required data is captured using Patient Identifiers. Within the detailed registration form under the Identifiers tab, Socio-demographics are recorded and updated. 15
Centres are able to add additional identifiers but should not change the ones already established. It is recommended that any additional identifiers are set up at the centre level, not individual level. Registration Save Options The list below briefly explains the various save options available once you have completed a patient registration. Save Option Button Action Saves the patient information and assigns a chart number. Opens a blank registration page to continue registering clients. Saves the client information and opens a popup that enables that client to be checked in to an existing schedule. Saves the client information and remains in the Demographics section for the client. The button is only available for a new registration. Does not save the current client and returns to a blank registration page. Exercise 3 Client Registration 1. Register a client with all of the required fields 2. Register a second client who is a family member of the registered client in Step 1 3. Search for a client, edit record by adding a Health Care Team 4. Modify client status to Inactive 16
Open a Client Chart Existing client charts are opened by doing a search from Patients Registration Select. The figure below shows the client search page. Advanced search options are accessed by clicking the button. The Advanced Search window provides additional criteria for searches such as Health Card Number and date of birth. Enter the search criteria and click the button. 17
Highlight the client s name and click the the active window for the selected client) or the button (to see detailed information at the bottom of button (to hide the detailed information for the selected client). Select the correct client and click the client s name will appear in the orange bar under the Menu items. button. The Hot List Previously opened charts can be quickly reopened by using the Hot List icon in the client search screen. The Hot List will display a drop down of clients who you have previously searched for. The number of entries in the Hot List is based on your Dashboard settings. Client Card Swiper Another way to register a new client or update a client s health card number, version code, expiry date and date of birth; is by swiping a client s health card. When you swipe a health card the client s name is changed or updated to match exactly as it is written on the health card. To swipe a health card it does not matter which module you are in and you do not need the specific client s chart open you just click on the Card Swipe icon located in the bottom left corner. Edit a Client Chart Find a client s chart using the following steps Patients Registration Select. Within the detailed registration form make any necessary changes. Each time you open a client s registration form it is ready to be updated or changed, click the Save button after any changes are made. There is a status drop down for each client that defaults to Active; you can change this status to mark they are no longer a client of the centre. If you mark a client as Inactive you will not be able to find their name on any active search windows, you will need to use the advanced search function to find their chart. 18
Exercise 4 Chart Manipulation 1. Lesson 1: i) Close current client chart ii) Find one of your clients using the hotlist search iii) Change the phone number and annual income 2. Lesson 2: i) Find another client using the Advanced Search ii) Modify the client status to Inactive including the step that they need to be Unrostered 3. Lesson 3: iii) Open a client registration and add a Preferred Pharmacy Scheduling and Appointment Management The Scheduler allows you to manage simple or multiple schedules with ease, connects client data to each appointment, and enables quick access to client information. 2 1 1 1. Grayed out time slots represent blocked time (No appointments can be scheduled). 2. To unblock/block time slots, check the box to the left of the time and click the Block or Unblock activity buttons. 19
Schedule Navigation Bar The Schedule Navigation bar allows you to browse from one day to another and view the schedule in multiple ways: Click the to display a schedule in daily, weekly and monthly view. Use the arrows beside the 1, 7, or 31 to go ahead or back by 1, 7, or 31 days. Click the Today button to return to today s date and refresh the schedule. Manage Day Notes Day notes enable you to document information for a particular day. These notes display on top of the schedule for the day they were entered as shown: Day notes can be edited or added to by clicking the hyperlink and then click Save. Booking Appointments For Existing Patients There are two easy ways of booking appointments for existing clients (clients that are registered). By clicking the blue time hyperlink OR By clicking the empty area associated with each time slot. 20
