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ezChartWriter User Manual

1. 517 Backup Utilities 519 Auto Update Feature 519 Billing Module_2 522 Appointment Scheduler 523 Recall Manager 523 Data Exchange 523 6 Errors amp Crashes 525 7 Getting Help
2. 281 Refraction Tool 285 Quick Exam Tool 289 Detailed Findings Tool 291 Rx Wizard 296 Plan amp Assessment Tool 298 Contact Lens Tool 302 Contact Lens Pow er Tool 305 Fit Assessment Tool
3. 19 2 Register Activate software 20 3 How to Purchase 21 4 Hardware Requirements 22 5 Example Uses of ezChartWriter Part III Installation and Setup 26 26 1 Download amp Installing Software 28 2 Networking Options 28 Networking the Software 29 Netw orking Choices
4. 454 Creating Editing Claim Forms 456 Printing Claims 459 Exporting Claims 462 12 Posting Payments 463 Post Insurance Payments 467 Post Patient Payments 467 13 Creating Reports 468 Accounts Receivable Report
5. 39 Window s 95 98 Me 39 Window s 2000 XP Vista Win 7 41 Sharing your Database Folder 42 Window s 2000 44 Window s XP 46 Window s Vista 49 Window s 7 58 Mapping the Networked Folder
6. 254 Use the Quick Fill Template 255 Indicate a chief complaint 256 Customize the complaints 257 Enter medical ocular history 258 Pull forw ard a previous medical ocular history 260 Quick History Tool 260 Mark a history item as normal abnormal 261 Enter detailed history of an item
7. 92 1 Software Account 93 Purchase Software 94 Register License Software 96 View Licenses 96 Change Account Number 97 2 Settings amp Options 97 Clinic Details Screen 98 User Details
8. 339 5 SuperBill Tool 340 Coding Tool 344 6 Customization Possibilities 344 PickList Customization Tool 9 Contents 9 2011 Iccomplish Inc 352 Report Designer 359 Available Fields 363 Image Templates 365 Encounter Template
9. 114 Patient Charts 114 Create a New Patient Chart 115 Open an Existing Patient Chart 116 Patient List 119 Patient Demographics Screen 130 Subscriber Info 131 Open Pulled Charts 132 Chart Options
10. 175 Encrypt Compress Reports 175 Miscellaneous Functions 175 Report Designer 182 Available Fields 186 Rolodex Utility 187 4 Recall Wizard 187 Creating a Recall List 190 Create Labels 194 Cr
11. 311 Report Manager 312 Using the Report Writer 315 Using Images 318 Using Tables 326 SOAPwriter Tool 328 Vital Signs Tool 328 Lab Tests Tool 329 Drawing Tool 339 4 Image Manager
12. 242 Auto Log Off 243 Using the Navigation Button Menu ezChartWriter User Manual 8 2011 Iccomplish Inc 244 Name Alerts 244 Rx Tracking Logbook 245 3 Charting Tools 246 Using the Diopter Power Tool 250 Subjective Findings Tool 254 Include patient age gender race in SOAP note
13. 267 Ocular Symptoms Tool 268 Ocular Symptoms PickList Tool 269 Computer Usage Tool 270 Occupations Tool 271 Hobbies Tool 271 Customize the Subjective History Tool 272 Automated Instrument Tool 276 Importing Instrument Data 278 Visual Acuity Tool
14. 366 Customize SOAPwriter 369 Template Keyw ords 370 Settings amp Options Part VIII ezInstrumentLink 384 385 1 TOPCON Instruments 386 2 Marco Nidek Instruments Part IX Appointment Scheduler 388 388 1 Main Screen 391 2 Menu Options 395 3 Select Viewing Mode 398 4 Create New App
15. 230 Switch chart views 230 Use the Tools to enter data 231 Edit text in the SOAP note 231 Print a copy of the Encounter 233 Export the Encounter PDF Word 234 Finalize the encounter 235 Upload to PracticeFusion EHR Website 241 Make changes to signed encounter
16. 499 Medicare Compliance amp CCHIT Certification 499 Data Conversion amp Scanning 501 Linking to other PMS systems 501 Linking to Instruments 505 Multiple Offices 505 International Sales 506 2 Sales Post Purchase 506 Licensing Issues
17. 159 Create a Note 160 Attach Scan a Document 162 Rx Logbook 163 2 Patient Reminders 164 Create Send a New Reminder 7 Contents 7 2011 Iccomplish Inc 165 Receiving a Reminder 166 Managing Reminders 166 User Groups 167 3
18. 432 7 Patient List 436 8 QuickFind Tool 437 9 Ledger Screen 441 10 FeeSlips 442 Selecting Service Date 442 Entering Fee Slip Line Data 443 FeeSlip Line Details 444 Superbill Import 445 Using FeeSlip Templates ezChartWriter User Manual 10 20
19. 206 Exporting Data 208 6 Program Settings 214 7 PreTesting Module 214 8 Software Versions 215 9 Misc Functions 220 10 ePrescribe Part VII Working With Encounters 226 226 1 Sample SOAP Note 229 2 Basic Encounter Functions 229 View prior records
20. 59 Window s 2000 60 Window s XP 62 Window s Vista 64 Window s 7 66 Installing on your Secondary Computers 68 Setting up a Wireless Network 69 Improving Wireless Signal 71 Disabling WZC in WinXP 73 T
21. 469 Daily Production Report 469 Patient Payments Report 469 Revenue By Patient Report 469 Summary of Revenue Report 469 Sales By Product Code amp Tax Collected 469 14 Accounts Receivable AR List 470 15 Options amp Settings 471 Insurance Plan List
22. 261 Enter detailed ROS information 262 Enter patient medications 263 Enter allergy information 263 Enter family history 264 Enter social history 265 Add custom meds allergies diseases 265 Use the Subjective History SOAPw riter tool 266 Use the Subjective ToolBox 266 HPI Wizard
23. 133 Modify Name 135 Sticky Note 136 Encounter List 138 Create Encounter 138 Create Rx 144 Create a Report 145 Using the Report Writer 148 Using Images 151 Using Tables
24. 29 Peer to Peer 31 Client Server 32 Ethernet 33 Wireless 802 11x 34 Softw are Hardw are Requirements 36 Setting Up the Netw ork 37 Keys to Successful Netw orking 39 Our Recommendations 39 Installing on your Primary Computer
25. 506 Lost Passwords 506 Removing Demo Patients 507 3 Install Problems Troubleshooting 507 4 Networking 510 5 Using the Software 11 Contents 11 2011 Iccomplish Inc 510 HIPAA Requirements 511 Working with Encounters 515 Customization 516 Reports amp Rx s
26. 101 Comprehensive Security Settings 102 International Settings 103 Locate Database 104 3 Reset Passwords 105 4 Audit Trail 106 5 System Info Part VI Basic Functions 110 110 1 Navigating the Program 111 Main Menu 112 QuickFind Tool
27. 525 8 Uninstalling Software 526 9 Ideas amp Future Plans Part XIII Software License Agreement 530 Part I ezChartWriter User Manual 14 2011 Iccomplish Inc 1 How to Use this Manual Navigating this Manual This User s Guide is provided in both printed and electronic form searchable with most commonly available document viewing programs If you cannot locate an index topic you need please do a text string search for the relevant word or phrase or related words The screenshots shown throughout this guide have been taken with a relatively small window size The default display is a window that fills the screen Click once on the Minimize button upper right hand corner of window display to get a smaller working area click on the Maximize button to return to full screen display The screenshots have been taken with the next to last version of the software We have made every effort to match what you will see in ezChartWriter with what the guide shows but there may be slight discrepancies This guide assumes you have basic familiarity with using a mouse and file manipulation in Microsoft Windows This manual was written using a tree structure for example topics are listed in a hierarchical branching format If the tree is fully closed click the sign in the b
28. 472 Fees amp Product Codes 473 Provider Insurance ID s 475 16 Admin Features Part XI Troubleshooting Problems 478 Part XII Frequently Asked Questions 486 488 1 Sales Pre Purchase 488 Hardware System Requirements 491 Pricing amp Annual Fees 493 Support Availability 494 Ordering Downloading amp Installing
29. 2011 Iccomplish Inc Exit Leaves the menu without change Button Bar The Button Bar at the bottom of the Patient Listing allows a few additional features Select Current Physician If you wish to display only charts for a selected physician use the dropdown box to choose the physician The default is to show all physicians Delete Chart Allows you to delete the patient chart Note this requires you to have sufficient Security Level to perform this action The Admin function in the Main Module allows for security settings to be adjusted New Chart Same function as clicking Create New Patient button Show All All patients in the database are shown in a single list Note This may take a long time to run if you ezChartWriter User Manual 436 2011 Iccomplish Inc have a large number of patients in excess of 20 30K The actual patient list can be exported using the Import Export feature in the Main Module 10 8 QuickFind Tool Using the QuickFind Tool you may enter some or all of a patient s name to quickly pull up their chart You may use just a single letter of either the first or last name or as many as you wish The more letters you enter the more unique your search results You may also us the wildcard character to indicate that you do not know the letter Just press the Enter Key to quickly start the search If you wish to search by Chart Number simply enter the number you are searching for an
30. CustomValue 3 CustomName 4 CustomValue 4 CustomName 5 CustomValue 5 CustomName 6 CustomValue 6 Basic Functions 185 2011 Iccomplish Inc PROVIDER PRACTICE INFO DrNameFull PracticeName ProviderFirst ProviderLast ProviderMI UCDrNameFull UCPracticeName UCProviderFirst UCProviderLast UCProviderMI PracticeTel PracticeFax PracticeEmail PracticeWeb PracticeAddress1 PracticeAddress2 PracticeCity PracticeState PracticeZIP PracCityStateZip PracticeFullAddress GroupTIN GroupMedicare ProviderLic ProviderDEA ProviderDegree ProvNPI GroupTIN GroupNPI GroupMedicare ProviderLic ProviderDEA ProvNPI ProviderDegree Final SRx sphOD cylOD axOD addOD addOD prismOD prismOD sphOS cylOS axOS addOS addOS prismOS prismOS SRxNote SRxRecommend ezChartWriter User Manual 186 2011 Iccomplish Inc Final SRx SpecRx CLBrandOD CLBCOD CLsphOD CLcylOD CLaxOD CLDIAOD CLparametersOD CLBrandOS CLBCOS CLsphOS CLcylOS CLaxOS CLDIAOS CLparametersOS CLinstructions CLRx Final CLRx Med Rx FOR USE BY THE SOFTWARE DO NOT ADD REMOVE SRxTool CLRxTool MedRxTool 6 3 4 2 Rolodex Utility All
31. 1 Right click on the My Computer 2 Click Properties 3 Click on Computer name 4 Assign a unique and meaningful computer name To assign a computer name in Windows Vista and Windows 7 do the following things Installation and Setup 37 2011 Iccomplish Inc 1 Right click on the My Computer 2 Click Properties 3 Click on Computer name 4 Assign a unique and meaningful computer name Workgroups and Domains A Windows based computer network can be a workgroup peer to peer or domain client server You can make your computer a part of the workgroup or a domain If you have centralized server then your computer will be part of the domain and if you have no server then all computers will be having peer to peer networking In both cases while joining your computer to a domain or a workgroup always assign unique sequenced memorable and meaningful names to the computers Do not use duplicate names or special characters In order to join a computer to a domain or workgroup in Windows 2000 and Windows XP do the following 1 Right Click on My Computer 2 Click Properties 3 Click on Computer Name 4 In Workgroup or domain enter the name of the workgroup or domain In order to join a computer to a domain or workgroup in Windows Vista and Windows 7 do the following 1 Right Click on My Computer 2 Click Properties 3 Click on Computer Name 4 In Workgroup or domain enter the name of the workgroup or domain If ever
32. Would find the following Typing Would find the following ezChartWriter User Manual 412 2011 Iccomplish Inc Typing Would find the following Part X ezChartWriter User Manual 414 2011 Iccomplish Inc 10 Billing Module How do I How do I login or logout How do I create a new Patient How do I open an existing Patient How do I use the QuickFind tool How do I work with a patient Ledger How do I create and use a FeeSlip How do I create an insurance Claim How do I electronically submit an insurance claim How do I post payments How do I modify transactions How do I create reports How do I use the Accounts Receivable AR list How do I customize the settings for my practice Billing Module Overview The Billing Module is an add on to the main software charting module which allows you to simply and quickly bill patient charges indicate payments collected and manage the overall Accounts Receivable AR for your practice The following terms will be used extensively Ledger analogous to the chart on the EHR side of things the Ledger is a complete record of the patient s financial transactions with the practice FeeSlip analogous to the encounter the FeeSlip represents a single discreet set of billing charges usually corresponding to a patient encounter visit or possibly to a optical sale Claim or Insurance Claim is the portion of charges that are submitted to an Insurance Plan
33. ezChartWriter User Manual 140 2011 Iccomplish Inc NOTE If you have already entered a prescription that you wish to re use the click the green arrow button to call up the LogBook so you can import the Rx You will be prompted to save Rx s to the LogBook when closing the Multiple Rx Tool Medication Rx The New Med Rx button will display the Quick Medication Prescribe screen To begin you must select a medication from the top dropdown screen or choose one from your Favorite Meds list Basic Functions 141 2011 Iccomplish Inc Enter your Sig by using the list choices or use your Favorite Sig Verify the data in the Preview Box and then click Continue to add to the Multiple Rx list Spectacle Rx Enter ophthalmic prescriptions by using the slider bars on the Spectacle Rx tool Contact Lens Rx Enter a contact lens prescriptions by clicking the Brand from the right side dropdown lists then using the slider bars to enter the correct diopter power ezChartWriter User Manual 142 2011 Iccomplish Inc Printing the Rx Click the Print Preview button at the bottom to begin the process of printing the Rx The Rx Printing Options screen displays With this tool you can customize your Rx to the type of paper you are using whether 2 or 4 part Rx paper or just plain paper You can also customize what information appears on the Rx The font of the body of the Rx can also be adjusted Any changes you make will be remembered for
34. 2011 Iccomplish Inc ezChartWriter User Manual ezChartWriter Ophthalmic EMR Software by Iccomplish Inc All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Printed March 2011 ezChartWriter User Manual 2011 Iccomplish Inc 5 Contents 5 2011 Iccomplish Inc Table of Contents Part I How to Use this Manual 14 Part II Overview of ezChartWriter 18 19 1 Evaluating the Software Free Trial Period
35. 420 2 Login Screen 420 Log in to Billing Module 421 Lost forgotten passwords 423 Log out of Billing Module 423 Log in as Admin 423 3 Create New Patient 425 4 Patient Demographics Screen 430 5 Subscriber Info 431 6 Open Existing Patient
36. A You need to set up a small network With Windows XP setting up a network with two computers is fairly easy I recommend that you hire a local company you can get a recommendation from a local ezChartWriter User Manual 508 2011 Iccomplish Inc computer shop to set everything up for you Once the network is running it s just a matter of sharing the folder that holds your patient database Again a local computer technician can do this step Q Could this be the issue could my wireless card be interfering A The wireless card may be an issue if the connection to the database is being broken What happens is that Windows try to constantly update to the best connection but in the meantime keeps breaking existing connections There is a way to shut off this mode it s always best to have a wired connection for best speed performance on an actual network Q Can I download to more than one computer at each office A Yes as long as each computer is networked into the same database at the office they all use the same license file See the tutorial on networking Admin gt Settings amp Options gt Set Database gt Network Tutorial Q While I was installing the software it asked me if I want to be able to view this software from other computer in the office Would I be able to do that and how A Yes you need to have a network installed with your computers first View the Networking Tutorial in the setup wizard or in onlin
37. Assessment Plan Refractive Plan 2nd SRx Contacts Plan Treatment Plan Patient Education Treatment Treatment FollowUp FollowUp 7 6 6 Settings amp Options The various options for program operation and user details can be set on the Program Settings amp Options screen Click the Settings button in the Chart Navigation section or under the Customization menu Working With Encounters 371 2011 Iccomplish Inc General Settings Auto select provider for reports Rx s as currently logged user Determines whether the current user is selected as the provider for certain reports Rx s Date Format for Rx Reports Allows customization of the way a date is printed on reports for example mm dd yyyy format You may use one of the three predefined formats or create your own Manage CPT Codes All the codes you need to bill for services and products can be entered in the Products amp Service Codes screen Some standard codes are pre populated but you will need to edit the Fee and Tax fields to reflect your practice fee schedule Manage ICD 9 10 Diagnosis Codes You can add delete or edit the Diagnosis Codes ICD 9 or ICD 10 using this utility These codes are used on the FeeSlip in the diagnosis column and in the Assessment Plan section of an Encounter User Details ezChartWriter User Manual 372 2011 Iccomplish Inc This screen allows the user to modify their own information including license
38. Cell 3 Cell 4 This can can be reversed by clicking Show inner border s Fig 4 Hide borders then Show inner border s Cell 1 Cell 2 Cell 3 Cell 4 This can be reversed by clicking Show borders Fig 5 Show left border and Show right border disabled in all cells Cell 1 Cell 2 Cell 3 Cell 4 Fig 6 Show top border enabled in lower cells and Show bottom border enabled in upper cells Cell 1 Cell 2 Cell 3 Cell 4 Combining these borders results in a thicker line which makes a convenient divider Fig 7 Show top border disabled in lower cells and Show bottom border disabled in upper cells Cell 1 Cell 2 Cell 3 Cell 4 ezChartWriter User Manual 326 2011 Iccomplish Inc Fig 8 Show right border enabled in Cell 1 and Show left border enabled in Cell 2 Show right border disabled in Cell 1 and Show left border enabled in Cell 4 Cell 1 Cell 2 Cell 3 Cell 4 Cells 3 and 4 display the standard configuration as seen in Fig 1 You would expect that adding Cell 1 s right border would cause a thicker partition but its only effect is to stagger the existing one towards Cell 1 The only remedy is to disable Cell 1 s right border Notes If you highlight a block of text and accidentally click any of the Show border toolbuttons your paragraph will display a horizontal or vertical line along one of its borders like part of a table Doing this deliberately is not recommended as such stray table cell wall line
39. Disadvantages Can cause network congestion when adding more users Higher than anticipated costs are common occurrences Maintenance Large networks will require dedicated staff to ensure efficient operation Dependence When server goes down operations will cease across the network Lack of scalability network operating systems e g Novell Netware Windows NT Server are not very scalable Installation Client A client computer communicates only with servers not with other clients A client system is a standard PC that is running an operating system such as Windows 9x Windows Me Windows 2000 Professional or Windows XP These versions of Windows contain the client software that enables the client computers to access the resources that servers share Server The server runs a special network operating system such as Windows NT Server Windows 2000 Server Windows Server 2003 Linux Unix or Novell NetWare that is designed solely to facilitate the sharing of its resources 3 2 1 1 3 Ethernet Wired Networks The most popular network type for both home and business use is Ethernet Ethernet is fastest of the network types and most often will be the least expensive Ethernet networks are very stable and your network speed will rarely fluctuate and is not prone to interference like some other network types are Ethernet requires special cables running from each computer These cables are plugged into a central ethernet hub or s
40. Q Where do I enter electronic specifications in your program for billing ANS Our software requires sending to an intermediary first i e a clearinghouse We recommend www OfficeAlly com which is free for most claims Medicare Medicaid claims may incur a fee Q How do you configure printer settings to conform to the CMS 1500 form so that it prints properly ANS On the CMS 1500 form display use the Align Button at the top It allows font selection use non proportional font like Courier 12pt Q We would like to submit claims through different clearinghouses For example VSP only uses Eyefinity com for electronic claim submission We would like to know if any of the following formats are available for upload through this software Transaction type 270 837P 276 278 ANS Currently our software exports a text version of the claim form which most clearinghouses can easily convert to the X12 837P standard electronic format We recommend OfficeAlly for that reason Q Is there a way to use downloaded electronic remittance advices and enter these without doing them again by hand ANS No not currently You must use the Post Payments button to enter payments you receive Q We currently use ezClaimBiller to print paper forms How easy is it to go electronic ANS If you are already printing the paper HCFA CMS 1500 forms you only need to add a few steps to go electronic First you have to sign up with officeally com or similar EDI clearinghouse Th
41. Restoring Database Files Navigate to the folder you originally created to save your backups and open the backup file it will have a name like Backup090110xxxx zip The numbers are a date time stamp so this example would be Sep 1 2010 Once you have located the most recent backup usually in the C ezHW_Backup folder on your primary computer but that location may vary then you need to uncompress unzip the file Right click the file and select Extract or just double click the file in most versions of Windows this will start the uncompression feature Once the folder has been extracted you will see five databases each end in dez extension Typically the database file MOST LIKELY TO CRASH is the ezDB dez file So you should FIRST copy just that file over from your backup copy and see if the software starts successfully If you know the exact order you entered patients since the last backup you can re enter them in the same order so the exact same Chart is assigned This way your ezReports dez database can still be in sync If you do not know the exact order then you should copy the following THREE files to your primary ezHW_Data folder ezDB dez ezReports dez and ezImages dez The computer will ask if you wish to overwrite and you should respond yes The ezToolData and events dez files are not likely to crash and should only be Basic Functions 171 2011 Iccomplish Inc copied if they do not currently exist in your e
42. on the LOGIN screen is determined by this setting The user who primarily uses this computer should check this box Folder Paths Set default locations for the following folders Basic Functions 211 2011 Iccomplish Inc Path to PDF documents When saving a PDF version of a report or Rx this is the default location when asked to save file Typically this would be your My Documents folder Path to Patient Photos If you are capturing patient photos to include in the Patient Demographics window this is the default location to store them Typically this should be C ezHW_Data Photos Path to Database Backups The default location where ezBackup stores backup images of your database Custom Lists Throughout ezChartWriter there are various lists and choices that can be customized You may edit or add to these lists by performing one of the following Selecting list to edit in the dropdown box at the top Clicking on the item to edit or alternatively selecting the NEW button to add an item to the list Report Settings ezChartWriter User Manual 212 2011 Iccomplish Inc Default Margins The margin to use for reports letters Rx s and encounter printouts if not set in the Report Designer or otherwise not specified This setting applies globally to all reports that do not allow you to set individual margins e g when printing notes Default Report to Use Allows the default report for each Rx type to
43. pulled charts 131 Q query 173 quickfind tool 111 411 R race ethnicity 254 recall email list 195 export list 202 form letter 194 labels 190 phone list 198 recall wizard 187 recalls 187 record release 208 370 refraction 281 report bugs 171 172 report designer 175 report fields 182 359 report template 175 report writer 145 reports 136 144 175 311 accounts receivable 468 customization 352 daily production 469 designing 175 images 315 patient payments 469 revenue by patient 469 sales by product 469 summary of revenue 469 tables 315 tax collected 469 text editing 312 reset database path 215 revenue by patient report 469 review of systems 261 risk assessment 340 rolodex 186 ROS 261 Rx wizard 291 Rx s 136 138 Index 539 2011 Iccomplish Inc S sales by product report 469 sales tax 469 sample patient 89 sample SOAP note 226 save report 208 370 scan 160 scheduler 388 401 security settings 101 208 370 service codes 472 service date 442 service location 186 settings 208 370 470 setup 78 sign encounter 234 sign in 420 sign out 423 similar names 244 snellen 278 SOAP 226 231 SOAPnote 230 SOAPwriter 265 326 366 social history 264 software check for updates 171 download 26 license agreement 530 purchase 20 93 register 19 94 report bugs 171 172 trial 214 updates 172 software crash 478 software versions 214 special functions 167 168 171 173 specialist 186 spect
44. sometimes it is possible to directly extract the data Otherwise you can try exporting the data from Medisoft and then importing it into ezChartWriter using the ezDataExchange module Q I was wondering if later the examination data saved in the program could be exported into CCHIT compliant program A Typically only the patient demographics can be exchanged there is no recognized standard format for exchanging clinical data as of yet 12 6 Errors amp Crashes Q Vista problems They just randomly occur while I am trying to utilize the program A Some of the issues might have been resolved in the newest release Also Microsoft has released several upgrades that improve compatibility so those should be downloaded from the Microsoft site if not done already Vista was a major overhaul for Microsoft and much work had to be done with ezChartWriter to make it fully compatible Some bugs probably persist and will be fixed as they are discovered If at all possible try to use XP or Win 2000 systems especially for your exam computer I do have users with Vista though that seem to do fine Q My computer keeps giving a message that states it can t operate in modal form during an encounter then closes the whole encounter without saving and I have to start over Is this common with Vista what can I do I like using your program but I have to keep re entering the information which wastes exam time ezChartWriter User Manual 524
45. 2011 Iccomplish Inc A That does sound extremely frustrating From the way you described it the error only happens sometimes and not on every chart There can be two causes for this error 1 insufficient computer memory and 2 a bug The lack of computer memory is the most likely culprit Even with new computers with lot s of memory the resources can be used up quickly if you have multiple charts open or if you have a single chart and have memory hogs like Internet Explorer or Firefox open also To check your memory usage use alt ctrl del key combination to open the Task Manager Then click Processes and click the Mem Usage heading to sort by amount used This will provide clues to what s running and using up memory On my computers I can typically have two charts open but not with an Internet browser window open Trust me I ve lost enough charts over the years to be totally p off when it happens and I wrote the software I ve learned that the Subjective History tool is the biggest memory hog so I usually open and close that window quickly It s always best to close a tool out as soon as you ve entered the data that forces an automatic save also so your work up to that point is saved The second possibility is that there is a specific bug that causes the error If that is the case then there is likely some combination of clicks or actions that lead to it Have you noticed a pattern at all e g the crashes only occur when enteri
46. 5 try printing a claim form If the form is too spread out decrease the font point size e g go from 12 to 11pt If the form is too compressed try going up a point size or two 6 if after test it still does not align you will need to go back to step one above and choose another font Misalignment of Text If the text is spaced properly but still prints slightly offset from the boxes you need to use the Alignment Tool to adjust the margins You will have to use trial and error to move the text up down or right left Usually only the Top and Left margins need changing The goal is to use the Alignment Tool to select the proper font some computers lack non proportional courier and the proper starting alignment Billing Module 459 2011 Iccomplish Inc 10 11 4 Exporting Claims Exporting claims to be electronically processed is a four step process 1 After creating a claim click the Export button at the top of the form to export it to a file You will be asked where to save the file The default and recommended location is the Claims folder located in the ezHW_Data folder Typically this will be C ezHW_Data Claims but the actual location may vary depending on where your database is located on the network 2 Once you have finished creating claims for the day you are ready to batch and send Click the Upload Button on the main ezClaimBiller screen The claims are then combined into one large batch file that can be upl
47. ARK 700A ARK 730A ARK 760A LM 1000 LM 1200 LM 500 RKT 7700 ARK 10000 ARK 560A NT 2000 NT 500 LM 600 RT 3100 Topcon AR AK 8800 AR AK 8000 Reichert AR AK 460 Open the Instrument Link tool by clicking the button at the bottom of the Automated Instrument tool screen After clicking the Instrument Link button the Instrument Upload screen appears Working With Encounters 277 2011 Iccomplish Inc The first time you try to use the Instrument Link you need to define the Setup options The Import Settings screen allows you to select the default instrument that you wish to import and the default path to the location where the instrument uplink files are stored on the network ezChartWriter User Manual 278 2011 Iccomplish Inc Once the defaults have been set you can begin using the import utility In the list of files box select the one that contains the patient data 7 3 4 Visual Acuity Tool The Visual Acuity VA Tool is the primary method to enter acuities although the Contact Lens tool may also be used to enter contact lens acuities when doing a Fit Assessment To open the VA Tool click the item on the left side menu The VA Tool has two primary parts the Visual Acuities list which can display up to 3 sets of acuities and the VA picker tool which allows quick selection of acuities Visual Acuities List Working With Encounters 279 2011 Iccomplish Inc With the Contact Lens list you can do
48. Customize List of Contacts The list of available contact lenses can be customized Use the New button to add a contact lens The available parameter fields are Manufacturer Brand Name Base Curve Diameter and Type soft or rigid Use the Mark as Favorite checkbox if you would like the contact lens to appear near the top of the list If you are entering a RGP lens you can leave the BC DIA fields blank to be entered when creating Rx order ezChartWriter User Manual 380 2011 Iccomplish Inc Exam Findings Tool Settings Optic Nerve Head The default cup to disc ratio can be set here Fundus Evaluation Defaults When using the Exam Findings tool you can set the Fundus Evaluation defaults by clicking the green arrow pre fill data The Defaults Setup is an exact duplicate of this section simply mark the items you wish to use as your defaults Working With Encounters 381 2011 Iccomplish Inc Exam Profiles Specifies which exam buttons that are marked Normal when the user clicks the Mark All Normal button at top Select the profile to edit and use the checkboxes on the right side to mark which items should be marked normal Part VIII ezChartWriter User Manual 384 2011 Iccomplish Inc 8 ezInstrumentLink The ezInstrumentLink software will help you import data from your instruments Certain instruments e g Marco Nidek use their own software If your instrument is not listed please email us wi
49. It would be set up to include the 92004 and 92015 codes The diagnosis is pulled from your exam record The fee amounts are pulled from the default fees you have set up for each of your procedures CREATING A TEMPLATE To create a brand new template complete a regular FeeSlip for a patient that has the type of data you wish to capture e g a cash paying contact lens fitting Then simply select Set as New Template You will be asked for a descriptive name ezChartWriter User Manual 446 2011 Iccomplish Inc EDITING amp MANAGING TEMPLATES Click the manage templates button to view your existing templates and to make changes to the name or to delete unwanted templates 10 10 4 FeeSlip Totals The bottom right side box gives a running total of FeeSlip charges This includes all payments entered insurance or patient as well as adjustments e g write offs The Current Balance Due reflects both the total Insurance Balance and total Patient Balance Billing Module 447 2011 Iccomplish Inc 10 10 5 Applying Patient Payments Patient payments can ONLY be applied within the FeeSlip To add a patient payment click the Apply Payment button on the bottom left side of the FeeSlip screen When first opening the Apply Payment screen for a patient with a balance due you will see the Quick Payment form There are four tabs Cash Check Credit Card and Other To mark a QuickPayment simply click the appropriate tab and enter the
50. Press the Delete key to delete a selected block of text or use the Delete or Backspace keys to delete one character at a time Undo and Redo Pressing Ctrl Z immediately you change your mind or realize you made an error will undo most report edits including formatting changes so should always be tried before other methods Press Ctrl Y to redo the changes The Report Writer remembers all your edits from the moment you selected the current node enabling you to press Ctrl Z successively to backtrack through your edits but forgets them all as soon as you close the report Copying and Moving Text Having selected highlighted the block of text you have the choice of using the keyboard or mouse to accomplish these aims Drag and Drop Using the Mouse Dragging the selected text block and dropping it at its new location is a quick and easy way to move text from one location to another within the same report You can also use this to break up an report into smaller chunks by dragging and dropping each section where you wish it to be located You can also copy text from documents in compatible applications such as Microsoft Word to the currently open report Cut Copy Paste using the keyboard Having highlighted the block press Ctrl X to cut it or Ctrl C to copy it then Ctrl V to paste it within the same or a different report all using the Windows Clipboard The target may be in the same report file another report file that you open or an o
51. Unfortunately unlike prior versions of Windows there is no obviously visual indicator that the folder has been shared successfully other than being able to navigate to the folder via another network computer 3 2 4 Mapping the Networked Folder Installation and Setup 59 2011 Iccomplish Inc Simplify the process of finding and linking to your database folder from other computers in your network by mapping the drive To begin select your version of Windows below Windows 2000 Windows XP Windows Vista Windows 7 3 2 4 1 Windows 2000 In order to simplify the process of finding and linking to your database folder from other computers we highly recommend that you create a Mapped Network Drive This allows the sometimes arcane network path name Frontdesk DellPC 244 JoesFiles Temp down to the more memorable Z Temp The process for creating a mapped drive is given below Step 1 Click on the My Computer shortcut from your desktop or from the Start Menu In the menu you will see Tools from there select Map Network Drive Step 2 First you need to assign a drive letter for the connection we recommend using S for server but any letter not being used will work Then click Browse to find the folder you want to map look in My Network Places first You can also type the full path in the box if you know it Click Reconnect at logon so that each time your computer restarts it looks for the mapped folder ezChartWrit
52. ezChartWriter User Manual 248 2011 Iccomplish Inc currently controlling the power sliders will be highlighted in green Copy OD to OS Use the equal sign to copy all numerical data from right eye to left Sphere Cylinder Axis Buttons Arranged in two groups of three buttons the Sphere Cylinder Axis buttons are right below the Eye Selector buttons The represent the sphere cyl and axis for each eye To set the diopter power using the button you can click on the left middle or right portion of the button Slider Bars There are three slider bars each corresponding to Sphere Cylinder and Axis from top to bottom In general moving sliders to the left makes the power more minus and to the left more positive just like moving along a standard number line The diopter powers range from 20 00 D to 24 00 D sphere and 12 00 D to 12 00 D cylinder The axis ranges from 1 to 180 degrees Sliders can be moved in three ways 1 Click the blue bar and drag to the new power 2 Click somewhere along the line and the blue bar will immediately jump there 3 Right click somewhere along the line and the blue bar will increment one step NOTE the left and right button actions can be reversed under the Options Settings Working With Encounters 249 2011 Iccomplish Inc 4 Use the arrow keys to move the slider you must first click on the slider to select it You can use the sliders in conjunction with the Sphere Cylinder Axis butt
53. got and more ezChartWriter User Manual 198 2011 Iccomplish Inc 6 4 1 4 Generate Phone List Phone lists can be either previewed as a list on the screen or exported as a file for upload to an automated phone blaster service such as Dial My Calls Preview List The preview list can be used as a call list It displays the patient s name nickname home and day phone numbers and the insurance plan if any Export List The export feature allows exporting of the list of names phone numbers in either CSV or MS Excel format Basic Functions 199 2011 Iccomplish Inc 6 4 1 4 1 Using Dial My Calls DialMyCalls www dialmycalls com lets you send voice or text messages to an entire phone list in seconds No hardware or equipment to buy you simply record and send your message out to 2 or 200 000 phone numbers within minutes Setting Up A Call Using the Setup A Call tab in the control panel you can setup a call to a group of people in minutes Follow the three steps below ezChartWriter User Manual 200 2011 Iccomplish Inc Manage Your Contacts From your My Contacts tab you can easily add remove and modify your call lists Our call group features make it easy to manage multiple calling lists from one account lists from one account Manage Your Recordings Recordings are messages or greetings that you create that are played for your call recipients You can add modify or delete all your recordings at any
54. reports you can modify them but you can t delete them These are the ones that automatically show when you open a new Rx You can always select a different Rx simply by opening the Rx in the Report Manager That s how I open an EW Rx Note some Rx s especially medication and grid based Rx s open the Rx wizard automatically simply use the Logbook to find the Rx numbers you need Q When you are about to print the Rx are the cells automatically populated A Yes Normally you don t have to enter any additional information Q How do I avoid printing the details of the header thru ezChartWriter because we are printing on the pre printed letter head A The standard exam printouts which are generated using File gt Print Print Preview in the Encounter cannot be changed They are hard wired in that format See the Q amp A below on how to get around that Q To make some space on top of the report to accommodate the Pre printed letter s Header lines A You can only make extra space on reports that are available in the Report Designer So you would need to create your own exam report Do this by opening the Report Designer in an Encounter on the top menu click Customize gt Customize Letters and Reports In the dialog box click on Exam Reports gt Encounter Reports SOAP Enter a report Title below and leave Blank Report selected A blank Report Designer screen will appear Since you need to leave room for your letterhead use the lt
55. which could be overall memory graphics card memory or the windows memory stack The software has been updated to eliminate many of the crashes when out of memory although you won t be able to open Tools until you free up memory elsewhere e g close some other program The best solution is to add more RAM to your system Q I get an error message if I close the Examination Note using the small x in the upper right corner instead of the close button near the sign chart button on the lower left of the screen A Fixed in the new update Although on one of my computers I also get an occasional error when closing with the bottom button the chart saves okay but seems to generate an error code on closing working on a fix for that too 12 7 Getting Help Q Is there documentation available or coming soon for the accounting recall or appointment modules A Yes I m trying to put together some documentation for all the main sections and modules This will also be available on the website when it is revamped Q Is there a forum where users can discuss problems or ask questions A I m working on making a new more user friendly website It will include a forum I had to delete the last forum due to high spam messages 12 8 Uninstalling Software Q I would like to wipe this XP machine clean of all remnants of your software Including the registry In hopes that I can do a fresh Clean install Do you have any advice on comple
56. 190 and an insurance balance of zero Case 2 You billed the same 200 exam but this time the EOB says that the allowed amount is 150 and that the entire 150 went to deductible So you should first do an Insurance Write off of 50 to bring the allowed insurance balance to 150 Then you can Transfer from Insurance to Patient the remaining 150 balance At that point if you wish to indicate a patient cash discount you can enter a Patient Write off NOTE You can write off on either the patient or insurance side if you wish the numbers will still add up but if you ever want to know how much you are writing off from Insurance you need to enter the proper transactions Posting to a Second Insurance To transfer an amount to a second insurance you can use the Transfer to Second Insurance checkbox on the Post Payments screen or use the Transaction button on the FeeSlip In order for this to work you MUST have entered the secondary insurance in the Patient Demographics screen Once the balance is transferred to the other insurance you will need to create a new insurance claim Open the FeeSlip click Claim Form and then on the drop down select New Claim Billing Module 467 2011 Iccomplish Inc Then you must change the Primary Insurance to the one you wish to now bill i e the secondary Leave the Secondary Insurance as NONE SELECTED Then click Okay to build the claim 10 12 2 Post Patient Payments All patient payments are poste
57. 3 4 Windows 7 In order for other computers on your network to see the ezHealthWare software database the folder that holds the database file needs to be made visible to other network computers This process is called sharing the folder You also need to allow other users to make changes to the file this is called giving permissions Before going further make sure all computers are in the same Workgroup We recommend against using the Windows 7 HomeGroup feature for office environments Besides it is incompatible with Vista and XP if you have multiple operating systems in your workgroups Step 1 Open the drive that contains the ezHealthWare software database typically C ezHW_Data Right click the folder and choose the Properties option ezChartWriter User Manual 50 2011 Iccomplish Inc Step 2 In the section titled Sharing click the Advanced Sharing button Installation and Setup 51 2011 Iccomplish Inc ezChartWriter User Manual 52 2011 Iccomplish Inc Step 3 Check the box Share this folder and choose a share name we recommend the default ezHW_Data Installation and Setup 53 2011 Iccomplish Inc Step 4 Change the number of simultaneous users to AT LEAST TEN 10 but you can leave at the default 20 Step 5 Click on the Permissions button shown above The Permissions dialog will pop up You can add individual users or more conveniently just select Everyone since mor
58. 30 days before your expiration date that you license is due for renewal The Revision Log button will display the current list of available upgrades for the software if applicable The Reset License is only used when directed by Tech Support to reset your licenses in the case of error or other issues 5 1 4 Change Account Number To change your Clinic Telephone number which serves as the Account number and is part of the license file you must follow two steps Build Email Data Admin Functions 97 2011 Iccomplish Inc Your primary practice telephone number serves as an unique identifier and is part of your license registration key In order to change it for example if your area code changes or you move locations you must send a request to us to have a new registration key code generated The process may take up to 24 48 hours We will generally verify the clinic telephone number to ensure that it is registered correctly Set New Number Once you receive the confirmation email click the Set New Number button to make the change final The software will automatically update your license for you Internet connection is required 5 2 Settings amp Options The Admin Settings amp Options screens allow you to set the overall properties for the software This includes the Clinic Details User Security Overall Security and International Defaults Clinic Details User Details Security Global Security Settings International
59. C Program Files ezHealthWare ezUtilities and find the program ezPathUtil exe Double click it and use the Clear button to reset both paths listed Save the changes 2 Change the name of the entire ezHealthWare folder to ezHealthWare2 or ezHealthWare_Old It will look like this C Program Files ezHealthWare_Old 3 Click the My Computer icon on your desktop and click the C drive open Look for a folder called ezHW_Data If you find it rename it ezHW_Data_Old 4 Now try and install again The software will think it s a brand new installation and rebuild everything fresh This will give you a new trial period to test with on Vista Q I downloaded the trial of EZChartwriter a few months back and never got around to trying it out during the trial period Is there a way that I can get a new 30 day trial period A If you wish to start over completely follow these steps 1 Delete the database folder C ezHW_Data on each of the computers 2 Then download and re install the software and updates http www ezchartwriter com downloads ezchartwriter_setup exe 3 Run the software on the primary computer where you want your database stored Follow the setup instructions on the screen Be sure to enter your current clinic number that matches what you licensed 12 4 Networking Q If we are using 2 computers 1 for staff entering info and pre testing and 1 for me examing patients How do we do this sorry for the computer ignorance
60. Cells 1 and 2 combined Splitting columns To split a column of blank cells into two highlight the whole column then click the Split table cell toolbutton To Vertical Split and Combine Cells Vertical splitting relies on showing hiding the top and bottom borders of adjacent cells Let s start with a 4 cell table Cell 1 Cell 2 Cell 3 Cell 4 ezChartWriter User Manual 324 2011 Iccomplish Inc Figure 1 Think of each cell as having four borders like this Cell 1 Cell 2 Cell 3 Cell 4 Figure 2 To avoid grid thickening either the upper cell s floor or the lower cell s ceiling may be visible but not both Occasionally you may notice a double thickness grid wall but this will disappear when you return to the report after moving to another node or closing the file so is an artefact Cell 1 floor visible Cell 2 Cell 3 ceiling hidden Cell 4 Figure 3 Cell 1 floor hidden Cell 2 Cell 3 ceiling visible Cell 4 Figure 4 Cell 1 floor hidden Cell 2 Cell 3 ceiling hidden Cell 4 Figure 5 Note the misalignment in the floors of Cells 1 and 2 in Figure 3 compared with Figure 4 due to different show hide selections If you notice this when creating your own tables ensure that these parameters match across the whole row We have thus combined cells 1 and 3 so let s add some blank lines and rename the combination Cell 5 Cell 5 Cell 2 Cell 4 Vertical splitting is essentially the reverse
61. Default Report for a Record Release Select the default report for use when the user clicks the Print Record Release Form on the Patient Demographics window under the HIPAA tab Default setting is the report Record Release Request Manage CPT Codes All the codes you need to bill for services and products can be entered in the Products amp Service Codes screen Some standard codes are pre populated but you will need to edit the Fee and Tax fields to reflect your practice fee schedule Manage ICD 9 10 Diagnosis Codes You can add delete or edit the Diagnosis Codes ICD 9 or ICD 10 using this utility These codes are used on the FeeSlip in the diagnosis column and in the Assessment Plan section of an Encounter User Details ezChartWriter User Manual 210 2011 Iccomplish Inc This screen allows the user to modify their own information including license and insurance ID numbers Certain items such as security level and user type can only be modified in the Admin settings User Name Password You can change the username here as well as the password if the current password is known otherwise the Admin account must be used to reset it Security Setting The user security level is visible but only modifiable by the System Administrator The user can however change their username or password on this screen Set me as the Default user On each computer network or solo the default username displayed at startup
62. Defaults 5 2 1 Clinic Details Screen The Clinic Details screen allows for entry of the Practice Information including the all important Practice Telephone number which serves as your Account Number Once the software is purchased and ezChartWriter User Manual 98 2011 Iccomplish Inc licensed the Practice Clinic Telephone number cannot be changed unless done by Tech Support You can however change the formatting of the number at any time e g add parenthesis or dashes The remaining fields can be altered in any way you wish If you have a group tax ID number and or NPI enter it on this screen The field Doctor Name Title is used in many reports Rx s so it should reflect your name as you wish it to appear in reports 5 2 2 User Details The Administrator can manage the various users including him or herself You can Add Edit or Delete users although making an existing user inactive is preferred The security levels and basic information can be edited on this screen Every user will have three required settings User Type The user type can be either Staff or Provider A staff member is someone who does not provide direct patient care a provider is classified as someone who does provide direct care doctor nurse tech In some cases you may wish to limit lower level providers to the Staff category to restrict access to Rx creation although many features can be blocked by setting the proper security level S
63. Enter gt key to move the cursor down far enough Then insert a Table menu Table gt Insert gt Table you can enter Frequently Asked Questions 517 2011 Iccomplish Inc enough rows and columns to add the date and patient name address Just below the table you need to enter the fields that print the Exam data Do this by placing your cursor just below the table you can add some extra lines if you like then choosing Exam Entire SOAP Note from the drop down list at the top Then click Insert Field See the attached screenshots to see what it looks like Save the new report In order to use the report you need to have a chart open with exam data finished Then on the left side menu click Report Manager don t use the File gt Print Preview as this gives on the standard report Once the Report Manager opens select your report type click Exam Reports then Encounter Report SOAP then click the name of the report your designed in the right side list Double click or click Select Your report showing the new format will appear on screen Once you ve designed the report as above you can open and use it for ANY patient You can build whatever reports you desire this same way 12 5 5 Backup Utilities Q I am using an online backup service should I still back up the data using the ezBackup utility included with the software A We recommend that you ALSO use the internal backup utility at least weekly if you are using ano
64. I have to download from the Internet on each computer Would the CD help A Absolutely You actually want to download the update program also so that you can run them both together Once installed you will be prompted to find the database on the network Links to Downloads http www ezChartWriter com downloads ezChartWriter_setup exe http www ezChartWriter com downloads ezChartWriter_update exe 12 1 5 Medicare Compliance amp CCHIT Certification Q Are you planning on getting CCHIT certification for the software A Maybe The basic premise of CCHIT is to certify that software meets specific criteria most of which doesn t apply to a small optometrist office Many of the features required to meet CCHIT criteria would add thousands of dollars to the cost of our software Add in the fact that it costs 23 000 for the certificate plus 4 800 in annual fees and you can see why it s not practical for a small software company Many of the large medical oriented EMRs have signed up but then they charge users many thousands of dollars for their software You can read a detail description of CCHIT and how it applies to your software selection choices at this site Should CCHIT Influence Your EHR Selection Q Are you planning on getting government certification for EHR A We are still waiting for the government to issue final standards on what constitutes meaningful use Q Will ezChartWriter be compliant for the Medicare incentive w
65. If this is the first time you are backing the documents folder up or if the location does not have an existing copy to compare against the process may take much longer than the usual backup Without documents By leaving the checkbox unselected you can do a backup of just the main databases WARNING NEVER save your backup folder to the same directory as the actual database files e g ezChartWriter User Manual 170 2011 Iccomplish Inc never use C ezHW_Data ezHW_Backup as a backup location You can use C ezHW_Backup on the same drive however if you have a hard drive crash you will lose both your original database and the backup s Instead backup to an external drive or removable media Burn CD Disc If your computer includes a CD recorder you can copy files to a writeable disc This process is called burning a disc Use the Burn CD Disc button to create a CD ROM with your database files This utility copies the files to the Windows temporary CD folder You must complete the process by using the Windows CD Writing Wizard The CD Writing Wizard opens and prompts you for a label for the CD it is pre filled with the current Backup Date You can enter up to 16 characters Click Next and the wizard displays a progress bar indicating the status If you did not select the Close the wizard after the files have been written check box then a final dialog box opens asking if you d like to make an additional copy of the same files
66. If you are running the software and getting persistent errors that don t seem to have a pattern ask yourself if you have 1 2 or more charts open at once and 2 less than 2 GB of RAM If so upgrade your RAM You can also increase the size of your Virtual RAM This allows you to simulate RAM by using your hard drive to store the data that would be on the physical RAM Steps to Increase Virtual Memory 1 Under the start menu go into the Control Panel 2 Double click Performance and Maintenance and then on System 3 Under the Advanced tab click on Performance and then on Settings 4 Where you see Virtual Memory shown click Change 5 Click on the hard drive where your OS is installed this is where your paging file should be 6 Once you have completed all of this check the Custom Size checkbox Now you are able to input how much memory you want to save for virtual memory There will be two fields there the first one is called initial and the other is called maximum If you want the best performance out of your machine you should set these the same as each other Vista Compatibility We recommend Windows 7 Professional or WinXP for all our software products Win7 can be either 32 or 64 bit systems In many instances our software runs perfectly in Windows Vista But in some situations there may be minor or even major malfunctions This is especially true for the Database Upgrade utility Online Licensing module and scanning modules To get
67. Product Sample Forms includes forms templates database records charts or similar items If Sample Patients are provided they are considered part of the Software Product for purposes of this EULA General This EULA constitutes the entire agreement between you and ezChartWriter Software concerning the Software Product No terms of any purchase order acceptance purported amendment or any document or communication other than an agreement expressly agreed upon in writing by a duly authorized officer of ezChartWriter Software shall replace modify amend or override this EULA If any provision of this EULA is held to be unenforceable for any reason such provision shall be reformed only to the extent necessary to make it enforceable and such decision shall not affect the enforceability of such provision under other circumstances or of the remaining provisions hereof under all circumstances No waiver by ezChartWriter Software of any breach of any term or provision of this EULA shall be construed to be a waiver of any preceding or succeeding breach of the same or any other term or provision hereof Our various rights and remedies hereunder shall be construed to be cumulative and no one of them is exclusive of any other or of any right or remedy allowed by law or in equity This EULA shall be governed by and construed in accordance with the laws of the State of Washington USA without regard to its choice of law principles except to the extent the l
68. Toolbars area making it float closer to where you are working Basic Functions 153 2011 Iccomplish Inc You can treat text in tables as you would anywhere else in an report You can cut copy and paste it You can select highlight a whole row or column by performing one of the following actions Click dragging the mouse cursor over it or Combining the Shift key with the cursor arrow keys to select multiple cells just like increasing the size of a highlighted section of text or Clicking in one cell and selecting the Select table row or Select table column command from Main menu Table or choosing the appropriate Table toolbar toolbutton Having highlighted these cells you can apply boldface italics or color changes to the text or background Adjusting Column Width and Position You can adjust the width and position of any column by dragging the internal vertical partitions left or right When your mouse cursor passes over a partition the cursor will change to a pair of vertical bars with arrows You cannot drag the horizontal partitions up or down but you can add extra spaces to the entries in a row or add a blank row or column You may need to adjust the partitions after deleting a column Navigating Within a Table Think of a table as being a block of text that happens to contain vertical and horizontal lines Use the Tab and arrow cursor keys if you don t want to keep reaching for the mouse all the
69. Windows earlier than Windows 2000 XP WARNING If for some reason you attempt to use an old Windows 98 Me computer as your server i e manually copying the database folder to the computer you risk damaging your patient database SOLUTION Make sure your patient database is located on a Windows XP 2000 or Vista computer 3 2 2 2 Windows 2000 XP Vista Win 7 When planning on a Network Installation you need to install ezHealthWare software on the primary computer or server first This allows for the creation of the database in the proper folder typically the default location of C ezHW_Data After you have created the patient database you can proceed to the next steps of building your network Sharing the Database Folder and Mapping the Network Folder After completing these steps you can finish by Installing on all the Secondary Computers When you first run the software the Network Wizard will appear Be sure to check the Network option and proceed with the wizard ezChartWriter User Manual 40 2011 Iccomplish Inc On the next screen you will indicate that this is a first time installation so that a brand new database is created Simply click the Setup New Database button We ALWAYS recommend leaving the default database folder location Installation and Setup 41 2011 Iccomplish Inc Once your new database is created you can continue building the network by Sharing the Database Folder 3 2 3 Sharing
70. You can select your choices directly Occasionally you may need to reload the exam form for the label update the new name on the Exam Tool Advanced Options Click the Advanced button to see the raw script that will generate the PickList You can manually enter or edit data in this way although care must be taken The Fields are as follows the line number from zero to a maximum of thirty any more will not display on the PickList page B blank line must be included to insert a blank line L Heading text C Statement text TEXT COLOR VALUE Each of the text color and value fields should be followed by the data to be entered enclosed in curly brackets So the text would look like this TEXT This is the sample text inside the brackets Note the extra space after the period here Color codes can be best entered using the Color buttons on the main screen then copying the code number Working With Encounters 351 2011 Iccomplish Inc How it looks in Preview Mode ezChartWriter User Manual 352 2011 Iccomplish Inc 7 6 2 Report Designer The Report Designer allows creation and editing of the various reports and Rx formats available in ezChartWriter When the report template screen finishes loading you will notice that the reports are listed alphabetically by name and that each has a specific category name associated with the report You can easily switch between an alphabetized listing of report na
71. a polygon activate the tool from the tool bar Then click on the image wherever you want your first vertice to be A vertice is like a corner Draw the edges of the shape like you would use the Straight Line tool then simply connect the last edge to the first vertice and the shape will finish You have to be pretty precise though If you just miss by a few pixels the shape will think that you want to continue adding sides to the polygon The Text Tool The Text tool is used to position and enter text into your image The text may be of any color or font that you have active on your computer You also have the option to set the text tool to work so that the background color is used for the fill space around the text or if the text will be applied with transparent fill space allowing the image to show through behind the text To use the Text tool simply select it from the Toolbar and then drag a rectangle within your image This rectangle will be the boundaries within which the text will appear Once you ve drawn the text boundary a floating window will appear which will enable you to choose the font size and formatting ie bold italic or underline for your text Unfortunately the text formatting will be uniform If you want to mix fonts colors sizes or formats you ll have to use the text tool several times with different settings each time This means you ll have to be careful in order to make sure that the different applicat
72. a whole lot of sense My computer tech said I needed a different cable for the com port since ezChartWriter is not set up for a usb port so I bought the 150 cable hooked it up and nothing happens Any help would be appreciated A You should only need a serial cable about 10 or so You have to adjust the Topcon settings to match eyeCOMM software Also the Topcon has multiple profile settings you ll have to experiment to find one that allows the data to cross over buy at Radio Shack ezChartWriter User Manual 504 2011 Iccomplish Inc Q Also I am wanting to link up my Autorefractor Nct and Autolensometer up to the software Is there something you can email me that can help me do this My Autorefractor is the topcon CL 100 my autorefractor is the Topcon KR 8800 and my NCT is the topcon CT 80 I also have an Oculus Easyfield that I would like to link up as well if possible A I ve attached the eyeCOMM manual Realize that many instruments are not currently supported the interface is still a work in progress Q I am trying to link the ezChartWriter to the topcon autorefractor How do you do it Is there a special program i need A You need to use the eyeCOMM program found in the Program Files ezHealthWare ezUtilities folder See the attached file for setup instructions The Topcon will likely need to have it s settings adjusted also Also realize that there are limited instruments that the software currently supports Q I
73. actions Click dragging the mouse cursor over it or Combining the Shift key with the cursor arrow keys to select multiple cells just like increasing the size of a highlighted section of text or Clicking in one cell and selecting the Select table row or Select table column command from Main menu Table or choosing the appropriate Table toolbar toolbutton Having highlighted these cells you can apply boldface italics or color changes to the text or background Adjusting Column Width and Position You can adjust the width and position of any column by dragging the internal vertical partitions left or right When your mouse cursor passes over a partition the cursor will change to a pair of vertical bars with arrows You cannot drag the horizontal partitions up or down but you can add extra spaces to the entries in a row or add a blank row or column You may need to adjust the partitions after deleting a column Navigating Within a Table Think of a table as being a block of text that happens to contain vertical and horizontal lines Use the Tab and arrow cursor keys if you don t want to keep reaching for the mouse all the time To jump from cell to cell left to right along a row and top to bottom press the Tab key To go in the reverse direction press Shift Tab The Right arrow key follows the same direction as the Tab key but stops at each character Similarly the Left arrow key follows the Shift Tab key The Up an
74. also need to allow other users to make changes to the file this is called giving permissions Before going further make sure all computers are in the same Workgroup Step 1 Open the drive that contains the ezHealthWare software database typically C ezHW_Data Right click the folder and choose the Properties option Installation and Setup 47 2011 Iccomplish Inc Step 2 In the section titled Sharing click the Advanced Sharing button Step 3 Check the box Share this folder and choose a share name we recommend the default ezHW_Data ezChartWriter User Manual 48 2011 Iccomplish Inc Step 4 Change the number of simultaneous users to AT LEAST TEN 10 Step 5 Click on the Permissions button shown above The Permissions dialog will pop up You can add individual users or more conveniently just select Everyone since more than likely all your office users will want to use ezHealthWare software Note that the software itself controls who can sign in to the software so you don t need to set a user password for the folder sharing NOTE For each user you give access or for the Everyone group you need to check Allow for each of the permissions Full Control Change and Read If you fail to do this you will not be able to make changes to the database Installation and Setup 49 2011 Iccomplish Inc Step 6 Verify success by looking for the Share icon on the original folder 3 2
75. amount in the Paid Amount field You can enter additional payment details in the other boxes if appropriate Detailed Payment Transactions You can use the Detailed Payment form to see all payment transactions enter transactions and printout the payments list ezChartWriter User Manual 448 2011 Iccomplish Inc Note that any amount you enter in the Amount column will be converted to a negative number thus ensuring that it reduces the balance The only category that allows either positive or negative amounts is the Misapplied Amount category 10 10 6 View editing all Transactions The Transactions button opens the Transactions screen where ALL transactions relevant to the FeeSlip are listed in one place including patient insurance payments write offs balance transfers and misapplied amounts A note about entering transactions certain categories of transactions will always default to either a positive or negative currency amount e g patient payment will always be negative since the payment REDUCES the balance Other transaction categories have no effect in other words transferring from the primary insurance to the secondary insurance would have no balance effect These transactions would have square brackets 100 00 around the amount The last type is Amount as Entered wherein the amount entered with or without minus sign is used to directly increase decrease the balance An example would be a misapplied amount which cou
76. an Existing Patient in the Database You can enter the first few letters of the patient name and press the Enter key to pull up a list of matches This works much the same as the QuickFind tool in other modules Alternatively you can leave the name blank and click the Find Existing Patient button which will display the Patient List with all patients listed alphabetically Patient Information The required information is the patient name telephone number and insurance carrier You cannot ezChartWriter User Manual 400 2011 Iccomplish Inc schedule an appointment without this information NOTE If you did not get a telephone number enter 000 000 0000 to save This should only be done in rare instances Other information is optional such as age patient type new or previous and date of birth Setting Appointment Times You can set the appointment times by adjusting the Start Time and End Time You click on the individual area e g hours minutes and use the arrow buttons to adjust up or down Or type in the numbers It is also possible and easier to drag the appointment box bigger on the Main Appointment screen Exam Information You can indicate the type of examination by using the Exam Type dropbox These items are customizable in the Customize screen The exam urgency can also be indicated Normal Urgent or Emergency Finally the quoted exam fee can also be entered if desired Appointment Blocking You can create special
77. around this problem you simply need to start the software in XP Compatible Mode To use Windows XP compatibility mode right click the ezChartWriter icon and choose Properties from the context menu that appears ezChartWriter User Manual 480 2011 Iccomplish Inc After choosing Properties from the context menu a window will appear displaying the different properties of the application organized in tabs Select the Compatibility tab to run the application Windows XP mode Troubleshooting Problems 481 2011 Iccomplish Inc On this screen place a check in each of these checkboxes Run this program in compatibility mode for Windows XP service pack 2 Disable Visual Themes Disable Desktop Composition Then click OK to save the changes NOTE If this does not work and problems remain try running the Program Compatibility Wizard by clicking the Start button clicking Control Panel gt Programs gt Programs and Features gt Use an older program with this version of Windows If compatibility mode and the wizard does not solve the problem contact Tech Support for further help Upgrading Database Fails If your attempts to upgrade your database fail you may need to run the software as an Administrator in Vista Windows7 Right click the application ezChartWriter exe and choose Properties from the ezChartWriter User Manual 482 2011 Iccomplish Inc context menu a window will appear displaying the different properti
78. at 37 42Mbps 3 2 6 2 Disabling WZC in WinXP Disable Wireless Zero Configuration in Windows XP If you are running a wireless network on a Windows XP system and have experienced problems maintaining a connection to your wireless router we recommend that you disable the Wireless Zero Configuration service The Wireless Zero Configuration service allows your network card to automatically select and connect to preferred networks as they become available In your office setting you only want to be connected to one wireless network and thus have no need for a service that is automatically scanning for different wireless networks This causes your network to drop the wireless connection for just a moment long enough to kill the network connection to the ezHealthWare software database This can result in severe damage to the database To access disable this service you need to browse to the Control Panel then Administrative Tools and finally double click on Services From the services window you will want to scroll all the way down to Wireless Zero Configuration and right click the name then click Properties ezChartWriter User Manual 72 2011 Iccomplish Inc From the Service Status area choose Stop to stop the service From the Startup Type drop down menu choose Disabled so that the service doesn t startup the next time you start Windows XP Installation and Setup 73 2011 Iccomplish Inc Your wireless connection shoul
79. automatically log a user off after a period of inactivity 10 2 4 Log in as Admin Once you have logged out as a user you can re log in as the Admin Special features are available for the Admin including the ability to modify posted payments Use with care See the Admin Features section for more information WARNING Be sure to Log Off of the Admin account when you have completed your work 10 3 Create New Patient Although typically new patient charts will be created in the main module you can create a chart directly in ezClaimBiller The steps are given below ezChartWriter User Manual 424 2011 Iccomplish Inc 1 Click the New Patient button 2 Enter the patient demographics Note that only the first name last name and date of birth are required to create the chart 3 Click the Save button to create the new chart Duplicate Patients If a patient already exists in the system you will see the Duplicate Patient screen after you enter the name and date of birth If a patient matches click the checkbox next to the name and click the Select button to open that patient s chart Otherwise click Close and continue entering patient demographics Billing Module 425 2011 Iccomplish Inc 10 4 Patient Demographics Screen The Patient Demographics screen is the primary location of all patient contact information as well as insurance and billing details The Demographic screen has four primary tabs and a lower bu
80. be less glitches Q When I typed ezChartWriter in Yahoo it pulled up several websites that stated Warning Dangerous Downloads from simtel net softpile com and filehungry com just to name a few Just thought you might want to know A This is a new feature of Yahoo to warn users of questionable sites Unfortunately many of the shareware download sites we use are getting blacklisted because of a tiny amount of virus laden software that hackers are uploading Rest assured that our software is thoroughly tested for viruses and most shareware sites download directly from us so you likely have no danger However to be super safe you can download the software directly from our website www ezChartWriter com Q When I buy a computer does the software run better on Windows XP or Vista or does it matter A We recommend XP or Windows 7 I ve actually have had Microsoft employees as patients and they recommend the same Q Can the ezChartWriter software run on windows 98 A No and the install program will block if from trying to install It will run only on newer Windows systems Windows 2000 and up preferably on WinXP Win7 I recommend against Vista Q Is the software compatible with the new Windows 7 0 due out in 2010 A Yes both 32 and 64 bit versions You may need to run in compatibility mode www iccomplish com vista htm ezChartWriter User Manual 490 2011 Iccomplish Inc Q How much space does a patient
81. be printed faxed or uploaded directly to our server Please email when you upload a report so that we can review it promptly Admin Functions 107 2011 Iccomplish Inc Part VI ezChartWriter User Manual 110 2011 Iccomplish Inc 6 Basic Functions How do I help is available on most screens in ezChartWriter Many times you will be brought directly to the topic that relates to the screen that you are viewing You can also jump from topic to topic or use the search feature Other help resources include the PDF manual and the Frequently Asked Questions FAQs Access these areas from the Main Login Screen How do I Get started using ezChartWriter Use the Admin functions Create a new patient Open an existing patient Use the QuickFind tool Create an Encounter Create a Rx Create a Report Create a Note Scan or Attach Documents The quickest way to display the help is to press F1 If context sensitive help is available it will be displayed automatically Most of the screens in ezChartWriter have a Help button that displays relevant information Select the Help item in the menu bar for additional help options 6 1 Navigating the Program The Main Screen of the ezChartWriter is divided into two primary sections the left side section is the Button Menu and the right side is the Open Active Charts List Much like in a paper based office charts can be created and opened When in opened status they di
82. be selected as well as setting a default title The four main Rx categories are Blank Rx Medication Rx Spectacle Rx and Contact Lens Rx Auto Save In some cases you can specify that the software save your report without being prompted first Tool Settings Allows customization of the Rx Tools in ezChartWriter The available options include the following Diopter steps Applies to spectacle and contact lens Rx s Can be either the standard 1 4 steps or in 1 8th steps rounded to 2 digits however Basic Functions 213 2011 Iccomplish Inc Mouse button For fine adjustments on spectacle or contact Rx tools Basically this allows for the reversal of the effect of clicking on the right or left button The default for fine movements is the left button i e clicking with the left button increments or decrements the power by the default diopter step amount the right button jumps to the clicked location Automatically copy first CL brand to other eye Auto copies the selected contact lens brand from right eye to left default is true in the Contact Lens Tool Save all new Rx s to LogBook Default is true can be overridden when creating Rx with the Rx wizard Set default fonts Set default fonts for the Rx data being inserted into reports This can be modified if your reports are exceeding a full page when Rx data is inserted Default Rx Wizard No longer used the Multi Medication wizard allows you to selec
83. be used by a third party email service You can export to two formats Universal CSV Format this is the standard comma separated values Lines in the text file represent rows of a table and commas in a line separate what are fields in the tables row The first record in a csv file usually contains column names in each of the fields make sure the Should column headings be included is checked as yes Microsoft Excel Format output is in Excel 2000 format xls extension This allows easy opening by Excel or similar spreadsheet programs 6 4 1 3 1 Using Mail Chimp Mail Chimp www mailchimp com is a low cost high feature email service that can manage your email campaigns Currently they allow up to 2000 names with no charge ezChartWriter User Manual 196 2011 Iccomplish Inc To use Mail Chimp you must first sign up for a free account Then once you are logged in you can create an email campaign It s a three step process that the website will work you through Step 1 Create and Import your List The very first thing you should do is setup a managed list This is because you can t really create and send an email campaign until you have a list to send it to Step 2 Setup a Campaign Basic Functions 197 2011 Iccomplish Inc Now that you have a list to send an email to let s create an email Step 3 Reports We ll show you how many times you opened and clicked in the test campaign how many bounces you
84. become visible on single clicking an image Reposition the image by dragging it when the border is visible or re size it by dragging one of its handles Copying Cutting Pasting Images You can copy an image from one report to another or even from a compatible document such as a Microsoft Word document via the Windows Clipboard simply by pressing Ctrl C Ctrl X or Ctrl V to Cut Copy or Paste the image respectively Moving Positioning and Resizing Images Images can be moved and repositioned by dragging them inserting spaces tabs or text between them and the left margin by indenting the left margin or by enclosing the image in a table cell Basic Functions 151 2011 Iccomplish Inc Resizing can be done by dragging the handles but it is better to do this only to get a rough idea of their ideal size then use an image editing program to resize them accurately while maintaining their proportion and re import them 6 1 4 3 1 2 Using Tables Overview Using the Tables toolbar you can create and edit tables You can also combine and split cells color cells color the table set the table border width and color delete and insert table rows and columns This feature helps you create anything from simple reports to complex forms Working with Tables To Create a Table in Report Writer Click Main menu Table Insert table A dialog box will appear allowing you to choose the number of columns the number of rows Thi
85. can click the Print icon when in SOAPnote view in the ribbon bar at the top of the SOAP note The Page Setup dialog will appear which allows you to customize report settings for instance if you are printing SOAP reports on custom letterhead or non standard paper sizes The settings are remembered so the next time you can just click Okay to continue Once the Print Preview opens you can review the chart or Print it out by clicking the Printer button Working With Encounters 233 2011 Iccomplish Inc 7 2 6 Export the Encounter PDF Word First switch to the exam view you wish to print either SOAPnote or ExamSheet Then click the File gt Export gt PDF Report menu at the top of the screen After a few moments the encounter will open in the Adobe PDF Reader if you have it installed on your system The Adobe Reader can be downloaded free of charge from their website ezChartWriter User Manual 234 2011 Iccomplish Inc http get adobe com reader otherversions Once in the Adobe PDF Reader you can print save or email the Encounter To export to MS Word as a text document follow the above steps but select MS Word Document as your output choice 7 2 7 Finalize the encounter The final step of creating an Encounter is to Sign and Finalize it This marks the Encounter as complete You can still edit the encounter for up to 24 hours after signing it to make changes After that it becomes permanently locked
86. changes are made to the demographic record Also used to pull a chart when displayed in the Patient List into the Open Charts screen Balance Notice if the patient has a balance due in ezClaimBiller a red notification bar will display 6 1 3 5 Subscriber Info In order to bill a patient s insurance plan you will need to enter the Subscriber info This screen can also be used to enter the guarantor info for a minor patient e g the parent or guardian To open click the Subscriber button in the Insurance Information section NOTE To clear a subscriber click the red delete button The Guarantor Subscriber screen will open The default type is self but you can enter either an existing patient by selecting from the displayed patient list or enter a new guarantor subscriber Use the blue arrows to transfer information such as same last name or address Be sure to select the appropriate Relationship to Guarantor Basic Functions 131 2011 Iccomplish Inc 6 1 3 6 Open Pulled Charts The very first screen you see upon signing in is the Open Charts screen Much like a chart pulled from a real file cabinet Open Charts are available for viewing and creating items encounters Rx s reports etc When you are done with a chart it is closed and removed from the Open Charts screen You close a chart by right clicking the name and selecting Close Chart You can only close a chart that has all encounters reports and not
87. choose Asthenopia The preview box pops up showing you exactly what will be pasted into the SOAP note The sentences are designed to flow like natural language And if you don t like how a sentence reads just change it in the PREVIEW box or in the SOAP note itself ezChartWriter User Manual 266 2011 Iccomplish Inc 7 3 2 7 Use the Subjective ToolBox HPI Wizard Ocular Symptoms Tool Computer Usage Tool Occupations Tool Hobbies Tool Prior History Tool 7 3 2 7 1 HPI Wizard The HPI History of Presenting Illness allows for a complete history of the patient s chief complaint and helps you properly code your exam for insurance reimbursement The HPI consists of eight parts plus the chief complaint itself Working With Encounters 267 2011 Iccomplish Inc 7 3 2 7 2 Ocular Symptoms Tool Use the cyan color arrows to mark All Normal Click a beige button twice to mark a single item as normal abnormal This will call up the detailed findings screen Data will paste into the Subjective field of the SOAP note ezChartWriter User Manual 268 2011 Iccomplish Inc 7 3 2 7 2 1 Ocular Symptoms PickList Tool Use the PickList to build ocular symptoms statements Use the SOAPwriter tool to build ocular symptoms statements Customize the PickList statements Customize the SOAPwriter tool statements Working With Encounters 269 2011 Iccomplish Inc 7 3 2 7 3 Computer Usage Tool Enter computer usage details wi
88. com they are free and charge only for any claims that require paper mailing As far as our software the claim generation batching and uploading is included in your licensing fee of the ezClaimBiller module 12 5 8 Appointment Scheduler Q What is the recommended way to add a new patient on the appointment book I notice that it does not have a function to transfer some of the information such as the name phone number and insurance information from the appointment book to the demographics if a new patient was to come in on the appointment book Is there a button to connect the appointment book to start a chart new or existing from the appointment book A The appointment module was originally designed to stand alone so the connectivity with the main database is limited Eventually there will be tighter integration Basically you have to switch to the main ezChartWriter screen to enter all demographic data although once it is enter you can find it with the Select Patient button on the new appointment screen Q When I am in the Appointment scheduler I type in the patient s appointment and brief insurance info Is there anyway that info could be carried over into the Demographic portion of ezChartWriter without double typing A That would be nice but is not currently available Frequently Asked Questions 523 2011 Iccomplish Inc 12 5 9 Recall Manager Q Very impressed with the software I need to send out appointment
89. database take up A Surprisingly little You should use the built in compacting utility once in a while monthly to keep the size even smaller Once you get upwards of 50 000 charts the file will get large enough that you might need to archive charts Q Do I have to have an Internet connection even if I don t use the billing module A Having an Internet connection is not absolutely necessary but it makes things a lot easier The licensing process works best when done via Internet And regular updates are available via Internet download Q Can a laptop work or does have to be a stationary computer A A laptop is fine Q Do I need a server to run ezChartWriter A No Peer to peer is fine using any computer that is fast and has enough memory hard drive space Q What hardware do I need I m thinking four computers monitors two printers a scanner for the old paper files Anything else I should have A Yes that should do it Although I wouldn t bother scanning paper charts in unless the patient is returning i e when you create a new EMR chart then scan the document into PDF format and attach to the chart using the Attachment Manager Q How much space do I need for your database storage I E How big of a Hard Drive do you recommend for a Practice that sees 50 to 60 Patients a week for 10 to 15 years Is a 100 Gigabyte Hard drive sufficient or should I specify something very large I am really just askin
90. default is to show all physicians Delete Chart Allows you to delete the patient chart Note this requires you to have sufficient Security Level to perform this action The Admin function in the Main Module allows for security settings to be adjusted Basic Functions 119 2011 Iccomplish Inc New Chart Same function as clicking Create New Patient button Show All All patients in the database are shown in a single list Note This may take a long time to run if you have a large number of patients in excess of 20 30K The actual patient list can be exported using the Import Export feature in the Main Module 6 1 3 4 Patient Demographics Screen The Patient Demographics screen is the primary location of all patient contact information as well as insurance and billing details The Demographic screen has four primary tabs and a lower button bar Basic Demographics Last Name required apostrophe s are allowed minimum 1 character First Name required Middle Initial optional can enter multiple characters NOTE You can enter the name in ezChartWriter User Manual 120 2011 Iccomplish Inc all lowercase for speed it will be converted automatically Title the patient s salutation Suffix generational suffixes such as Jr Sr III Date of Birth DOB highly recommended Can enter just 2 digit year but day month require 2 digits Address block you can customize the city state zip
91. disrupted shortened Use the indentations in order Each level should ONLY be one deeper one tab than the one prior In other words do not indent one line one tab and the very next three tabs Use the New Line code for lists and headings Leave it off for statements that will likely form paragraphs There is no limit to the number of levels or text statements you wish to add 7 6 5 1 Template Keywords These keywords are used in the SOAP note and SOAPwriter tool They must be enclosed in one pair of curly brackets to be recognized Only ONE keyword should appear in the section Keywords cannot be moved from one category to another e g Symptoms can only appear in the Subjective category You can change the order but we do not recommend deleting keywords under any circumstances Ocular History Ocular History Medical History Medical History Review of Systems ROS Family History Family Hx ezChartWriter User Manual 370 2011 Iccomplish Inc Social History Social Hx Medications Medications Taken Allergies Allergies Subjective Demographics Encounter Type Patient Type Patient Records Last Exam Chief Complaint Lids Lashes Sclera Conjunctiva Cornea Staining Tear Iris Anterior Chamber Angle Gonio Lens Tonometry ANTSEG ONH Vitreous Macula Vessels Posterior Pole Peripheral Retina POSTSEG Ophthalmoscopy DFE Dilating Drops Assessment
92. e g BlueCross BlueShield Aetna Medicare or other carrier The claim is represented visually by the onscreen CMS 1500 form previously called the HCFA 1500 Note that all insurance claim information discussed here applies ONLY to the United States If you are practicing in another country you will use the FeeSlips to create charges but will have to manually create and bill your insurance claims Statement a printed version of the FeeSlip Note that the current version of the software does not create a cummulative statement you must print out the statements for each outstanding FeeSlip Post Payment means to mark a patient account as paid either fully or partially by some method e g by patient payment with a credit card or by a check from the insurance company Electronic Claim Submission means the submission of your claim directly to a clearinghouse which Billing Module 415 2011 Iccomplish Inc converts your claim to the X12 standard and sends in on to the various insurance companies Export Claim instead of printing a claim for mailing to an insurance company you can send the claim electronically but you must first export the data so that all your claims can be batched together Upload Claims this step involves converting individual claims into a single batch file ready to be uploaded to the clearinghouse Uploading is a manual step whereby you go to the clearinghouse site e g www officeally com and select Upload Cla
93. electronic records A Yes but you must scan to your computer first Then you attach the file to the patient s chart Just right click the patient name in the Pulled Charts screen and select Attach Document Q We have scanned all our charts from the past years They are PDFs Would we be able to attach it to the ezChartWriter folder ezChartWriter User Manual 500 2011 Iccomplish Inc A Yes but you d have to do it manually Right click patient in Pulled Charts and select Attachment Manager then Add File button Q Would it be possible to transfer the data from my existing software to this one I have iFile from MSFCI http www msfci com IFILEUS html A There is a data exchange import module available BUT it requires your software to be able to OUTPUT the data preferably in comma or tab delaminated format Q How much would it cost for you to transfer the data from my existing software I can send you a thumb drive with my entire program on it A I m willing to take a look and see what I can do No promises Contact support ezChartWriter com for info on how to send us your database Q My question is about adding files to an encounter such as pdf s of previous paper chart jgeg s of HRT s and visual fields amp photos A You can attach a scanned document pdf photos jpg s or any other format for that matter to the chart using the Attachment Manager To open the Attachment Manager look for the button on t
94. eyeCOMM instrument module is an unsupported feature of the software it may be enhanced and released commercially in the future but for now it s just for testing purposes e g it only works on the limited number of instruments Q I am attempting to setup ezChartWriter in my office and I am having difficulty getting my autorefractor and the program to work together I have a Reichert AR AK 600 I haven t been able to find any information in the help section to help me get this setup I would appreciate any help that you can give me A See the eyeCOMM instruction file Q After much trial and error I finally got the correct numbers to cross between the Topcon KR 8800 But then I can t seem get the numbers to go into the patient s chart in ezChartWriter A Using the Automated Instrument Tool click the Instrument Link button at the bottom then select the Options menu then Settings Choose the Topcon instrument and select the path to the location where the instrument files are located this would usually be the pre test computer where eyeCOMM resides the location for both ezChartWriter and eyeCOMM should match Q I am having problems interfacing autorefractor keratometer data with ezChartWriter You sent me the directions and I have matched all the port settings Keep getting no data port connection Topcon seems clueless Could you send me more information on the data port settings The instructions that you e mailed me did not make
95. four functions 1 add a VA set 2 edit modify VA set 3 omit a VA set and 4 delete a VA set Adding Visual Acuities Click the Blue Arrow button to call up the Acuity Measurement Tool You can do this for any of the three boxes but start at the top and work down to keep the numbering system correct ezChartWriter User Manual 280 2011 Iccomplish Inc Modifying the Visual Acuity You can modify a selected acuity in two ways by re clicking the Blue Arrow button which requires you to re enter data or by editing directly in the VA box You can add specific notes also without entering VA s e g child uncooperative unable perform VA Omitting the Visual Acuity When you click Okay on the Visual Acuity List the VA s are inserted into the patient s encounter If you later need to add another acuity the prior acuity should be indicated as Omitted by checking the upper right checkbox next to the acuity so that they next one you enter is in the correct order In other words don t delete or overwrite the existing VA simply add to the next available box Acuities in this manner will appear like so in the chart Deleting the Visual Acuity You can delete any acuity before it is inserted into the encounter by clicking the Red delete button under the Blue Arrow button NOTE To delete an acuity that has already been inserted into the encounter requires you to manually edit the encounter text Working With Encounters 281 201
96. haven t gotten an answer from anyone Am I leaving important ezChartWriter User Manual 494 2011 Iccomplish Inc info out so that they will respond Do they need my phone number so that they know I am licensed user A Be sure to send mail to support ezChartWriter com we have other software products so make sure you use the correct email address We do not offer telephone support so if you leave voicemail without a return email address you likely won t hear from us Q How quick are support questions answered A The typical email response time is anywhere from 2 hours to 2 days Typically within 24 hours Q There seems to be a lack of manual training methods Is this being addressed A This has been brought up frequently and we are aware that the training system is woefully inadequate We are in the process of developing a more robust training system to include a completed user manual tutorial videos and a DVD with training sessions and or webinars Right now as you can see we have only the skeleton outlines of the training in place Over the summer you should see quite a bit of improvement This FAQ is part of the ongoing efforts to make more support available Q Do you offer any SSP s Software Subscription Plans with your software I notice that you have done quite a few software fixes and patches based on your revision History How are users notified of these updates and patches How do they download them I am u
97. hold down the Alt key while pressing the S key Bold lower case letters indicate operating system commands and command lines For example you would enter copy on the command line exactly as written Menu Notation ezChartWriter User Manual 16 2011 Iccomplish Inc Menu selections are shown in boldface italics to distinguish them from commands and the rest of the text An instruction such as Click File Save means Click the word File on the Main menu located at the top of the window and when a drop down menu appears select Save from the list of options If the words in the menu appear faint or greyed out this means that the menu option exists but is unavailable disabled right now When there is a specific order of buttons to click they will be separated by the arrow symbol gt to complete the action follow the sequence exactly as presented For an explanation of keyboard shortcuts and menu access keys see Making it all happen Other Conventions Used in this Manual Besides icons noting specific operating systems throughout this manual the following are used to indicate specific types of information The applicable information follows each icon in indented paragraph format as shown below Part II ezChartWriter User Manual 18 2011 Iccomplish Inc 2 Overview of ezChartWriter What is ezChartWriter ezChartWriter is a powerful easy to use and affordable EMR Electronic Medical Records softw
98. in the left side TOOLBOX on the MAIN EXAM SHEET the SOAPwriter allows you to pick and choose from among hundreds of pre formed text sentences For instance to indicate a patient has a symptom of asthenopia you would click on the Symptoms heading the choose Visual Symptoms then choose Asthenopia The preview box pops up showing you exactly what will be pasted into the SOAP note The sentences are designed to flow like natural language And if you don t like how a sentence reads just change it in the PREVIEW box or in the SOAP note itself You can even customize the text with the SOAPwriter editing tool so it reads the way you want for all your exams See the section on the SOAPwriter Tool for additional information Working With Encounters 253 2011 Iccomplish Inc PREVIEW TAB Whenever you click a checkbox or add a SOAPwriter text statement they are available for preview in the PREVIEW box The text in the PREVIEW box is totally editable the changes you make here will appear exatly in the SOAPnote when you click the OKAY button on the SUBJECTIVE FINDINGS form SUBJECTIVE TOOLBOX Located at the bottom of the SUBJECTIVE FINDINGS screen is the TOOLBOX In it are eight buttons which allow you to specify more specific history and problems HPI WIZARD You can specify the patients History of Present Illness HPI as required by Medicare coding guidelines by using this tool Remember that you must specify a minimum of FOUR 4 item
99. installed change the name of the data folder C ezHW_Data to something different e g C ezHW_Data_OFFICE1 Then open the ezPathUtil exe program and CLEAR both database paths Run ezChartWriter again and it will install a brand new database which you set up with your 2nd office data You can rename the data file to C ezHW_Data_OFFICE2 Then open the ezPathUtil exe one more time and set it to one of the above offices You can then switch back and forth at any time just by changing the path Q I will be closing the 2nd office later this summer is there a way to merge the patient charts with the other office A It may be possible but we may have to do it manually for you and it may not be possible to merge the billing module data just the encounters and reports 12 1 10 International Sales Q I am practicing in Ontario Canada Is there a Canadian version of your software for billing purposes We are using the EDT system here for file submission to the Ontario government health plan A We currently do not have a Canadian specific version of our software although 99 of the software functions just fine We do have Canadian and other international users Billing is the main variable You would likely have to have an outside billing program Q Is there a Spanish language version of ezChartWriter EMR A Not currently But if you are interested in a Spanish version please email info ezChartWriter com so ezChartWriter U
100. list under Settings in the Main Module N O T E I f y o u h a v e e n t e r e d t h e G u a Basic Functions 121 2011 Iccomplish Inc r a n t o r S u b s c r i b e r f o r t h i s p a t i e n t a l r e a d y y o u c a n u s e t h e b l u e a r r o w t ezChartWriter User Manual 122 2011 Iccomplish Inc o p u l l t h e G u a r a n t o r s d a t a f o r w a r d Home Phone primary telephone at home Note that there is no cellphone field use the Custom Fields Day Phone typically the work phone number can be used for cellphone also Email patient s email will automatically check for correct formatting Employer will display on the Insurance Claim form Occupation Prior Exam date of last encounter with patient Basic Functions 123 2011 Iccomplish Inc Gender recommended if not selected you will be prompted on saving chart Chart No created automatically and cannot be edited or changed Identification previously for Social Security number can be used for any ID you wish Provider the patients provider in your office Insurance Company select from list you can add new companies in the Settings Insured Name same as the Subscriber or Guarantor e g who holds the policy Relationship how is the Subscriber related to the pati
101. major overhaul from version 2 5 to 4 0 to make it more compatible with Vista and Win7 You should be using version 4 1 available for download from the website www ezchartwriter com download php Occasionally Vista and sometimes Win7 is picky about how the application runs and you may need to run in XP compatible mode Instructions are located here www iccomplish com vista htm Sales Pre Purchase Hardware System Requirements Pricing amp Annual Fees Support Availability Ordering Downloading amp Installing Medicare Compliance amp CCHIT Certification Data Conversion amp Scanning Linking to other PMS systems Linking to Instruments Multiple Offices International Sales Sales Post Purchase Licensing Issues Lost Passwords Removing Demo Patients Install Problems Troubleshooting Networking Using the Software HIPAA Requirements Working with Encounters Customization Reports amp Rx s Backup Utilities Billing Module Appointment Scheduler ezChartWriter User Manual 488 2011 Iccomplish Inc Recall Manager Data Exchange Errors amp Crashes Getting Help Uninstalling Software Ideas and Future Plans 12 1 Sales Pre Purchase Hardware System Requirements Pricing amp Annual Fees Support Availability Ordering Downloading amp Installing Medicare Compliance amp CCHIT Certification Data Conversion amp Scanning Linking to other PMS systems Linking to Instruments Multiple Offices Inter
102. network Clear Database Path Use this button to clear the database path stored in the computer s registry This forces the Setup Wizard to show at the software startup ezChartWriter User Manual 104 2011 Iccomplish Inc 5 3 Reset Passwords If a user has lost or forgotten their password you can reset it with this utility Alternatively you can reset all user passwords at once Admin Functions 105 2011 Iccomplish Inc When the password is reset the new password becomes the same as the username So user idoktor will have the password reset to idoktor The first time the user logs in the software will require a real password to be entered To reset the Admin password you will need to contact Tech Support 5 4 Audit Trail The Audit Trail is the means by which nearly all transactions of the database can be tracked Whenever a chart is opened accessed a module is opened or demographics are changed an entry will be created This tool can also be used to track logon and logoff times from the software Click the Export button at the bottom to send the file to your hard drive to be opened by Microsoft Excel or similar ezChartWriter User Manual 106 2011 Iccomplish Inc 5 5 System Info Use the SysInfo button in Admin or at the bottom of the menu Help gt About ezChartWriter to get a detailed look at the computer and software This may be requested by Tech Support if you are having troubles The report can
103. network in the office once the hardware and office remodel is completed A Sure that sounds like a good idea You can download the trial software at www ezChartWriter com If you are just going to be doing testing and NOT wanting to carry over your data when you go live then just install again on the new computers If you wish to keep your data email me when you are ready and I ll give you detailed instructions on how to copy the databases Also you d want to use your real clinic telephone number when setting up so that there won t be a problem if you decide to license your existing database Q I have been having trouble activating my new license at the new location I have the receipt showing ezChartWriter User Manual 498 2011 Iccomplish Inc that the purchase was made but my credit card has not been charged either Can you help A Your licenses for both locations should work now You credit card will be billed in a week or two we re running behind on processing orders at the moment Q I tried to purchase your software over the Internet and as of yet I have not received an activation code I was curious as to whether my credit card info was transmitted or not Please let me know ASAP so I can re transmit it if necessary A Check your spam email folder it may have been sent there by mistake Q Is there a sample period we can use your software in action A In answer to your question you can download the software dir