After using either method, the New Appointment page displays and you can search for the client you are booking the appointment for. Fill in the Appointment Details. Select from the Appointment Type drop down; this appointment type list is created and maintained by your centre. You will only see appointment types that are associated to that particular schedule. You can change the Appt. End Time to change the duration of the appointment. Mandatory - Appointment Priority is where you select the Mode of Contact e.g.: walk in, scheduled, crisis/emergency, urgent/same day etc. Mandatory Field If the appointment is recurring check the box to the left of Recurring appointment. An example of a recurring pattern: four appointments every three days. Reason for visit is a text field where you can type why the client is coming in. This does not flow into an encounter it is just text that appears on the schedule. Comments is a text box for additional comments regarding the appointment that will appear on the schedule. Click the Schedule Patient button when you have completed the appointment details. Exercise 6 Booking an Appointment 1. Book 3 appointments for 3 different clients, one later today, one tomorrow and one next week. Make sure you put in the Appointment Type and the Priority fields. 21
Appointment Management In this section we look at the various tools available for managing existing appointments. The figure below shows an appointment scheduled at 2:00pm for client Michael Abraham. The table below describes the icons, symbols and menus that are displayed on the Schedule with each appointment: Icons Description A red exclamation mark before a client s name indicates they have an alert. Click the exclamation mark to see the alert. This symbol indicates the appointment is part of a recurrence pattern. Click the appointment time (for example, 2:00 pm) to view or edit the recurrence pattern. Appointment status. All appointments are defaulted to To Be Confirmed (TBC). Change the appointment status by selecting from the drop down. L/M left message; OK confirmed; IN; OUT; NS No show. Appointment statuses can be added at each centre. To reschedule an appointment, click the scissors icon, then click the time hyperlink to indicate where you wish to reschedule this appointment To copy an appointment, click copy icon, then click the time hyperlink to indicate where you wish to make a copy of this appointment. The print icon can be used to print labels, consent forms, patient handouts and general letters. To edit appointment details, click the time hyperlink. To cancel an appointment, click the check box next to the time, then click the button. You must select or type in a cancellation reason to complete this action. 22
Exercise 7 Schedule Management 1. Book a regular appointment for one of your clients later today, make sure you put in the Appointment Type and the Priority fields 2. Reschedule this appointment for tomorrow 3. Cancel the appointment Viewing Schedule Groups Schedule groups can be used to view more than one schedule at the same time on the same page as shown below. To create a Schedule Group Group schedules are user dependent. If you create a group schedule, it will only appear for your login. 1. Go to Schedule Setup Groups Schedule to display the Manage Schedule Groups page. If there are any, saved Schedule Groups display and can be edited by clicking the Schedule Group Name link (for example, All Providers). 2. To create a new Schedule Group, 23 click the button. 2
3. Type a name in the Group Name text box. 4 3 4. Highlight the desired schedule(s) from the list in the 5 Schedules window and click the button. The order in which you add the schedules will reflect the order of the schedules within the group from left to right. 5. Check box beside the Display group of schedules in condensed view if you want to view the group schedules on one page. 6. When all schedules you desire are listed in the Selected Schedules window, click the button. 6 To view a Group Schedule, select the group from the Schedule drop down menu on the Appointments page as shown below. Exercise 8 Schedule Groups 1. Create two schedule groups that you would use at your centre. 24
Searching the Schedule NOD facilitates two different types of searches on one or more schedules, Patient Appointment search and the Next Available Appointment search. This section describes these search types. Patient Appointment Search Patient Appointment Search allows you to search for any previous, current, and future appointments for any client. A search can be performed by going to the Schedule Search Schedule Patient Appt. Search. From the Patient Appointment Search page you can search on a specific provider s schedule or all schedules. Appointment Type: You can narrow your search by choosing to search for a particular appointment type or leave the default Any. Appointment date: You can search on future or past appointments. If Appointment Date field is set to Any date, the system returns the complete scheduling history for the client. Appointment Status: You can be specific and search for a client s list of no shows or the last cancelled appointment or all appointments by selecting NS, Cancelled or All from the drop down. Enter the client s last name and first name and click on the Search button, you will be provided with a list of appointments. Appointment details can be seen by clicking any of the appointment dates; e.g. who scheduled or cancelled an appointment and why did they cancel the appointment. Next Available Appointment Search This feature allows for the searching of available slots by provider, day of week, and time of day. The definition of time of day is as follows: 25