104. next time as the default on the computer you make the changes on only Basic Functions 143 2011 Iccomplish Inc Clicking Continue will display the actual Rx as it will appear Once you print the Rx click Close and you will be prompted to save a copy as an editable Report If you do the Rx will show up in the Encounter List ezChartWriter User Manual 144 2011 Iccomplish Inc 6 1 4 3 Create a Report Use the Report Builder wizard to create new reports and letters Rx s can also be built this way which allows for more customization however you are limited to one Rx per page this way Basic Functions 145 2011 Iccomplish Inc 6 1 4 3 1 Using the Report Writer Overview This section of the manual explains how to use various commands to make your reports more legible and attractive Basic Text Editing Navigating the report You may already be familiar with functions of the standard cursor keys for finding your way around reports particularly if they extend over more than a single screen These commands are similar to those used by many word processors particularly Microsoft Word Highlighting text Wherever in the Reports window you happen to be working is where the focus is Selecting an item means to highlight it to let you know it has been selected ezChartWriter User Manual 146 2011 Iccomplish Inc Insert and overtype modes Just as in other word processors whether you insert text or ove
105. of most other doctors is that it takes LONGER to do an exam with EMR during the first few weeks or months as you build familiarity with the software learn shortcuts and develop compatible exam practices such as finding moments that allow for a bit of typing without interrupting exam flow If you have a great memory you can do your regular exam and then chart at the end But if you are like most of us you have to have a few stopping points to enter relevant data I do it after discussing history with patient then after the refraction and one last time at the end of the exam Normal patients will become super fast It s the abnormal ones that add time and the whole point of any software system is to make it easier it s also one of the most complex of programming tasks since EVERY doctor has different ways of doing exams Q When fitting a patient with contact lenses where is the section where I can fill out how the contact lenses looked on the patient their visual acuity etc A On the left hand menu in the main chart click Contact Lens Tool Enter the contact lens parameters of the CL s you have on the patient s eyes using the sliders and dropdown boxes Then on the right side in the 2nd section down Lens Evaluation click the blue arrow to transfer the lens parameters Then click the Details button to bring up the evaluation screen Q Can a Rx in the LogBook be deleted I have a long list of testing Rx s that I d like to eras
106. of this Selecting Rows and Columns By clicking any cell and then choosing from Select table row or Select table column in the Table menu or the Table toolbar you can select the whole row or column that includes that cell This command is useful if you wish to change the font attributes colors etc of all cells in the row or column or to clear the contents of the row or column You cannot use it to copy move swap or delete a row or column Working With Encounters 325 2011 Iccomplish Inc You can also select a whole column row or block of cells by click dragging the mouse pointer or by using Shift cursor keys See Editing text in tables To Select an Entire Table Clicking anywhere in a table and selecting Main menu Table Select entire table will immediately select the whole table which can be very convenient if you wish to change the same property for all cells or to hide unhide cell borders for the whole table Table and Cell Borders The right most eight toolbuttons of the Table toolbar determine whether the borders of the cells selected are visible or hidden Click any cell and see which of these border toolbuttons are depressed Clicking any of them again reverses their effect Fig 1 Original Cell 1 Cell 2 Cell 3 Cell 4 This is the original table Fig 2 Hide borders Cell 1 Cell 2 Cell 3 Cell 4 This can be reversed by clicking Show borders1 Fig 3 Show outer border s Cell 1 Cell 2
107. only I had to make the choice of either greatly increasing the cost of the software to hire tech support personnel which defeats the goal of an affordable EMR system or reduce the cost and limit support to email only and hopefully some better tutorials and manuals as time goes on Q I have tried for the past three weeks to have someone return my telephone call from your company I was very interested in purchasing your software and left several messages because I had a few questions before ordering A We provide Internet email only support for this product Please send any questions you may have and I ll try to answer them for you usually within 24 48 hours I m a practicing optometrist too so it works best by email Realize that for a 199 EMR system you are not going to get the type of telephone support that you would for 10K packages Most of my users download and install the software to their computers so they can demo the various features and verify that the software will work okay I will provide support if you get stuck with a feature or have other problems that you can t solve yourself Q ETA on more tutorials amp online forum A The online forum is down until I can figure out a better way to filter out the spammers More tutorials will be available in the 3rd quarter of 2011 Q Is there any telephone support available A No all support is via email and your own resources Q I am trying to utilize tech support but I
108. or are timed out due to inactivity you will need to log back in before proceeding The screen you will see will have buttons similar to those below Billing Module 421 2011 Iccomplish Inc After you click the User Login button the following screen appears You must enter your UserName as setup by your Administrator and password You can change your password at any time by clicking the Change Password link Click the Login button at the lower right to complete the login process 10 2 2 Lost forgotten passwords NOTE The first time a user attempts to login the default password is the same as the assigned UserName After the first sign in the User must change the password User Change Password The User can change their own password after clicking the User Login button only if they remember the password if not you must sign into the main module as Admin to reset the password ezChartWriter User Manual 422 2011 Iccomplish Inc Enter the old password then create and enter a new password The software will not allow you to create a blank or single letter password If you mis enter the password s you will be prompted to try again Billing Module 423 2011 Iccomplish Inc 10 2 3 Log out of Billing Module You should log out of the Billing Module whenever your are away from your computer even if momentarily This is to protect your patient s privacy as well as your clinic s privacy The software is set to
109. or column in the destination position dragging the contents of each cell in the original row or column across to it then deleting the original You can also copy one or more highlighted rows and paste them as separate tables rearrange them vertically to form a new sequence and then join them See Moving and copying tables To Move and Copy Tables Whole tables including contents can be cut copied and pasted just like any other blocks of highlighted text to and from the Windows Clipboard They cannot be dragged You can also copy one or more highlighted rows and paste them elsewhere outside the table as a separate table However pasting them back only replaces existing text corresponding to the number of rows you pasted in Instead create the same number of extra rows then fill them with inserted text The following example shows you how Example Insert Table 2 into table 1 aaaaa Table 1 ddddd bbbbb Table 2 ccccc Position the report cursor in the top row aaaaa of Table 1 then click the Insert table row toolbutton twice to insert two rows aaaaa Table 1 Basic Functions 155 2011 Iccomplish Inc ddddd bbbbb Table 2 ccccc Now position the report cursor in the top row bbbbb of Table 2 and press Shift Down to highlight both of its rows Press Ctrl C to copy them then position the cursor on the top blank row in Table 1 and press Ctrl V to paste the text contents aaaaa Table 1 bbbbb Table 2 ccccc dd
110. portion of the image that contains the color that you want The active color for your paint tools will automatically change to the color that you picked with the eyedropper Additionally the Eyedropper will automatically switch over to the previously selected tool enabling you to rapidly resuming work on the image with the color you just selected Tip You can use the Eyedropper tool to select color for the background color by using the right button on your mouse The Zoom Tool The Magnifying Glass or Zoom tool can be used to get a closer more detailed view of an image This is very useful if you re working in close with the fine details of a part of an image When you activate the Working With Encounters 335 2011 Iccomplish Inc Magnifying Glass tool you ll have an option to select between 1x 2x 6x and 8x magnification You can click on the part of the image that you want the magnification to center on This will not affect the actual image in any way just how it appears on your screen Once you zoom in the magnifying glass will automatically switch back to whatever tool you were using before The Pencil Tool The Pencil tool is your basic drawing tool You can draw in different colors but other than that there are no other options The pencil s stroke is a single pixel wide which makes it useful for working with fine details but a poor choice for filling in large areas of the image with color You can do simple line dr
111. practices Q We have about 15000 patient files Will this push this software or hardware too far A No the software can readily hold many more records In any case since these are EXISTING records that you are scanning I assume they would be attachments which are stored outside the database Are you planning on importing your patient demographics also You d want to do that FIRST so that the basic patient data exists in the new database From there you can add attachments although usually most doctors do this just when a patient returns leaving the prior paper charts in co existence until you decide to archive discard them you don t want to have to scan 15K records 12 1 2 Pricing amp Annual Fees Q What are the annual costs A You only pay 199 00 per year per clinic location This includes unlimited numbers of doctors and or computers at ONE clinic location unless your network tech sets up a VPN so you can access the single database via multiple locations Q As I was checking on the manual help it has a section What you get for 499 Another place says 329 year Is that an old purchase price A Yes that was the old price We now charge an annual fee of 199 per year with free email support Q I am very interested in purchasing your software for both of my offices but the pricing confuses me Your web page states 199 00 Then further down the page says 1299 00 per office A To simplify things the prici
112. range is hard wired at 0 75 to 4 00 Clicking the actual green box once you have entered the Add causes it to reset blank To enter unequal adds click the small red circle that is located in the bottom left part of the Add Power slider Q I have trouble pulling up the Drawing template for like fundus or externals etc when I am in the exam record It does not give the template but just brings up a blank Paint screen I am using Vista will the Frequently Asked Questions 515 2011 Iccomplish Inc drawing module work with XP better A You are going about it the wrong way For example a cornea drawing can be done by open the Quick Exam Tool then click the Anterior Segment tab Click the cornea button twice to pull up the Detailed Findings section and across the top tabs you see on called Drawing Tool This is the one you want to use for all your drawings It has the advantage of pasting your drawing into the exam record in the appropriate section if desired Any of the buttons on the Quick Exam Tool work this way Q Is it easy to link a patient s ezChartWriter record to previously scanned records e g PDF s I believe there was a section but I think that it was reserved for Future Use Can t remember exactly what it says my demo is expired A Yes You use the Document Manager to attach the document Simply right click the patient s name and select Attach Document 12 5 3 Customization Q How do you edit the r
113. reference This is the best way to incorporate larger image files the image is save seperately from the document and is displayed only when you open the document The drawback is that the image must be stored in the database folder on the network So create a subfolder in the C ezHW_Data folder called Embedded Images and then add your images to that folder for instance signature stamps or practice logo To insert the image click the menu item Insert gt Image gt Move with Text in the Report Designer When the Insert Image dialog shows navigate to your network database folder Click on the image you wish to embed and click open When you save the document a link to this path to the image is saved When you create a report this same path is maintained ezChartWriter User Manual 182 2011 Iccomplish Inc For more information on editing text and adding tables see the Report Writer section of this manual 6 3 4 1 1 Available Fields This is a list of all Codes that can be inserted into Reports Handouts Rx s Use the Report Designer to insert codes some may not be in the dropdown menu but you can manually enter them into the report Rx Date Rx Date 1 Basic Functions 183 2011 Iccomplish Inc Rx Date 2 Today Date Today Date 1 Today Date 2 Last Exam Last Exam 1 Last Exam 2 Enc Date Enc Date 1 Enc Date 2 Request Date Prompts user to enter a Date Consult Reason Prom
114. remainders for patients Can you do that with the software A The current version of the software has features in the ezRecallManager to generate labels for recall reminders As of now there is no method to send reminders for patients in the appointment module ezApptScheduler A future version will incorporate some of these features Q We do our recall by last exam date Is this same as Prior Exam on patient demographics A It is the same 12 5 10 Data Exchange Q I think the ezDataExchange would be the only extra module I would be interested in How does it work and can it be set up to use any database or is it only compatible with certain software database A The ezDataExchange module is designed to import export patient demographics usually as a batch when first starting to use the program It can be used to import a few patients at a time The major limitation is that the data being imported must be of a standard format It must be in a CSV comma separated values file or a tab delimited text file So your Medisoft program must be able to Export your patient data in this format If so then the ezChartWriter software should be able to import it Q I wanted to ask whether or not the software will allow demographic information from Medisoft This is an important consideration before purchasing your product A You can send your Medisoft database for evaluation use www transferbigfiles com and email us to let know it s coming
115. select Cut Then move to the desired date and select Paste Note that there is no undo and you must do each step one after the other or else the appointment may get lost from the clipboard for example if you open another application and use the clipboard to copy paste it will overwrite the temporary appointment you copied You can also expand the appointment time onscreen by clicking the appointment once then dragging the upper or lower border up down Appointments marked Completed will not allow you to move or expand the appointment Delete You can delete an existing appointment in two ways right clicking and selecting Delete or by clicking once on the appointment and pressing the delete key WARNING There is no undo function but you will be asked to confirm the delete operation Appointments marked Completed will not allow you to update data Appointments marked Completed will not allow you to delete ezChartWriter User Manual 402 2011 Iccomplish Inc 9 6 Special Features Below is a list of Special Features and other tips that can be useful Create a Recurring Event such as Lunch Hour or Half Day 1 Open the screen to Week view 2 Double click the time slot to open the Appointment screen 3 In the Appointment Blocking section select the Unavailable Reason 4 Enter the start and end times or alternatively expand the appointment with the mouse directly on the calendar 5 Hold down the Ctrl key and c
116. self destruct after one year A It expires after one year You can purchase a read only version of the software to view data but not enter new data if you don t wish to renew the annual license You can also purchase a perpetual license that gives you access to the software forever Otherwise you can request the read only version of the software that only allows viewing printing of your existing patients This would be available at no charge Q Regarding the 199 year Does that mean software locks you out after a year if 199 not received A The software does stop working but you can request a read only version to continue viewing charts There is no charge for this Q Is the price per location or per computer per location A Pricing is per clinic location you can have all your computers networked together at no additional cost If you have two locations then each would be separate and would require two licenses Q Would you please ask a client of yours if they would allow me to contact them about this software Frequently Asked Questions 493 2011 Iccomplish Inc and its usage A Sure try emailing these doctors and see if they can help you with more info most have been using the software at least 2 3 years and have been satisfied enough to keep renewing contact us for dr emails Q You said that in the summer I should see quite an improvement in the lack of training Would I be able to try the softwar
117. share its resources with the client computers on the network Typically servers are located in a secured area such as locked office or back room because they rarely accessed by users and run on a continuous basis All the rest of the computers on the network function as clients A dedicated server computer typically has a faster processor more memory and more storage space than a client because it might have to service dozens or even hundreds of users at the same time High performance servers also might use two or more processors use the 64 bit version of the PCI expansion slot for server optimized network interface cards and have redundant power supplies Advantages Centralized Resources and data security are controlled through the server Network access speeds are usually faster than those found on peer to peer networks especially as the numbers of computers increase in the network Interoperability All components client network server work together Flexibility New technology can be easily integrated into system ezChartWriter User Manual 32 2011 Iccomplish Inc It s more secure because if a client wants to communicate with another client he she has to message to he she and then it will first sent to the file server where it is then routed to its destination Scalability Any or all elements can be replaced individually as needs increase Accessibility Server can be accessed remotely and across multiple platforms
118. swap whole columns or rows within a table you must move each cell individually For this reason you should design the layout of your table carefully before creating it Currently you cannot create a table within a table Editing Text in Tables Here are some more hints and tips about doing this As mentioned previously text or images in one or more cells rows or columns can be individually aligned left right center by highlighting it then choosing one of the alignment toolbuttons on the Paragraph toolbar or via the Edit menu or a keyboard shortcut Centering text and right justifying dollars and cents can be very effective If you choose left or right alignment the text will be hard up against the wall of the table as cell padding is not provided One workaround is to create extra hidden columns to act as margins For example Text hard up against left margin Add a dummy column Then hide its border To hide the border click anywhere in the cell with text then click the Show left border toolbutton on the Table toolbar to disable it This will be discussed more fully later You can drag the Table toolbar off the Toolbars area making it float closer to where you are working ezChartWriter User Manual 320 2011 Iccomplish Inc You can treat text in tables as you would anywhere else in an report You can cut copy and paste it You can select highlight a whole row or column by performing one of the following
119. that will backup all your data files every night we still recommend running our backup utility in addition since it simplifies restoring if you need to get up and running in a hurry Q Where is the information on how to restore a data base file from a back up Is this available in you manual Please advise A It s not in the current manual But it s easy to do The backup utility creates a zip file with a date Frequently Asked Questions 519 2011 Iccomplish Inc string To restore find the most current zip file then unzip it Copy the files into the database folder usually C ezHW_Data on your primary computer unless you changed the default location Q Is the data from the network able to be stored in the local group computer as well e g laptop that is used both at the office and at home A As long as you connect each computer to the database folder e g C ezHW_data that folder can reside anywhere You could for instance keep your patient database on an external hard drive with a folder address of say E ezHW_Data that you remove nightly and take home keeping a backup hopefully in the office Or you can use your laptop Or use a desktop in your office but copy it to your laptop at night but be sure to copy it back in the morning if you ve made changes 12 5 6 Auto Update Feature Q How do I update computers not connected to the internet A You may either download the update file see link in quest
120. time To jump from cell to cell left to right along a row and top to bottom press the Tab key To go in the reverse direction press Shift Tab The Right arrow key follows the same direction as the Tab key but stops at each character Similarly the Left arrow key follows the Shift Tab key The Up and Down arrow keys move up and down columns Note that if you start from outside a table the Down arrow key will move down the leftmost column and the Up arrow key will move up the rightmost column ezChartWriter User Manual 154 2011 Iccomplish Inc Moving Text Columns and Tables To Move and Copy Text from Cell to Cell The destination cell need not be an adjacent cell You can move text anywhere within the table Alternatively you can copy or cut a highlighted block to the Windows Clipboard and paste it in This can be handy if you need to paste the same text into several cells 1 Highlight the entire contents of a cell using the cursor keys or the mouse 2 Drag the highlighted block to the destination cell NOTE If the destination cell is not empty you can use this method to insert the block into existing text To Move a Column or Row You can only move one cell at a time using the method described in Moving and copying text from cell to cell you cannot move a whole column or row For this reason you should plan your layout carefully before creating the table However you can achieve the same end by inserting a new row
121. to Void the FeeSlip used when you cannot delete the FeeSlip because it has associated transactions Delete FeeSlip Allows you to delete the patient FeeSlip Note this can only be done on FeeSlips with no associated transactions e g payments or open claims Delete Claim Allows you to delete an unprocessed claim Useful if you created a claim for the wrong insurance plan or otherwise made a mistake Before deleting a FeeSlip you must delete all Claims first Write Off Balance Allows you to write off the remaining patient or insurance balance that is associated with the given FeeSlip ezChartWriter User Manual 440 2011 Iccomplish Inc Transfer Balance Allows you to transfer the remaining insurance balance to the patient s responsibility or to another insurance Mark as Paid If a FeeSlip still shows as unpaid for example in the AR List when there is no actual balance left you can Mark as Paid to update the system Note this is NOT a method to indicate the patient has paid to do that you need to open the FeeSlip and use the Patient Payments button Or for insurance payments use the Post Payments button Miscellaneous Features In the menu at the very top of the screen are several miscellaneous features which make using the software easier Pull Ledgers for a Given Day If you are working on patients from a previous day you can pull all the Ledgers for patients with FeeSlips of the same DOS date of servic
122. to press F1 If context sensitive help is available it will be displayed automatically Most of the screens in ezApptScheduler have a Help button that displays relevant information Select the Help item in the menu bar for additional help options 2 2 Register Activate software To register ezChartWriter you simply need to download the activation codes automatically once the software is properly licensed ezChartWriter User Manual 20 2011 Iccomplish Inc ezChartWriter will run unregistered for up to 30 days When unregistered the software runs without limitations of any kind what you see is what you will get When you run an unregistered version of ezChartWriter in excess of the allowed 30 days a window will appear displaying the expiration status of your trial and giving you the opportunity to do one of the following Purchase your version of ezChartWriter with the Purchase Software button or directly via the ezChartWriter website Register your version of ezChartWriter by using the online activation or CD ROM you once you have purchased your license s or Exit the unregistered program You can also find the Purchase Register options by logging in as the Adminsitrator and clicking Admin Settings gt Software Account Once you register ezChartWriter you will notice that the View Licenses menu of the Administrator screen displays your serial number and registration status The registration Web page where y
123. to store data just like ezChartWriter To begin if the patient chart is not already open click the Charts tab at the top and find the patient for which you wish to enter SOAP data ezChartWriter User Manual 238 2011 Iccomplish Inc Once you are at the Patient Dashboard click the Patient Actions dropdown as shown below Indicate that you wish to create a new chart note You MUST select the SOAP note format so you data fields can be inserted into the PracticeFusion chart Working With Encounters 239 2011 Iccomplish Inc On the screen you will see the condensed SOAP note Only the Chief Complaint CC field and vital signs are editable on this screen To insert the Chief Complaint drag the Chief Complaint button from the bottom of the ezChartWriter screen up to the CC box ezChartWriter User Manual 240 2011 Iccomplish Inc To fill in the other SOAP fields you must click the Subjective field first to get to the detailed SOAP section Drag the Subjective button up to the field dropping it anywhere in the Subjective box You data will populate the field If you make a mistake simply select the text and use the Delete key to erase Working With Encounters 241 2011 Iccomplish Inc To enter the other SOAP fields click the letter tabs as appropriate and drag the buttons from the bottom like you did for the Subjective data When you have completed the SOAP note click Save at the top and your note wil
124. to your flash drive Each backup is time date stamped I HIGHLY recommend that you back up at the end of each day Did I say highly I meant absolutely positively always I ve only had one doctor so far lose data but it was 10 days worth of charts That was due to wireless network problems with accessing the database I ve been using the software since 2002 and haven t lost any patient charts yet gt 25000 records But I still recommend backing up frequently just to be safe Q I am having problems backing up at one of my offices It keeps saying that the file is being used so it cannot backup but neither of my computers are using files and one is completely signed out I have not had any problems at the other office Any suggestions A Typically this happens with a software process is left open i e the application closes on screen and looks done but leaves something running in the background Most frequently this is seen when you experience a crash but can happen at other times also When you get this error open the Windows Task Manager Do this on the computer that gave the error To open the Task Manager simply hold down the Alt Ctrl Del keys together On the Task Manager screen click the 2nd tab labeled Processes and click the heading Image Name to sort alphabetically Then look for any of the following echart exe ezChartWriter exe ezClaimBiller exe or ezApptScheduler exe If you see them right click and choose End Proc
125. two boxes ezChartWriter User Manual 128 2011 Iccomplish Inc PHI Disclosures Patient Health Information disclosures can be tracked on this screen Each time the patient or an outside entity sends a record request you should use the Add New button to record the event You can print the Disclosure list when if a patient requests to know who has requested PHI Be sure to click Save on the Patient Demographics screen to finalize the data Privacy Requests any specific privacy requests can be noted here Acquisition Date the original date the patient was entered into the database or otherwise Basic Functions 129 2011 Iccomplish Inc acquired by the practice Recall Date the date the patient is scheduled for recall visit Patient Notes Free Text Notes any sort of billing or personal notes can be entered in this section It is NOT for clinical notes it is not printed as part of the chart The Time Date Stamp will automatically add a separator after you enter the note with current date time information Lower Button Bar Customize Button allows customization of lists dropboxes e g city state postal codes Print Button prints either a Demographic Summary page or address label on DYMO printer ezChartWriter User Manual 130 2011 Iccomplish Inc only Encounters Button switches to Encounters view Save Button used after any
126. with just a few important differences The first difference is that the data you are working on is a Template from which your other reports are built As such the Template needs to be told what data to display ezChartWriter User Manual 178 2011 Iccomplish Inc There are three types of data you can insert into your template Static Text This is text that does not change and will be included in every report of that type Examples include headings and labels such as Date of Exam and Report of Findings You create static text by simply typing text in the Designer just like a work processor Dynamic Text aka Fields These are special codes embedded in your report document that tells ezChartWriter to insert text appropriate to for example a particular patient or provider each Field has a specific format and looks like this Dear Name Title Last Name The word Dear and the semi colon are static text However the double bracketed fields indicate placeholders for data to be inserted in this case the patients salutation for example Mr or Mrs and last name Using the list of pre defined Fields it is possible to generate grammatically correct and fully personalized letters handouts and miscellaneous reports Using even more specialized Fields such as MedRx you can create Rx s for your patients Many sample templates for various reports Rx s and letters have been created for you Simply copy th
127. with other Software Products ezChartWriter User Manual 532 2011 Iccomplish Inc that are not described as compatible in the documentation issued by ezChartWriter Software or your breach of the terms of this EULA This warranty gives you specific legal rights and you may also have other rights which vary from State to State No individual except a duly authorized officer of ezChartWriter Software and no reseller or retailer has any authority to amend or add to any of the above representations and disclaimers Your Remedy Your exclusive remedy for any breach of the Limited Warranty is for you to give us notice of the breach by returning to ezChartWriter Software at the address shown below a copy of your purchase receipt for your copy of the Software Product and a description of the alleged breach and then at ezChartWriter Software s option ezChartWriter Software shall either a return the price you paid if any for the Software Product at which time your rights under this EULA are deemed to have terminated or b repair or replace the Software Product The Limited Warranty period for any replacement Software Product will be extended for the remainder of the original warranty period or thirty 30 days after the replacement Software Product is delivered to you whichever is longer If your license is for an Evaluation Version your exclusive remedy for any breach of this EULA including a breach of the Limited Warranty shall be to
128. you enter an amount paid in the payment line BEFORE you click the small expansion plus sign button the software will auto calculate each amount in proportion to the total amount You would likely have to edit these amounts Q How do I set the charges for the different procedure codes A In the Billing Module select the menu item at top Options then Fees Products You can edit them there You can also add your own codes as needed Q Is there a way to get the amount the patient paid on the CMS ins form Maybe I m not doing it right but the total and pt pmt is not coming up on the insurance form A I will check into that it should port over but there may be a bug somewhere Q Does the insurance part import the diagnosis codes from the EMR I find that it has to be entered separately in each section is that right A Unfortunately no The billing module was written as an add on module so currently the EMR and billing module don t talk to each other That will be fixed in a future version Q In your billing module do you have the facility to include other forms of state taxes A Not currently Q When will you have the HL7 ready for electronic filing A We offer electronic insurance claim filing via clearinghouse conversion The ezClaimBiller module includes claim CMS HCFA 1500 creation for uploading to a third party EDI service we recommend OfficeAlly com Q Can we bill and send electronic claims to Medicare o
129. your Database Folder ezChartWriter User Manual 42 2011 Iccomplish Inc Before you can begin using your database on a network you must tell Windows that you want to share it with other users To begin select your version of Windows below Windows 2000 Windows XP Windows Vista Windows 7 3 2 3 1 Windows 2000 In order for other computers on your network to see the ezHealthWare software database the folder that holds the database file needs to be made visible to other network computers This process is called sharing the folder You also need to allow other users to make changes to the file this is called giving permissions Before going further make sure all computers are in the same Workgroup Step 1 Open the drive that contains the ezHealthWare software database typically C ezHW_Data Right click the folder and select Sharing Step 2 In the section titled Sharing check the option Share this folder Make sure the User Limit is set to Maximum Allowed Then click the Permissions button Installation and Setup 43 2011 Iccomplish Inc Step 3 After clicking the Permissions button you should allow Everyone to have access to do this you need to check Allow for each of the permissions Full Control Change and Read If you fail to do this you will not be able to make changes to the database ezChartWriter User Manual 44 2011 Iccomplish Inc Step 4 Verify success by looking f
130. 011 Iccomplish Inc 9 Appointment Scheduler How do I Create a new appointment Edit change move an existing appointment Select the viewing mode Set calendar options Set appointment types Use special features Appointment Scheduler Module Overview The Appointment Scheduler Module is an add on to the main module which allows you to schedule and manage appointments It is currently limited to a single provider although you can book multiple providers by customizing the Appointment Types The display is graphical and you can easily move and resize appointments with your mouse The display can be set to day week or month view Or use the mini calendar on the right side to select any range of dates 9 1 Main Screen The Main Screen is divided into three primary work areas plus the menu at the top Appointment Scheduler 389 2011 Iccomplish Inc Viewing Options Allows you to select the View Mode Day Week or Month as well as setting the Timeline and Multi column mode Date Overview The Date Overview shows at a glance the next six months It allows you to jump to specific dates You can also select date ranges to display do this by clicking and selecting an area within the Date Overview calendar ezChartWriter User Manual 390 2011 Iccomplish Inc The above selection will show the date range January 31st to March 13th onscreen Appointment Scheduler 391 2011 Iccomplish Inc Main Appointment Area
131. 011 Iccomplish Inc example for custom Rx s you can simple open a blank report and manually type your data Reports ezChartWriter can also help you save time by generating letters reports and patient handouts Many pre existing sample reports are included or you can build your own Compatibility Since ezChartWriter can export data in both text and PDF formats you can send your Rx s and letters in e mail or simply create backup copies that can be opened on any computer 2 1 Evaluating the Software Free Trial Period ezChartWriter is free to try for up to the first 30 days during which time the program is fully functional Beyond this limit you need to register the software You should keep the following in mind when evaluating ezChartWriter Notes The installation of a fresh version of ezChartWriter over a previously installed evaluation version does not prolong the original 30 day evaluation period Each location clinic that uses ezChartWriter will have its own uniquely assigned serial ID number and account number Your account number is your practice telephone number When you register the software you will be asked to provide your practice telephone number please provide a valid and accurate number If your telephone number should change in the future you will need to re register your software If you have two or more locations each will require a separate registration number The quickest way to display the help is
132. 1 Iccomplish Inc 7 3 5 Refraction Tool The Refraction Tool is used to enter most of the refractive data into the encounter It includes several major parts 1 the Subjective Refraction 2 the Final Rx and 3 Additional Data section Subjective Refraction When you first open the Refraction Tool all the sub tools are in a blank empty state There are some shortcuts to entering data which will be described in detail below Also the basic operation of the Diopter Power tool sliders buttons should be reviewed Data Entry Shortcuts AR and Lensometry Data click the green arrow at the top left corner to display the options Keyboard entry of numbers click the Dropdown arrow under the green arrow Fill Visual Acuity as All Normal click the blue arrow next to the acuity type Final Spectacle Rx It is possible to enter up to three distinct finalized spectacle prescriptions with notes and recommendations Simply click on the tabs in order to create the new Rx The green shortcut button allows copying of the subjective refraction from above ezChartWriter User Manual 282 2011 Iccomplish Inc The Recommendations list including the Favorites can be customized using the Customize button Additional Data There are six available Additional Data screens that relate to the Subjective Refraction The default is the Refractive Summary but using the Customize button you can select which tab displays on opening Refractive Summa
133. 11 Iccomplish Inc 446 FeeSlip Totals 447 Applying Patient Payments 448 View editing all Transactions 449 Print Preview FeeSlip Statement 449 Editing Finalized FeeSlips 450 Deleting FeeSlips 450 11 Claims 451 Default Claim Setup
134. 2011 Iccomplish Inc Double clicking on a patient name opens the demographic screen Right clicking a patient name opens up the additional features menu Note that you MUST have the patient name highlighted for the menu to open Pull Ledger This option pulls the chart and adds to the Open Ledgers screen It does not display the Demographics screen This is useful if you need to pull multiple patients ezChartWriter User Manual 434 2011 Iccomplish Inc View Demographics Opens directly to the patients demographic screen equivalent to double clicking the patient name in the Patient Listing Bad Address Allows you to mark the patient as having a bad address without having to open the demographics screen Mark as Inactive Allows you to mark the patient as inactive without having to open the demographics screen Delete Patient Allows you to delete the patient chart Note this requires you to have sufficient Security Level to perform this action The Admin function in the Main Module allows for security settings to be adjusted Merge Duplicates If you accidentally create two charts on the same patient for instance because of a name change you can merge the data together The merge function keeps the demographics of the First patient which you select by chart number and merges all documents and reports under that first patient ID There is no undo function so use this function with care Billing Module 435
135. 339 CPT Codes 208 370 crash database 478 network 478 software 478 create CMS 1500 claim 454 create reminder 164 credit cards 447 CSV format 202 customization 256 265 271 344 366 370 471 appointment types 408 D daily production report 469 ezChartWriter User Manual 536 2011 Iccomplish Inc data exporting 206 importing 205 data management 173 database backup 168 215 backups 208 370 compact 168 171 find missing 103 maintenance 168 171 switcher 215 upgrade 478 database crash 478 date format 208 370 date of service 442 day view 395 default user 208 370 delete feeslip 450 delete patient payment 475 detailed exam findings tool 289 detailed history 261 diagnosis 442 Dial My Calls 199 diopter power tool 246 diopter steps 208 370 discount 442 DOS 442 drawings 136 329 DYMO printer 190 E E amp M coding 340 edit appointment 401 edit CMS 1500 claim 454 edit feeslip 449 editing transactions 448 email list 195 email recall 195 encounter assessment 296 create 138 follow up 296 plan 296 encounter templates 365 encounters 136 allergies 263 chief complaint 255 customization 265 271 344 365 366 370 demographics button 254 drawings 329 edit text in SOAP 231 exam findings tool 285 exporting to MS Word 233 exporting to PDF 233 family history 263 modify finalized 241 patient medications 262 printing 231 prior history 258 quick fill template 254 sign finalize 234 social history 26
136. 4 switch views 230 view prior 229 encrypt 173 175 eprescribe 220 291 ExamSheet 230 export data 202 export patients 206 exporting claims 459 exporting data 206 ezPathUtil 215 F facility 186 family history 263 fees 472 feeslip 441 446 449 finalize encounter 234 fit assessment tool 305 follow up 296 font 478 fonts 208 force close 215 form letters 194 G glaucoma logbook 328 guarantor 130 430 Index 537 2011 Iccomplish Inc H handouts 311 hardware requirements 21 help functions 215 HIPAA notification 208 370 history of present illness 266 hobbies list 271 HPI 266 340 I ICD 10 208 370 442 ICD 9 208 370 442 image manager 339 image templates 329 363 images 148 329 import instrument data 276 import patients 205 importing data 205 inbox 164 instruments 272 276 370 384 insurance 463 insurance balance 442 insurance claim 450 insurance claim defaults 451 insurance plan 442 insurance plan list 471 insurance plans 208 insurance provider ID s 473 international settings 102 K keywords 369 L lab tests 328 labels 187 190 ledger 415 ledger screen 437 letters 311 license agreement 530 locked chart 478 logbook 162 208 244 login 420 logout 242 423 low memory 21 478 lunch hour scheduler 402 M Mail Chimp 195 manage reminders 166 Marco 272 276 386 margins 208 370 medical complexity 340 medical decision making 340 medical history 257 Me
137. 44 JoesFiles Temp down to the more memorable Z Temp The process for creating a mapped drive is given below Step 1 Click on the Computer shortcut from your desktop or from the Start Menu In the toolbar you will find several buttons including one called Map network drive Installation and Setup 63 2011 Iccomplish Inc Step 2 Click on it and the Map Network Drive window will open First you need to assign a drive letter for the connection we recommend using S for server but any letter not being used will work Then click Browse to find the folder you want to map look in Network Places first You can also type the full path in the box if you know it Click Reconnect at logon so that each time your computer restarts it looks for the mapped folder NOTE If you are having trouble finding the database folder on your network using Browse first try typing ezChartWriter User Manual 64 2011 Iccomplish Inc it s path directly into the box Also verify that the folder was correctly set up for sharing on the remote computer that the correct username and password have been entered if necessary and that the computer network connections are functioning properly Step 3 Click on Finish and the drive mapping will be created You can verify the success of your mapping by looking at Computer shortcut again where you will see that a new drive having the letter you assigned is listed You can access at anytime just by do
138. Add Remove Programs window A No it should have the uninstall option The only thing I can think of is that maybe you already uninstalled it using the Add Remove Q When I try to logon as an administrator the program prohibits me from going forward telling me that my 30 day trial is over Am I missing something A I m assuming that you actually have passed your 30 day period What s SUPPOSED happen is that when you first start the software a warning message tells you that your license has expired The program then loads as usual and you reach the login screen The User button should be grayed out and only the Admin button can be used There should be button visible for purchasing software which you already did Once you login into the Admin you should be able to click on the Software Account screen then the Register Software button from which you click the Activate Via Internet button Frequently Asked Questions 525 2011 Iccomplish Inc So if you can tell me exactly where the program is halting it will help determine the error Is it right after it displays the License Expired message Two other questions 1 Is the clinic telephone number you licensed the same as what you used during the trial 2 Did you try restarting your computer Q I am getting the following error message when I attempt to run the setup program It prevents me from completing the setup The error shows RegSvr32 regsp exe Entry Point Not
139. Add Text Select a color for the text from the color template at the bottom left of the window Click the Text icon You can change the font size and format in the pop up window that will appear To Draw Lines Working With Encounters 333 2011 Iccomplish Inc Select a color for the lines from the color template at the bottom left of the window Click the Line or Arrow icon Click and drag to create a line If you selected the Curve icon click on the line you just created and drag it to make a curve Other Features The Eraser icon allows you to erase After you select it you can select the size and shape of the eraser Select the Magnifier icon to enlarge any part Select the Pick Color icon and click on a color you want to copy The Select icon allow you to draw around an object area and move it The Selection Tool These tools are used to select portions of the image you re working with These selections can then be moved around copied or edited without affecting the rest of the image To use the Select tool 1 Click on the Select tool Icon 2 With the left mouse button click and hold the button to begin your selection Where you click will become one of the corners of the rectangular selection area 3 Drag the mouse diagonally to where you want the opposite corner of the rectangular area to be 4 Release the mouse button Tip If you hold down ctrl button when you begin to move a selection it will cr
140. Clicking any of them again reverses their effect Fig 1 Original Cell 1 Cell 2 Cell 3 Cell 4 This is the original table Fig 2 Hide borders Cell 1 Cell 2 Cell 3 Cell 4 This can be reversed by clicking Show borders1 Fig 3 Show outer border s Cell 1 Cell 2 Cell 3 Cell 4 This can can be reversed by clicking Show inner border s Fig 4 Hide borders then Show inner border s Cell 1 Cell 2 Cell 3 Cell 4 This can be reversed by clicking Show borders Fig 5 Show left border and Show right border disabled in all cells Cell 1 Cell 2 Cell 3 Cell 4 Fig 6 Show top border enabled in lower cells and Show bottom border enabled in upper cells Cell 1 Cell 2 Cell 3 Cell 4 Combining these borders results in a thicker line which makes a convenient divider Fig 7 Show top border disabled in lower cells and Show bottom border disabled in upper cells Cell 1 Cell 2 Cell 3 Cell 4 Basic Functions 159 2011 Iccomplish Inc Fig 8 Show right border enabled in Cell 1 and Show left border enabled in Cell 2 Show right border disabled in Cell 1 and Show left border enabled in Cell 4 Cell 1 Cell 2 Cell 3 Cell 4 Cells 3 and 4 display the standard configuration as seen in Fig 1 You would expect that adding Cell 1 s right border would cause a thicker partition but its only effect is to stagger the existing one towards Cell 1 The only remedy is to disable Cell 1 s right border N
141. D 20 25 OS 20 25 SUBJECTIVE REFRACTION OD 0 50 2 25 x 085 20 20 OS 0 50 1 25 x 090 20 20 OU 20 20 Binocular Balanced Add 1 50 20 20 16 FINAL Rx OD 0 50 2 25 x 085 OS 0 50 1 25 x 090 Add 1 50 EXAMINATION FINDINGS NEURO Patient is fully alert to time place and person Recent and remote memory is fully intact Patient does not appear anxious or depressed ADNEXA Facial symmetry is normal Ocular adnexa including eyelids eyelashes bone structure and lacrimal glands appear normal ezChartWriter User Manual 228 2011 Iccomplish Inc FIELDS TESTING Patient demonstrates satisfactory peripheral fields by confrontation in both OD and OS EOMS Full extensive accurate and smooth movements are observed OU COVER TEST Orthophoria is observed at near without correction PUPILS React briskly 3 to direct and consensual stimuli pupil size is normal equal and round OU There is no afferent pupillary defect ANTERIOR SEGMENT LIDS LASHES External inspection and slit lamp exam noted Normal eyelids and lashes OU SCLERA EPISCLERA Sclera appears white and quiet CONJUNCTIVA Slit lamp observations include Bulbar and palpebral conjunctiva are white clear and without signs of inflammation CORNEA Slit lamp examination reveals Normal tear film epithelial surface stroma and endothelium OU IRIS Slit lamp examination reveals Iris appears healthy normal anatomy and convexity ANTERIOR CHAMBER Slit lamp examinatio
142. Format dialog will display choose either sheet laser or inkjet or DYMO printer roll You must have a DYMO printer installed for this option to be available Single or dual roll LabelWriter printers are supported Basic Functions 191 2011 Iccomplish Inc Using the Sheet Option If you select the Sheet option you will first need to specify the correct labels Using the standard Avery label system numbers you select the correct label number e g for standard address use 5160 or 5161 You can click on a number to see the size and type If you cannot find your label use the New Label button to create a new one After you click OK the Label Template dialog will show A list of available templates some pre existing some that you may have created is displayed Click on the one you wish to use typically this would be the Avery 5160 label template to match the standard label and click Load button ezChartWriter User Manual 192 2011 Iccomplish Inc The Label Layout Wizard will display with your select label layout displaying You can alter the layout or just click Preview Print to create your labels Add Fields To add fields you double click on the Field Selection list on the right side then position them in the proper location on the label template Use the Edit gt Font menu at the top to set the label font Create Template To create your own custom template create the label layout you desire Then select Templates gt S
143. Found The procedure entry point NP_GetAcctCell CPortView UAGHHHHPAD Z could not be located in the dynamic link library SPORT dll A That s an interesting error haven t had any other reports of that one It s the Windows library for controlling the serial port for use with eyeCOMM instrument link I believe however that this file sPort dll is the LAST file to be registered so you may still be able to run the software There may be no icons created on your desktop but try navigating to Program Files ezHealthWare ezChartWriter and double click on ezChartWriter exe to start the software If it starts okay then the error won t effect program operation unless you try to use eyeCOMM Q I hate to bother you with this because I know you re working on it but I ve been having so many problems with the software freezing up on me lately The program usually doesn t freeze while doing a patient encounter luckily It usually happens when opening a new patient to start another encounter or obtain info on a patient In order to remedy the problem I have to restart the computer This can take some time as the ezChartWriter program doesn t want to end I have to wait till the end now screen comes up on the task scheduler program to stop the program The end now screen may pop up 2 to 3 times before the program actually ends and the computer begins the shut down process A Usually the cause of this type of problem is limited resources
144. If you notice this when creating your own tables ensure that these parameters match across the whole row We have thus combined cells 1 and 3 so let s add some blank lines and rename the combination Cell 5 Cell 5 Cell 2 Cell 4 Vertical splitting is essentially the reverse of this Selecting Rows and Columns By clicking any cell and then choosing from Select table row or Select table column in the Table menu or the Table toolbar you can select the whole row or column that includes that cell This command is useful if you wish to change the font attributes colors etc of all cells in the row or column or to clear the contents of the row or column You cannot use it to copy move swap or delete a row or column ezChartWriter User Manual 158 2011 Iccomplish Inc You can also select a whole column row or block of cells by click dragging the mouse pointer or by using Shift cursor keys See Editing text in tables To Select an Entire Table Clicking anywhere in a table and selecting Main menu Table Select entire table will immediately select the whole table which can be very convenient if you wish to change the same property for all cells or to hide unhide cell borders for the whole table Table and Cell Borders The right most eight toolbuttons of the Table toolbar determine whether the borders of the cells selected are visible or hidden Click any cell and see which of these border toolbuttons are depressed
145. S PagePro 1350 W Laser Printer ezChartWriter User Manual 22 2011 Iccomplish Inc 21 pages per minute 1200 dpi 8M Can usually be purchased for under 200 online or at any computer superstore Recommended Network Gear Wireless Pre N Broadband Router Click here to visit the Belkin website Allows both wired and wireless connections Can usually be purchased for under 100 online or at any computer superstore NOTE ezChartWriter will operate much slower on a wireless network than over a wired ethernet system 2 5 Example Uses of ezChartWriter The following are situations in which ezChartWriter may apply Scenario 1 Solo Optometrist Laptop in Exam Room The simplest configuration for ezChartWriter is a one doctor one computer setup This eliminates a lot of the headaches associated with networking and keeps hardware software costs to a bare minimum It does require a bit more time per patient as the doctor will be responsible for entering the basic patient demographics at a minimum the patient name DOB and gender and the Rx data The ideal situation is with ezChartWriter running on a laptop computer connected to a small laser printer As each patient exam begins the provider creates a new patient chart or opens an existing one and uses the Rx wizard to create all required Rx s A duplicate copy can be printed one for the patient and one for the patient s paper chart Estimated Startup Cost Overview of ezCha
146. SOAP note For exam you can indicate if a change is indicated or whether to defer the spectacle Rx release in which case your would select the Save button not the Print Now ezChartWriter User Manual 284 2011 Iccomplish Inc Save Button The Save button immediately inserts the spectacle Rx and plan notes you have selected into the SOAP note Print Now Button The Print Now button will open the onscreen spectacle Rx Prescription Pad for final review You can cancel if you still need to make changes for example if you forgot to enter recommendations or notice a typographical error There are several parts to the Prescription Pad the Doctor Provider name the Rx Date the SRx Report type the Rx body expiration date options font settings Preview and Print amp Save buttons Working With Encounters 285 2011 Iccomplish Inc Customize You can customize some of the information on the Refraction Tool including Near point VA distance defaults to 16 or 40cm the binocular balance default and Additional Data tab that will be shown by default To modify the list of Recommendations in the Final Rx tool click the Customize button then select Custom Lists on the left side menu In the dropdown select the type e g Spectacles Favorites Then click Add New button to add to the list 7 3 6 Quick Exam Tool The Ocular Exam Findings tool allows for a complete assessment and documentation of eye health It is
147. Screen on the main menu 7 2 11 Using the Navigation Button Menu The buttons on the bottom left side of the screen can be used to quickly navigate the chart ezChartWriter User Manual 244 2011 Iccomplish Inc The navigation area includes Select Encounter List choose any prior encounters to view with the dropdown list Chart View can be either ExamSheet SOAPnote multi page or Preview single page SOAP format Settings open the Settings amp Customization tool Previous Next Button navigates forward and backward by page Sign Button finalize the chart Close Button closes the chart automatically saving changes 7 2 12 Name Alerts If you wish to indicate a special note about the patient name e g a nickname or pronunciation guide then this took can be useful It can also be used to indicate that the patient has the same similar name to another patient 7 2 13 Rx Tracking Logbook The Prescription Tracking Logbook allows for tracking of all prescriptions created in the software There are four categories Full Rx List Working With Encounters 245 2011 Iccomplish Inc Medications Spectacles Contact Lenses Double click an item to select Use the Expand Collapse checkbox to show hide the full prescription 7 3 Charting Tools The Toolbox menu on the left side of the chart contains links to all the major tools in the software The status of the tool is also displayed the red icon means incomple
148. Special Functions 168 Database Maintenance 168 Backup Database 171 Compact Database 171 Software Mantenance 172 Report Bugs 172 Check for Updates 173 Data Management 173 Query Statistics
149. TICE INFO DrNameFull PracticeName ProviderFirst ProviderLast ProviderMI UCDrNameFull UCPracticeName UCProviderFirst UCProviderLast UCProviderMI PracticeTel PracticeFax PracticeEmail PracticeWeb PracticeAddress1 PracticeAddress2 PracticeCity PracticeState PracticeZIP PracCityStateZip PracticeFullAddress GroupTIN GroupMedicare ProviderLic ProviderDEA ProviderDegree ProvNPI GroupTIN GroupNPI GroupMedicare ProviderLic ProviderDEA ProvNPI ProviderDegree Final SRx sphOD cylOD axOD addOD addOD prismOD prismOD Working With Encounters 363 2011 Iccomplish Inc sphOS cylOS axOS addOS addOS prismOS prismOS SRxNote SRxRecommend Final SRx SpecRx CLBrandOD CLBCOD CLsphOD CLcylOD CLaxOD CLDIAOD CLparametersOD CLBrandOS CLBCOS CLsphOS CLcylOS CLaxOS CLDIAOS CLparametersOS CLinstructions CLRx Final CLRx Med Rx FOR USE BY THE SOFTWARE DO NOT ADD REMOVE SRxTool CLRxTool MedRxTool 7 6 3 Image Templates When using the Drawing Tool there are a number of built in templates You can add your own templates by opening the Image Template Manager ezChartWriter User Manual 364 2011 Iccomplish Inc
150. The Detailed Findings Tool will display click on the Drawing Tab at the top Using the Drawing Tool The drawing tool allows you to create drawings and images Use the Image Template dropdown to select the template most applicable to your drawing or just free hand draw Working With Encounters 331 2011 Iccomplish Inc Image Editing Tools Each icon on the toolbar represent different modes of the program Tip Use ctrl z to undo an drawing operation To Color the Background Select a color for the background from the color template at the bottom left of the window Click the Fill with Color icon Click the picture to make the background To Insert Shapes ezChartWriter User Manual 332 2011 Iccomplish Inc Select a color for the shape from the color template at the bottom left of the window Click the Rectangle Polygon Ellipse or Rounded Rectangle icon Click on your picture and drag to make the figure the size and shape you want With the Polygon click the mouse every time you want to change direction and then drag again Click the Fill with Color icon Click in the shape to color it To Paint Draw Select a color for the draw paint lines from the color template at the bottom left of the window Click the Pencil Brush or Air Brush icon With the Brush or Air Brush icons select the size and shape of the brush strokes at the bottom of the tool bar Click and drag on the picture to draw or paint To
151. This is the area where appointments are created edited and displayed The View Options determines how the screen will look To create an appointment you double click where you wish the appointment to occur 9 2 Menu Options The menu at the top of the main screen allows you to view print and customize your schedule Print the Schedule The daily schedule can be printed in one of three ways Full Day Schedule Appointment List Only and Month Week View The Print Options screen will appear Select the appropriate Day and or Time Period for the report The Month Week View will default to color preview unless you select the B amp W checkbox Once the Report preview displays you can print it to ezChartWriter User Manual 392 2011 Iccomplish Inc your selected printer Calendar View Format The calendar screen can be displayed is several formats ranging from a single day up to a full month view Once the screen updates to the new display you can use the tabs and checkboxes at the top to further refine your view in Week View only The Refresh View option forces an immediate update of the calendar to show all appointment changes that might have occurred over the network Note that the refresh occurs automatically every few seconds and you should rarely have to use this option Work Week The work week consists of the days you selected in the Options screen as your work days typically Monday Friday or Tuesday Saturday Full We
152. To Finalize the chart you need to complete four steps Step 1 Review Task Completion Any task that have not been completed will display a red checkmark You can also review your pending reports Rx s or letters by clicking the View Pending button at the top right side Step 2 Select a Recall Date You can quickly set a one year recall by clicking the 1 button after the Year Working With Encounters 235 2011 Iccomplish Inc Step 3 Check the I Agree checkbox Step 4 Click the Sign amp Finalize Encounter 7 2 8 Upload to PracticeFusion EHR Website In order to qualify for the Medicare Medicaid bonus payments you must be using a certified EHR product ezChartWriter although full featured is designed specifically for entering ophthalmic data quickly and easily We are NOT certified However by simply transferring your data into the free certified PracticeFusion EHR you will qualify for payments And you will get a few extra benefits that our software alone cannot provide including a web based portal for your patients to review their own charts Used in conjunction with our software you will have an effective combination Data can be easily transferred into PracticeFusion EHR website by clicking the PracticeFusion EHR button at the bottom of the Sign amp Finalize Tool as show below Once the website opens you must log into your PracticeFusion account Note If you have yet to create an account open the website
153. To view or remove existing templates click and choose from the dropdown list at the top Add new image templates in the box at the bottom Working With Encounters 365 2011 Iccomplish Inc 7 6 4 Encounter Template Typically you shouldn t need to edit the Encounter Templates but if you wish to use your own headings or add special text this is how to do it Note that any text enclosed in brackets is a software tag and should not be deleted It is where the software inserts your text statements into the SOAPnote WARNING Do NOT delete the tags in brackets Your software will stop working properly if you do You can add all the text you want outside of the bracket positions This text will appear on EVERY encounter of this template type IF YOUR ARE UNSURE DO NOT MAKE MODIFICATIONS TO THE PRIMARY TEMPLATE EXAM ADULT It can be your roll back template that you can copy paste into other templates as necessary ezChartWriter User Manual 366 2011 Iccomplish Inc 7 6 5 Customize SOAPwriter The SOAPwriter tool allows you to click on text statements to automatically add them to your note creating a sentence by sentence narrative To customize these statements you need to use the SOAPwriter Customization Tool Pay particular attention to the structure of the templates as they determine how your SOAPwriter statements will look To begin you must select a category in the dropdown box at the top The categories correspond to
154. Use the Split table cell and Combine table cells commands in Main menu Table or corresponding Table toolbar toolbuttons Here is a table originally 3 rows and 2 columns which has had split and combine operations carried out on the second and third rows respectively Cell 1 Cell 2 Cell 3 Cells 1 and 2 combined Splitting columns To split a column of blank cells into two highlight the whole column then click the Split table cell toolbutton To Vertical Split and Combine Cells Vertical splitting relies on showing hiding the top and bottom borders of adjacent cells Let s start with a 4 cell table Cell 1 Cell 2 Cell 3 Cell 4 Basic Functions 157 2011 Iccomplish Inc Figure 1 Think of each cell as having four borders like this Cell 1 Cell 2 Cell 3 Cell 4 Figure 2 To avoid grid thickening either the upper cell s floor or the lower cell s ceiling may be visible but not both Occasionally you may notice a double thickness grid wall but this will disappear when you return to the report after moving to another node or closing the file so is an artefact Cell 1 floor visible Cell 2 Cell 3 ceiling hidden Cell 4 Figure 3 Cell 1 floor hidden Cell 2 Cell 3 ceiling visible Cell 4 Figure 4 Cell 1 floor hidden Cell 2 Cell 3 ceiling hidden Cell 4 Figure 5 Note the misalignment in the floors of Cells 1 and 2 in Figure 3 compared with Figure 4 due to different show hide selections
155. Writer User Manual 474 2011 Iccomplish Inc Billing Module 475 2011 Iccomplish Inc 10 16 Admin Features The Admin mode allows you to edit nearly ALL transactions on a patient ledger This is useful if a mistake was made for instance the wrong patient was credited with making a payment Only limited staff should have access to the Admin module Note the red bar which indicates when you are in Admin mode Always sign out completely when done To begin find and double click on the patient name you wish to edit The Transactions Edit screen will appear ezChartWriter User Manual 476 2011 Iccomplish Inc Indicate which transactions to delete or change the Transaction Type Date Amount See the section on Editing Transactions for the options available Part XI ezChartWriter User Manual 478 2011 Iccomplish Inc 11 Troubleshooting Problems Network Crash Network crashes are the worst diaster that can befall your database If you are working on a chart at the same time the network goes down there is a high probability that you database may be damaged Using a wireless network for a portion of your network increases the risks Since ezHealthWare software is an intensive database driven program you can expect a wireless network to be slower than a typical 100Mbps wired LAN how much slower depends on the wireless system you choose If you must use a wireless network it is probably best to use the exam room
156. acle Rx 281 291 spectacle Rx tool 246 statistics 173 sticky note 135 417 subjective findings tool 250 subjective refraction 281 subscriber 130 430 suggest idea feature 215 summary of revenue report 469 superbill 339 444 switch chart view 230 system info 106 T tables 151 tax 442 469 template form letter 194 SOAPwriter 369 templates 365 445 timescale 402 tip of the day 215 toggle button 260 toolbox 230 245 TOPCON 272 276 385 transactions 448 475 transfer balance to patient 448 trial frame Rx 281 trial period 19 troubleshooting 478 network problems 73 U U amp C fee 442 undo billing transaction 475 uninstall software 478 updates 172 upgrade database 478 upload claims 459 user details 98 user groups 166 user login 84 user name 208 370 V view licenses 96 view prior encounters 229 Vista 21 478 visual acuity 278 vital signs 328 W week view 395 ezChartWriter User Manual 540 2011 Iccomplish Inc weight 328 Windows7 21 478 wireless network 68 write off insurance balance 448 patient balance 448 X XP compatiblility 21 478
157. act lens prescriptions by clicking the Brand from the right side dropdown lists then using the slider bars to enter the correct diopter power ezChartWriter User Manual 294 2011 Iccomplish Inc Printing the Rx Click the Print Preview button at the bottom to begin the process of printing the Rx The Rx Printing Options screen displays With this tool you can customize your Rx to the type of paper you are using whether 2 or 4 part Rx paper or just plain paper You can also customize what information appears on the Rx The font of the body of the Rx can also be adjusted Any changes you make will be remembered for next time as the default on the computer you make the changes on only Working With Encounters 295 2011 Iccomplish Inc Clicking Continue will display the actual Rx as it will appear Once you print the Rx click Close and you will be prompted to save a copy as an editable Report If you do the Rx will be viewable in the future in the Encounter List in the main module ezChartWriter User Manual 296 2011 Iccomplish Inc 7 3 8 Plan amp Assessment Tool The Plan Assessment tool allows you to create a problem plan list for the encounter as well as detail patient education and follow up requirements There are four primary sections displayed as tabs on the left side Quick Plan Designed to allow for quick creation of a refractive problem plan list You can enter an assessment plan and follow up on this p
158. actively donate our software licenses from time to time If your organization appears to meet the criteria please email our Sales department to receive the discount and or donated license code Please make sure you provide the following information 1 Profile Brief overview of your organization and it s status e g non profit academic etc 2 Products Product s that you would like to purchase or have donated 3 Purpose How do you intend to use the software Q As I continue to practice working through your software and troubleshooting it for my practice and similar offices I become more impressed The one issue that if unresolved would keep me from going forward with it is that of multiple doctors It seems as if I am limited to a single doctor A There must be some confusion Multiple doctors are allowed and can create and sign off on patient encounters Only the Appointment Scheduler is limited to a single provider although multiple patients can be booked side by side you have to manually indicate doctor using color coding To create additional providers use Admin gt Settings amp Options gt User Details Q My trial time with ezChartWriter has expired can I download the software again A If you are still actively investigating the software we can give you a short extension of the trial period Email support ezChartWriter com for more information ezChartWriter User Manual 496 2011 Iccomplish Inc Q During
159. age Click the items you wish to include or uncheck to remove Assessment Includes tabs for Refractive Binocular Ocular Pathology and Diagnosis by alphabetical list or category You can also click and drag down descriptors e g OD stable or worsening after the assessment Working With Encounters 297 2011 Iccomplish Inc Plan Includes tabs for Refractive Plan Ocular Tx Plan and Patient Education The Ocular Treatment Plan tab allows you the ability to list prescribed medications in the Plan section as well as creating actual Printed Rx Follow Up Includes sections for Follow Up Timeline Follow Up Recommendations Recall Date ezChartWriter User Manual 298 2011 Iccomplish Inc 7 3 9 Contact Lens Tool The Contact Lens Tool allows for entry of contact lens prescriptions and fit assessments The tool divides contacts into four broad categories Habitual Contact Lenses The contact lenses the patient comes in wearing can be indicated in this section This can be done two ways the Add New button if you don t have a previous record to draw from or the Search CL History button if you have seen the patient before Working With Encounters 299 2011 Iccomplish Inc After clicking the Add New button the Contact Lens Power Tool will open and power parameters can be entered If an existing prescription may be present use the Search CL History tool to pull up a list of all previous contacts To quick
160. ain Menu gt Program Settings gt Insurances in ezChartWriter or within the ezClaimBiller module you can use the top menu Options gt List of Insurance Plans Dealing with a Total Network Outage 1 Keep a 4 GB USB stick drive handy empty 2 Keep a laptop computer in the office with the newest version of ezChartWriter installed But don t run the software yet since it doesn t have a database to attach to yet 3 When you have a network emergency use the USB stick drive to copy the database folder from your server to the stick drive You need to copy the five files that end in dez to a folder on the stick drive you create called ezHW_Data 4 Once the files are copied insert the stick drive in your laptop 5 Start ezChartWriter on the laptop If it s the first time run it will show a setup screen and as whether you ve installed before say YES and select Find Database Link to the files on your USB drive If you have run ezChartWriter before on this computer it will open to the blank database Simply click Switch Database on the main screen and select the location on the stick drive 6 Now you can enter data normally on your laptop for instance working in your exam room right on the laptop 7 When your network is operating again you need to copy the database files back on to the server Be careful that you are copying FROM the usb drive TO the server 8 Restart computers on your network and they should be back to normal ope
161. al like AAA Patient1 etc That way they would never be confused with actual patients 2 Merge all the charts with the Joe Sample patient which is the default Sample patient Do this by signing in as a User then clicking on the Open drawer of the file cabinet For each extra patient Right Click and select Merge Patient on the menu Enter the Merge To patient ID which will be 00001 the sample patient All documents will merge into the new patient 3 Start COMPLETELY fresh you ll have to re enter your clinic info and other settings Navigate to C ezHW_Data or wherever you put your patient database on a network Change the name of this folder to ezHW_Data2 Open this program and follow the setup instructions Check the box for First Time Installation so it will automatically create a blank database again NOTE You are free to use the sample patient Joe Sample which is the ONLY chart that can be closed with Pending Encounters applies to version 3 0 50 and higher 12 3 Install Problems Troubleshooting Q I tried to download the newer version to try it out on Vista but could not get the database updated A One of the security features of Vista is that it will not let a program modify a file unless it is in a location considered safe The new version of ezChartWriter has moved the database to a folder call ezHW_Data on the computer s root drive What you can do to test a new version fresh install is this 1 Go to the folder
162. al different channels similar to the way radio stations use different channels In the United States and Canada these channels are 1 6 and 11 Just like you ll sometimes hear interference on one radio station while another is perfectly clear sometimes one wireless channel is clearer than others Try changing your wireless router s channel through your router s configuration page to see if your signal strength improves You don t need to change your computer s configuration because it ll automatically detect the new channel Tip 7 Reduce wireless interference If you have cordless phones or other wireless electronics in your home your computer might not be able to hear your router over the noise from the other wireless devices To quiet the noise avoid wireless electronics that use the 2 4GHz frequency Instead look for cordless phones that use the 5 8GHz or 900MHz frequencies Installation and Setup 71 2011 Iccomplish Inc Tip 8 Update your firmware or your network adapter driver Router manufacturers regularly make free improvements to their routers Sometimes these improvements increase performance To get the latest firmware updates for your router visit your router manufacturer s Web site Similarly network adapter vendors occasionally update the software that Windows uses to communicate with your network adapter known as the driver These updates typically improve performance and reliability To get the driver updat
163. am I keep getting an error message that the database is corrupt A Did you set the Share Settings for the database folder on the server to allow network access You would do this at least on an WinXP machine by right clicking the database folder ezHW_Data and selecting Sharing and Security Then in the network sharing section click the box Share this folder Then you MUST check the box Allow users to change files 12 5 Using the Software HIPAA Requirements Working with Encounters Customization Reports amp Rx s Backup Utilities Billing Module Appointment Scheduler Recall Manager Data Exchange 12 5 1 HIPAA Requirements Q What about the patient s signature for HIPAA How do you keep that A That should be on your patient info sheet that would get scanned Then you click the HIPAA Frequently Asked Questions 511 2011 Iccomplish Inc acknowledgement on demographics indicating that you ve done this step and provided a copy of privacy notice This meets HIPAA requirements Q Will your software be able to send to insurance companies a claim encounter form in the HIPAA standard X12 837 content and data format A Although it s technically possible to add X12 837 capability we ve found it s simpler to use a clearinghouse to convert files which most do for free see www OfficeAlly com as an example 12 5 2 Working with Encounters Q I noticed that when a staff logs in such as Joe Smith I noticed th
164. an also clear the image Filter Menu The Filter menu applies image processing to the entire image such as brightening grayscale or blur Color Palette Left click to choose the foreground color and right click selects the background color To choose more colors use the menu item Format ezChartWriter User Manual 338 2011 Iccomplish Inc Standard Image Templates The software has a number of built in drawing templates Below is a sampling of some of those templates You are encouraged to create your own and feel free to email us a copy so we can add to the database How To Insert an Photo To copy an image for example from a retinal photo that you can annotate there are two methods Option 1 Use the Load button to open the document or the Scan button to directly import Note that you will probably need to re size the image BEFORE attempting to load the image Option 2 Use a image capture program such as SnagIt from www techsmith com to capture the portion of the image you want and resize Then use the copy paste function to insert in the drawing After the image is inserted you can draw and annotate directly on the image Working With Encounters 339 2011 Iccomplish Inc Use the ctrl c copy and ctrl v paste key combinations to copy paste images directly onto the canvas 7 4 Image Manager The Image Manager allows you to view all the patient drawings in a single location You can edit delete or print ima
165. and Security Settings In addition you can purchase and register the software Software Account Admin Settings amp Options Reset Passwords View Audit Trail 5 1 Software Account The Manage Software Account screen will allow you to purchase the software via secure link register license your copy view existing licenses and change the clinic telephone which serves as the account number Purchase Software Register License Software View Licenses Change Clinic Telephone Number Admin Functions 93 2011 Iccomplish Inc 5 1 1 Purchase Software Whether you are purchasing the software for the first time or renewing your license the Purchase Software screen will the make the process super easy The uploading of your order is our recommended method since there is no chance of mis entering important account information that we need to generate your license file You can purchase in one of three methods Via secure internet connection directly to our server with full encryption of your credit card data Generate a paper order form submit via fax or mail Launch the website so you can order off the ezChartWriter website ezChartWriter User Manual 94 2011 Iccomplish Inc 5 1 2 Register License Software This is the tool you use to update your license after purchasing Make sure the Primary Practice Telephone is filled in with the phone number for your clinic office This is the number we will use for licensing It
166. and insurance ID numbers Certain items such as security level and user type can only be modified in the Admin settings User Name Password You can change the username here as well as the password if the current password is known otherwise the Admin account must be used to reset it Security Setting The user security level is visible but only modifiable by the System Administrator The user can however change their username or password on this screen Set me as the Default user On each computer network or solo the default username displayed at startup on the LOGIN screen is determined by this setting The user who primarily uses this computer should check this box Folder Paths Set default locations for the following folders Working With Encounters 373 2011 Iccomplish Inc Path to PDF documents When saving a PDF version of a report or Rx this is the default location when asked to save file Typically this would be your My Documents folder Path to Patient Photos If you are capturing patient photos to include in the Patient Demographics window this is the default location to store them Typically this should be C ezHW_Data Photos Path to Database Backups The default location where ezBackup stores backup images of your database Custom Lists Throughout ezChartWriter there are various lists and choices that can be customized You may edit or add to these lists by performing one of the follo
167. any of the options on the SUBJECTIVE FINDINGS FORM The templates available cover both new and established patient encounters DEMOGRAPHICS BUTTON amp ETHNICITY DROPDOWN if you wish to include the patient age or race clicking the DEMOGRAPHICS button will calculate and display them PATIENT TYPE Choose whether New Established with sub types PATIENT STATUS indicates whether you have prior paper or electronic records for the patient LAST EYE EXAM if you selected established patient this field auto fills with the date of last exam if electronic record exists otherwise you can select the appropriate time frame from the dropdown list You may also specify the location provider of last exam ezChartWriter User Manual 252 2011 Iccomplish Inc ENCOUNTER TYPE you may indicate the type of encounter In conjunction with the PATIENT TYPE field this auto calculates the proper 92000 series CPT code If you select medical eye exam however you must choose the CPT code yourself when finalizing the encounter OCULAR REVIEW OF SYMPTOMS much like the systemic review of systems you can cover most of the patients spectrum of symptoms The No ocular symptoms noted choice is auto selected but you can over ride it by simply clicking the OCULAR SYMPTOMS button in the toolbox at the bottom of the SUBJECTIVE FINDINGS tool SUBJECTIVE HISTORY aka PATIENT HISTORY this group of buttons allows you to fully specify the patients medi
168. appointments called Recurring Events that allow you to signify a Lunch hour or other time out of office Flags The appointment status can be indicated with one of the four Status buttons at the bottom Mark as Arrived A timestamp is added to the appointment display to indicate the time arrived Mark as Completed A time stamp is added to the appointment display to indicate the time of completion Appointment Scheduler 401 2011 Iccomplish Inc No Show If a patient no shows for the appointment you can indicate this Canceled Appt Rather than deleting an appointment that a patient cancels it is recommended that you mark it as canceled This keeps a record of your scheduled appointments for that day and also allows you to reopen the appointment if the patient later changes their mind Simply click the cancel button again to remove the flag Appointment Icons 9 5 Edit or Move an Appointment You can edit move or delete an appointment in a number of different ways Edit You can open an existing appointment for editing in two ways double clicking the appointment or by right clicking and selecting Open The appointment screen will open and you can modify data Appointments marked Completed will not allow you to update data Move You can move an appointment in two ways The easiest is to click and drag the appointment to the new location If the date is farther in the future you can right click the appointment and
169. are for Ophthalmic Professionals optometrists ophthalmologists and opticians It allows you to track patients create reports and prescriptions enter exam data and generate letters ezChartWriter resides on your local computer and can be networked so that all Windows XP Win 2000 Vista or Windows7 computers can see the data With its many basic and advanced features ezChartWriter offers a secure affordable and efficient means to add EMR to your practice It allows creating and printing medication and or ophthalmic prescriptions It includes a built in word processor report editor Rx logbook feature reminders and note documentation tool in one application which you can use to organize your patient demographics Rx s and other data Program Structure ezChartWriter uses familiar images as the cornerstone of the user interface For example a patient chart looks similar to what you would see in the paper format Rx s and notes are presented in lists that can be double clicked to call up the appropriate report The report editor is similar to standard word processors available in Windows XP Certification In order to keep our software very low cost only 199 per year per location with unlimited computers users we are not pursuing certification at this time However because some of our doctors see a significant amount of Medicare patients we have partially integrated with PracticeFusionEHR com That site is a free EHR and has ONC certificati
170. asted Most routers don t allow you to increase the power output but you can make better use of the power Upgrade to a hi gain antenna that focuses the wireless signals only one direction You can aim the signal in the direction you need it ezChartWriter User Manual 70 2011 Iccomplish Inc most Tip 4 Replace your computer s wireless network adapter Wireless network signals must be sent both to and from your computer Sometimes your router can broadcast strongly enough to reach your computer but your computer can t send signals back to your router To improve this replace your laptop s PC card based wireless network adapter with a USB network adapter that uses an external antenna In particular consider the Hawking Hi Gain Wireless USB network adapter which adds an external hi gain antenna to your computer and can significantly improve your range NOTE Laptops with built in wireless typically have excellent antennas and don t need to have their network adapters upgraded Tip 5 Add a wireless repeater Wireless repeaters extend your wireless network range without requiring you to add any wiring Just place the wireless repeater halfway between your wireless access point and your computer and you ll get an instant boost to your wireless signal strength Check out the wireless repeaters from ViewSonic D Link Linksys and Buffalo Technology Tip 6 Change your wireless channel Wireless routers can broadcast on sever
171. at the pulled charts display menu will display the patients names under the patient name heading however it displays Joe Smith under the Provider heading Is it saying that Joe Smith is the provider on the record even though Joe Smith is a staff member Or is that just designating the person who worked on the file If so is there a reason for Joe Smith to be under the Provider heading I only set up as me under the provider settings A Until the encounter report note is signed the person who created it will be listed Once signed the provider who presumably should only be allowed to sign off on encounters will be the listed person Q Is there are drawing capability A Yes it s part of the Exam Tool Q How do you do a drawing with an exam encounter A Drawings can only be inserted with the Quick Exam Tool On the right side menu click the Quick Exam Tool menu option Say for example that you want to add a cornea drawing you would click the cornea button when it s Green Norm and you will get the Q Tool screen The third tab at the top shows the Drawing Tool From there you choose the correct Image Template and draw on it just like a regular Paint type program Once you hit Save the software will ask if you want to insert the drawing into your exam notes Typically you would say yes NOTE There are a few quirks to the drawing module You can only view one inserted image in the chart at a time although any additional dra
172. ate Main menu Table There are several menu choices enabling you to alter the following table parameters Other methods of altering tables Editing text in tables Adjusting column width and position Working With Encounters 319 2011 Iccomplish Inc Moving a column or row Inserting and deleting rows and columns Splitting and combining cells The proportional width of a table as a percentage of the report width can be altered by using the table properties dialog or by dragging the table handles in the horizontal report ruler You can adjust the width of each column by dragging the dividing partition left or right To enter text within a table position the report cursor in the appropriate cell and begin typing If you make a mistake in table creation deletion or typing you can generally undo your actions by pressing Ctrl Z or clicking the Undo toolbutton To delete a table position the report cursor anywhere within it and click Main menu Table Delete You will be asked to confirm your action You can also delete a table without confirmation by inserting a blank line above and below if not already present highlighting the whole table including the two blank lines and pressing Del Highlighting just the table and pressing Del removes all text within the table but not the table itself As mentioned above you can restore a deleted table by pressing Ctrl Z or clicking the Undo toolbutton You cannot easily move copy or
173. atement NOTE The highlighted areas after the text indicate spaces You should include one or two spaces after every statement so that multiple statements form intact sentences and not run ons Once you have entered all the statements that you think you need it s time to preview your work Step 5 Click on the Preview tab at the top and you will see a rough approximation of what the final display will look like To finish the customization you need to check the boxes of the default statements and headings anything checked will be inserted when a button is set to NORM You may also want to set the color codes for the headings useful when a large amount of text choices are present The standard color system is as follows HEADINGS white or light grey DEFAULT FINDINGS yellow DEFAULT NORMAL light green DEFAULT ABNORMAL light red You may however use any color scheme you desire but it is recommended that you keep it consistent Step 6 You can now change the name of the lt Custom1 gt button to one of your own liking In this example we want to change it to Limbus Simply click on the Rename button at the very top or double click the current name and a edit box displays Make your changes and save the work Accept Step 7 ezChartWriter User Manual 350 2011 Iccomplish Inc You are now finished creating your custom button Click Save and you will be returned to the orginal Exam PickList
174. athUtil exe program found in the ezUtilities folder go to C Program Files ezHealthWare ezUtilities The path displayed should be the location of your database Typically the Tool Path should be in the same location although advanced users can change this location to allow for custom Tool Database on each computer You can also use this utility to set a new database location Part IV ezChartWriter User Manual 78 2011 Iccomplish Inc 4 Getting Started How do I login as a User How do I login as a Administrator How do I recover a lost password How do I access FAQ frequent questions How do I access the User Manual pdf How do I use the demo patient Joe Sample 4 1 Using the Setup Wizard The first time ezChartWriter is accessed the Networking Wizard displays to guide you through configuring the program according to your custom settings even if you do not plan to install on a network you must follow these steps 1 Open ezChartWriter The Program Splash Screen displays click Continue 2 Click Start to start the wizard The Networking Wizard window displays Getting Started 79 2011 Iccomplish Inc 3 Select the First time installation option and select the Edit Admin Settings box It is recommended that you use the default installation location usually the Program Files ezHealthWare folder unless you are setting up a client computer on a network 4 Click Next The Registration of Software window d
175. ave from the menu at the top Choose a unique name that describes the label layout you created typically you would want to use the Avery label number to keep things simple Basic Functions 193 2011 Iccomplish Inc Using the DYMO LabelWriter Option The DYMO label printer makes printing labels very easy Select the printer from the list or the closest match Be sure to do a test print to verify the positioning of your address fields Then choose the correct roll on dual systems to begin the print job ezChartWriter User Manual 194 2011 Iccomplish Inc 6 4 1 2 Create Form Letters There are two views in the Form Letters section Template view and Merged Document view Template View This view allows you to edit the letter template including a mix of data fields and regular text To add text formatting bold fonts etc then create the document in MS Word or Wordpad first then copy paste into the template Click Template gt Save in the top menu to save your work Merged Document Click the Show Merged Document button to preview what an actual letter will look like Basic Functions 195 2011 Iccomplish Inc Use the arrows to navigate through the letters Click the Print All button to printout the merged letters 6 4 1 3 Generate Email List If you wish to generate a list of email addresses for those patients that have one entered use this utility Currently you must export the list of email addresses to
176. awings with the pencil if you have the coordination to guide the mouse with great care The Airbrush Tool The airbrush tool is a bit more complicated than the regular paintbrush Instead of applying color to the image evenly it applies it gradually The spray is a semi random distribution of pixels Gradually as the airbrush is left hovering over the same area while it is painting it will fill up with color A skillful artist can use this effect to create subtle differences in tone and variation and even achieve the illusion that colors are mixing all by using the airbrush It does take some getting used to however The airbrush can paint at three different sizes selected through the Options portion of the Toolbar Options Menu The Paintbrush Tool The Paint Brush tool is similar to the pencil but has more features It too can be used in different colors but the shape and size of the Paint Brush can also be changed You can use vertical or horizontal shaped brushes of various sizes selected in the Options The Line Tool The Straight Line tool is pretty easy to work with You can change the color and width of your lines by using the Toolbar Options All you have to do to draw a line is click on the image where you want one of the line s endpoints to be then drag over to where you want the other endpoint to be Then release the button Easy But the lines can only be straight The Shape Tool The Rectangle tool draws three types of rec
177. ay Note that the current version doesn t tell you that you have an attachment for a given patient chart But you can see it at any time by clicking the Attachments button You can actually attach ANY type of outside document this way Q Will it adapt to the Humphrey auto lensometer Humphrey auto refractor Topcon auto NCT and what do I need to achieve that A You have to use the eyeCOMM utility found in ezUtilities folder which can currently only read in Topcon and Reichert AR AK readings but your tech can enter the lensometry NCT data manually on the pretest computer Q Do most of your doctors input in the pretest info themselves or is it inputted by the receptionist A It varies but most have a pretest computer that sits near the instrumentation The tech doing the pretest will enter the data into the eyeCOMM utility found in ezHealthWare ezUtilities which will save the data in a folder you specify usually on the same computer as the main patient database You can then import the data into the chart with the Automated Instruments tool using Instrument Link button Q Is it compatible with linking up to instruments A This area is a bit weak in the software hopefully we will have improvements with more instruments in the upcoming year Right now you can test out the eyeCOMM module but it is unsupported i e if it works great if not you ll have to wait for enhancements Q I am trying to link the ezChartWriter
178. basic and only supports certain instruments the Topcon should work however Q Can you hook up prescreen equipment to the program I thought I saw an import area in the automated equipment how would you do this A The software supports a limited set of AutoRef Keratometers currently The pretest program called eyeCOMM will also allow the entry of lensometry and NCT data manually by you Tech This presupposes that the pretest equipment is attached to a different computer in a different room If you re hooked into your exam room computer then you can use eyeCOMM to pass just the AR AK and then you would enter the NCT Lenso data directly into ezChartWriter A serial port is required some newer laptops don t come with one Q Current instruments that work with eyeCOMM A Topcon 8000 Reichert 550 555 Other instruments Under investigation Topcon 8800 Canon Zeiss Humphrey Acuitus See the eyeCOMM user guide for details eyeCOMM zip Q Can the software communicate with instruments I have SPEEDY K AUTO REFRACTOR NIKON AUTO phopter MATRIX VISUAL FIELD TOPCON LENSMETER AND RTA5 I NOT WORRY IF THE IS AN ADDITION CHARGE I UNDERSTAND WHAT S INVOLVED A The software currently only interfaces with the Topcon 8000 AR AK and Rechiert AR AK 550 instruments New instruments may be added in the future Q Is it possible to have an IT person create interfaces A Since instrument interfaces are not standardized it would be difficult The
179. be recorded separately The alternative is the mini SOAP which puts the elements of the Fit Assessment into a single entry in the Objective section of the SOAP note This is done when you are doing the contact lens fit assessment as part of a larger encounter process e g complete eye exam with contact lenses Final Contact Lens Prescription The final contact lens prescription s that you will be giving to the patient Can be printed multiple times by changing the Rx then clicking Preview Rx button Once you click the Preview Rx button you will be asked if you want to save a copy in the Plan usually you want to answer yes unless you are just reprinting for instance if your printer malfunctioned The prescription pad screen will display for your review ezChartWriter User Manual 302 2011 Iccomplish Inc If all is well click the Preview if you want to see the actual on screen version of the printout or just click Print amp Save button to print without previewing 7 3 9 1 Contact Lens Power Tool The Contact Lens Power tool is divided into a right and left side The right side is the detailed parameters in grid format the left side is the Diopter Power Tool But before you can begin using the tool you must select the contact lens brand using the dropdown arrow Working With Encounters 303 2011 Iccomplish Inc Once the brand is selected the power sliders become available Alternatively you can use the green arrow butt
180. bsite or install off a CD ROM Website Download This option requires a high speed internet connection as the setup file is approximately 50MB in size This translates to a few minutes of download time DSL to hours dial up Installation and Setup 27 2011 Iccomplish Inc To download click the website link www ezchartwriter com download php A confirmation screen may appear similar to below Click Save to save the file to your local hard drive usually in your My Documents Downloads folder Remember this location Once the download is complete double click on the file ezchartwriter_setup exe to start the installation process Follow the on screen prompts CD ROM Installation If you have a CD ROM disc you simply have to insert the disc in your CD drive and it will usually auto start If it does not open the My Computer icon click on the CD ROM drive icon then double click the file setup exe Follow the on screen prompts ezChartWriter User Manual 28 2011 Iccomplish Inc 3 2 Networking Options ezHealthWare Networking Tutorial A guide to planning and installing a successful network capable of running ezHealthWare software on multiple computers in your office 3 2 1 Networking the Software Networking Choices Software Hardware Requirements Setting Up the Network Keys to Successful Networking lt MUST READ Our Networking Recommendations Installing ezHealthWare software on your Server Shar
181. c power slider tools you will see a small green arrow near the top left corner Clicking on it will give a menu of options for importing prior or current data For instance on the Refraction Tool you use the green arrow to pull prior lensometry or autorefraction data forward CONTACT LENS TOOL You use the green arrow to import Subjective Refraction findings or maybe a lensometry reading You would then click the Contact Lens Power Conversions buttons at the bottom to clean up the data To pull prior years Contact Lens parameters you would click the large Find Contacts button s on the CL tool PRIOR EXAM FINDINGS There is no simple way to copy prior exam findings and you generally wouldn t want to since they would likely be different However you may on occasion want to copy some of the verbiage from a prior record say a description of a corneal problem To do this you open the prior chart from within the current chart by clicking Full Chart on bottom left side of buttons in chart view then use the dropdown at top to find relevant prior encounter Use your mouse to select the text you wish to copy and then right click select copy or just use ctrl c from keyboard Close the prior encounters and paste the text into your Soap Note at the appropriate place using ctrl v or right click the background changes to green in edit mode NOTE Try not to delete any of the Anchor Tags that have curly brackets like this Cornea as these are us
182. cal history If the patient is All Normal simply click the green arrow and the buttons turn green indicating normal You can unselect a button by clicking on it individually To set specific problems click the DETAILS button The QUICK HISTORY screen appears covered in detail further below DATE OF MED HISTORY if you are reviewing history from a prior exam you can set the date here Also indicate if outside records where reviewed to determine patient history for instance in a nursing home environment COMPLAINTS TAB Allows you to enter specific patient complaints ranging from vision to medical related Although at the current time the checkboxes are not customizable you can easily edit you choices in either the PREVIEW tab or in the SOAPnote itself COMPLAINTS General vision complaints as well as some medical eye related complaints Two sections are available the CHIEF COMPLAINT at the top and an ALSO REPORTING section at the bottom portion of the tab SPECTACLES Enter information regarding the patient s spectacle wearing status CONTACT LENSES Enter details about the CL wear history can be in addition to or in place of the CONTACT LENS tool from the TOOLBOX MISC COMPLAINTS other complaints that do not fit easily into other categories SOAPWRITER TAB The SOAPwriter function is on of the most powerful in ezChartWriter Located as subsections of most of the other tools also and as a stand alone tool found
183. can Method and Attach File Method Both methods create a new folder item in your database folder containing a copy of the document If you Attach a document the original document stays in the present location and an exact duplicate is added to the Documents folder You can browse the Documents folder by opening the database folder and clicking Documents The documents are arranged by Patient Name alphabetized then by category WARNING Do not move rename or delete files in the Document folder as this will cause the file to become unavailable for browsing opening in the Encounter List Direct Scan Method requires a TWAIN compatible scanner Click the Scan Document button after you select lt Add New gt Basic Functions 161 2011 Iccomplish Inc Attach File Method To Attach a file that already exists for example a faxed emaild pdf document or your own scanned document click the Attachments button at the bottom of the Encounter List ezChartWriter User Manual 162 2011 Iccomplish Inc On the next screen click the Add File button to locate the file you wish to Attach The document properties page appears and you must enter a category Then click the browse button to attach the file 6 1 4 6 Rx Logbook The Prescription Tracking Logbook allows for tracking of all prescriptions created in the software There are four categories Full Rx List Medications Spectacles Contact Lenses Basic Functions 163 2011 I