Morning: 6:00am 11:55am Afternoon: 12:00pm 5:55pm Evening: 6:00pm 11:55pm Night: 12:00am 5:55am Best use of this is if the client is indicating they are only available at specific times. If searching for next available appointment for a provider, it may be better to scroll week by week. Schedule Reports One of the most useful reports from the schedule is the Schedule Report (Day Sheet). Schedule Reports are a great tool for printing single or multiple schedules for the current day, a specific date or for a date range. Once a report is created, you may generate results from it as often as you wish. To run a Schedule report go to the Schedule Generate Reports Schedule Reports; click on the report name, change the date for the results and click the Run or Print button. Your clinic super users can create and maintain day sheets. Day Notes will not print out on day sheets for multiple provides, they will however print out on an individual schedule day sheet. 26
Exercise 9 Schedule Management 1. Create a Schedule Group with 3 or more providers. 2. Search for the client s appointment using the Patient Appointment Search 3. Book a physical for one of your clients next week with two different providers using the Next Available Appointment Search 4. Add a Day Note to your provider s schedule 5. Display a Day Sheet for 1 provider 6. Display a Day Sheet for multiple providers Practice Management Tools NOD has the functionality for staff members to communicate with each other regarding a client and have that communication tracked within the chart. There are both messages and tasks (also called To Do lists). When to use a message and when to send a task depends on the type of communication. If the communication is more of a general discussion between two people then a message would suffice as it works similar to email. If the communication is more of an action required and could be sent to a group of people e.g.: reception then a task is better. 27
To Do List You can assign tasks to other clinic members, yourself, or to a role within the clinic (for example, Front Office). A task can be associated to a client s chart or separate from any client chart. Tasks are managed from the TO DO list. To see your current list of To Do items go to Office Actions Actions To Do List or access them from the notifications area on the Dashboard: You can sort the Task List by status so that critical actions can be placed at the top of the list. To sort by status, click the column with the exclamation point (!). To sort again from least important to most important actions, click the exclamation point again. 2 1 Assigning Tasks to Yourself or Others 1. Navigate to Office Actions Actions To Do List or access Tasks from the notification area on the Dashboard 2. Click New. 3. If the task is concerning a client and you want it documenting in the client record, select the appropriate client s chart. Tasks do not need to be associated with a client. 28
4. Select an action from the drop-down box, this list of actions is customizable and shared by the clinic. 5. Assign a priority from the drop-down list (Low, Normal, or Urgent). 6. Assign the task to a staff member or a user role from the drop-down box. 7. Select the Start and Due Dates. 8. To add further comments, type in the Comments section. 9. Click Save to complete assigning the task. Actions regarding a client can be viewed in the client s chart under Patients Details Summary, here you will find any tasks that have not been completed as well as any messages that have not been deleted. Once a task is completed or a message deleted you will find them on the Details Summary page by clicking on Options in the top right corner. Recording Completed Tasks 1. Navigate to Office Actions Actions To Do List, or click To Do from the Reminders area on the Dashboard. 2. Select the task that you have completed by checking the check box next to the task. 3. Click Complete. A Completion Note dialog box displays. 4. Type in your notes regarding the task. 5. Click OK to complete the task. Outstanding Tasks When you assign tasks to a staff member, a list is created so you can track the activity. To access the outstanding tasks list go to Office Actions Actions Outstanding Tasks. Tasks that created by you and assigned to others, can be completed, deleted or re-assigned from the Outstanding Tasks page. 29
If a task is not completed and needs re-assigning, click the Re-assign button to re- assign that task. Exercise 10 Tasks 1. Create a tasks for a client and assign it to another person in the class 2. Create a task for yourself that is not linked to a client. 3. Review your list of tasks and sort them in different ways 4. Record that the task that you created for yourself is complete (Note: the other users cannot see progress on tasks that are assigned to a role such as reception; e.g., if one user in reception is working on the task, there is no notation about that) 30
Adding Administrative Phone Calls Documenting a client phone call using the Record Phone Call icon is only done if the call is administrative in nature i.e. leaving a message about a rebooking. This feature cannot be used if a service is provided over the phone; providers need to record these conversations as an encounter. 1. Click the phone icon from the main menu icons. The Record Phone Call To Patient page displays. 2 2. Search for and select the client. 3. Select the Call Action from the drop-down field (this list will be populated by your centre). 4. Select the provider that made the call (if appropriate). 5. Record a Call Summary in the text area. 5 3 6. Click to save the record. Exercise 11 Phone Actions 1. Add an administrative message into a client s chart using a phone action 31