184. ccomplish Inc Double click an item to select Use the Expand Collapse checkbox to show hide the full prescription 6 2 Patient Reminders Patient Reminders allows a method to send messages reminders to yourself or others for specific patients generally to be acted upon at some future date For example if you wish to remind your staff to call a patient in a week to check the status of an eye problem you would create an eReminder and set the send date for one week in the future Create Send a New Reminder Receiving a Reminder Managing Reminders User Groups ezChartWriter User Manual 164 2011 Iccomplish Inc 6 2 1 Create Send a New Reminder To create and send an eReminder you fill out a form that resembles a standard email The following fields must be entered To Field REQUIRED Enter the user that the email should be sent to or choose a user group Action Date REQUIRED This is the date the eReminder will trigger and appear in the recipients inbox Patient REQUIRED The patient that is the subject of the eReminder Subject REQUIRED The reason for the eReminder Urgency A flag for the level of urgency Mark as Confidential If you wish to keep the eReminder from being read by anyone but the actual user you can set a password Basic Functions 165 2011 Iccomplish Inc eReminder Body The text of the reminder can be formatted by using the richtext controls 6 2 2 Receiving a R
185. commended one is OfficeAlly com Instead of clicking Print claim you would select Export then save the file When ready to upload all your claims just hit the Upload button to convert them into a machine readable batch file The go to OfficeAlly com and upload them into their system Q I just had a question about your software for billing ins Can you input the info into the emr billing section and electronically sent it to the ins co via the Internet Or do you have to print out a form and mail it in I currently am looking at your software and just had some questions A You can send it to the insurance company electronically but you actually send it to a clearinghouse first The one we recommend is called www OfficeAlly com It s free to use the insurance companies pay them and fairly easy All you would do is click the Export button instead of the Print button on the HCFA CMS 1500 form screen Then when you are ready to send them to OfficeAlly you click the Upload button to convert to machine readable format and then go to the OfficeAlly site to upload send them the file Q To electronically file your billing do we need to contract thru a clearinghouse or does your company do that for your customers Either way do you know how much extra that would cost A You do need to use a clearinghouse we don t process claims Most clearinghouses are paid by the insurance company so they charge only a nominal fee We recommend OfficeAlly
186. computer as the server and let other computers link into that system Bad network cards and faulty cables can also be a culprit Broken network connections as sometimes happen with wireless systems can result in database corruption Do regular backups of your data at least daily Database Crash You will recognize a database crash when you see this dreaded message Unrecognized Database Format or something similarly ominous WARNING Do an immediate backup using the instructions below before doing anything else 1 Make an immediate backup copy the entire C ezHW_Data folder to a flash drive and or external drive BEFORE DOING ANYTHING ELSE 2 Do you have an existing recent backup If so roll back to that copy 3 If it s been a few days since your backup send the following file to us so we can analyze and attempt to repair the database C ezHW_Data ezDB dez Right click and choose Send To gt Compressed Folder to zip the file better yet use the ezBackup utility to create a copy that s already compressed Troubleshooting Problems 479 2011 Iccomplish Inc You can use the link we send you to securely upload the database to us do this at the end of your workday we will TRY and return it the next day if it is repairable Note that some database crashes cannot be repaired and you MUST return to your most recent backup Software Crashes low memory The MOST common cause of crashes of the software is due to low memory
187. cord a payment with the button on bottom left of FeeSlip 2 print a billing statement and 3 Q How do you prepare and print out a patient Superbill A You can do a paper Superbill by simply printing out from the Reports Manager gt Misc gt Billing gt Superbill Grid which will give you a report you can hand fill out and give to patient If you are thinking more of a statement with billing codes it s quicker to open the Billing Module open the patient and create a FeeSlip You can then click the Print Preview button to get a nice formatted statement Q Can you tell me how I go about importing uploading the CMS 1500 into Office Ally for making the insurance claim A If you are already printing the paper HCFA CMS 1500 forms you only need to add a few steps to go electronic First you have to sign up with officeally com or similar EDI clearinghouse Then for each claim you create on screen you would click the Export button at the top instead of Print At the end of the day or week or whatever schedule you desire you need to batch and upload the claims To batch your individual claims you click the UPLOAD button on the billing module main screen Select all claims to include and press SAVE Remember where the folder is that you saved to typically C ezHW_Data Claims Batch So you now have a file that the clearinghouse can use You must upload the claim to the website you do this by logging into OfficeAlly and clicking the Upl
188. crosoft Word to the currently open report Cut Copy Paste using the keyboard Having highlighted the block press Ctrl X to cut it or Ctrl C to copy it then Ctrl V to paste it within the same or a different report all using the Windows Clipboard The target may be in the same report file another report file that you open or an open document in a compatible application such as a word processor Although dragging and dropping is very easy to do this method offers several advantages Using the keyboard to select text may feel more precise Once text is copied to the Windows Clipboard itcan be pasted into multiple locations whereas the entire drag and drop must be repeated each time Basic Functions 147 2011 Iccomplish Inc Formatting Text Although you can use the same font face size and color throughout the report text is much more attractive when headings are more prominent subparagraphs are indented etc Plain Text and Rich Text You can add text colors font faces sizes and styles such as boldface and the report is regarded as being in Rich Text Format RTF RTF reports can be converted to plain text easily if desired Examples This paragraph uses Plain Text alone All text is the same font face style size and color Boldfacing italics underlining etc are not used changing from lower case to UPPER CASE is the only way to make text more prominent This paragraph uses Rich Text which allows many more forma
189. d Down arrow keys move up and down columns Note that if you start from outside a table the Down arrow key will move down the leftmost column and the Up arrow key will move up the rightmost column Working With Encounters 321 2011 Iccomplish Inc Moving Text Columns and Tables To Move and Copy Text from Cell to Cell The destination cell need not be an adjacent cell You can move text anywhere within the table Alternatively you can copy or cut a highlighted block to the Windows Clipboard and paste it in This can be handy if you need to paste the same text into several cells 1 Highlight the entire contents of a cell using the cursor keys or the mouse 2 Drag the highlighted block to the destination cell NOTE If the destination cell is not empty you can use this method to insert the block into existing text To Move a Column or Row You can only move one cell at a time using the method described in Moving and copying text from cell to cell you cannot move a whole column or row For this reason you should plan your layout carefully before creating the table However you can achieve the same end by inserting a new row or column in the destination position dragging the contents of each cell in the original row or column across to it then deleting the original You can also copy one or more highlighted rows and paste them as separate tables rearrange them vertically to form a new sequence and then join them See Movin
190. d PP previous patient ezChartWriter User Manual 410 2011 Iccomplish Inc Exam Types The built in exam types are CLE Contact Lens Exam FIT Contact Lens Fitting FU Follow Up visit I amp R Insertion Removal Training OV Office Visit PO Post Op visit RGP Rigid Gas Permeable lens visit S FU Spectacle Follow up or Recheck VE Vision Exam VF Visual Field Testing Urgency The standard urgency types are Emergency Urgent Normal Unavailable For use when a time period is blocked off because of unavailability e g closed for lunch doctor half day etc Doctor Meeting Lunch Out of Office Reserved for Walk ins Using Color Codes Simply enter the number of the color code in the space at the bottom Appointment Scheduler 411 2011 Iccomplish Inc 9 9 QuickFind Tool Using the QuickFind Tool you may enter some or all of a patient s name to quickly pull up their information You may use just a single letter of either the first or last name or as many as you wish The more letters you enter the more unique your search results You may also us the wildcard character to indicate that you do not know the next letter Just press the Enter Key to quickly start the search Examples Imagine we are trying to quickly pull up Margaret Smith while trying to type the minimum number of letters We could try it each of the following ways The best method is to enter two letters of both first and last name Typing
191. d now function like a wired connection and you shouldn t have to worry about dropped connections in Windows XP 3 2 7 Troubleshooting Network Problems Network Cable Errors If your computer network cable is not working properly you will see a repeated message or pop up network cable is unplugged on your desktop and the blinking status lights of the network will also stop blinking There can be many causes of this problem and you can fix this error with these simple tips If you have another Ethernet adapter installed but not using it then disable it by right clicking on the monitor icons on the right side of the desktop and select the disable option Check both ends of the cables and ensure that the RJ 45 connectors are properly inserted in the LAN card and in the Hub Switch Update the drive of the LAN card from the vendor s website and if the problem still exist then replace the cable with new one If the problem is still not resolved then replace the LAN card with a new one and try to use a new hub or switch and put cable s one end into it By these simple steps you will be able to trace out and troubleshoot the problem Basic Network Troubleshooting Tips The following sections list a series of common networking problems along with solutions that can usually ezChartWriter User Manual 74 2011 Iccomplish Inc resolve the issue Problem Duplicate computer IDs Solution Make sure that every computer on the network
192. d of Examination Ima K Doktor OD PS Dr Ima Doktor and Associates PATIENT Donald I Smith DOB 10 21 1966 GENDER M CHART 1751 ENCOUNTER DATE 10 30 2009 PROVIDER Doktor Ima K PATIENT HISTORY OCULAR HISTORY Working With Encounters 227 2011 Iccomplish Inc Current and past history is unremarkable for ocular diseases injuries and amblyopia In addition there is no history of ocular surgery MEDICAL HISTORY Unremarkable for past major illnesses past surgeries or injuries Patient denies diabetes hypertension heart disease and lung disease Denies thyroid problems cancer inflammatory and infections disease FAMILY HISTORY Patient denies pertinent family history including blindness glaucoma macular degeneration and retinal detachment In addition pertinent systemic family history is unremarkable CURRENT MEDICATIONS No medications currently taken ALLERGIES No known drug allergies SUBJECTIVE 46 yo M ENCOUNTER TYPE Comprehensive eye exam Refraction PATIENT TYPE New Patient LAST EXAM One years ago CHIEF COMPLAINT Updating spectacle Rx Reports decreased near acuity OCULAR SYMPTOMS Patient denies double vision flashes floaters or other ocular symptoms of clinical significance MEDICAL HX Medical Personal History from 10 30 09 reviewed OBJECTIVE INSTRUMENT READINGS AUTOLENSOMETRY OD 0 75 2 25 x 085 OS 0 75 1 00 x 090 REFRACTIVE FINDINGS VISUAL ACUITY ACUITY Type ccDVA O
193. d on a FeeSlip so before you can create a claim you must have a FeeSlip completed Once the claim is opened it is visible onscreen just like the real CMS 1500 You can edit all fields although most are pre populated with data from the patient record How do I How do I set the Claim Defaults How do I create edit a Claim How do I print a Claim How do I export a Claim Billing Module 451 2011 Iccomplish Inc 10 11 1 Default Claim Setup Before creating your first Claim you should setup the Claim Defaults This screen can be opened in one of two ways 1 from the main screen menu Options gt Default Claim Settings or 2 on the Open Insurance Claim Form The Default Claim Setup screen will display ezChartWriter User Manual 452 2011 Iccomplish Inc Below are the various default options All defaults apply when there is no other overriding value for instance your Box 1 default will apply unless the software detects that you used Medicare or Medicaid Some defaults will apply to ALL claims for instance box 32 amp 33 and can only be changed on the Claim Form or by resetting the defaults Box 1 Insurance Type Select the primary insurance type you deal with For most offices this will almost always be Other Billing Module 453 2011 Iccomplish Inc Box 6 Patient Relationship to Insured The software will update to the correct choice if you entered a subscriber guarantor in the Patient Demog
194. d the matching patient will be displayed Examples Imagine we are trying to quickly pull up Margaret Smith while trying to type the minimum number of letters We could try it each of the following ways The best method is to enter two letters of both first and last name Billing Module 437 2011 Iccomplish Inc Typing Would find the following Typing Would find the following Typing Would find the following 10 9 Ledger Screen The Ledger screen is the primary way you can view the historical billing record for a patient Two primary items will appear in the Ledger 1 FeeSlips and 2 Insurance Claims You can click the top tabs Full ezChartWriter User Manual 438 2011 Iccomplish Inc Ledger FeeSlips or Ins Claims to limit your view to a specific category of information Functions available in the Ledger Screen Add New Double clicking the lt Add New gt line allows you to add a new FeeSlip for the patient You can only add FeeSlips as Insurance Claims are created directly on the FeeSlip screen Billing Statement Create a simple Account Statement that includes all patient balances across all FeeSlips Be sure that you have transferred outstanding balances that you billed to insurance over to the patient using the FeeSlip Transactions button if necessary Functions available by right clicking in Ledger Screen Billing Module 439 2011 Iccomplish Inc Void FeeSlip Allows you
195. d via the FeeSlip See the section on Applying Patient Payments 10 13 Creating Reports The Reports module is very basic Currently there are five report types Accounts Receivable Report Daily Production Report Patient Payments Report Revenue By Patient Report Summary of Revenue Report Sales By Product Code amp Tax Collected Clicking the Reports button will call up the Billing Reports screen ezChartWriter User Manual 468 2011 Iccomplish Inc 10 13 1 Accounts Receivable Report The AR Report is a printed version of the AR List shown on the main screen Billing Module 469 2011 Iccomplish Inc 10 13 2 Daily Production Report 10 13 3 Patient Payments Report 10 13 4 Revenue By Patient Report 10 13 5 Summary of Revenue Report 10 13 6 Sales By Product Code amp Tax Collected 10 14 Accounts Receivable AR List The Pending Payments or AR List is a powerful means to keep tabs on the profitability of your practice Within seconds you can see how much of your patient billing is outside of 30 60 even 90 ezChartWriter User Manual 470 2011 Iccomplish Inc days Having the Accounts Receivable front and center forces everyone in the practice to keep an eye on cash flow Here are some of features that make the AR List very useful You can sort each of the columns by click the top heading e g you can sort by Patient Name or Insurance You can add Action Notes to the AR list so that the statu
196. ddd bbbbb Table 2 ccccc Finally delete Table 2 and tidy up Done aaaaa Table 1 bbbbb ccccc ddddd Inserting and Deleting Rows and Columns To Insert a Row or Column New rows are added below the selected row New columns are added to the right of the selected column To add a row select the existing row below which you want the new row to appear by clicking in it Then Click the Insert table row icon or Click Main menu Table Insert table row or Press the Tab key after positioning the cursor in the rightmost cell of the selected row This will insert a new table row and move the focus to the first cell of the new row E g the graphics below are images not tables Before ezChartWriter User Manual 156 2011 Iccomplish Inc After Successive clicking will add more blank rows To Delete a Row or Column If you have just inserted one blank row or column too many you can reverse this by clicking Undo Ctrl Z Alternatively to delete a row or column select it and click the Delete table row toolbutton If you need to remove a block of consecutive rows within a table start at the top row to be deleted and keep clicking the Delete table row toolbutton until the deletion is completed Splitting and Combining Cells To Horizontal Split and Combine Cells Splitting and combining cells You can split a cell into two horizontally by adding a partition or remove it to combine two cells into one
197. de of other descriptions of dysfunction discomfort or illness 2 OBJECTIVE The next part of the format is the objective observation These objective observations include symptoms that the provider can actually see measure hear touch feel or smell Included in objective observations are measurements such as visual acuity refractive findings vital signs and the results of other tests 3 ASSESSMENT Assessment follows the objective observations Assessment is the diagnosis of the patient s condition In some cases the diagnosis may be clear such as a corneal ulcer However an assessment may not be clear and could include several diagnostic possibilities or description of symptoms Our software uses standard ICD 9 codes with the option of using ICD 10 codes 4 PLAN The last part of the SOAP note is the plan The plan may include treatment medications final refractive prescription additional tests ordered for the patient treatments performed e g minor surgical procedure such as foreign body removal patient referrals sending patient to a specialist patient disposition e g home care bed rest short term long term disability days excused from work admission to hospital patient directions education and follow up directions for the patient 7 1 Sample SOAP Note A sample SOAP note showing typical output of ezChartWriter is presented below Note that your charts can also be printed exported in ExamSheet format Recor
198. dicare 340 medication list 262 medication Rx 291 Microsoft Excel 202 misspelled patient name 133 418 modify name 133 418 money orders 447 month view 395 move appointment 401 multiple providers scheduler 402 N name alerts 244 navigation buttons 243 network problem 478 networking 28 mapping database folder 58 sharing database folder 41 new appointment 398 new patient 423 Nidek 272 276 386 notes 136 159 O occupation list 270 ocular history 257 ocular symptoms 267 OfficeAlly 459 OfficeMate import patient database 205 open charts 110 131 431 ezChartWriter User Manual 538 2011 Iccomplish Inc open ledgers 415 options 208 370 470 P password 84 85 104 208 370 421 path utility 215 patient change name 133 418 demographics 119 new chart 114 open chart 115 photos 208 370 reminders 163 search 111 patient balance 442 patient demographics 425 patient list 116 432 patient payments 447 454 467 patient payments report 469 PCP 186 PDF documents 208 370 pending payments list 469 phone list 198 photos 136 208 370 picklist 289 plan 296 post payment insurance 463 patient 467 power tool 246 302 PracticeFusion EHR 235 prescriptions 311 primary care provider 186 print Rx 281 291 printing appointments 391 CMS 1500 456 encounter 231 feeslip 449 insurance claim 456 schedule 391 statement 449 prior history 258 prism 246 product code 442 product codes 472 provider PINs 473
199. divided into three major parts General Findings Anterior Segment and Posterior Segment One feature that makes the exam tool very efficient is that it is possible to pre fill all the tests with normal values using an Ocular Exam Template Click the Pre Fill Data as All Normal button at the top ezChartWriter User Manual 286 2011 Iccomplish Inc and select the template you wish to use You can use the Customize button to create your own templates Using the small search icon button next to the All Normal button will allow you to view prior exam data in particular tonometry and C D ratio results General Findings To indicate Normal Findings click the beige color button next to the item one time It will turn green to indicate normal To create an Abnormal finding click it one additional time The Detailed Exam Findings screen will appear Click each item you wish to include and uncheck the findings that may not apply e g the default normal findings that may be pre checked You can use the Customize button to set the statements to your liking To clear an item click the red X next to the button Working With Encounters 287 2011 Iccomplish Inc Anterior Segment Much like the other sections simply click the beige buttons to indicate normal green or click twice to create a Abnormal finding You can indicate angle grades by using the check boxes in the Angle Assessment section Pachymetry Readings can also be easi
200. ds for indenting and aligning text Toolbuttons for many of them are on the Paragraph toolbar ezChartWriter User Manual 148 2011 Iccomplish Inc Alignment and justification Click the Left Right Justify or Center toolbuttons or press their corresponding shortcut keys for text aligned with the left or right margins both margins or center of the report Tab key and Auto Indent Press the Tab key one or more times to indent the text an appropriate distance from the left margin This is best used for short single lines since tabbing and auto indenting only affect the first line of a paragraph Bulleted and numbered paragraphs Text which is bulleted and numbered is automatically indented Round bullet symbols numbers and letters are available Toolbuttons for this are on the Paragraph toolbar Enclosing text in table cells Just as in HTML pages you can compartmentalize text in individual cells of tables for greater control when combining text and images These advanced methods are discussed in Tables Inserting Items into Your Text The Insert menu Frequently reused text also known as boilerplate text can be copied to the Windows Clipboard see Copying and moving text then pasted in where needed Tables To insert a table where required click Main menu Table Insert command See the Tables section 6 1 4 3 1 1 Using Images Images Since images may occasionally be required ezChartWriter allows you to d
201. e A Yes Open the patient Encounter and go to the exam page that shows the Rx LogBook this is only visible in Exam Sheet mode From there right click the Rx and select delete Q Can I bring forward exam data from previous encounters to the next or must all history and exam be re entered with each visit A Here is a synopsis of the various data that can be pulled forward in the current version MEDICAL OCULAR HISTORY You can bring the patient medical ocular history forward quite easily On the Subjective History Tool on the first tab Preliminary Findings you will see a row of boxes near the middle with different history options e g Medical Ocular Social etc Normally you would use the green arrow to make All Normal then maybe the Details button to make any exceptions to normal But if you have a prior history you would click the Find button looks like a magnifying glass right below the green arrow or use the Prior History button at the bottom To make it even quicker when you select from the Quick Fill Template list at the top of this same screen it automatically populates with your most recent history as well as prior exam date SPECTACLE RX s ezChartWriter User Manual 514 2011 Iccomplish Inc You can find a prior Rx and pull it into current lensometry data on the Automated Instrument Tool Use the Find Prior Rx button on the bottom of the Automated Instrument Tool REFRACTION FINAL RX s On most of the dioptri
202. e and commercial computer software documentation as such terms are used in 48 C F R 12 212 Consistent with 48 C F R 12 212 and 48 C F R 227 7202 1 through 227 7202 4 all U S Government licensees acquire the Software Product with only those rights set forth in this EULA Site Licenses The owner of the computer that you are installing the Software Product upon may have entered into a broad license agreement with ezChartWriter Software governing the use of certain ezChartWriter Software products including this Software Product To the extent that the owner of the computer has entered into such an agreement that specifically states that it governs the use of the Software Product on computers owned by the owner then any conflict between that agreement and this EULA shall be resolved in favor of the terms of that agreement but otherwise this EULA shall simultaneously govern your license to the Software Product Software License Agreement 533 2011 Iccomplish Inc Third Party Works To the extent that any third party s intellectual property is incorporated within the Software Product you agree that such third party is a third party beneficiary of the terms of this EULA to the extent of the third party s license to ezChartWriter Software Samples The Software Product may be provided with certain Sample Patients intended to demonstrate use of the Software Product or provide a base starting point for use of the Software
203. e This can be useful when billing for each day separately Rebuild the Accounts Receivable List If you have errors or phantom FeeSlips in the AR list you can use this feature to delete the current list and rebuild it This may take several minutes to complete WARNING This will delete all Action Notes you have entered Billing Module 441 2011 Iccomplish Inc Submit a Bug Report If you find a bug in the software please upload a Bug Report Although we may not contact you for every bug we do keep a list of problems and try to correct them for a future update of the software 10 10 FeeSlips The FeeSlip is the most important piece of the billing module Every transaction revolves around the FeeSlip you create for a patient A new FeeSlip should be created for each visit encounter We also recommend using a separate FeeSlip for product sales ezClaimBiller keeps two separate running balances one for what the patient owes and one for the insurance payment due They are always listed separately on the FeeSlip although when posting under the Transactions button balances can be transferred from one side to the other ezChartWriter User Manual 442 2011 Iccomplish Inc How do I How do I select the service date How do I enter fee product data on a line How do I use the templates How do I use the summary amp totals How do I apply a patient payment How do I view or edit transactions How do I create a printed stat
204. e AllScripts free e prescribing website The AllScript database can check for drug interactions and contraindications that ezChartWriter cannot The AllScripts site is external to our software and is not an integrated part of the ezChartWriter so Rx data is NOT automatically passed to the website You have to send the data manually the steps above help you create a Rx with the website You should also add the medication to your LogBook even if you don t print an actual prescription for the patient Part VII ezChartWriter User Manual 226 2011 Iccomplish Inc 7 Working With Encounters Encounters are the clinical record of your interaction with the patient Our software uses the standard SOAP note as the format for all notes although you can view the chart in different views The acronym SOAP stands for SUBJECTIVE OBJECTIVE ASSESSMENT and PLAN Documentation of patient complaint s and treatment must be consistent concise and comprehensive Many offices use the SOAP note format to standardize medical evaluation entries made in clinical records The four parts of a SOAP note are outlined below 1 SUBJECTIVE The initial portion of the SOAP note format consists of subjective observations These are symptoms verbally given to providers by the patient or by a family member or friend These subjective observations could include the patient s descriptions of pain or discomfort the presence of nausea or dizziness and a multitu
205. e able to view this software from other computer in the office Would I be able to do that and how A The software can be networked and my users do just that I would suggest finding a local network guru in your area ask you staff if they know of anyone good with computers They should be able to assist you in setting up a simple network and allow you to have all the User accounts access the software Q Is there such thing as try out From your description it sounds great but still have doubt I found your software on EBAY how long have you been selling the software A Your questions are good ones 1 We do have a trial version you can download from the website www ezChartWriter com 2 The software is pretty good but it has it s learning curve We are working on adding more training videos and help manuals 3 We ve been on ebay since 2009 The software itself has been on the market for several years but we market mostly with word of mouth Most doctors purchase the software directly on the ezChartWriter website or the built in ordering module within the software The eBay thing was a new idea to see if we could hit more customers And the website traffic did seem jump way up Anyway download and try the software and make your own judgment Frequently Asked Questions 499 2011 Iccomplish Inc Q If I download the product on to my laptop can I save it to a jump drive and download it to the other PC s to my office or do
206. e again for another 30 days after those tutorials and instructions are in place A That wouldn t be a problem As you have probably figured out I m not too worried about making money on the software it s done more for spreading the idea of Electronic Medical Records I m a believer Most of the issues with help manuals and such are a lack of time on my part But I m dedicating time to getting it done so you should have something soon Q If I purchase ezChartWriter and use it for a year and switch to another program due to the Medicare incentive will I be able to access patient records review not write or edit that I have on ezChartWriter or the Appointment Scheduler A You have several options You can purchase a perpetual license This option is best if you will still need full access to all functions of course you could also just continue your existing license for a few years Otherwise you can request the read only version of the software that only allows viewing printing of your existing patients This would be available at no charge As of now I ve not had anyone request it and we have a 90 renewal rate the other 10 were likely doctors who tested the waters but switched to a different EMR 12 1 3 Support Availability Q What type of support do you offer A All support is email only The reason the software was reduced in price is to better reflect the do it yourself nature of the tech support All support is via email
207. e feature it may be added again Q In the mandatory fields requiring completion in the set up phase there is a drop down arrow requiring you to select either GP or OD In SA neither application is applicable can this be omitted A In a future version we will make this change What designation do you use In the mean time you could just choose OD it doesn t really matter in the software except reports for which you can edit the actual template You do want to choose type as Provider so that you can enter EMR chart data Q We make use of ICD 10 codes can these be loaded instead of CPT codes A Maybe I ll have to research it Q Can a facility be loaded to load our state applicable medical aid details and relevant codes that pertain to them A I d need more information about what you have in mind Q Do you plan to add the ability to include glasses or contact lens orders or have an inventory module A Yes but I couldn t say when it will be complete It s something I d like to have for my own practice so that tends to get things done sooner LOL Q Is there a way to put in more insurance company info to a patient s demographic data other than the primary and secondary insurance that is available at present A In the past there was a benefits screen in the Patients Demographics section but most docs weren t using it and it took up lot s of valuable space made things quite cluttered So I took it out What type of infor
208. e help if you lack experience in setting up a network I highly recommend you hire a local tech support person to do this for you Q Can only one computer in a network access the data at any one moment or all computers can access the data and change it all at once Which computer will have the priority in saving the data if one or two computer accesses a file at once A Only one can access a chart at a time to prevent overwriting of others data the software detects that someone else has opened a chart and warns you Q I am an OD who has a nursing home practice so I would install this on a laptop I have a tech who lives in a different town who needs to be able to share the exam and glasses data when she gets home so she can schedule followup and order glasses that we fit while in the facility How can I share this data with her A No problem with doing the laptop idea as far as sharing data you have several options 1 Transfer a copy of the database folder zipped which is what the backup utility does She d then have to do the same thing for you before you go out again works well if you only do visits once a week 2 you can use GoToMyPC or similar software This allows her to link into your computer This would probably require a high speed Internet connection like DSL or cable modem 3 We re working on a module to synchronize two different databases this should be available is several months maybe sooner So then you can each
209. e old report to the new and edit the text and Fields as needed Basic Functions 179 2011 Iccomplish Inc Inserting Fields can be done using the dropdown list at the top of the Report Designer A full list of available fields are listed below Images In addition addition to static text and FIELDS you may also insert static images in your documents These may be logos or signature blocks or any other image you desire ezChartWriter User Manual 180 2011 Iccomplish Inc WARNING Images consume lots of disc space and if you embed a large image in a report then each and every report you save will have a copy of that image saved to the database It is recommended that you limit embedded images to small under 10K size Examples would be a signature block Typically images that are embedded should be in jpg or similar format since they are highly compressed To modify the properties of an image right click the image to pull up the Image Attributes dialog When saving the image there are three ways of doing so Basic Functions 181 2011 Iccomplish Inc Embed data in document This is the simplest way but can quickly fill up your report database Only use very small low resolution images with this method To convert and resize your image use a product like SnagIt www techsmith com to reduce the resolution If you embed too large an image you will receive a warning when attempting to save Embed original file
210. e owner Copyright The Software Product is protected by copyright laws and international copyright treaties as well as other intellectual property laws and treaties All title and copyrights in and to the Software Product including but not limited to any images photographs animations video audio music text and applets incorporated into the Software Product are owned by ezChartWriter Software or its suppliers Grant Of License The Software Product is licensed not sold Subject to the condition that you are in compliance with the terms of this EULA a you may install and use one copy of the Software Product or any prior version for the same operating system on a single computer for use by a single simultaneous operator and b you may install a single copy of the Software Product strictly for your own personal use on one portable computer owned by you No other use copying or distribution of the Software Product is permitted You may not rent the Software Product nor may you offer use of it to others through a service bureau or application service provider If you are installing this copy of the Software Product as an upgrade update patch or enhancement of a prior release of the same Software Product which was installed on the same computer your rights under the prior license agreement for the Software Product are terminated and all of your use of the Software Product including its prior versions are solely under the terms of
211. e system Select the date range that would encompass all the patients you are attempting to Recall For example you can select a one month period for the current month using the Recall Date option Basic Functions 189 2011 Iccomplish Inc The patient selection criteria allow you to further refine your Recall List by specifying certain required attributes for example all female patients over the age of 40 This can be useful for marketing outside the standard recall system Step 2 Review the List of Patients After clicking the green next arrow a list of patients found will be presented This list can be further refined and sorted You have the option of excluding certain categories of patients such as those marked inactive or bad address To refine your list even further click the Advanced Search Sort button This allows for removal of duplicates from the list for example family members at the same address will be consolidated to one mailing A multi level sort option is also available ezChartWriter User Manual 190 2011 Iccomplish Inc Step 3 Select the Contact Method The last step to creating a Recall is to select how you want the data presented based on how it will be used This can be one of five methods Create Labels Create Form Letters Generate Email List Generate Phone List Export the Data 6 4 1 1 Create Labels To create labels for a Recall mailing click the Labels button The Select
212. e than likely all your office users will want to use ezHealthWare software Note that the software itself controls who can sign in to the software so you don t need to set a user password for the folder sharing NOTE For each user you give access or for the Everyone group you need to check Allow for each of the permissions Full Control Change and Read If you fail to do this you will not be able to make changes to the database ezChartWriter User Manual 54 2011 Iccomplish Inc Step 6 Back on the Sharing screen click the Caching button Installation and Setup 55 2011 Iccomplish Inc Step 7 Select No files or programs from the shared folder are available offline You don t want to be making changes to the database when it s disconnected from the network or you will lose data ezChartWriter User Manual 56 2011 Iccomplish Inc Step 8 If you wish to be able to log into the network folder without enter a password each time or at Windows startup then complete the following steps Installation and Setup 57 2011 Iccomplish Inc On the screen that appears go to the bottom and check Turn off password protected sharing ezChartWriter User Manual 58 2011 Iccomplish Inc NOTE If you leave on password protected sharing you should probably create a specific user account on the Windows 7 computer for this purpose Step 9 Change the attributes of the folder so that it is not Read only
213. eate FeeSlips and HCFA CMS 1500 claim forms Realize however that there will be some limitations you d have to work around since the software is oriented towards creating chart notes and encounters And there is no inventory module as of yet Q Is there a way to transport the officemate database to ezChartWriter A We can probably import your patient demographics into ezCW although not the billing histories and such Sometimes Rx s if you ve been entering them Q Is there a way to scan my examination chart into the software to store A You have to use separate scanning software to produce a PDF file which you then use the Attachment Manager to attach to the patient chart We recommend ScanToPDF software http www scantopdf eu to create the PDF s In a future version we will include similar functionality right in the software Frequently Asked Questions 501 2011 Iccomplish Inc 12 1 7 Linking to other PMS systems Q Does ezChartWriter integrate with any online billing systems A No but there is a companion billing module available called ezClaimBiller You can upload claims to an online EDI processor we recommend www officeally com Q Our current practice management system is a program called Eminence are you familiar with it and what would be required for transfers from this system A I ve not heard of that PM software Do you have a website for them In general we don t connect to many PM software since th
214. eate Form Letters 195 Generate Email List 195 Using Mail Chimp 198 Generate Phone List 199 Using Dial My Calls 202 Export Data 203 Using Click2Mail 204 5 Importing Exporting Patient Data 205 Importing Data
215. eate an instant copy which you can then position Things you can do with the selected area Copy or Cut and Paste To copy the selection press Ctrl C To cut the selection from the image press Ctrl X After Copying or Cutting you can Paste the selection by pressing Ctrl V By Pasting multiple times you can achieve a mosaic or collage like effect Move Left click anywhere inside the guidebox and hold down the button to pick up the selection and then drag the mouse to move the selection to another area of the image It will float over the rest of ezChartWriter User Manual 334 2011 Iccomplish Inc the image allowing you to position it wherever you want it to be Release the mouse button to let go of the selection Stretch The guide box around your selection can be re sized Use the menu option Effect gt Resize Apply Effects You can apply any of the effects from the Image Menu directly to the active selection rather than to the whole image De selecting To de select the area either activate a different tool by clicking on it in the tool bar or make a new selection You can t have more than one selection active at a time Once the selection is de selected it becomes part of the image again and will cover over whatever it may have been laying over The Eraser Tool The Eraser tool is simple to use Just click on it to select it then click on the part of the image that you want to erase Erasing change
216. ectly and try it for up to 30 days no obligation Q I have paid for CD rom copy of the ezChartWriter and have not received it yet A Sorry about that I ll get a CD ROM out to you when I get back in town next week Q I like your software from the demo so far I am looking at purchasing but both my IT tech and I always like to have hard copies of software just in case My question is if I download the product can I do it as a save download copy the file to a CD and then actually have a functional copy of the software Sometimes when this is tried the software won t actually function A Yes that would work fine Your patient database holds the license keys Q I recently requested a trial version of ezChartWriter and I downloaded the software under my administer login and used shared folder in attempt to allow my staff to enter demographics and scheduling However I was not able to access it with my staff log in I was wondering would I be able to install the software under the administer and allow staff log in to access this software for everyday routine with the actual purchase A You should be able to share the software with various users The software should be installed in the usual Program Files folder Just create a shortcut icon for each user If you are using Vista you can right click the program ezChartWriter exe and set the admin permissions Q Also while I was installing the software it did ask me if I want to b
217. ecurity Level Security Level can be set by clicking the Security Level on the User Details screen Admin Functions 99 2011 Iccomplish Inc The Security Level can be set quickly using the Quick Security Settings slider from 0 the lowest to 10 the highest Level 10 should be reserved for yourself the Admin Click the Use Custom button to modify individual settings ezChartWriter User Manual 100 2011 Iccomplish Inc Active Status Users who are no longer with your practice should be marked Inactive rather than being deleted from the system Deleting a user who has created reports Rx s or encounters will cause some difficulties with tracking To set the status click the checkbox under the column Active Admin Functions 101 2011 Iccomplish Inc 5 2 3 Comprehensive Security Settings The Global Security Settings apply globally to the software The only entry currently customizable by the user is the Auto Log Off time ezChartWriter User Manual 102 2011 Iccomplish Inc 5 2 4 International Settings Users outside the United States will need to set the date telephone postal code and measurement fields to reflect their locale Admin Functions 103 2011 Iccomplish Inc 5 2 5 Locate Database When the network link is broken or the database folder has been moved you may need to use the Locate Database Utility Use the Find Button small binocular icon to search your local hard drive or
218. ed on your computer ezChartWriter User Manual 316 2011 Iccomplish Inc Find an image you would like to insert into your report and note its location in Windows Explorer Right click in the report where you would like to insert the image and click Insert At Caret Postion to open the Insert image into report window Navigate to the folder containing the image click it to select it and then click Open to insert it at the current cursor position To Modify Image Properties To modify the properties of an image right click the image to pull up the Image Attributes dialog The position of the image as well as text wrapping style can be modified Saving options allow embedding of the image recommended for small to mid sized images or saving externally to the same folder as the database See the Report Designer section for details on saving externally Working With Encounters 317 2011 Iccomplish Inc To Delete Images To delete the image click it a border with small square handles will appear around it see below and press Delete To undo this step press Ctrl Z This shows the border and handles that become visible on single clicking an image Reposition the image by dragging it when the border is visible or re size it by dragging one of its handles Copying Cutting Pasting Images You can copy an image from one report to another or even from a compatible document such as a Microsoft Word document via the W
219. ed to be addressed Q If I purchase the software and later decide that it does not meet my requirements will I still have access to the data that had been entered prior to the renewal date I understand that I would not be able to enter new information but am concerned with access to old records A You can purchase a read only version of the software for a nominal fee equivalent to one year s annual license fee This read only does not need to be renewed Q I m an optometrist in a two door state that has a lease at a Wal Mart SuperCenter Currently I have one exam lane a small pretest room and the receptionist desk Will the software work well for me in this situation A Your setup is ideal for ezChartWriter Q Does it make more sense to download the demo onto my personal laptop or should I set up a network in the office first before trying out the software A You can do it either way but if you want a database to practice on first with the intention of deleting and starting with a fresh slate then just use the laptop BUT if you will be entering live data be sure to 1 use your real clinic number since it s a hassle to change the licensed number and 2 enter your test charts on the sample patient Joe Sample so they won t get confused with real charts You can use the laptop for this just in your exam room at first then when you upgrade to a network you d copy the database folder to the primary computer which can actuall
220. ed to create your remaining exam findings TONOMETRY amp C D Currently the software does not pull these forward This will be addressed in an upcoming version Also we will likely add an alert if the entered tonometry and c d doesn t match a prior finding Q I enter chart data but when my staff looks at it they can t open the chart A You must have the security settings of the User set high enough that they can view Pending charts usually level 7 or higher Q I can t seem to figure out how to put a previous prescription in correctly from an exam from 2005 When I put in the prescription and change the date it does not save the correct date but puts in today s date Thanks for your help A I tested that out and you are correct the date seems to revert to today s date You can correct the date on the report itself by manually editing it on screen and then when saving changing to the correct date That way the printout that is save in the chart will be correct However the Rx Logbook will show the incorrect date and as of yet there is no way to edit it Q Cannot find the ADD area or button to attach an ADD to the SRx when using the refraction tool I can use the prescription viewer to add it in later but a button or place in the refraction tool would be useful A With the Refractive Findings Tool the slider near the bottom gives the Add powers changing should change the two boxes marked 0 00 to the correct Add power The
221. edged EMR electronic medical records system but as you near retirement the cost and time investment may be much too overwhelming Alternatively a system like ezChartWriter can give you the best of both worlds partially computerized records especially the repetitive data intense prescription management side of things while minimizing cost and capital expenditures Part III ezChartWriter User Manual 26 2011 Iccomplish Inc 3 Installation and Setup Step 1 Download and Install After you have downloaded the software from the website www ezChartWriter com you must double click on the setup file to begin the installation process The setup file is called ezchartwriter_setup exe and is usually located in your My Documents or Downloads folder Follow the on screen prompts to complete the installation process NOTE You must install ezChartWriter on every computer on your network that you wish to connect to the database Step 2 Setup the Software for First Time Run On the computer you wish to keep the database e g the primary computer or server double click the ezChartWriter icon to begin the Setup process The Setup Wizard will appear See the Networking Tutorial for details of how to setup your network This tutorial can be accessed by clicking the tutorial button on the setup screen 3 1 Download amp Installing Software To install the software on your computer you must either download a copy from the we
222. edications list require you to click the Customize button located in the particular area of interest General settings and options can be specified with the Settings Button also same as the last menu item above 7 6 1 PickList Customization Tool You can manually create your own statements using the PickList Customization Tool The steps for doing this for the Exam Findings tool is described below The steps are nearly identical for the Ocular Symptoms tool just use the Customize button on that tool Step 1 Open any patient chart or create a new one for a patient it can be deleted safely when you are done with the customization work Step 2 Open the Quick Exam tool use the left side menu bar and click on Quick Exam Tool Working With Encounters 345 2011 Iccomplish Inc Step 3 On the Quick Exam Tool screen find the button that you wish to customize This can be a pre existing button such as Cornea or a Custom button For demonstration purposes let s use the Custom 1 button on the Anterior Segment tab The first time you click the button it turns green normal however there is no associated text You can verify this by placing your mouse over the button Normally a brief pop up will appear showing the contents of the text statement To customize the button click it again and a new window will appear This is the Q Tool Pick List Once your customization is complete this is where you wi
223. ek Shows all seven days of the week irrespective of the default work days you have set This is useful if Appointment Scheduler 393 2011 Iccomplish Inc you schedule patients on a weekend very rarely Multicolumn Mode Converts from the 7 day work week column view to a spread view The checkbox has no effect in 5 day view ezChartWriter User Manual 394 2011 Iccomplish Inc When in this view there are no displayed timeline tickmarks and although you can double click to create an appointment you must manually adjust the appointment times NOTE Double clicking a day while in Month View will switch to Day View Right clicking in Day Week or Month View will allow you to create or modify appointments Search for Appointment You can do a basic search for a patient on the schedule with this tool It will find the closest matching name on the schedule The more complete the name you enter the more specific the match Note that misspelling the patient s name may cause the software to erroneously report that no appointment exists You must enter the patient name in Last First format e g Smith J would find Joe Smith or Jane Smith whichever appears first by entering the full first name the patient will be found Appointment Scheduler 395 2011 Iccomplish Inc Setup Allows customization of the appointment types and the calendar display options Options Allows you to set the work hours and days of the week you a
224. ement How do I create or edit an insurance claim form How do I edit a FeeSlip that has been paid How do I delete a FeeSlip 10 10 1 Selecting Service Date The Service date is used by many insurance companies to track the date you saw the patient Even if you do not bill insurance your service date should match your exam date for proper accounting records The Entry date is when you created entered the FeeSlip information 10 10 2 Entering Fee Slip Line Data A FeeSlip consists of up to eight lines of billing data note that the CMS 1500 is capable of only six claim lines so we recommend you split a FeeSlip if you will have more than six lines Each line represents a billable procedure code or product In general ezChartWriter uses standard CPT procedure codes as well as ICD 9 diagnosis codes The parts of the FeeSlip billing lines are CODE either the numeric CPT code for the procedure e g 92004 or a custom created code e g NSF for a non sufficient funds returned check fee See the section on creating custom Fee amp Product Codes DIAGNOSIS Uses the standardized ICD 9 codes e g 367 4 for presbyopia You can also enter your Billing Module 443 2011 Iccomplish Inc own code directly on the line this must be done manually each time INSURANCE PLAN Assuming you indicated the patient had an insurance plan when creating their chart you can select from the available insurances Otherwise leave blank to indicate
225. eminder When a Reminder is received there are four options that the user can take Mark as Completed Once you have completed the action required by the Reminder you can mark it as completed by clicking the appropriate button Assign to Another User To have another user take over the responsibility of the Reminder use the Assign to Another User button The Reminder will show up in their inbox Reset Due Date If you need further time to finish the Reminder simply reset the due date using the Reset Due Date button ezChartWriter User Manual 166 2011 Iccomplish Inc Discard If you wish to delete this Reminder for example it is no longer relevant 6 2 3 Managing Reminders The Reminders can be located in four areas Inbox Holds pending Reminders that have not been acted upon Completed Archived Contains a list of your completed Reminders those marked as completed by the user Outbox Pending Those reminders that have not triggered yet pending will be listed here only those of the user who created them Deleted Items Any items that were deleted previously 6 2 4 User Groups You can group together users e g Staff part time doctors receptionists so that Reminders can be sent only to the members of that particular group Basic Functions 167 2011 Iccomplish Inc To create a group click New then enter a unique name for the group Then click the names of the users to inc
226. en use the instructions given in the Help section above to get your first batch created most clearinghouses will require a 10 claim batch to verify that they are being processed properly this is done after you first set up your account 10 12 Posting Payments Posting patient and insurance payments are handled differently Patient payments are handled exclusively within the FeeSlip environment whereas the insurance payments are posted with the Post Insurance tool Billing Module 463 2011 Iccomplish Inc How do I How do I post insurance payments How do I post patient payments 10 12 1 Post Insurance Payments When you receive a payment check from an insurance company you must post the payment so that the patient s account is properly credited This is done using the Post Payments button found at the bottom of the ezClaimBiller main screen You can only post payments for one insurance plan at a time the check serves as the basic starting point In the Post Insurance Payments screen enter the insurance name the amount of the check and check number These are all required fields Once you click Okay the Virtual Check page appears showing a list of patients that have payments pending for the insurance company you selected ezChartWriter User Manual 464 2011 Iccomplish Inc Options available to process the payment check include Plus Sign Expanders Clicking the small plus sign next to the Patient Name expa
227. ent self or guarantor Insured ID the insurance plan ID ezChartWriter User Manual 124 2011 Iccomplish Inc Policy Group if the insurance plan has a group number enter it here Authorization if the insurance plan requires pre approval and gives an authorization number Notes do not display on Claim Form for your own internal use Additional Insurance Plans click the button to add or view additional plans only for 2nd or additional HIPAA Notification status allows you to indicate that patient has read understood HIPAA requirements Bad Address if mail is returned and you wish to remove patient from mailing recall lists Inactive if patient leaves the practice for some reason charts will still be available for viewing Basic Functions 125 2011 Iccomplish Inc More Information Nickname an alternate preferred name by the patient Marital Status will display on the Insurance Claim form Hobbies useful to track patient activities to assist provider rapport Source what got the patient into your office Referred by who if anyone got the patient into your office Family Group if a patient is part of a family you can indicate it here Emergency Contact a person to contact if a medical emergency occurs in office Race Ethnicity hold the mouse over the letters to see what abbreviations indicate Patient Picture ezChartWriter User Ma
228. enter demographics and scheduling However I was not able to access it with my staff log in I was wondering would I be able to install the software under the administer and allow staff log in to access this software for everyday routine with the actual purchase A The trial version and actual versions are the same You should be able to install the software so that both yourself and staff can access it To allow staff to access sign in as staff then open Program Files ezHealthWare Q Any docs in the Denver area Do you know of any other LensCrafters docs using ezChartWriter Or other corporate docs A A number of corporate doctors use the software e g at Pearle Vision Wal Mart Sam s Clubs to name a few Send an email to info ezChartWriter com to request doctors in your area Q Could you send me a CD of the software A You d need to order one from the website although you can download copies from free from the website at any time http www ezChartWriter com buy_now php Q Is your software downloadable or is it delivered on CD A Downloading is recommended and it s free The version you download is identical to the purchased version you just need the License Code to use beyond the trial period Q Do you offer Discounts for Educational Govt Non Profit Organizations A Yes We do offer discounts to such Organizations The amount of the discount depends upon the profile and history of the organization We also
229. eports that come with the program A On the main screen click the Main Menu button at the bottom if you aren t on the main screen click the Special Functions button the big F in green circle Select the option Report Designer To edit a report just double click it or select Edit You can make any changes you like but remember that the items in double brackets code are codes to set placement of text The names are pretty self explanatory You can enter new codes using the drop down box at the top You can create your own reports and handouts the same way just select new you can even copy an existing report as the template By the way you can also get to the Report Designer in any open chart by clicking the menu item Customize gt Customize Reports amp Letters Q Can the exam form be customized to mimic as close as possible the flow of our current exam form A Not really in the sense that the exam is basically presented in SOAP format and you use a series of tools to complete the encounter You ll have to try the demo to see if it meets your needs Within the tools many options are customizable Q On your website it is stated that data tools customizable to your needs in future versions What does that mean A Obviously the more customization available the more likely we can meet the needs of many doctors The reality of software limitations and time constraints unfortunately limits how much customization is po
230. er User Manual 60 2011 Iccomplish Inc NOTE If you are having trouble finding the database folder on your network using Browse first try typing it s path directly into the box Also verify that the folder was correctly set up for sharing on the remote computer that the correct username and password have been entered if necessary and that the computer network connections are functioning properly Step 3 Click on Finish and the drive mapping will be created You can verify the success of your mapping by looking at My Computer shortcut again where you will see that a new drive having the letter you assigned is listed You can access at anytime just by double clicking it or more importantly the ezHealthWare software database can now be easily referenced using the just the new drive for example S ezHW_Data ezDB dez 3 2 4 2 Windows XP In order to simplify the process of finding and linking to your database folder from other computers we highly recommend that you create a Mapped Network Drive This allows the sometimes arcane network path name Frontdesk DellPC 244 JoesFiles Temp down to the more memorable Z Temp The process for creating a mapped drive is given below Step 1 Click on the My Computer shortcut from your desktop or from the Start Menu In the menu you will see Tools from there select Map Network Drive Installation and Setup 61 2011 Iccomplish Inc Step 2 First you need to assign a dri
231. ers 255 2011 Iccomplish Inc Select whether the patient is New or Established then select the template you wish to use Most of the basic information will pre fill and all ocular and medical history will set to normal From this point you can easily indicate any medications or past history See the section on Entering medical ocular history to learn how to do this 7 3 2 3 Indicate a chief complaint To enter a Chief Complaint click the Complaints tab in the Subjective Findings tool Use the various checkboxes and dropdown choices to select the chief complaint s You can unselect the checkboxes to remove text To review what you have selected click the Preview tab at the top You also use the SOAPwriter tab which is customizable to enter more detailed choices You may also enter free text into the Preview box Anything you enter here will paste into the chart as it is shown once you click Okay on the Subjective Findings tool ezChartWriter User Manual 256 2011 Iccomplish Inc To enter a secondary complaint use the dropdown choice below the main complaint section the small arrow will allow you to choose a heading 7 3 2 4 Customize the complaints IMPORTANT NOTE Customization within ezChartWriter is of two types 1 per computer and 2 system wide all computers on the network The Customizing of Complaints is per computer Only the computer you are currently working will have the settings retained Each u
232. es do the following Windows Vista users Click the Start menu click All Programs and then click Windows Update In the left pane click Check for updates and then wait while Windows looks for the latest updates for your computer Install any updates relating to your wireless network adapter Windows XP users Visit Microsoft Update click Custom and then wait while Windows looks for the latest updates for your computer Tip 9 Pick equipment from a single vendor While a Linksys router will work with a D Link network adapter you often get better performance if you pick a router and network adapter from the same vendor Some vendors offer a performance boost of up to twice the performance when you choose their hardware Linksys has the SpeedBooster technology and D Link has the 108G enhancement Tip 10 Upgrade 802 11b devices to 802 11g or even 802 11n 802 11b is the most common type of wireless network but 802 11g is about five times faster 802 11g is backward compatible with 802 11b so you can still use any 802 11b equipment that you have If you re using 802 11b and you re unhappy with the performance consider replacing your router and network adapters with 802 11g compatible equipment If you re buying new equipment definitely choose 802 11g Wireless networks never reach the advertised bandwidth limits 802 11b networks typically get 2 5Mbps 802 11g is usually in the 13 23Mbps range Belkin s Pre N equipment has been measured
233. es finalized except for the Sample Patient which does allow immediate closing ezChartWriter User Manual 132 2011 Iccomplish Inc To use the Open Pulled Chart simply right click the name to get a list of Chart Options or double click to be immediately taken to the Encounter List Patient Photo s If a patient has a photo entered in the demographics screen click the name ONCE to view the image 6 1 3 7 Chart Options Right click a patient name in the Pulled Active Charts list to pull up the options menu Basic Functions 133 2011 Iccomplish Inc 6 1 3 8 Modify Name Patient names once the chart is created can only be modified with this tool This is done to both track name changes reasons and to prevent data loss Right click the patient name in the Open Ledgers view and select Modify Name The Modify Patient Name screen will show and you can enter the corrected name in the boxes at the bottom Indicate a reason for the change and click okay ezChartWriter User Manual 134 2011 Iccomplish Inc You can also view the history of name changes by clicking the Modification History button Basic Functions 135 2011 Iccomplish Inc 6 1 3 9 Sticky Note You can add short Sticky Notes to a Open Ledger by right clicking and selecting the Message Manager option Once the Message Manager appears select the Sticky Note button The Sticky Note edit screen will appear and you can enter any text you wi
234. es of the application organized in tabs Select the Compatibility tab to run the application Windows XP mode and check the Run as Administrator checkbox Once the database has finished upgrading you can uncheck the box Locked Chart If you attempt to open a chart that has already been opened by yourself or another user the Locked Chart warning appears A problem may occur when a chart was opened and the software crashes leaving the chart still marked as open If this is the case then it is safe to use the Unlock Chart button If you are unsure or another user may possibly have the chart open it is best to check with other users before attempting to unlock the chart Troubleshooting Problems 483 2011 Iccomplish Inc Uninstalling the Software 1 In the Windows Control Panel click the Add Remove Programs icon 2 Find the entry for ezChartWriter and click Remove 3 Navigate to C Program Files and delete the entire folder ezHealthWare NOTE This does NOT delete the patient database To delete the existing database use the topic Instructions to do a Fresh Start with empty patient database How to Rollback to Prior Version of Software Starting in version 4 0 and later the software retains the prior version so your can rollback if your have problems for instance your database did not fully upgrade and the new version does not start To switch back you simply need to recreate an icon on your desktop for the old version Na
235. ess Tree Now you can restart ezChartWriter and select the backup and it should work Note that you can accomplish the same thing by restarting the computer which automatically clears all open process trees Q I backed up my database to a disc Can I restore the backup easily A Yes you just need to copy the database files end in dez back into the ezHW_Data folder Q My computer crashed and when I restarted ezChartWriter it gives an error and won t load What should I do A Your database may be corrupted Roll back to a prior version or contact Tech Support support ezChartWriter com for instructions on having your database repaired Q I carry my laptop back home daily and would like to back up and restore to the laptop Is it ok to copy C ezHW_Data folder to the laptop This seems to work A Yes you can copy the entire ezHW_Data folder and that will contain all the patient records You can also use the internal backup utility Main Menu gt Special Functions gt ezBackup which will compressed the files which becomes important later on as the grow very large Q Is there a way to run the backup utility automatically every night A Unfortunately the process is not automatic at this point We generally assign one staff member to do a backup at end of day or first thing next morning Typically the backup process will be 10 minutes or less especially starting out with fewer patients You can purchase commercial software
236. ettings screen use the customize lists option You will likely have to edit the report templates also using the Report Designer in special functions 12 5 4 Reports amp Rx s Q When printing spectacle Rx s I like to print on half sheets of paper but I have to constantly reset page length and top and bottom margins to do this How do you print up your Rx s A This can be done in two ways 1 If you have paper that s already cut in half just insert the half sheet and the Rx will print just that page this works if you have a printer that allows half sheets you d have to edit the Rx report as described above to eliminate the second half of the page which on most Rx s is a duplicate If you are using a laser printer you also might have to use the secondary feed rather than the tray although my printer uses the tray fine I use half sheets like this when printing medication Rx s on security paper 2 You can also print on pre perforated copy paper so you get a duplicate Rx top and bottom identical Then tear in half one copy for patient and one for optician lab tray This type of paper can be ordered in bulk from any office supply store try www OfficeDepot com Q When I print contact lens Rx with follow up is there a way to print one that does include continuous EW instructions The one now says lenses are not for EW A All Rx s are really just reports which you can edit with the Report Designer A few Rx s are system
237. ey are all so different Q If we use QuickBooks can the patient info we type up to create their receipt automatically fill the cells in ezChartWriter A No you will unfortunately have to enter the data again Q Is the ezChartWriter compatible with compulink love to use ezChartWriter for EMR yet continue to use COMPULINK for back office stuff is this possible A There is no built in functions to transfer data between the two systems although you may be able to use the ezDataExchange module if Compulink allows exporting of data Most users that have practice management software used concurrently with ezChartWriter get around this problem by entering just the patient name and DOB all other tracking would be done by the practice management software PMS Q Is it compatible with any online schedulers 4patientcare A No There is a simple schedule module that s integrated Q Would this software be compatible with a phone dialer A Not sure depends on the type of dialer software you are using and whether it will accept exported data Email us with specific details 12 1 8 Linking to Instruments Q Is there a way in hook up an FDT visual field to the software so we do not have scan it A No not currently Q I have a Topcon 8000 AR AK not a 8800 will it will work A The Topcon 8800 should work fine Q How does eyeCOMM software work A The eyeCOMM software is installed with ezChartWriter It is currentl
238. f Health and Human Services HHS What are the meaningful use requirements 1 Record patient demographics including gender race and ethnicity date of birth preferred language at least 50 of the time 2 Record vital signs height weight blood pressure body mass index and growth charts for children at least 50 of the time 3 Maintain up to date problem lists at least 80 of the time 4 Maintain active medication lists at least 80 of the time 5 Maintain active medication allergy lists at least 80 of the time 6 Record smoking status for patients older than 13 years of age at least 50 of the time 7 Provide patients with a clinical summary for each office visit within 3 business days at least 50 of the time 8 On request provide patients with an electronic copy of their health information including test results problem lists meds lists allergies within 3 business days at least 50 of the time 9 Generate electronic prescriptions at least 40 of the time 10 Use Computerized Physician Order Entry CPOE for medication orders at least 30 of the time note CPOE for lab ordering imaging ordering and referrals are not addressed here only medications 11 Implement drug drug and drug allergy interaction checks at least 40 of the time 12 Be able to exchange key clinical information among providers by performing at least one test of the EMR s ability to do this 13 Implement one clinical decision support rule and abili
239. f Week The starting day of your work week so the calendar adjusts the viewing area appropriately Start End Time The typical starting and ending time for your office Note this can only be set globally e g for all days so choose the earliest and latest your office opens closes during the week Otherwise you will get a warning each time you schedule outside standard hours You can set a half day by using a recurring appointment 9 8 Customize Appointment Types You can customize the options for appointments using the Appointment Customization tool This effects the way your appointments display colors category names Modifying Adding Items There are five steps to adding changing the appointment options 1 select the category from the dropdown 2 click the item in the list to edit or click New button to add 3 enter a color code number if you want a color other than white 4 enter the Item Value e g what you want to add like CE for comprehensive exam 5 click Save to save the changes Appointment Scheduler 409 2011 Iccomplish Inc Categories There are four default categories that can be customized by clicking the dropdown box Once you select a category you can edit or delete a subitem by clicking on it in the item list Or you can add a new item by clicking the New button at the bottom The four patient types are listed below Patient Type There are two default types that come built in NP new patient an
240. fective to add the feature Otherwise I might partner with a third party e prescribing system Q How about your work on a general medical or podiatry version I am really impressed by your software but it would have limited application to feet as is A Sorry as of now the software is designed for the eye care community A simple SOAP note version of the software may be developed in the future if enough interest is shown with templates self created by users Q There is no way to add more lenses to the posterior seg eval lenses used For example where you check 78D lens and 20D lens there is the area for other When I check other and put in SuperField or SuperPupil it will not store onto the Examination Chart A Good point never finished writing the code for that feature Should be working for you in next version Part XIII ezChartWriter User Manual 530 2011 Iccomplish Inc 13 Software License Agreement This ezChartWriter Software End User License Agreement EULA is a legal agreement for the ezChartWriter Software Product in which this EULA is contained which includes computer software and may include associated media printed materials and online or electronic documentation collectively the Software Product between you and ezChartWriter Software ezChartWriter Software By installing copying or otherwise using the Software Product you agree to be bound by the terms of this EULA You must indicate
241. followed the instructions but no success I have the Topcon KP 8800 AR AK and it has a data output slot with a usb cable Do you know what cables are necessary for the uplink on that instrument since it is on your list And how exactly to link it up A You must have a newer model Topcon 8800 Usually there is either a 9 pin or 25 pin serial connector Look for rectangular shaped connector with either 9 or 25 pins or holes The eyeCOMM software will not work with a USB connector Q I am currently setting up newly purchased ezChartWriter and can t seem to interface the Topcon KR8800 to it properly I have the cables I ve played with Eyecomm just can t seem to get it down Can you please email me with specific directions to get accomplished Thank you very much I am hooking up Topcon cable with Radioshack USB driver is installed A You will have to use a real serial cable not the USB cable On the Topcon there are some settings that you will need to update to get the interface to match both eyeCOMM and Topcon instrument must have same baud rate parity and error checking settings From there you should send some test files across What you are looking for are actual English characters even if the numbers all run together Once you get this far try opening the file with ezChartWriter If you get an error about Unable to Parse Data then send me a copy of the data that appeared onscreen using ctrl c to copy to NotePad Q Can you plea
242. for Improving Wireless Network Performance from Microsoft s Site If Windows ever notifies you about a weak signal it probably means your connection isn t as fast or as reliable as it could be Worse you might lose your connection entirely in some parts of your home If you re looking to improve the signal for your wireless network try some of these tips for extending your wireless range and improving your wireless network performance Tip 1 Position your wireless router or wireless access point in a central location When possible place your wireless router in a central location in your home If your wireless router is against an outside wall of your home the signal will be weak on the other side of your home Don t worry if you can t move your wireless router because there are many other ways to improve your connection Tip 2 Move the router off the floor and away from walls and metal objects such as metal file cabinets Metal walls and floors will interfere with your router s wireless signals The closer your router is to these obstructions the more severe the interference and the weaker your connection will be Tip 3 Replace your router s antenna The antennas supplied with your router are designed to be omni directional meaning they broadcast in all directions around the router If your router is near an outside wall half of the wireless signals will be sent outside your home and much of your router s power will be w
243. g advice on selecting adequately sized Hardware to go with your Software I have read that a 2 Gigahertz processor with 256 Megabytes of ram are all that is required that doesn t seem like much ram to me I would rather know what you recommend above that so that I can be sure to get the most speed and performance out of our system using your product A Your database will be in the sub gigabyte range for many years so disk size really isn t an issue RAM is a determining factor in how many open charts the doctor can have open at the same time As a practical limit most doctors wouldn t need to have more than three charts open at a time which is about the max you can do with a 2 gig machine With under a gig you can comfortably open one maybe two charts at a time Q I have read in Blogs about your product that some people use a server for the main machine and desktops for the other stations If your Software runs as a stand alone product on each machine and is not served to the other machines by means of license files why would anyone need a server at all to use your product Am I missing something here or are people using servers for some reason not related to ezChartWriter A For simplicity we sometimes refer to the computer holding the database as the server since most lay people get the concept even though it s not technically correct Q Does your product Tie into Microsoft Office in any way Do I need Microsoft Office o
244. g and copying tables To Move and Copy Tables Whole tables including contents can be cut copied and pasted just like any other blocks of highlighted text to and from the Windows Clipboard They cannot be dragged You can also copy one or more highlighted rows and paste them elsewhere outside the table as a separate table However pasting them back only replaces existing text corresponding to the number of rows you pasted in Instead create the same number of extra rows then fill them with inserted text The following example shows you how Example Insert Table 2 into table 1 aaaaa Table 1 ddddd bbbbb Table 2 ccccc Position the report cursor in the top row aaaaa of Table 1 then click the Insert table row toolbutton twice to insert two rows aaaaa Table 1 ezChartWriter User Manual 322 2011 Iccomplish Inc ddddd bbbbb Table 2 ccccc Now position the report cursor in the top row bbbbb of Table 2 and press Shift Down to highlight both of its rows Press Ctrl C to copy them then position the cursor on the top blank row in Table 1 and press Ctrl V to paste the text contents aaaaa Table 1 bbbbb Table 2 ccccc ddddd bbbbb Table 2 ccccc Finally delete Table 2 and tidy up Done aaaaa Table 1 bbbbb ccccc ddddd Inserting and Deleting Rows and Columns To Insert a Row or Column New rows are added below the selected row New columns are added to the right of the selected column To add a
245. g in a Full License Version the licenses granted under this EULA commence upon the installation of the Software Product and are effective in perpetuity unless terminated per the terms of this Agreement Termination Upon the expiration of the Evaluation Term if any your rights under this EULA terminate automatically without notice from ezChartWriter Software Without prejudice to any other rights ezChartWriter Software may terminate this EULA or your rights under this EULA at any time if you fail to comply with the terms and conditions of this EULA Upon termination of your rights under this EULA for any reason or upon termination of the EULA itself you must destroy all copies of the Software Product and all of its component parts in your possession including all component parts the media and printed materials any prior versions and this EULA The terms of this paragraph shall survive any termination of this EULA Transfer You may permanently transfer all of your rights under this EULA except if your rights are in an Evaluation Version provided you retain no copies you transfer all copies of the Software Product including all component parts the media and printed materials any prior versions and this EULA and the recipient agrees to be subject to the terms of this EULA Upon the occurrence of such a transfer your rights under this EULA terminate immediately Limited Warranty The warranties and disclaimers described in this
246. ges 7 5 SuperBill Tool The SuperBill Tool allow you to create either a printed SuperBill or a virtual one for use with the ezClaimBiller module Normally if you select the exam type on the Subjective Findings screen the CPT codes will be pre filled But you can manually select the work you have done by clicking the checkboxes ezChartWriter User Manual 340 2011 Iccomplish Inc on the left side list The diagnosis codes are also auto generated from the Assessment list 7 5 1 Coding Tool A simple tool to allow you to code the exam for Medicare E amp M requirements To use the tool select New or Established patient Then click on each of the items you have completed in each of the three categories history examination and decision making As you select items the appropriate code will be calculated and displayed Working With Encounters 341 2011 Iccomplish Inc E amp M Coding Guidelines Proper coding encompasses three areas History Examination and Medical Decision Making History The History comprises four parts parts Chief Complaint History of the Present Illness HPI Review of Systems ROS Past History Family History and Social History PFSH Chief Complaint The chief complaint is the primary reason for the patient s visit which may be in the patient s words or the provider s summary History of the Present Illness The HPI is composed of eight elements Location Duration Severity Quality Tim
247. haring on the remote computer that the correct username and password have been entered if necessary and that the computer network connections are functioning properly Step 3 Click on Finish and the drive mapping will be created You can verify the success of your mapping by looking at Computer shortcut again where you will see that a new drive having the letter you assigned is listed You can access at anytime just by double clicking it or more importantly the ezHealthWare software database can now be easily referenced using the just the new drive for example S ezHW_Data ezDB dez 3 2 5 Installing on your Secondary Computers You must install the ezHealthWare software on each computer on your network When you first run it you will need to tell ezHealthWare where you have the patient database This is easily done with the Network Wizard First tell ezHealthWare software that you have already installed the Database on another computer Installation and Setup 67 2011 Iccomplish Inc Then click Find Database so that the folder can be located If you have properly shared and mapped your database folder you will simply need to click the Find Icon and select the Networked Drive in this example we mounted the folder as the Z drive ezChartWriter User Manual 68 2011 Iccomplish Inc If you have problems or your computer does not seem to be connecting to the database as expected use the Path Utility to investiga
248. has a unique ID use Control Panel Network Identification to view this information Otherwise you ll get an error message when you reboot the workstations with networking cables attached Problem Different workgroup names Solution Make sure every computer that s supposed to be working together has the same workgroup name The Windows 9x NT Network Neighborhood and Windows Me 2000 XP My Network Places icons display computers by workgroup name Different workgroup names actually create different workgroups and you d need to access them by browsing via Entire Network This wastes time Problem Shared resources are not available Solution Make sure that shared resources have been set for any servers on your network If you can t share a resource through Windows Explorer on the peer server ensure that File and Printer Sharing has been installed Problem Network doesn t work after making changes Solution Try restarting the computer This will surprisingly fix many problems Problem A user can t access any shared resources but others can Solution First have the user log off and log back on Next check cable connections at the server and workstation Loose terminators or BNC T connectors can cause trouble for all workstations on a Thinnet cable segment A loose or disconnected RJ 45 cable affects only the computer or hub using it If a Category 5 UTP cable seems to be connected tightly but the user still can t get on the networ
249. have an existing AllScripts account enter your UserID and Password to login If you don t have an account yet click the Create an account link to sign up it s free Once you are logged in you must create a new patient account in AllScripts so your prescription can be sent to the Pharmacy Basic Functions 221 2011 Iccomplish Inc Once the Patient Data screen appears you will need to upload the patient to the AllScripts webpage Do this by clicking in the Phone field to align the data sequence and then clicking the Insert Patient Data button at the bottom of the screen The patient should show up in the AllScripts Patient List but if it does not enter the last and first name to Search ezChartWriter User Manual 222 2011 Iccomplish Inc Make sure the patient is selected black dot next to patient name and click the Select Med button to begin the process of entering a prescription You must then click the Select Sig button to choose the Sig you wish to send with the Rx to the pharmacy Basic Functions 223 2011 Iccomplish Inc You may see warning screens if any of the medications you selected trigger a flag contra indication duplicate dose etc If all is well you will see the Select Pharmacy screen where you can send the prescription electronically to the Pharmacy of your or your patient s choice ezChartWriter User Manual 224 2011 Iccomplish Inc NOTE The ePrescribe feature is based on th
250. he bottom left on the Encounters list or right click the patient name in the Pulled Charts section From there you simple find the file on your harddrive or network and it will be attached to that patients chart Q Could you send me detailed instructions on how to import data Just patient name address and birthday A The demographics can be imported with the ezDataExchange module You must first Export the data from your existing software to a compatible file type cvs txt xls Q Is there any way to convert my existing patient database at least some of it over to your software We are currently using MS DOS OfficeMate but could convert it to the windows version A There is a Data Exchange module that will allow for the simple import of patient data but not Rx s or billing info Many practices keep the old software running side by side with all new patients switched to ezChartWriter Q I own an Optical Company and do a large volume of eyeglasses for my Dr s I am scanning the invoices to keep patients records but would like to have a better way to do this but do you think this would be an overkill for what I would need A Depending on what you hope to accomplish the software might be able to get the job done You can track customer demographic info keep a log of their Rx s although the software is designed for doctors to create Rx s you can use the same function to track them and you can use the billing module to cr
251. he dotted dial grab and rotate in the same direction as the contact lens rotation Anterior Segment assessment can be easily indicated with the blue arrow for All Normal Click the item once more to allow Abnormal findings to be entered Assessment Your overall assessment of the lenses can be indicated in this section The blue arrow will default to the choice to Good comfort vision and fit Note that the ICD 9 or 10 code can be used when the patient is returning for a progress check and you wish to enter a diagnosis for that visit Plan When you enter data in the Plan section it will always paste directly into the Plan section of the main encounter For some lenses for example Habitual assessments you may not have a plan yet until you finish the spectacle refraction Leave it Omitted and then enter a final contact lens Rx later ezChartWriter User Manual 310 2011 Iccomplish Inc Data Review Side The Data Review show which tasks have been completed so that nothing is forgotten A display of the actual findings is also presented To edit an item simply return to the appropriate tab and change the data If something needs to be free texted you will need to paste the data into the encounter and edit it there Working With Encounters 311 2011 Iccomplish Inc 7 3 10 Report Manager The Report Manager is used to create printed reports letters handouts and Rx s if not created elsewhere in the software Use the lef
252. hem bugs you can upload or fax a report to us so that the issue may be resolved Simply follow the on screen instructions to generate the bug report Bug reports are reviewed periodically to look for patterns and complete software crashes If you have specific concerns you would like addressed please submit the Bug Report with the error information and send an email to Tech Support with your concern Bug Reports will not normally be answered on an individual basis 6 3 2 2 Check for Updates Occasionally you will notice that an Alert will appear at the bottom of the ezChartWriter Login screen alerting you that an update to the software is available assuming you have Internet connection for this check to occur This utility checks the Internet site for any updates to the software If a newer version is found it is Basic Functions 173 2011 Iccomplish Inc automatically downloaded and installed You should run this utility every few months or when notified by ezChartWriter Support Team of a new release 6 3 3 Data Management The Data Management menu allows for creating queries of the database to find all patients with certain attributes and to encrypt compress reports Query Statistics Encrypt Compress Reports 6 3 3 1 Query Statistics The QueryBuilder tool allows for mining of the database for specific search criteria For example to find all patients with a diagnosis code of 367 1 the steps below should be fo
253. hting the whole table including the two blank lines and pressing Del Highlighting just the table and pressing Del removes all text within the table but not the table itself As mentioned above you can restore a deleted table by pressing Ctrl Z or clicking the Undo toolbutton You cannot easily move copy or swap whole columns or rows within a table you must move each cell individually For this reason you should design the layout of your table carefully before creating it Currently you cannot create a table within a table Editing Text in Tables Here are some more hints and tips about doing this As mentioned previously text or images in one or more cells rows or columns can be individually aligned left right center by highlighting it then choosing one of the alignment toolbuttons on the Paragraph toolbar or via the Edit menu or a keyboard shortcut Centering text and right justifying dollars and cents can be very effective If you choose left or right alignment the text will be hard up against the wall of the table as cell padding is not provided One workaround is to create extra hidden columns to act as margins For example Text hard up against left margin Add a dummy column Then hide its border To hide the border click anywhere in the cell with text then click the Show left border toolbutton on the Table toolbar to disable it This will be discussed more fully later You can drag the Table toolbar off the
254. ian is the currently logged in provider since you wouldn t want others making changes to charts unless they were logged in ezChartWriter User Manual 528 2011 Iccomplish Inc Q Is ezChartWriter compatible with the new Medicare e Rx bonus program A No We are investigating a partnership with an online ePrescribing system but they are all rather costly at the moment And we strive for low cost Q Just wondering how the inventory system is doing for ezChartWriter Is a Beta version close to completion as of yet A It s not ready for prime time yet but I ll be working on it over the next few months Q I have found a couple of bugs in the contact lens Rx system but haven t used enough to pinpoint the problem specifically When you create a CLRx with the dropdown menus when you finalize the info does not paste in the final Rx also the date are funky if you need to change a expiration date A The CL tool still has a number of bugs at some point it will be totally revamped to improve functionality Q Did you know that in the history part of the exam if you enter a condition ie FHx diabetes or SHx smoking it does not show the other options ie FHx glaucoma or SHx denies alcohol A That made it onto a bug list once before but apparently never got fixed I ll look into it Q Will you guys be adding a eFax prescription module to be compliant with Medicare soon A We re looking into it to see if it would be cost ef
255. ick a tool the status icon changes to gray indicating in use Once you have successfully pasted the tool s data into your encounter the tool status icon changes to green 7 2 4 Edit text in the SOAP note Text may ONLY be edited in the SOAPnote view not in the ExamSheet view If you begin typing in the ExamSheet view the software will automatically switch views to the edit screen Once in SOAPnote view you will need to be in Edit mode To do this manually click the Edit Mode button at the top and click in the area you wish to edit text The background color will turn light green to indicate you are in Edit Mode for that topic You can add delete or move data just like in any standard word processing application However it is advisable to NOT move the built in tags surrounded with curly brackets TAG Although you can add text features such as bold or underline by pasting formatted text into the box these changes will be lost as the data is saved in unformatted text only Headings are automatically bolded WARNING Do not delete the text tags e g Symptoms as these tags are used internally by the software to track the location to insert your Exam Tool data 7 2 5 Print a copy of the Encounter First switch to the exam view you wish to print either SOAPnote or ExamSheet Then click the File gt Print Preview menu at the top of the screen ezChartWriter User Manual 232 2011 Iccomplish Inc Alternatively you
256. ient they will display here Other Drawings If you are using the full EMR version you will see a list of pending and finalized exam drawings By double clicking an image you will see the Image Manager display Photos Not currently used in this version ezChartWriter User Manual 138 2011 Iccomplish Inc Attachments The list of scanned or attached documents for a patient If you double click an item the document will open in native format e g pdf documents open in Adobe doc in MS Word if you have the software installed on your computer You can download the free Adobe Reader software directly from their website http get adobe com reader 6 1 4 1 Create Encounter A new Exam Encounter can be created by clicking the Create New Encounter button The default date will be Today and the default Encounter Template will be used if none is selected Click the Help button within the Exam Encounter screens to get more help once you have a new encounter open 6 1 4 2 Create Rx To create a new Rx open the Encounter List by double clicking the patient name Then click the lt Add New gt line at the top of the list Basic Functions 139 2011 Iccomplish Inc The Choose Type of Item screen will appear Click the Create a new Rx button The Multiple Rx Creator tool will display With this tool you can add up to 4 new Rx s at a time To begin with a brand new Rx click one of the New buttons on the topmost Rx box
257. ignature stamps or practice logo To insert the image click the menu item Insert gt Image gt Move with Text in the Report Designer When the Insert Image dialog shows navigate to your network database folder Click on the image you wish to embed and click open When you save the document a link to this path to the image is saved When you create a report this same path is maintained Working With Encounters 359 2011 Iccomplish Inc 7 6 2 1 Available Fields Codes that can be Inserted into Reports Fields available within Encounters Ocular Hx Medical Hx EntireNote All SOAP Notes SOAP Only History Only VA_OD VA_OS VA_TYPE Tono_OD Tono_OS Tono_Method Tono_Time Medications Taken Allergies Social Hx Family Hx ezChartWriter User Manual 360 2011 Iccomplish Inc ROS Subjective Objective Assessment Plan Treatment Follow up CPT Codes ICD 9 Codes E amp M Coding Rx Date Rx Date 1 Rx Date 2 Today Date Today Date 1 Today Date 2 Last Exam Last Exam 1 Last Exam 2 Enc Date Enc Date 1 Enc Date 2 Request Date Prompts the user to enter a Date Consult Reason Prompts user to enter a Consult Reason RolodexName Prompts user to select name from the Rolodex RolodexNameDegree RolodexFirstName RolodexLastName RolodexInitial RolodexS
258. ils and irises including shape direct and consensual reaction afferent pupil size eg anisocoria and morphology Slit lamp examination of the corneas including epithelium stroma endothelium and tear film Slit lamp examination of the anterior chambers including depth cells and flare Slit lamp examination of the lenses including clarity anterior and posterior capsule cortex and nucleus Measurement of intraocular pressures except in children and patients with trauma or infectious disease Ophthalmoscopic examination through dilated pupils unless contraindicated of optic discs including size C D ratio appearance eg atrophy cupping tumor elevation and nerve fiber layer Posterior segments including retina and vessels e g exudates and hemorrhages Brief assessment of mental status orientation to time place and person Brief assessment of mental status mood and affect e g depression anxiety agitation Medical Decision Making The levels of E M services recognize four types of medical decision making straight forward low complexity moderate complexity and high complexity Medical decision making refers to the complexity of establishing a diagnosis and or selecting a management option as measured by the number of possible diagnoses and or the number of management options that must be considered the amount and or complexity of medical records diagnostic tests and or other information that must be obtained reviewed and anal
259. ims to transmit securely over the internet The basic use of the Billing Module is threefold 1 Open a patient Ledger and create a new FeeSlip for that patient s charges You create the FeeSlip and enter the appropriate codes to indicate procedures done and the corresponding diagnosis The charges pre fill based on your default settings but you can manually adjust onscreen 2 Create insurance Claims and or statements for the patient 3 Post any payments This can be done at the time of service or at a later date when actual payment is received 10 1 Main Screen The Main Screen of the ezClaimBiller is divided into two primary sections the upper section is the Open Ledgers and the bottom is the Accounts Receivable AR List Much like in a paper based office charts can be created and opened When in opened status they display in the Open Ledgers To avoid confusion charts are called Ledgers in ezClaimBiller Open Ledgers Section When you are doing work on a Ledger it usually needs to be in open status unless the you are opening just the FeeSlip via the Pending Payments screen By double clicking on the patient name you open the Ledger screen for that patient Patient Status Icons Female Patient Male Patient Gender not specified Sticky Note present click the patient name once to read or edit Right Click Menu Options View FeeSlips amp Claims Opens the Ledger Screen Edit Demographics Opens the Patie
260. in the chart Failure to check off normals for each eye particularly when there is a problem in the other eye Failure to describe the abnormality Failure to perform all 14 elements You cannot count an extended ophthalmoscopy as the basic elements of optic disc and posterior segment and also as the separate diagnostic test extended ophthalmoscopy Note that the word referral does not appear in the document You do not receive credit for referring a patient When considering number of diagnosis or management options this refers to the examiner and not the practice what others have diagnosed When coding encounters for established patients be sure to use both number of diagnosis management options and risk of complications Requesting a consultation is not an activity that can be counted under Amount and Complexity of Data Chief complaint and HPI technically are to be performed by you and you alone You must perform or repeat any element that is counted in determining the level of the examination Any element you are applying as an element performed when you select the level of the examination must be performed by the practitioner and not auxiliary personnel ezChartWriter User Manual 344 2011 Iccomplish Inc 7 6 Customization Possibilities You can customize many fields in ezChartWriter but not all To customize most items use the Customize menu item at the top of the Encounter screen Other items like the PickList items and m
261. ind it relatively easy to make network connections the software Q Does it work on Vista A The software underwent a major overhaul from version 2 5 to 4 0 to make it more compatible with Vista and Win7 You should be using version 4 1 available for download from the website www ezchartwriter com download php Occasionally Vista and sometimes Win7 is picky about how the application runs and you may need to run in XP compatible mode Instructions are located here www iccomplish com vista htm Q I am about to buy new computers to do this I see that Vista is OK but should I get a 32 or 64bit configuration A The software will only work on the 32 bit version of Vista but either 32 or 64 bit with Windows 7 Q Is this program based on SQL server or MS ACCESS My experience with MS ACCESS is that it tends to be a slight bit slower after about 10 000 files A Based on MS Access And yes it does indeed have many limitations but even with 50000 files we rarely notice a slowdown Q Would it be beneficial to have a tablet laptop A Realistically no Although it would apparently be more efficient to write on a tablet with a stylus the reality is you need to do a bit of typing on nearly every patient A keyboard makes it much faster Having said that some docs do use a tablet Touchscreen computers are also an option Q Will your software run w Vista A It does but we still recommend WinXP or Windows 7 since there seems to
262. indows Clipboard simply by pressing Ctrl C Ctrl X or Ctrl V to Cut Copy or Paste the image respectively Moving Positioning and Resizing Images Images can be moved and repositioned by dragging them inserting spaces tabs or text between them and the left margin by indenting the left margin or by enclosing the image in a table cell ezChartWriter User Manual 318 2011 Iccomplish Inc Resizing can be done by dragging the handles but it is better to do this only to get a rough idea of their ideal size then use an image editing program to resize them accurately while maintaining their proportion and re import them 7 3 10 1 2 Using Tables Overview Using the Tables toolbar you can create and edit tables You can also combine and split cells color cells color the table set the table border width and color delete and insert table rows and columns This feature helps you create anything from simple reports to complex forms Working with Tables To Create a Table in Report Writer Click Main menu Table Insert table A dialog box will appear allowing you to choose the number of columns the number of rows This table has 3 rows 2 columns center alignment and a border Row 1 Col 1 Row1 Col 2 Row 2 Col 1 Row2 Col 2 Row 2 Col 1 Row3 Col 2 The best way to learn about tables is to create tables in various configurations within a test report To Alter a Table Click inside a table in the report then activ