Messages NOD Messages allow two way discussion between staff and can be linked to a client chart or not. To view your Inbox for messages received from staff, go to the Office Actions Messages Staff Messages or access your messages from the Reminders area on the Dashboard: Click the message link to see details about the messages. Priority messages are marked with a red exclamation mark. Messages can be sorted by clicking on the column links. Use the Options menu to access Deleted, Sent and Draft message folders. Creating a New Message Within the messages window click on New in the top left corner to create a new message. Messages do not have to be about a client, they can be a way to communicate between staff within the centre. If the message is concerning a client, locate the client s name by doing a search. (This is not mandatory to create and send a message, if you do not associate a client to a message it will not be stored in that client s chart). 1. You can send a message to a maximum of 2 people. Recipient: Select the recipient from the drop-down list. Use the Advanced link to send a message to a person at another location within the same enterprise (a satellite center), and select the location from the drop-down list. 32
Copy To: To copy the message to another staff member. 2. Assign a priority from the dropdown list, that is, Low, Normal, or Urgent. 3. Enter a subject in the Subject box, 4. Type the message in the Message box 5. Click the Send button. 1 2 3 4 Exercise 12 Messaging 5 1. Send a message attached to a client s chart to another person in the training session 2. Send a message to yourself that is not attached to a client s chart 3. Manage messages that you have received Chart Overview Details Menu Summary The Summary page, displays current and future appointments, recalls or follow-ups, active tasks or messages, and health maintenance alerts for a particular client. 33
Patient Contact Summary NOD enables you to track all administrative communication that the clinic has had with a client. This can include phone calls, e-mail or faxes. Viewing the Patient Contact Summary The Patient Contact Summary is accessed from Patients Details Patient Contact. The Patient Contact Summary page displays. Client Scheduling History A client s scheduling history is accessed from Patients Details History. 34
Client Chart History A client s chart history is accessed from Patients Details History Chart History. You can search the chart for specific things by selecting from the Events drop down. For example if you needed to reprint a client s lab requisition change the event drop down to Lab requisition and click the Search button. CPP/Encounters/Lab Results While in a client s chart you can create a split screen of their chart and see select sections of their chart on the left hand side in read only. Click on the folder icon in the orange bar at the top of the client s chart and choose from the drop down; CPP, Encounter, Lab Reports, DI Reports. Referral Management Once a referral letter is signed and printed by a provider a copy of that letter is available and can bee managed from Dashboard Outstanding Consultations. A shortcut on the dashboard can take you to Office Actions Administrator Outstanding Consultations. All referral letters initial status is Pending. Once the referral is successfully sent change the status to Sent. Change referral status to Booked once you receive the appointment date and time. 35
Your centre s workflow will direct when to check the box to the left of the letter and click Received. This will remove the letter from the list. The letter can always be accessed from the client s chart at any time. If there is a need to print the referral letter click on the client s name to see the letter and click Print. Exercise 14 Referral Management 1. Select Outstanding Reports for a particular provider 2. Find a referral that has the status of Pending 3. Print the referral letter and change to status to Sent 4. Mark another referral as Booked 5. Review in the client s chart where you would see this information Creating Refill Requests The Refill Management screen allows office staff to create prescription refill requests for the provider to review for approval. It also gives the provider an area to review all outstanding refill requests to take the appropriate action for each request. 1. In the Office Actions module, click Refills and select Refill Management. 2. In the Pending Refills for Approval By field, select the provider who will approve the refill. 36
3. Click the New button. 4. Search for the client you are requesting the refill for. 5. In the Patient field, select the client s name. In the Pharmacies Attached to Patient section, select the pharmacy where the client will have the prescription filled. Pharmacy list needs to be created by the Clinic prior to requesting a medication refill. 37
6. Click Next. Any pending refills for the client display so you do not create a duplicate refill request. 7. If the medication is not in the pending refills list, click the New button. The client s Active Medications screen display. 8. Select the checkbox beside the medication to be refilled and click Add & Finish. The medication is added to the Pending Medications screen for that patient. Once you select the required medication and input the instructions of the refill click the Add and Finish or Add and Continue. Using the Print Manager The Print Manager can be used to print client charts and can be accessed by going to the System Setup Reports Print Manager. 38
Securing Data Client data in NOD can be masked so specific details about a client are hidden from one or more users. Only users that have masking privileges can mask client data. The image below is what a CPP would look like with masked data. For further information on how to mask or unmask, please see your clinic super user. 39
Advanced Document Management (See ADM manual) 40