263. ing ezChartWriter User Manual 342 2011 Iccomplish Inc Context Modifying Factors Associated Signs and Symptoms The HPI is divided into Brief and Extended Brief has one to three elements and Extensive has four or more elements described Review of Systems ROS The systems are Constitutional Eyes Ears Nose Mouth Throat Cardiovascular Respiratory Gastrointestinal Genitourinary Musculoskeletal Integumentary skin and or breast Neurological Psychiatric Endocrine Hematologic Lymphatic and Allergic Immunologic Personal Family amp Social History For the PFSH you must ask one question for each category in order for that category to be considered inventoried Examination Each item identifies an element that the provider must perform if that element is to be counted toward the level of the examination No substitutions are allowed you cannot take elements from other single organ systems and count them as eye examination elements A total of 14 elements are identified by a bullet At the highest level all 14 have to be performed Test visual acuity does not include determination of refractive error Gross visual field testing by confrontation Test ocular motility including primary gaze alignment Inspection of bulbar and palpebral conjunctivae Examination of ocular adnexae including lids eg ptosis or lagophthalmos lacrimal glands lacrimal drainage orbits and preauricular lymph nodes Examination of pup
264. ing your Database Folder lt MUST READ Mapping the Networked Folder Installing on your Secondary Computers Setting up a Wireless Network Troubleshooting Network Problems NOTE All instructions refer to the Windows operating systems The information contained in this guide is meant to assist an experienced computer user in the setup and configuration of a simple network We do not provide networking support beyond what is offered here and strongly recommend that you obtain help from a qualified network technician if you are unsure of how to proceed Installation and Setup 29 2011 Iccomplish Inc 3 2 1 1 Networking Choices You have to make two primary choices regarding your network setup The first is whether the network be organized around a server a client server network or peer to peer each computer of equal rank The second choice is whether the network will use wires ethernet or be wireless These decisions will effect the speed of your network and the stability of your database connection Compare Peer to Peer to Client Server Compare Ethernet to Wireless 802 11x 3 2 1 1 1 Peer to Peer Overview On a peer to peer network every computer is equal and can communicate with any other computer on the network to which it has been granted access rights Essentially every computer on a peer to peer network can function as both a server and a client any computer on a peer to peer network is considered a server if it share
265. ins both margins or center of the report Tab key and Auto Indent Press the Tab key one or more times to indent the text an appropriate distance from the left margin This is best used for short single lines since tabbing and auto indenting only affect the first line of a paragraph Bulleted and numbered paragraphs Text which is bulleted and numbered is automatically indented Round bullet symbols numbers and letters are available Toolbuttons for this are on the Paragraph toolbar Enclosing text in table cells Just as in HTML pages you can compartmentalize text in individual cells of tables for greater control when combining text and images These advanced methods are discussed in Tables Inserting Items into Your Text The Insert menu Frequently reused text also known as boilerplate text can be copied to the Windows Clipboard see Copying and moving text then pasted in where needed Tables To insert a table where required click Main menu Table Insert command See the Tables section 7 3 10 1 1 Using Images Images Since images may occasionally be required ezChartWriter allows you to display images alongside text Images can flow with the text or be anchored to the page To Insert Images Inserting images is very easy You can do this by cutting and pasting them from the Windows clipboard although we recommend that you use the Insert command to select the appropriate image s from image files already stor
266. installation on a network when we try to open it on a second computer we get a message that the database is corrupt and when we try to fix it on the main computer it says it can not connect or is not a correct path A You must set the permissions properly for the database folder on the XP server machine In other words you must have set that folder for sharing with read write enabled Right click the folder C ezHW_Data and select Sharing amp Security then Share this Folder then Allow Network Users to Change data If the allow changes box is not checked then you can t run the software over the network Q Are you sending it by CD or sending it in the downloadable file A The software is available by download only directly from the website www ezChartWriter com unless you purchased a CDROM Q Also please let us know how to transfer it from one user s computer to other user s computer A You must install it on each computer You can transfer the database by copying the C ezHW_Data folder Q How much time will it take to get the software installed on our computer A Installation is fairly fast and simple usually under 15 minutes Q Do we need to have software engineer for installing the software A If you have minimal computer skills you can download and install the software An expert may be required for network setup however Q How often are there updates A At least twice a year or more often if specific bugs ne
267. ion below to a home computer and copy it to a USB flash drive a 1GB size is more than sufficient available for under 20 at Walmart or Office Depot Then just run the file off the flash drive on each computer Alternately you can purchase a CD ROM from the website to get the latest version Q When I update it keeps telling me that it can t continue when the software is running but it s closed A You might have a hidden window still running in background Try restarting the computer and trying again Q How can I update without using the Auto Update feature A You must manually download the update file from the website and install it yourself Download from this link and click run http www iccomplish com update_ezchartwriter htm 12 5 7 Billing Module_2 Q Does it auto code for us and generate a HCFA form A The billing module includes the ability to create FeeSlips from which you click a button and create a HCFA that can be either printed or upload to www OfficeAlly com for electronic submittal In the exam section the billing codes are created when you finish the Plan amp Assessment Tool At the moment they do not cross over to the billing module automatically they may in next version of the software Also a simple E amp M coding wizard is available in the Plan amp Assessment Tool Q Does it generate a daily log sheet or daily report that will break down the day s receipts totals into various categories i e e
268. ions of text line up properly You may need to use the selection tool quite a bit to move bits and pieces of text around and this can be quite tedious Remember to use the Undo command if you make a mistake by pressing Ctrl Z As long as the text tool is active you ll see that rectangular boundary around the edge of the text area You can move this rectangle around by clicking and dragging on the very border of it or resize it by clicking on the tab buttons at the corners and midpoints of the edges But be careful if you click outside of the boundary accidentally which is pretty easy to do the text box will deselect and the text tool will think you re trying to draw a new text box and your old text will be set in place Once the text is in place it will no longer behave as text but rather as pixels The pixels just happen to be in the proper arrangement to appear to be text in some font they can t be edited or moved as though a distinct object in the image The Curved Line Tool The Curved Line tool allows you to draw curved lines The line is inserted at one time use the square markers to adjust the size direction and curve You can change the color and width of your lines by using the Options box Format Menu Allows you to adjust border and fill styles colors and font Working With Encounters 337 2011 Iccomplish Inc Effects Menu The Effects menu allows for image or selection resizing flipping and rotating You c
269. is NOT MODIFIABLE once licensed and will display in your as you have entered it If you wish to change it in the future you will have to use the Change Account Number instructions You only need to license ONE time no matter how many computers you have networked Admin Functions 95 2011 Iccomplish Inc There are two options for updating the License File registering your license Option 1 Via the Internet Click the Activate Now via Internet button The software will attempt to contact our servers to retrieve your license file Problems that can occur include not enough time has passed since your purchase all orders should be updated within 24 48 business hours incorrect telephone number entered you must include the exact digits as you indicated on your purchase order especially country and area codes no internet connection present attempting to license the wrong version of the software from what you purchased an internet error has left our server down very rare Option 2 Import License File ezChartWriter User Manual 96 2011 Iccomplish Inc If the codes were sent via email or CD ROM copy the license files not the folder itself into your database folder typically C ezHW_Data Then click the Import License File button so the license updates 5 1 3 View Licenses The View Licenses screen allows for a review of existing licenses and the expiration dates Note that ezChartWriter will begin warning you about
270. ish Inc 7 3 2 5 2 5 Enter allergy information You can enter allergies from the dropdown list or select from the common drug allergies in the checkboxes Click the Customize button to add to your allergy list 7 3 2 5 2 6 Enter family history To indicate a family history of disease click the button next to the disease of concern For instance clicking the diabetes button will display the Family History Tree for diabetes Click the afflicted family members and press Okay You can also specify the type of disease as well as make general comments such as Unspecified Family Member ezChartWriter User Manual 264 2011 Iccomplish Inc 7 3 2 5 2 7 Enter social history The patient s Social History can by entered by clicking the appropriate buttons The Social History Tool will display with a dropdown list for the selected item Working With Encounters 265 2011 Iccomplish Inc 7 3 2 5 2 8 Add custom meds allergies diseases To customize many items you need only click the Customize button located to next to the topic The button looks like this The list of items will appear which you can modify with the New Edit or Delete buttons 7 3 2 6 Use the Subjective History SOAPwriter tool The SOAPwriter allows you to pick and choose from among hundreds of pre formed text sentences For instance to indicate a patient has a symptom of asthenopia you would click on the Symptoms heading the choose Visual Symptoms then
271. isplay images alongside text Images can flow with the text or be anchored to the page To Insert Images Inserting images is very easy You can do this by cutting and pasting them from the Windows clipboard although we recommend that you use the Insert command to select the appropriate image s from image files already stored on your computer Basic Functions 149 2011 Iccomplish Inc Find an image you would like to insert into your report and note its location in Windows Explorer Right click in the report where you would like to insert the image and click Insert At Caret Postion to open the Insert image into report window Navigate to the folder containing the image click it to select it and then click Open to insert it at the current cursor position To Modify Image Properties To modify the properties of an image right click the image to pull up the Image Attributes dialog The position of the image as well as text wrapping style can be modified Saving options allow embedding of the image recommended for small to mid sized images or saving externally to the same folder as the database See the Report Designer section for details on saving externally ezChartWriter User Manual 150 2011 Iccomplish Inc To Delete Images To delete the image click it a border with small square handles will appear around it see below and press Delete To undo this step press Ctrl Z This shows the border and handles that
272. isplays momentarily and then the Create New Database Utility window opens 5 Click Build New Database The system builds your database and displays a completion message once the database is created ezChartWriter User Manual 80 2011 Iccomplish Inc 6 Click Next The Registration of Software window displays Getting Started 81 2011 Iccomplish Inc 7 Once the database is created you will be guided through the process of registering and setting up the software If you are evaluating ezChartWriter you do not have to provide a software registration key code in the space provided Simply leave this field blank and you will have an opportunity to use the software with a limited number of patients 30 is the maximum 8 Click Next The Administrator Setup screen displays ezChartWriter User Manual 82 2011 Iccomplish Inc IMPORTANT The System Administrator is the software user delegated to maintain software settings and security levels to add or delete users and to register the software This individual should be a trusted long term employee preferably someone with good computer knowledge The password that is selected must be remembered unlike user passwords it is not easily reset Keep the System Administrator password in a secure location that is not easily accessible by others 9 Click Next The Primary User Setup window displays Getting Started 83 2011 Iccomplish Inc Enter your primary use
273. ital camera or camcorder 2 save the image to a shared network folder or similar and 3 click the Set button to find and display the image Click Clear to reset to blank image NOTE Patient photos display in the Main Module when you click the patient name once Custom Fields up to six custom fields can be created for inclusion in the patient demographics Once you create a field name it CANNOT be altered This is to prevent data mixing e g you create a field called email then want to change it to cell phone but the original data remains If you wish to change a field you can only create a new one and stop using the old one Custom Fields can contain nearly any data Examples can include Cell Phone Facebook ID Nursing Home Facility Prior Chart etc Chart Alerts for important chart information that you wish to flag The Alert icon will display at the top tab when you open the Patient Demographics alerting you to the existence of a note The Chart Alerts can be of any nature but typically are special circumstances such as allergy notifications or collection accounts HIPAA Information Notification of Privacy Policy checking the HIPAA box on first Demographics screen auto checks these two boxes Billing Module 429 2011 Iccomplish Inc PHI Disclosures Patient Health Information disclosures can be tracked on this screen Each time the patient or an outside entity sends a record request you should use the Add Ne
274. ithin the next year or two A I d like to say yes but we are not sure yet what the government has in mind Medicare requires certification but has yet to select a certification agency although CCHIT seems to have the momentum Most of my customers are small potato practices and don t have the resources to invest 10K in an EMR system plus hardware The good news is that most of the CCHIT requirements are met by ezChartWriter although some are not applicable like immunizations and Do Not Resuscitate orders and such The main areas we are not compliant in are ePrescribing and HL7 document exchange The ePrescribing may be added as a partnership with a third party in the future So if there is some change in the certification process in the future it s possible I will submit for it 12 1 6 Data Conversion amp Scanning Q We are currently using different Practice Management Software Is it possible to convert these files to your system A You would have to first export the data into CSV comma separated format then you can use the ezDataExchange module to import the patient demographics Check your Practice Management software s User Guide or contact their tech support to find out if the software is capable of doing this type of export Note that ezChartWriter only imports patient demographics not billing or EMR information Q Can we scan our existing patients paper records into the program and have it stored and linked up to their
275. k check the cable with a cable tester or replace the cable Problem Wrong access level Solution If you save your passwords in a password cache entering the read only password instead of the full access password limits your access with peer servers Try unsharing the resource and try to reshare it or have the user of that peer server set up new full access and read only passwords Alternatively don t use password caching by unchecking the Save Password box when you log on to a shared resource With a client server network with user lists and rights check with your network administrator because she will need to change the rights for you Problem Unable connect to Internet or other computers Solution Check the router switch or hub used to connect the computers to each other and the Internet It needs to be powered and the data cables must be properly connected between it and each PC and between the Internet connection and the switch or hub if applicable If your network uses DHCP to dynamically assign IP addresses and the router has lost power or connection users won t have valid IP addresses Restart the router and have all users log off and shut down When they restart their systems they should be able to obtain valid IP addresses and connect with each other Confirming the Database Path Installation and Setup 75 2011 Iccomplish Inc You can confirm that your setting to the database location is correct by using the ezP
276. k the red delete button The Guarantor Subscriber screen will open The default type is self but you can enter either an existing patient by selecting from the displayed patient list or enter a new guarantor subscriber Use the blue arrows to transfer information such as same last name or address Be sure to select the appropriate Relationship to Guarantor 10 6 Open Existing Patient There are two methods to open an existing patient chart Method 1 QuickFind Tool This is the preferred method for quickly finding a patient Using the QuickFind field you simply need to enter a few letters of the patient name and press Enter The list of matching patients is displayed in the Patient Listing ezChartWriter User Manual 432 2011 Iccomplish Inc Method 2 Patient Listing This method allows you to view complete lists of you patients arranged in alphabetical order When in Patient Listing view there are additional features available by right clicking the patient name To find a patient click on the Letter tab at the top and scroll down You may double click the patient name to directly open to the Demographics screen You may also enter the name in the Search Box at the top of the Patient Listing 10 7 Patient List The Patient Listing is the main dashboard for working with patient s demographic charts You enter the Patient Listing by either using the QuickFind tool or the Find Existing button Billing Module 433
277. key Note You can choose the Shift Ctrl and Alt keys from either side of the keyboard according to convenience The Escape key is abbreviated as Esc To select a node means to click its icon or title in the Tree view on the left side or move the Tree view cursor up or down using the cursor arrow keys until the desired node is highlighted Mouse Conventions You may perform several actions during your work with this software the following specific words are used to describe them Point to move the mouse pointer to an item Click or Left click point to an item and press the left mouse button Right Click point to an item and press the right mouse button Double Click point to an item and quickly press the left mouse button twice Drag point to an item and press and hold down the left mouse button while you move the item Select highlight or make an interface element active by either clicking it or dragging over it other actions are possible if specified in the documentation If used in select the check box it means that the check box should be marked with a tick as opposed to clear the check box when the check box should be cleared without a mark Keyboard Conventions Keystroke commands are noted in bold letters Command key combinations are separated by the dash symbol This indicates that the noted keys are to be pressed simultaneously For example Alt S signifies that you should
278. l become part of the online chart for the patient 7 2 9 Make changes to signed encounter Within 24 hours you can Un finalize an encounter Do this by opening the encounter and selecting Edit gt Undo Chart Finalizations from the menu at the top of the encounter ezChartWriter User Manual 242 2011 Iccomplish Inc You can also Undo Chart Finalization clicking the Sign button right after you finalize the original encounter 7 2 10 Auto Log Off After a period of inactivity the software will auto log off the time can be adjusted in the Main Module Admin Login You will need to re login as a User to return to your work If you are done with the chart you can simply select Quit and the chart will close Working With Encounters 243 2011 Iccomplish Inc Sometimes when you have multiple tools open the login screen does not display You need to open the screen by double clicking the tab at the bottom left side This will reposition the login window to the center of the screen In the rare case of the screen being visible but not letting you be able to type in the password box follow these steps 1 Right click somewhere on your bottom taskbar and select Show the Desktop 2 After all windows have minimized double click on the iChartModule window icon 3 Attempt to re enter password NOTE You can also Log Off and Hide the screen for instance if you have to leave the exam room for a moment by selecting File gt Hide
279. ld be either positive or negative If you mis entered a patient payment of 50 00 which always shows as a NEGATIVE amount you would need a POSITIVE transaction of 50 00 in the misapplied amount category to balance out Billing Module 449 2011 Iccomplish Inc 10 10 7 Print Preview FeeSlip Statement The Print Preview button opens the FeeSlip Statement The FeeSlip Statement is a printable version of all the transactions of a single FeeSlip Note that if you wish to print a Statement that includes multiple FeeSlips and overall patient balance you must use the Billing Statement button at the bottom of the Ledger Screen 10 10 8 Editing Finalized FeeSlips To edit a FeeSlip that has been paid closed use the Allow Edit button found at the bottom of the FeeSlip ezChartWriter User Manual 450 2011 Iccomplish Inc 10 10 9 Deleting FeeSlips FeeSlips that have not been saved will be deleted automatically if you click Cancel However this only works if you have not entered any transactions or claim forms Otherwise if you created a claim first save the FeeSlip then open the Ledger Screen and delete the claim then the FeeSlip 10 11 Claims ezClaimBiller allows you to create a standard CMS 1500 claim form as used by nearly all US health care organizations and insurance companies It is required for Medicare and Medicaid claims Claims can be printed on paper or export for upload to an EDI clearinghouse All claims are base
280. le 457 2011 Iccomplish Inc font On the alignment tool select font Courier or Lucida and font size 12 That should fix the alignment problem you can try other fonts if it doesn t but these usually work best How can you tell if it s a font problem It s all about spacing Proportional fonts will jumble together on the left side Non proportional will be evenly spaced even if not fully aligned Once you have the correct font selected non proportional you can move on to aligning the printout In order for the claims to print or export they have to be in a fixed width or monospaced font just like a typewriter each key s character takes up the same space on the paper Monospaced fonts are often used in software programs that contain tables charts graphs or any place where maintaining vertical alignment of characters is mandatory Sometimes the default Courier font does not work on certain computers likely because it was replaced by a another software application on your computer In order to make the form print or export properly take the following steps 1 open a claim form 2 click Align at the top 3 select the FONTS button 4 from the list choose one of the following fonts ezChartWriter User Manual 458 2011 Iccomplish Inc Andal Monospace Arial Monospace Courier Letter Gothic Liberation Mono Lucida Console OCR A OCR B MICR Typewriter Typewriter Elite Typewriter Gothic
281. lick the appointment then drag to the next space over Selecting a Range of Dates to view Using the calendar on the right side of the screen you can select a range of dates to view beyond the standard 5 7 or 30 day views For example to view a two week period simply click on the first date and while continuing to hold down the mouse drag over to the second date Appointment Scheduler 403 2011 Iccomplish Inc The corresponding days will show in the main calendar view ezChartWriter User Manual 404 2011 Iccomplish Inc Quickly Changing the Timescale Right click the timescale and choose the minute increment you desire Copying Multiple Appointments at once Click the first appointment then hold down the Ctrl key and click additional appointments When done right click the last appointment and choose Cut Then move to the spot where you wish the appointments to be and click Paste Switch to Day View Quickly In the Week View click the box right below the date heading In Month View double click any day on the calendar Appointment Scheduler 405 2011 Iccomplish Inc Jump to Next Appointment Day Occasionally you will see the Previous and Next Appointment sidebars appear They only display when you are on a day or date range where no appointments are present By clicking the Next Appointment tab you will be transported to the next day in which an appointment is present Jump to Today You can jump to a view
282. ll be able to quickly choose appropriate exam text to place in your chart notes ezChartWriter User Manual 346 2011 Iccomplish Inc Working With Encounters 347 2011 Iccomplish Inc For now however it looks blank as shown in the sample image Note that the Category heading says lt Custom1 gt and that there are four colored titles in the main area ezChartWriter User Manual 348 2011 Iccomplish Inc Step 4 Click on the Custom button on the right side and the customization tool Customize Pick List will open At the top make sure the tab marked Setup is selected You should see a screen with the following text each representing a different section of your pick list HEADING DEFAULT FINDINGS NORMAL FINDINGS ABNORMAL FINDINGS The HEADING label is what the text topic relates to For instance if you wish to create a new custom button relating to the limbus you would add a heading under the section marked HEADING and this would be pasted into the SOAP note The exact way you enter the heading is exactly how it will be inserted into the SOAP note so include punctuation and spaces as needed Each of the subsections would be entered in the same way For example HEADING LIMBUS DEFAULT FINDINGS Unremarkable NORMAL FINDINGS A normal statement goes here Working With Encounters 349 2011 Iccomplish Inc ABNORMAL FINDINGS The findings are abnormal Another abnormal st
283. ll be included in every report of that type Examples include headings and labels such as Date of Exam and Report of Findings You create static text by simply typing text in the Designer just like a work processor Dynamic Text aka Fields These are special codes embedded in your report document that tells ezChartWriter to insert text appropriate to for example a particular patient or provider each Field has a specific format and looks like this Dear Name Title Last Name The word Dear and the semi colon are static text However the double bracketed fields indicate placeholders for data to be inserted in this case the patients salutation for example Mr or Mrs and last name Using the list of pre defined Fields it is possible to generate grammatically correct and fully personalized letters handouts and miscellaneous reports Using even more specialized Fields such as MedRx you can create Rx s for your patients Many sample templates for various reports Rx s and letters have been created for you Simply copy the old report to the new and edit the text and Fields as needed ezChartWriter User Manual 356 2011 Iccomplish Inc Inserting Fields can be done using the dropdown list at the top of the Report Designer A full list of available fields are listed below Images In addition addition to static text and FIELDS you may also insert static images in your documents These may be logos
284. llaneous Options Various other settings that most providers can leave as the defaults given unless you have specific needs to change The question Is there another health plan will set to Yes automatically on a claim if you include secondary insurance information NOTE Be sure to set up the Provider s NPI in the User Settings This can be done in the Main Module when signed in as an Administrator 10 11 2 Creating Editing Claim Forms The insurance claim can be created by clicking the Claim Form button on the bottom left side of the FeeSlip All claim forms must be created from an existing FeeSlip You will see the Open Insurance Claim Form which allows you to select a New or Prior claim You can also select the primary and secondary insurances Billing Module 455 2011 Iccomplish Inc Add New Insurance You can also add New Insurances with the Settings menu at top of the ezClaimBiller screen Insurance Plan List Claim Setup The Claim Setup button allows claim defaults and customization to be specified Open Claim Clicking Okay will take you to the onscreen Insurance Claim Editing a Claim Onscreen Once the claim opens you can edit any field simply by clicking in the appropriate box Generally this is not required as the Claim is populated with the data from the FeeSlip But sometimes you may wish to adjust the modifiers or diagnosis pointers to better reflect the level of service Diagnosis Pointers and Modifier
285. llowed 1 click the Encounter List option since diagnosis codes are associated with Encounters not Patients 2 in the Field Name dropdown select the DIAG1 field 3 choose is as the operator e g an exact match so that ONLY the diagnosis is found 4 enter 367 1 in the search criteria field This is what we are searching for in the database NOTE To perform a complete search you should repeat these steps for the other diagnosis fields DIAG2 DIAG4 ezChartWriter User Manual 174 2011 Iccomplish Inc The Query Results screen will display When working with encounters the name can be double clicked to open the Encounter Operator Choices Is exact match Is Not does not match Contains the field contains the criteria Starts With the field begins with the criteria Ends With the field ends with the criteria Basic Functions 175 2011 Iccomplish Inc 6 3 3 2 Encrypt Compress Reports To conserve space and or to fully protect your database from prying eyes you can run the Encrypt Compress Reports utility It converts the text based report to a encrypted format that saves space and cannot be decoded outside the software itself WARNING If you notice your ezReports dez database growing close to the 1GB size you should run this utility 6 3 4 Miscellaneous Functions The Miscellaneous Functions menu allows you to open the Report Designer and Rolodex Utility Report Designer Rolodex Utilit
286. lude and use the arrows to transfer to the Current Members of Group list 6 3 Special Functions The Special Functions menu allows you to perform various housekeeping functions on the database manage report templates and rolodex names report bugs and check for updates and query the database Database Maintenance Backup Database Compact Database Software Maintenance Report Bugs Check for Updates Data Management Query Statistics Encrypt Compress Reports Miscellaneous Functions Report Designer Rolodex Utility ezChartWriter User Manual 168 2011 Iccomplish Inc 6 3 1 Database Maintenance The Database Maintenance menu allows options for maintaining the health of your database Backup Database Compact Database 6 3 1 1 Backup Database Utility to create a compressed backup copy of ezChartWriter s date files We recommend that you perform a backup EVERY DAY and save the compressed file on removable media CD Rom USB Flash Drive or another network drive Store a copy of your database off site either using the removable media or an online data storage site This off site copy should be replaced weekly if not daily Basic Functions 169 2011 Iccomplish Inc You can do two types of backup s With attached scanned documents included If you leave the Include Documents Folder checked the software will compare the existing backup document folder with the current and copy any new documents over
287. ly Multicolumn Mode Converts from the 7 day work week column view to a spread view The checkbox has no effect in 5 day ezChartWriter User Manual 398 2011 Iccomplish Inc view When in this view there are no displayed timeline tickmarks and although you can double click to create an appointment you must manually adjust the appointment times Month View Displays a full 30 day view with all appointments condensed to allow a general overview of the month Not recommended for creating appointments as a matter of fact by double clicking a day while in Month View you will switch automatically to Day View Right clicking in Day Week or Month View will allow you to create or modify appointments 9 4 Create New Appointment Double click anywhere in the Main Appointment area and the New Appointment screen will appear NOTE The beginning time is based on where you click on the schedule the time is much more accurate on Day and Week view modes Appointment Scheduler 399 2011 Iccomplish Inc Entering Patient Name When entering the patient name it is highly recommended that you use the Lastname Firstname format with the comma and space This is to allow effective searching Finding a Patient that Previously Canceled If a patient is NOT in the patient database but previously scheduled you can enter the full name Last First and click the Tab key to pull up the prior data Note that the name must match exactly Finding
288. ly move contacts from one section to another for example from the Habitual to the Final Rx click and drag the Rx down ezChartWriter User Manual 300 2011 Iccomplish Inc The Habitual section has a special tool for evaluating a detailed wear history especially if you are not doing a complete fit assessment Trial Contacts for Ordering Dispensing There are two sections for trial lenses the Order Dispensing section allows you to enter contacts that Working With Encounters 301 2011 Iccomplish Inc will be going home with the patient or which are being ordered for future dispensing You may enter up to three sets of trial lenses To work with a specific set click in the box you wish to add or use the dropdown box to select the trial set To enter a lens evaluation and fit assessment click the Fit Assessment button You can enter fit assessments on any contacts except for the Final Rx box The Ordering Dispensing side has the ability to add ordering comments use the Instructions button Trial Contacts for Evaluation If you are doing a follow up contact lens visit progress evaluation or evaluating trials on the same day before deciding to dispense in office trials you can use the Trial Contacts Evaluation section This section is the only one that allows for a complete SOAP note to be generated i e when a patient comes in for a visit specifically for a contact lens evaluation in this case all the SOAP fields will
289. ly set The Tonometry tool allows quick entry of applanation tonometry findings Start by dragging the R1 top slider right or left to the desired reading If a second reading on that same eye was taken use the R2 slider Then click the equal sign to copy OD to OS or click the right arrow to jump to OS side Enter the OS readings the same way The time automatically defaults to Now but you can set it to any time Then click the red dropdown to select the method you will be prompted if you forget Click the arrow to see all the choices If you did not do tonometry make sure the Omit box is checked ezChartWriter User Manual 288 2011 Iccomplish Inc Posterior Segment You can set most of the findings using the familiar beige buttons Extra tools are present for entering Fundus Evaluation Ophthalmic Indicators and Optic Nerve Head assessment Use the Green Arrow to pre fill the Fundus Evaluation section The C D Tool and ONH Assessment allows you to quickly define the optic nerve head ratios use the slider buttons to adjust or simply drag the circles bigger or smaller The left ONH prefills with the data from the right Working With Encounters 289 2011 Iccomplish Inc 7 3 6 1 Detailed Findings Tool By checking the appropriate items in the PickList you can create a full description of the problem In some cases you can right click the item to indicate which eye is affected see below Click the Customize button to change
290. make changes then synch the databases from time to time Q I am interested in beginning a trial run of the program What do I need to do in my office as far as computers and networking to set the software up I currently only have one computer in the office I suppose I will need computers in each exam lane and the pretest room I have many questions about setting up the computers to network A I recommend downloading the trial version and just testing it out You will need to have a functioning network preferably wired not wireless for multiple computers to use the software Install the software on your exam computer or whichever computer you wish to use as the server The software will guide you in linking the computers assuming you set your database folder on the server to have permission to share This type of networking setup would be done by your local IT network technician Once they have Frequently Asked Questions 509 2011 Iccomplish Inc your network up and running and the exam room database set with proper permissions to share data you should be able to install the software on multiple computers and link together Q When I try to do a new patient encounter it tells me the chart is locked by another user even though I am the only user When I hit the unlock button it gives me the same message A If you have previously opened an encounter and the chart was NOT fully closed say due to a crash it will show as being o
291. many as you wish The more letters you enter the more unique your search results You may also us the wildcard character to indicate that you do not know the letter Just press the Enter Key to quickly start the search If you wish to search by Chart Number simply enter the number you are searching for and the matching patient will be displayed Examples Basic Functions 113 2011 Iccomplish Inc Imagine we are trying to quickly pull up Margaret Smith while trying to type the minimum number of letters We could try it each of the following ways The best method is to enter two letters of both first and last name Typing Would find the following Typing Would find the following Typing Would find the following ezChartWriter User Manual 114 2011 Iccomplish Inc 6 1 3 Patient Charts How do I create a new patient chart How do I find and open an existing patient chart 6 1 3 1 Create a New Patient Chart 1 Click the New Patient button 2 Enter the patient demographics Note that only the first name last name and date of birth are required to create the chart Basic Functions 115 2011 Iccomplish Inc 3 Click the Save button to create the new chart Duplicate Patients If a patient already exists in the system you will see the Duplicate Patient screen after you enter the name and date of birth If a patient matches click the checkbox next to the name and click the Select button t
292. mation were you looking to store Q Do you have an interface to a stock module Frequently Asked Questions 527 2011 Iccomplish Inc A For tracking inventory not yet it s under consideration Q I would be able to send you a list of our applicable tariff codes and corresponding prices could these be included A Again maybe depends on whether it requires just a database update or a whole re write of software Q When will the next updated version come out with the multiple diagnosis codes A Not sure maybe within a few months depending on how quickly some other projects get done Q When typing a patient medication in the Medications field the drop down box will list the drugs spelled similarly However it lists 2 of every drug with the exact same spelling So you either have to spell the entire drug completely and then hit enter Or after you see the drug you are interested in you must hit the down arrow on the keyboard and then enter to select it This process is timelier than it was before the update A I m working a fix for this issue and should have something soon Q When trying to use the default templates in the drawing tool located in the Quick Exam Tool my vista computers will not open any of the drawings up so you can edit them to show the pathology you want But my XP computers can open the images up to edit them and then paste the pictures in the record for documentation A I will test this on a Vis
293. me or by category by clicking on the heading bar To edit an existing report click on the name and then click the Edit button or alternatively just double click the report name To create a new report click the New button and a dialog will appear to guide you through creating a new report Working With Encounters 353 2011 Iccomplish Inc Step A Select an appropriate category for the report If the report does not easily fit one of the pre defined categories use the Misc Reports category Step B Give the report a unique and descriptive name for example Letter to Patient Importance of Diabetic Control You may also indicate whether this report will be based on a prior report format or blank report Even if you choose a blank report you can easily copy and paste data from your favorite word processing program ezChartWriter User Manual 354 2011 Iccomplish Inc When the report whether new or editing an existing report opens you will be in the Report Designer mode The Designer looks and acts just like the regular report viewer with just a few important differences The first difference is that the data you are working on is a Template from which your other reports are built As such the Template needs to be told what data to display Working With Encounters 355 2011 Iccomplish Inc There are three types of data you can insert into your template Static Text This is text that does not change and wi
294. mpatibility setting if you do run into problems Q I would prefer to use your product on a wired Network but I am concerned that Wal Mart won t let me run my own Cat5 wire between machines in their vision center I still need to ask them about this A We ve had other Wal Mart docs tell us that Wal Mart prefers a wired network so this shouldn t be a problem although they may require that the wiring work be done by their people you ll have to check on this Q If their answer is No I assume I can set up a Secure Wireless network between the three machines Will your software work fine in this situation as well Do you have people using your product on Wireless Networks A The only problem would be speed issues you would likely notice a much slower software operation since it is very database driven If you have poor signal or connection drop you will suffer from potential database crashes Q I installed ezChartWriter on my third computer of my network but don t know the password Do I need a CD to install the program A No you should be able to either download the software or use a prior setup file to copy to the new computer Once you open on the new computer during the setup phase be sure to point to the correct network path where your server is located Q We are trying to install software on networked computers The ezChartWriter works on the server but on a remote computer it will not When you try to open the progr
295. multiple readings on each eye Can I record each reading rather than an average I also often obtain Goldmann applanation tonometry myself Is the program able to record both methods on the same exam A The NCT tool on the Automated Instruments screen only allows for 2 readings per eye The doctor Frequently Asked Questions 513 2011 Iccomplish Inc can enter his own Goldmann readings using the Tonometry slider on the Exam Tool second tab You can also manually add more readings directly in the SOAP note Q When a previous patient returns for a yearly exam will the program mirror the last exam to use a starting point for the new exam A For history yes you just select Previous Patient from the template list on the subjective findings or use the little blue arrow near the history section For exam findings not so much You can cut paste from prior exams for long verbiage that you don t have pre defined template text Q I m concerned about how much time it takes to chart versus just using paper This seems to take much longer A Believe it or not you can chart a normal patient say a 2 00 myope in under 90 seconds Our software is designed on an exception to normal format so you click less if everything is okay But you do have to do some work aka clicking since part of the template is designed to make sure you don t overlook something important It takes time to get fast charting with EMR My experience and that
296. n balanced and the unapplied amount of the check is zero If you have a discrepancy you will need to close out the Post Payment screen and open the FeeSlip of the problem claim to edit Posting Zero Balance EOB s Explanation of Benefits If you receive an insurance EOB with no check for instance the entire amount went to a deductible or the patient wasn t eligible for benefits you cannot use the Post Payment button since there is a zero balance Instead you need to open the patient s FeeSlip and enter a Transaction Typically this would be a Transfer from Insurance to Patient so that the patient s balance increases and insurance shows no balance due Remember ezClaimBiller keeps two separate running balances one for what the patient owes and one for the insurance payment due ezChartWriter User Manual 466 2011 Iccomplish Inc First you must decide if you are going to write off any of the amount If so you need to decide if it will be an Insurance Write off or Patient Write off Then transfer accordingly Examples Case 1 You billed 200 exam but usually charge cash patients 190 So the write off is on the Patient side You should transfer the FULL amount to the patient using the Transfer from Insurance to Patient from the dropdown list and put the amount that the insurance didn t pay 200 Then create another transaction right below that is for Patient Write off in the amount of 10 This will leave a patient balance of
297. n simply click ONCE on the patient name to view it You can also edit or delete the note or click the View FeeSlips Claims button to open the Ledger Screen 10 1 2 Modify Patient Name Patient names once the chart is created can only be modified with this tool This is done to both track name changes reasons and to prevent data loss Right click the patient name in the Open Ledgers view and select Modify Name Billing Module 419 2011 Iccomplish Inc The Modify Patient Name screen will show and you can enter the corrected name in the boxes at the bottom Indicate a reason for the change and click okay You can also view the history of name changes by clicking the Modification History button ezChartWriter User Manual 420 2011 Iccomplish Inc 10 2 Login Screen You can log into ezClaimBiller in one of two modes User or Admin Users can create feeslips statements and claims as well as post payments and transactions Admin can modify finalized transactions such as patient payments The Admin password should be kept secure and this feature should be limited to just one or two people How do I How do I log into the Billing Module as a User How do I log out of the Billing Module How do I log into the Billing Module as an Admin 10 2 1 Log in to Billing Module When you click on the Billing Module icon from the Main Menu of ezChartWriter you are automatically logged in However if you click the Logout button
298. n any of the machines to use your product Should I order any other software on the machines that I buy in order to make the most of your product A No you do not need MS Office or any other software to use ezChartWriter There is a built in backup utility with the software Frequently Asked Questions 491 2011 Iccomplish Inc Q I understand from your reply that your product works with either XP or Vista I prefer XP too All of the New Machines that are offered seem to come with Vista I know I can downgrade them to XP But I worry that downgrading to XP will invalidate any Microsoft support that came with the purchase of new Vista Machines A We recommend XP but it s your personal choice Remember you don t need to have the newest machines to make this work You can buy a few refurbished Dell desktops and do just fine for half the cost Q With a relatively powerful server crt to hold the database file can this system function well with as many as 9 viewing stations on our pier to pier ethernet It is unlikely that more than 4 at a time will be in use A The software will probably work fine with 4 5 users logged in Unfortunately the database is built on Microsoft s Access system which while low cost does limit the network usability Changing database systems at this point in the software development is not likely so we are stuck with those limitations It s one of the reasons we only market to small and mid sized
299. n reveals Chambers are clear free of cells and flare ANGLE ESTIMATE Grade 3 open angle OU LENS Slit lamp examination reveals No significant cataract formation or opacification TONOPEN TONOMETRY OD 13 0 mm OS 13 0 mm 17 53 POSTERIOR SEGMENT OPTIC DISC Normal color size and shape with intact neuro retinal rims 360 degrees Flat and sharp borders noted as well as grossly normal appearance of nerve fiber layer OU CUP DISC RATIO OD 0 25 H V OS 0 25 H V MACULA Bilateral examination reveals Maculae of normal thickness free of atrophic changes VASCULATURE Findings include Vasculature does not show hemorrhages or exudates Normal A V crossings observed OU POSTERIOR POLE Observations include Normal fundus coloration and architecture observed within the primary arcades OU Undilated fundus examination evaluated with direct opthalmoscope ASSESSMENT 367 0 Hyperopia 367 21 Astigmatism 367 4 Presbyopia OCULAR STATUS Ocular health status unremarkable PLAN REFRACTIVE PLAN First time spectacle wear multi focal lenses OD 0 50 2 25 x 085 OS 0 50 1 25 x 090 Add 1 50 RECOMMENDATION anti scratch coating RECOMMENDED FOLLOW UP RTC in 1 2 years for complete eye exam Working With Encounters 229 2011 Iccomplish Inc 7 2 Basic Encounter Functions How do I view prior records How do I switch chart views How do I use the Tools to enter data How do I edit text in the SOAP note How do I print a co
300. n your system A Yes with the ezClaimBiller module you can either print paper claims or generate batch files to be uploaded to your EDI clearinghouse we use www OfficeAlly com but any that can read text files print images should work Q How do I post an insurance payment when there is no dollar amount because it went to the deductible A You must enter the transaction manually Open the original FeeSlip then click the Transactions button Start a new line and select Insurance Payment from the dropdown Q We do have one problem however the insurance claim form does not line up when printed out The tutorial says that only minor adjustments should have to be made but ours is way off A The problem is with the font not the alignment On some computers the default system font is not proportional and so all the text is squeezed together To fix the issue you must select a different font also found on the alignment tool You will have to experiment a bit to find one of the six available fonts that matches one on your computer I recommend keeping the font size at 12pt though Q Using office ally as an electronic billing solution for ezChartWriter How do you use that Do you Frequently Asked Questions 521 2011 Iccomplish Inc convert the paper form to electronic A If you are already printing the paper HCFA CMS 1500 forms you only need to add a few steps to go electronic First you have to sign up with officeally c
301. national Sales 12 1 1 Hardware System Requirements Q My front desk computer is about 5 years old It has Windows XP v 2002 with service pack 3 It runs on a Pentium 4 processor at 2 80 ghz and has 2 0 GB of RAM Is this computer good enough for EMR or should I purchase a new computer or hard drive for the front desk A That setup will work but you ll eventually want to replace it if you find your system is bogging down too much You want your fastest computer in the exam room since that s where a lot of your intense processing power will be used Q Should I purchase a server when I set up the network I see the network as being a wired Ethernet network connecting the front desk computer a laptop in the exam room and my personal laptop in my office A If your laptop in the exam room is fast you can use it as the server otherwise it would make more sense to get a fast desktop for the front desk It doesn t have to be anything fancy just new We do recommend Windows XP until Microsoft comes out with more stable version of Vista Q Are you coming out with a Mac version of the software A Not anytime soon as it would take a major re writing of the software and the market is slimmer for Mac software Q What should I do about setting up a network Frequently Asked Questions 489 2011 Iccomplish Inc A Networking issues would be the domain of your computer guy But most users once the shared drives are set up f
302. nds the billing to display each line item that was billed to the insurance plan Paid Full Checkbox If the insurance company paid 100 of the claim you can simply check the paid full checkbox and move on to the next patient If the insurance paid 100 of one line item then use the plus sign expander to show all lines and click the appropriate line Actual Payment In most instances the insurance will only pay a portion of your expected payment enter the actual paid amount from the EOB explanation of benefits into the yellow shaded column You can enter in the single line without expanding and the software will calculate the percent paid for each line item This method is not particularly accurate so it is always recommended that you expand the lines and enter each paid amount separately Billing Module 465 2011 Iccomplish Inc Write Off Transfer Options After entering the Actual Payment you must decide how to handle the remaining balance There are only three options 1 write off the balance 2 transfer it to patient responsibility or 3 transfer to the secondary insurance Note that if you wish to do two of these options e g write off a portion and transfer a portion you cannot do it on this screen Instead mark the transfer button then when completed posting the payment open the patients FeeSlip and edit the Transactions List NOTE You will not be able to close out the Post Payment screen until all payments have bee
303. ne Or if you have lost your password enter the code provided by TechSupport to reset the Admin Password 4 5 FAQ frequently asked questions Most of your Frequently Asked Questions are answered in this section Getting Started 89 2011 Iccomplish Inc 4 6 User Manual pdf Click on the User Guide on the Main Screen to view the printed pdf version of the help manual The manual included in the Setup contains low resolution images to print the manual you should download the hi res version approximately 30MB from the website www ezchartwriter com 4 7 Sample Patient The software comes with a demo patient that you can use to create practice charts reports Rx s and such You can also create your own sample patients however we recommend that you use the default sample patient for these reasons 1 Joe Sample is known to the software for being a demo patient and all reports and charts are ignored when creating real reports 2 The default sample patient can be closed even with open unsigned reports Rx s Normally you can t close patient charts if there are unsigned items 3 Tech Support will have you test with this patient WARNING Do not delete the Joe Sample patient Simply close the file by right clicking and selecting Close Part V ezChartWriter User Manual 92 2011 Iccomplish Inc 5 Admin Functions The Administrator Menu is the main portal to managing the software including User accounts
304. ng on the software is 199 per year and includes all modules OR you can purchase a one time perpetual license for 1299 The license fee is per clinic location no matter how many computers and or doctors work at your practice If you prefer a single purchase rather than annual licenses then you can order a perpetual license for a one time fee Use the built in order form to purchase the perpetual license or visit the website Q What types of practices buy your software A We sell to both private doctors and corporate We have many Wal Mart doctors Mostly because it s inexpensive and it works very well in corporate practices and small private offices But the reason our cost is so low is that we don t offer much support or hand holding most users learn the software just with playing around and trying it out using the built in help ezChartWriter User Manual 492 2011 Iccomplish Inc Q If I need to renew on an annual basis and the company is no longer in existence for whatever reason how do we make sure we can continue to use the software A If for some reason the software is discontinued we would release a lifetime license Realistically though we don t foresee this occurring and have many established users who motivate us to keep improving the product Q New pricing A The 199 price is new price That is an annual licensing fee Functionally the working software is exactly the same as the demo if you are using the ne
305. ng the history or the plan assessment If you detect a pattern let me know Q I keep getting a runtime error 401 can t show non modal form when modal form is displayed while I am in the history screen with medications A Thanks for catching that bug I will send you an updated exam module in a few days with the fix Q Any updates or suggestions to fix the problem I had with my Toshiba tablet pc A You might also try disabling the wireless connection and connect the Tablet to the network with a cable into your router directly See if that allows connection to the database Q While attempting to update I get an error It says to click try again to repeat ignore to skip this file not recommended or abort to cancel Retry keeps getting stuck at the same spot Ignore didn t do anything It acted like it was continuing to install the new updates however when I tried the program I didn t notice any changes to the features like I did one my other computer A Try restarting that computer and trying again You can also use the direct download link rather than doing it with auto update That should allow the setup to continue Q I have windows media player but couldn t get the spectacle prescription video tutorial to play The screen remained blank despite pushing the play icon A The video player may be an older version Try updating to the newest version Q Is it normal that your program does not show up in the Windows
306. nt Demographics Modify Name Allows a patient name to be changed ezChartWriter User Manual 416 2011 Iccomplish Inc Message Manager Add a Sticky Note or Billing Note Close amp Refile Chart Closes the chart will disappear from Open Ledgers list Pending Payments Accounts Receivable AR List The AR List shows all patients with outstanding balances You can double click the patient name to open the associated FeeSlip Action Note If you double click into the Last Action column you will bring up the Action Note screen where you can indicate any billing status notes for example Pending claim due to Medicare cross over Each time you add more information the Action Date will update automatically Note that if you overwrite prior text it will be lost When you right click the patient name you can take two actions 1 Pull the ledger into the upper Open Ledgers screen and 2 Delete the Action Note for the patient Billing Module 417 2011 Iccomplish Inc 10 1 1 Sticky Note You can add short Sticky Notes to a Open Ledger by right clicking and selecting the Message Manager option Once the Message Manager appears select the Sticky Note button The Sticky Note edit screen will appear and you can enter any text you wish Once you save the note a date timestamp will append with the user s name ezChartWriter User Manual 418 2011 Iccomplish Inc To View a Sticky Note If a patient has a Note ico
307. nual 126 2011 Iccomplish Inc if you wish to have an image of the patient you need to 1 take picture with a digital camera or camcorder 2 save the image to a shared network folder or similar and 3 click the Set button to find and display the image Click Clear to reset to blank image NOTE Patient photos display in the Main Module when you click the patient name once Custom Fields up to six custom fields can be created for inclusion in the patient demographics Once you create a field name it CANNOT be altered This is to prevent data mixing e g you create a field called email then want to change it to cell phone but the original data remains If you wish to change a field you can only create a new one and stop using the old one Custom Fields can contain Basic Functions 127 2011 Iccomplish Inc nearly any data Examples can include Cell Phone Facebook ID Nursing Home Facility Prior Chart etc Chart Alerts for important chart information that you wish to flag The Alert icon will display at the top tab when you open the Patient Demographics alerting you to the existence of a note The Chart Alerts can be of any nature but typically are special circumstances such as allergy notifications or collection accounts HIPAA Information Notification of Privacy Policy checking the HIPAA box on first Demographics screen auto checks these
308. o have Automated Instruments Settings Default Automated Instrument If you have an auto refractor keratometer linked via ezInstrumentLink software these settings determine the default instrument Path to ezInstrumentLink Files Specifies the path to where the instrument import files are located Default Start Values Specifies the beginning Normal tool position for the Tonometry and Keratometry tools ezChartWriter User Manual 378 2011 Iccomplish Inc Visual Acuity Tool Settings Default Acuity Format Specifies the format metric snellen or decimal depending on your locale or preference Bilateral VA Default If you routinely include bilateral acuity you can default to 20 20 or metric equivalent otherwise it will be left blank Refraction Tool Settings Default Additional Data Tab Specifies the tab that will display when the Refraction Tool is first opened typically the Refractive Summary is shown since it includes any AR AK Lensometry data imported or entered Binocular Balance If you routinely do binocular balanced refractions you can have this box auto check Working With Encounters 379 2011 Iccomplish Inc Near Point Distance The default distance in inches or cm for the placement of the near point card for visual acuities Contact Lens Tool Settings Toric Lens Conversion When using the Toric Conversion button the nearest axis mark can be indicated typically 10 degrees
309. o open that patient s chart Otherwise click Close and continue entering patient demographics 6 1 3 2 Open an Existing Patient Chart There are two methods to open an existing patient chart Method 1 QuickFind Tool This is the preferred method for quickly finding a patient Using the QuickFind field you simply need to enter a few letters of the patient name and press Enter The list of matching patients is displayed in the Patient Listing Method 2 Patient Listing This method allows you to view complete lists of you patients arranged in alphabetical order When in Patient Listing view there are additional features available by right clicking the patient name To find a patient click on the Letter tab at the top and scroll down You may double click the patient name to directly open to the Demographics screen You may also enter the name in the Search Box at the top of the Patient Listing ezChartWriter User Manual 116 2011 Iccomplish Inc 6 1 3 3 Patient List The Patient Listing is the main dashboard for working with patient s demographic charts You enter the Patient Listing by either using the QuickFind tool or the Find Existing button Basic Functions 117 2011 Iccomplish Inc Double clicking on a patient name opens the demographic screen Right clicking a patient name opens up the additional features menu Note that you MUST have the patient name highlighted for the menu to open Pull Ledger This option
310. o the patient self or guarantor Insured ID the insurance plan ID Policy Group if the insurance plan has a group number enter it here Authorization if the insurance plan requires pre approval and gives an authorization number Notes do not display on Claim Form for your own internal use Additional Insurance Plans click the button to add or view additional plans only for 2nd or additional Billing Module 427 2011 Iccomplish Inc HIPAA Notification status allows you to indicate that patient has read understood HIPAA requirements Bad Address if mail is returned and you wish to remove patient from mailing recall lists Inactive if patient leaves the practice for some reason charts will still be available for viewing More Information Nickname an alternate preferred name by the patient Marital Status will display on the Insurance Claim form Hobbies useful to track patient activities to assist provider rapport Source what got the patient into your office Referred by who if anyone got the patient into your office Family Group if a patient is part of a family you can indicate it here Emergency Contact a person to contact if a medical emergency occurs in office ezChartWriter User Manual 428 2011 Iccomplish Inc Race Ethnicity hold the mouse over the letters to see what abbreviations indicate Patient Picture if you wish to have an image of the patient you need to 1 take picture with a dig
311. oad Claims menu on the left You will be directed to located the batch file A confirmation screen appears telling you the upload was successful Q I still have a very hard time trying bring back the patient s FEE SLIP Hopefully you able to give some hint A Once you create a FeeSlip you can find it two ways 1 if there is an outstanding balance it will show up on the Accounts Receivables AR list on the main page or 2 you enter the patient name or partial name such as Smi J to find Joe Smith in the QuickFind box Once the patient name is displayed in the Pulled Ledgers list you double click it to pull up the list of prior FeeSlips and insurance claims This works very similar to how you pull up patient encounters on the charting side ezChartWriter User Manual 522 2011 Iccomplish Inc Q How can I give a patient a simple superbill A There are pre printed SuperBills in the Report Manager that you can use On the main ezChartWriter screen open the Encounter List and click the Report icon then Add New then Misc gt Billing Reports gt SuperBill Grid This report does NOT save CPT or ICD 9 codes but is nice if you need a simple record of charges to give patient You can edit the report to your liking with the Report Designer in the Special Functions menu Q Is the ezClaimBiller capable of uploading to a clearinghouse If so can you recommend one A Yes you can use ezClaimBiller to upload to a clearinghouse The re
312. oaded to the clearinghouse of your choice there are many free ones we recommend www OfficeAlly com You must select where to save the batch file the default location is in a folder called Batch located in the same place as your Claim folder You must remember this location as you will need it in Step 3 ezChartWriter User Manual 460 2011 Iccomplish Inc 3 Open your web browser and navigate to the clearinghouse site e g www officeally com Login as usual and you will see the main Every clearinghouse is different but using OfficeAlly as an example here is how to upload the batch file Billing Module 461 2011 Iccomplish Inc Click the Browse button to locate the batch file on your computer most likely at C ezHW_Data Claims Batch but it could be in a different location if you are using a networked computer It will be at the location you saved at in Step 2 above Once the location is in the box click the Upload button to send it to the clearinghouse ezChartWriter User Manual 462 2011 Iccomplish Inc Within moments you should receive a confirmation that the file was uploaded successfully However it may take some time to process the file at which point you should receive notification that the claims were processed In OfficeAlly you use the View Claim History link to see the status Some FAQ s Q Does this software include edits and error correction capabilities ANS No but OfficeAlly does see below
313. ocal law of your local jurisdiction requires use of your local jurisdiction s law and shall benefit ezChartWriter Software its successors and assigns Index 535 2011 Iccomplish Inc Index A abnormal findings 260 285 accounts receivable 415 accounts receivable list 469 action note 415 active charts 110 131 acuity tool 278 admin functions 92 login 85 Adobe Reader 233 allergy list 263 AllScripts 220 appointment 388 edit move 401 lunch hour 402 new 398 appointment scheduler 388 AR list 415 469 AR report 468 AR AK readings 272 276 ARRA 18 235 assessment 296 attach 160 attachments 136 audit flags 340 audit trail 105 auto log off 242 auto save 208 370 auto select provider 208 370 auto update 172 B backup database 168 backups 208 370 batch claims 459 billing module 420 Admin sign in 423 billing reports 467 binocular assessment 281 blood pressure 328 bugs 171 172 C calendar options 407 CCHIT 18 certification 18 235 change signed encounter 241 change telephone number 96 check for updates 172 chief complaint 255 266 claim alignment 478 claim defaults 451 claim EDI 459 clearinghouse 459 Click2Mail 203 clinic details 97 CMS 1500 450 compact database 168 171 compress 173 175 computer use 269 consultant 186 contact lens Rx 291 contact lens tool 298 contact lenses brand 302 customization 370 final prescription 298 fit assessment 305 ordering 298 CPT 442 472 CPT code
314. of Today s appointments by clicking the Today button on the lower right corner of the screen ezChartWriter User Manual 406 2011 Iccomplish Inc Using the Calendar with Multiple Providers The scheduler is limited to a single provider However you can have multiple doctor appointments display by using color coding To do this you need to set up specific exam codes in the Appointment Types settings For instance Doctor Smith would have a exam category of Exam Smith colored blue Dr Jones would have Exam Jones colored red The appointments can be double booked in the same time slot Use the mouse to click and drag appointments to the appropriate time Note that by default the calendar displays the earliest appointment on the left hand side Appointment Scheduler 407 2011 Iccomplish Inc 9 7 Calendar Options The way the calendar displays and allows appointment booking can be modified The options include Time Scale the increments to be shown on the calendar can be anywhere from 5 to 60 minutes Set this for the common time period that your exam lasts for example if you do three exams an hour use the 20 minute setting Appointments can be booked for any time period but when dragging expanding appointments on screen with the mouse the blocks align to the existing time increments ezChartWriter User Manual 408 2011 Iccomplish Inc Work Week The days of the week that you are typically open First Day o
315. of the buttons in that section to one type either all normal or all no data Be careful as this may delete any abnormal findings you have entered in that section 7 3 2 5 2 2 Enter detailed history of an item On most of the subsections of the Quick History Tool you will find a light blue button labeled More This gives you the opportunity to enter more detailed information than can be entered using the standard buttons For example if you have a patient with a disease not listed in the primary eight categories you can enter additional details with the More button 7 3 2 5 2 3 Enter detailed ROS information It is possible to enter detailed Review of Systems information using the ROS subsection Clicking the small green arrow prefills all the buttons as green normal By clicking individual buttons you can further give detailed ROS information ezChartWriter User Manual 262 2011 Iccomplish Inc 7 3 2 5 2 4 Enter patient medications You can use the quick checkboxes for common medications the checkboxes are customizable simply right click to make changes In the dropdown box you can also type in the first few letters of the medication name and the available medications that match will appear Press enter or the Accept button to choose You can add custom or new medications that might not be on the list Do this by clicking the Customize button at the top of the subsection Working With Encounters 263 2011 Iccompl
316. ointment 401 5 Edit or Move an Appointment 402 6 Special Features 407 7 Calendar Options 408 8 Customize Appointment Types 411 9 QuickFind Tool Part X Billing Module 414 415 1 Main Screen 417 Sticky Note 418 Modify Patient Name
317. om or similar EDI clearinghouse Then for each claim you create on screen you would click the Export button at the top instead of Print At the end of the day or week or whatever schedule you desire you need to batch and upload the claims To batch your individual claims you click the UPLOAD button on the billing module main screen Select all claims to include and press SAVE Remember where the folder is that you saved to typically C ezHW_Data Claims Batch So you now have a file that the clearinghouse can use You must upload the claim to the website you do this by logging into OfficeAlly and clicking the Upload Claims menu on the left You will be directed to locate the batch file A confirmation screen appears telling you the upload was successful Q When I click on the help button in the Billing Software mode it opens up the EMR help There are no instructions on how to use the billing software and I don t know where to begin with it A I m sad to say there is not a billing manual ready yet I ve been holding off pending making finalized changes to the module should be ready late 2009 Q How do I go about billing a patient visit A The basic flow of the billing module is to pull a patient chart called a ledger on the billing side and create a FeeSlip analogous to the encounter on the EMR side You populate the FeeSlip by typing the CPT code and selecting any insurances and or discounts From there you can 1 re
318. on Sponsored in part by Dell Computers they are the leading free EHR solution This fits nicely with our own low cost software model The website is fairly limited in optometric functions which is where our software comes into play You simply paste your SOAP note to the site and keep a parallel system online So it also functions as a backup of your SOAP notes that can be accessed anywhere there is internet To qualify you have to be an eligible provider who bills CMS Next you need to use a certified EHR system and meet 20 criteria for Meaningful Use For 2011 you will to attest to CMS that you met the Meaningful Use criteria for 90 consecutive days and your incentives will be paid with your reimbursements Practice Fusion s EHR is ONC ATCB 2011 2012 compliant and is certified as an EHR Module in accordance with the applicable certification criteria adopted by the Secretary of Health and Human Services HHS Rx Wizards In order to quickly build a Rx a wizard is available to walk you through the process Whether you are creating a medication Rx a spectacle Rx or a contact lens Rx the wizard gives you the tools to easily enter your prescription data One of ezChartWriter s great strengths is that it allows you to create Rx s based on prior data simply by double clicking on a past Rx in the Logbook It should be mentioned that ezChartWriter does not oblige you to use the Rx Wizard at all For Overview of ezChartWriter 19 2
319. on to copy the Subjective Refraction or Lensometry readings into the tool which may require editing PowerTool To automatically convert the power for vertexing or toric conversion use the buttons in the grid below the diopter power sliders ezChartWriter User Manual 304 2011 Iccomplish Inc Contact Lens Parameters Working With Encounters 305 2011 Iccomplish Inc When printing a contact lens prescription many of the parameters will be displayed in brackets like below OD RGP Fluoroperm 60 7 66 2 50 9 0 CT 0 17 Warranted Yes OS RGP Fluoroperm 60 7 80 3 00 9 0 CT 0 17 Other Options When working with habitual lenses that you didn t prescribe you can also choose to enter unknown brand parameters and or powers using the checkboxes at the bottom If you have entered Keratometry readings you can call them up with the View K s button 7 3 9 2 Fit Assessment Tool The Fit Assessment tool allows you to document the subjective and objective findings of the contact lens evaluation and can be done in sections each roughly corresponding to parts of the SOAP note The ezChartWriter User Manual 306 2011 Iccomplish Inc tool itself is broken into two sides the data entry side left and data review side right Data Entry Side The data entry side has six tabs across the top The main screen is the Trials tab which allows you to select the Fit Assessment type and to select All Normal There are th
320. onnect my network with a routing switching hub then connect to everything using cat 5 cable A Yes that s the way to go Q I suppose I need a local info tech company to set up my network Do you have any resources for me A A local tech guy to setup your network would be best You can consult with your local computer repair shop for recommendations many times a friend or co worker can point you to a local guru who ll set everything up for much less than a commercial outfit I do recommend using consistent hardware i e all Dell Computers using WinXP all HP or Minolta printers etc Many users report problems with Vista with various software not just ezChartWriter so if you have the choice stick with XP There are companies that will come onsite and have a network setup for you in a couple of hours Q How stable is the software for networking A For small offices under 10 computers it works fine Database errors can occur if you use wireless networking extensively or have more than 4 5 users logged on concurrently Nightly backups are recommended a simple backup utility is included ezChartWriter User Manual 510 2011 Iccomplish Inc Q Do you have people using your products on Peer to Peer Networked Vista machines Any Problems you can warn me about before I decide which way to go A Yes with all the newest updates to the software installed the software seems to run fine on Vista Vista also has an XP co
321. ons to move the power quickly Manual Entry button Clicking the Manual Entry button displays a grid to enter diopter powers without having to use many mouse clicks This also allows entry of powers outside the standard range offered by the slider bars Use the equal sign to copy OD to OS Axis Selection buttons Besides using the Axis slider bar you can quickly choose common axis choices by clicking the buttons Prism Tool Click the PRISM button to call up the Prism Tool You can enter either eye while the tool is open Click the red dot and rotate the dial to enter the horizontal and vertical prism Use the equal sign at the top to copy OD to OS The prism direction will automatically correspond to the opposite eye you must manually change this if you wish to use yoked prism ezChartWriter User Manual 250 2011 Iccomplish Inc ADD Power Tool The Add power tool allows for the selection of add powers from 0 75 to 4 00 sph Use the Manual Entry tool to enter powers outside this range There are two additional freatures of note Clicking the power button when not set to 0 00 will reset it to plano add power both eyes To unyoke the two add powers click the small circle button next to the right power display Diopter Step button The diopter power can be set as either 1 4 or 1 8 steps 25 or 125 D Clicking the Diopter Step toggles this setting based on the default you set in the Options screen Reset but
322. or signature blocks or any other image you desire Working With Encounters 357 2011 Iccomplish Inc WARNING Images consume lots of disc space and if you embed a large image in a report then each and every report you save will have a copy of that image saved to the database It is recommended that you limit embedded images to small under 10K size Examples would be a signature block Typically images that are embedded should be in jpg or similar format since they are highly compressed To modify the properties of an image right click the image to pull up the Image Attributes dialog When saving the image there are three ways of doing so ezChartWriter User Manual 358 2011 Iccomplish Inc Embed data in document This is the simplest way but can quickly fill up your report database Only use very small low resolution images with this method To convert and resize your image use a product like SnagIt www techsmith com to reduce the resolution If you embed too large an image you will receive a warning when attempting to save Embed original file reference This is the best way to incorporate larger image files the image is save seperately from the document and is displayed only when you open the document The drawback is that the image must be stored in the database folder on the network So create a subfolder in the C ezHW_Data folder called Embedded Images and then add your images to that folder for instance s
323. or the Share icon on the original folder 3 2 3 2 Windows XP In order for other computers on your network to see the ezHealthWare software database the folder that holds the database file needs to be made visible to other network computers This process is called sharing the folder You also need to allow other users to make changes to the file this is called giving permissions Before going further make sure all computers are in the same Workgroup Step 1 Open the drive that contains the ezHealthWare software database typically C ezHW_Data Right click the folder and select Sharing and Security Installation and Setup 45 2011 Iccomplish Inc Step 2 In the section titled Network sharing and security check the box Share this folder on the network ezChartWriter User Manual 46 2011 Iccomplish Inc Step 3 After checking the Share this folder option the areas below it become enabled You need to check Allow network users to change my files or else the software will not be able to save any data You can leave the Share name as the default usually the folder name Step 4 Verify success by looking for the Share icon on the original folder 3 2 3 3 Windows Vista In order for other computers on your network to see the ezHealthWare software database the folder that holds the database file needs to be made visible to other network computers This process is called sharing the folder You
324. ormation such as name address telephone DOB insurance info and other identifiers The wizard requires the data to be in a standard text format such as CSV comma separated values or tab deliminated The current version of the Import Wizard will not allow you to import EMR or billing information This type of data is too complex for the Wizard smart as it may be If you wish to populate your new database with more detailed information from your current practice management and or EMR system please contact Tech Support at support ezchartwriter com for details and pricing on database conversion services If you get errors or have other problems importing your patient data it may be necessary for us to ezChartWriter User Manual 206 2011 Iccomplish Inc manually convert your data for you There will be no charge if we can use your current text based import file and we are importing only the data that the Wizard would normally handle Additional fees will apply if your current software cannot generate an Export file or if you need addition and or custom data imported OfficeMate Database Import Use this utility to import the patients from the OfficeMate database directly into ezChartWriter Only the patient demographics will be imported 6 5 2 Exporting Data There are two options for exporting data 1 Export to a text or Excel File This option allows you to export all patients or just a selected patient You can also export b
325. ot part of the actual TOOLBOX the CUSTOMIZE button allows you to configure certain settings of the SUBJECTIVE FINDINGS tool to you own personal settings DETAILED HISTORY TOOL The DETAILED HISTORY TOOL allows for complete entry of a patient s medical ocular social family and medication allergy history To begin using the tool click the Green Arrow which Quick Fills all Normal values Then click the Details gt gt button The screen show below is displayed ezChartWriter User Manual 254 2011 Iccomplish Inc 7 3 2 1 Include patient age gender race in SOAP note On the Subjective Findings tool you have the option to enter the patients age gender race into the SOAP note The buttons will have three states 1 Blank no data will be entered into the subjective field of the SOAP 2 Age Gender only 3 Age Gender and Race selected NOTE You can click the button a second time to remove the entry 7 3 2 2 Use the Quick Fill Template One of the more advanced features of the Subjective Findings tool is the ability to pre fill 90 99 of the data with one click of the mouse Assuming you patient is all normal and just in for a routine exam this will be a huge time saver But even for more involved patients you simply need to select the abnormal items to finish the subjective portion of the SOAP note To use the Quick Fill Template open the Subjective Findings tool then click the dropdown Working With Encount
326. otes If you highlight a block of text and accidentally click any of the Show border toolbuttons your paragraph will display a horizontal or vertical line along one of its borders like part of a table Doing this deliberately is not recommended as such stray table cell wall lines may cause interference with text and prove difficult to remove Table and Cell Color Report Writer gives you full control over table and cell colors With the table properties screens you can set the global table color or individual cell colors as well as the table border color and border width Table Hints and Tips To Insert Images into Tables Tables are a good way to store images which can be inserted using the Main menu Insert Image at Caret Position command Just like web pages which owe their neatness to tables with hidden borders you can hide the table borders once you have finished inserting images If you wish to display the table frame also referred to as a grid you can space the image away from the cell wall by adding a blank line above press Enter or by adding spaces 6 1 4 4 Create a Note You can use the Note Writer to create simple chart notes on a patient This can be useful for recording telephone messages or brief in office encounters that don t warrant a full Exam Encounter ezChartWriter User Manual 160 2011 Iccomplish Inc 6 1 4 5 Attach Scan a Document There are two ways to get documents into the software Direct S
327. ou can purchase and register your ezChartWriter software is located at www ezChartWriter com order htm If you have more than one clinic location each will need to be individually registered since each will have a separate database and account number which is the practice telephone number You DO NOT have to purchase a license for each computer and or user we license only the single clinic location 2 3 How to Purchase We recommend you use the internal Order Form built into the ezChartWriter software You can also find the Purchase Register options by logging in as the Adminsitrator and clicking Admin Settings gt Software Account For detailed information regarding how to buy a software license visit the website order form at www ezchartwriter com buy_now php Overview of ezChartWriter 21 2011 Iccomplish Inc 2 4 Hardware Requirements We highly recommend that you use a computer system with more than the minimum requirements to improve performance and speed Also the choice of network greatly impacts the speed at which you can access the database Wireless networks should only be used for light duty workstations You can find up to date information about system requirements by visiting our website located at www ezChartWriter com Before you start using ezChartWriter you should have a working knowledge of your PC and your operating system The software is designed to operate under Windows XP 2000 2003 You should know h
328. ow to use a mouse keyboard the standard Windows menus and commands and how to open save and close files For more information consult your Microsoft documentation To use ezChartWriter successfully you need to a printer preferably a Laser printer although an inkjet will work You also need pre perforated copy paper if you intend to create two half page Rx s useful if you would like to keep a duplicate paper copy for your records And of course you need a computer that is capable of running ezChartWriter A network setup is very desirable as this will allow frontdesk staff to enter the basic patient demographics and to print Rx s for patients at the front counter Recommended Paper No Security Features Weyehaeuser 20 lb pre perforated copy paper at 5 Available by the case from Office Depot or a similar office supply store Advantage Low cost Disadvantages Easy to alter not valid in some states Security Paper Secure Laser Rx Paper various formats Includes security background word VOID appears when photocopied Erasure protection Advantage Nearly impossible to duplicate alter Disadvantage Much more expensive than copy paper NOTE If you intend to print computer generated medication Rx s please check with your state Pharmacy Board to verify that they will be acceptable in your state or locality Some states for example New Jersey require pre numbered prescription blanks Recommended Printer KONICA Minolta QM
329. ows managing of all your healthcare provider contacts for example consultants PCP s specialists and others The Rolodex is automatically launched when reports include the Rolodex Field for example when writing a letter to a patient s PCP You can add or modify existing entries simply by clicking the action buttons at the bottom of the screen Consultants Doctors providers to whom you refer patients PCP Primary care providers Specialists specialty medical providers e g neurologists Facility nursing homes or skilled health care facilities Other others that do not readily fit in the above categories Basic Functions 187 2011 Iccomplish Inc 6 4 Recall Wizard The Recall Wizard allows you to create and send recall notices to your patients The tool is powerful enough to create specific patient lists for exporting also 6 4 1 Creating a Recall List Creating a Recall List is a three step process as shown on the Wizard ezChartWriter User Manual 188 2011 Iccomplish Inc Step 1 Choose Patients for Inclusion To begin the Recall process you need to select the Date Range Exam Date selection is by the last exam date on file Recall Date selection is by the Recall Date you set either when finalizing an encounter or on the HIPAA tab of the patient demographics screen Acquisition Date selection is based on when the patient was originally acquired by the practice date the patient was first entered in th
330. ox icon to the left of the node icon to open up the first branch then repeat this process to open up further branches Alternatively click the blue underlined hyperlinks on this page to jump to the main sections If you want to move down the tree using the keyboard press the Tab key This will take you to all subtrees that are currently open Conventions Used in this Manual Click refers to clicking a menu item a button or a clickable icon tool button Press refers to pressing a keyboard key or key sequence Mouse and Keyboard Notation Mouse Notation Unless otherwise specified click refers to clicking the left mouse button once Where there might be ambiguity the terms left click right click and double click using the left mouse button will be used Drag and drop refers to dragging an object with the mouse cursor while keeping the left mouse button depressed then releasing the left mouse button to drop the object Keyboard Notation Keyboard key combinations are shown in boldface for example Backspace means Press the How to Use this Manual 15 2011 Iccomplish Inc Backspace key The Control key is shortened to Ctrl For example Ctrl A means Press the Control key and while holding it down press the A key The Alt key is an abbreviation for Alternative The Shift key is not abbreviated Shift Ctrl A means Depress the Shift and Control keys and while holding them down together press the A
331. paragraph are collectively the Limited Warranty ezChartWriter Software warrants to you and only you that the Software Product will perform substantially in accordance with the accompanying documentation if any for a period of ninety 90 days from the date of original purchase of a license to the Software Product from an authorized retailer or directly from ezChartWriter Software or the date you have obtained authorization from ezChartWriter Software or an authorized retailer to convert an Evaluation Version to a Full License Version in each case the Purchase Date Implied warranties on the Software Product to the extent required by applicable law are limited to ninety 90 days from the Purchase Date Some states do not allow limitations on how long an implied warranty lasts so the above limitation may not apply to you To the maximum extent permitted by applicable law ezChartWriter Software and its suppliers disclaim all other warranties and conditions with regard to or arising out of the Software Product either express or implied including but not limited to implied warranties of merchantability fitness for a particular purpose non infringement and or accuracy of information The Limited Warranty is void if failure of the Software Product has resulted from accident abuse misapplication use of the Software Product other than as described in the documentation issued by ezChartWriter Software use of the Software Product in combination
332. pecialty RolodexDegree RolodexClinic RolodexAddress RolodexCityStateZip RolodexTel RolodexFax RolodexNotes RolodexEmail RolodexFullAddress PATIENT INFORMATION FirstLastName LastFirstMI FirstName Initial LastName NameTitle Suffix Age DOB Home Tel Working With Encounters 361 2011 Iccomplish Inc Day Tel Email Primary Ins UCPrimary Ins Primary InsID Guarantor Primary InsGrp Primary Auth GuarantorDOB GuarantorGender Secondary Ins UCSecondary Ins Secondary InsID Secondary InsGrp Secondary Auth SecondarySubscriber SecondaryDOB SecondaryGender Nickname Employer Occupation Chart UCFirstLastName UC means Uppercase UCLastFirstMI UCFirstName UCLastName UCNameTitle UCSuffix UCPrimary Ins R Patient Race G UCgender Gender He She he she His Her his her Him Her him her PatFullAddress Multi line address PatAddress1 PatAddress2 PatCity PatState PatPostalCode CustomName 1 CustomValue 1 CustomName 2 ezChartWriter User Manual 362 2011 Iccomplish Inc CustomValue 2 CustomName 3 CustomValue 3 CustomName 4 CustomValue 4 CustomName 5 CustomValue 5 CustomName 6 CustomValue 6 PROVIDER PRAC
333. pen Usually you can click okay to unlock to proceed if you are sure that you don t have a chart open for that patient on another computer You cannot have the same chart open on multiple computers at the same time by same user or different users since the data will over write each other Q If I network it with another computer does it need to run on the same windows operating system for all the computers A You can mix match operating systems although it s best to use all WinXP machines Q We want to know whether the package is multi user system or single user i e whether more than one person can use the system at a time and update the database A Yes you can have multiple users opening multiple patients But only one user can have an Encounter open and in editing mode at a time for the obvious reason of not having one user overwriting the data of the other But once the encounter is finalized not editable then it can be opened simultaneously There is a practical limit of about 10 users before the software slows down dramatically Q Is it okay to work with ezChartWriter wirelessly We have 3 laptop computers Main Reception Desk Prelim Room and Exam Room A You can use the software wirelessly although it will run slower than in a wired environment You also risk more database crashes due to lost network connections Q Do we need to run it off a server A No you can do peer to peer Q I assume I need to c
334. pen document in a compatible application such as a word processor Although dragging and dropping is very easy to do this method offers several advantages Using the keyboard to select text may feel more precise Once text is copied to the Windows Clipboard itcan be pasted into multiple locations whereas the entire drag and drop must be repeated each time ezChartWriter User Manual 314 2011 Iccomplish Inc Formatting Text Although you can use the same font face size and color throughout the report text is much more attractive when headings are more prominent subparagraphs are indented etc Plain Text and Rich Text You can add text colors font faces sizes and styles such as boldface and the report is regarded as being in Rich Text Format RTF RTF reports can be converted to plain text easily if desired Examples This paragraph uses Plain Text alone All text is the same font face style size and color Boldfacing italics underlining etc are not used changing from lower case to UPPER CASE is the only way to make text more prominent This paragraph uses Rich Text which allows many more formatting attributes such as color to be incorporated Adding color and images automatically changes the format from plain text to rich text since both hide extra codes in the report which the user cannot view Report Writer regards its reports as being in rich text format but you can mix these within a file Who would want
335. profit international trade organization that tests 802 11 based wireless equipment to ensure it meets the Wi Fi standard To wear the Wi Fi logo an 802 11 networking product must pass specific compatibility and performance tests which ensure that the product will work with all other manufacturers Wi Fi equipment on the market This certification arose from the fact that certain ambiguities in the 802 11 standards allowed for potential problems with interoperability between devices By purchasing only devices bearing the Wi Fi logo you ensure that they will work together and not fall into loopholes in the standards ezChartWriter User Manual 34 2011 Iccomplish Inc 3 2 1 2 Software Hardware Requirements A basic LAN local area network consists of the following components Two or more computers Network Interface card NIC in each PC most new computers come pre installed Full duplex options boost network speed if switches are used in place of hubs For example 100Mbps Fast Ethernet cards running in full duplex mode have a maximum true throughput of 200Mbps with half going in each direction Installation and Setup 35 2011 Iccomplish Inc You can use an USB port for Ethernet use with a USB to Ethernet adapter but because USB 1 1 ports run at only 12Mbps compared to Fast Ethernet running at 100Mbps a performance bottleneck results USB 2 0 to Fast Ethernet adapters are now available from several vendors and are a sui
336. pts to enter a Consult Reason RolodexName Prompts to select from the Rolodex RolodexNameDegree RolodexFirstName RolodexLastName RolodexInitial RolodexSpecialty RolodexDegree RolodexClinic RolodexAddress RolodexCityStateZip RolodexTel RolodexFax RolodexNotes RolodexEmail RolodexUPIN RolodexNPI RolodexFullAddress PATIENT INFORMATION FirstLastName LastFirstMI FirstName Initial LastName NameTitle Suffix Age DOB Home Tel Day Tel Email Primary Ins UCPrimary Ins Primary InsID Guarantor Primary InsGrp Primary Auth GuarantorDOB GuarantorGender ezChartWriter User Manual 184 2011 Iccomplish Inc Secondary Ins UCSecondary Ins Secondary InsID Secondary InsGrp Secondary Auth SecondarySubscriber SecondaryDOB SecondaryGender Nickname Employer Occupation Chart UCFirstLastName UC means Uppercase UCLastFirstMI UCFirstName UCLastName UCNameTitle UCSuffix UCPrimary Ins R Patient Race G UCgender Gender He She he she His Her his her Him Her him her PatFullAddress Multi line address PatAddress1 PatAddress2 PatCity PatState PatPostalCode CustomName 1 CustomValue 1 CustomName 2 CustomValue 2 CustomName 3
337. pulls the chart and adds to the Open Ledgers screen It does not display the Demographics screen This is useful if you need to pull multiple patients View Demographics Opens directly to the patients demographic screen equivalent to double clicking the patient name in the Patient Listing Bad Address Allows you to mark the patient as having a bad address without having to open the demographics screen Mark as Inactive Allows you to mark the patient as inactive without having to open the demographics screen Delete Patient Allows you to delete the patient chart Note this requires you to have sufficient Security Level to perform this action The Admin function in the Main Module allows for security settings to be adjusted ezChartWriter User Manual 118 2011 Iccomplish Inc Merge Duplicates If you accidentally create two charts on the same patient for instance because of a name change you can merge the data together The merge function keeps the demographics of the First patient which you select by chart number and merges all documents and reports under that first patient ID There is no undo function so use this function with care Exit Leaves the menu without change Button Bar The Button Bar at the bottom of the Patient Listing allows a few additional features Select Current Physician If you wish to display only charts for a selected physician use the dropdown box to choose the physician The
338. py of the Encounter How do I export the encounter to PDF How do I finalize the encounter How do I upload to PracticeFusion EHR Website How do I make changes to signed encounter 7 2 1 View prior records From a working Encounter you can review prior chart data if it exists You can do this easily within an Encounter by clicking the Select a prior encounter dropdown Once you are in a Prior Encounter screen status is displayed at the top of the screen including the FINAL or PENDING status You can return to the current encounter by either clicking the green quick return button at the top or selecting the current encounter in the dropdown list ezChartWriter User Manual 230 2011 Iccomplish Inc 7 2 2 Switch chart views Encounters can be viewed in either ExamSheet view SOAPnote view and Single Page Preview You can easily switch between views using the the buttons shown below or by clicking on the View Mode tab of the left side menu When you attempt edit data in the ExamSheet view you are automatically switched to SOAPnote format as this is the only allowed view supporting editing of text directly See Also Setting a default encounter view 7 2 3 Use the Tools to enter data ezChartWriter has an extensive array of tools to simplify your data entry To access any of the tools in the ToolBox on the left hand menu single click the tool Working With Encounters 231 2011 Iccomplish Inc Once you cl
339. r Local Use notes directly into the onscreen Claim Form ezChartWriter User Manual 444 2011 Iccomplish Inc 10 10 2 2 Superbill Import If the provider entered billing codes when completing an Encounter you can import the codes with the Superbill button The button is activated ONLY when two conditions exist 1 the provider actually entered CPT and ICD 9 codes and 2 the Date of Service DOS you entered at the top of the FeeSlip matches the date of the Encounter The CPT codes are not currently associated with the ICD 9 so it is assumed that each CPT code is associated with the FIRST diagnosis on the list In the example below both 92004 and 92015 will correspond to the 367 1 diagnosis Billing Module 445 2011 Iccomplish Inc 10 10 3 Using FeeSlip Templates Located at the top left side of the FeeSlip the Templates dropdown box is a powerful way to prefill your FeeSlip with common data especially if your provider is not using Superbill feature Most of the billing data that a typical optometry practice enters is redundant in nature You see a new patient and bill a comprehensive exam refraction and maybe a contact lens fitting Sometimes it s billed to insurance sometimes to the patient The FeeSlip templates help you quickly enter repetitive data By selecting a template from the dropdown list you can quickly fill in all lines of data For example you could have a template called Routine Exam New Self Pay
340. r in the network is reliable This system is not centralized making administration difficult It is more time consuming to maintain the software on individual computers Peer to peer networks are designed for a small number of users Network speed and performance starts to deteriorate usually after more than 10 computers are on the network This makes it difficult to grow the network when the need to add more computers on the network becomes unavoidable Possibility of not discovering all peers Installation Installation and Setup 31 2011 Iccomplish Inc None Your computers running Windows 2000 Vista and XP already have Peer to Peer Networking installed If not then for computers running Windows XP with Service Pack 2 do the following to install Windows Peer to Peer Networking 1 Click Start click Control Panel and then click Add or Remove Programs 2 Click Add Remove Windows Components 3 In Components click Networking Services but do not select its check box and then click Details 4 Select the Peer to Peer check box and then click OK 5 Click Next and then follow the instructions in the wizard NOTE For computers running Windows XP with Service Pack 1 SP1 you can install Windows Peer to Peer Networking with the Advanced Networking Pack for Windows XP 3 2 1 1 2 Client Server Overview On a client server network every computer has a distinct role that of either a client or a server A server is designed to
341. r information in the spaces provided The system will automatically generate a username for you when once you enter your name You can accept the username or create your own your username must consist of at least five characters If you have two users with the same last name and first initials you will have to create a custom UserName for at least one of them since the default username is first initial plus lastname International Settings if you are using the software outside the United States you will likely need to adjust the date format and metric measurements ezChartWriter User Manual 84 2011 Iccomplish Inc 10 Click Next The Password Information window displays When you first log into the USER account you will need to enter the default password The default password for users is the same as the UserName so for jsmith enter the password as jsmith You will then be prompted to enter a new password 11 Restart the software You will see a notice that the Trial Period has begun 12 Open ezChartWriter and sign in to the Administrator account to review set the security options 4 1 1 Password Selection It is a good practice to choose a secure password To often an easy to guess password is chosen which defeats the whole purpose of passwords A strong password would look like r i1L or sus99an1 A secure password should contain No less than 6 characters Not be the same as your user name personal name or bi
342. r universal CSV or MS Excel Typically this method is used to create mailing lists that you send to third parties such as Click2Mail an approved USPS partner Basic Functions 203 2011 Iccomplish Inc To open the file in Microsoft Excel double click the file in the folder you saved it in and it will display if you have Excel installed 6 4 1 5 1 Using Click2Mail Click2Mail s www click2mail com Easy Letter Sender has simple fill in forms making it easy quick and affordable to send a letter with or without images or a picture postcard So easy you can jump right in and start your mail piece in minutes Other more advanced letter types are also available All you need is a few basic pieces of information 1 Return address This is the name and address to which you want the mailpiece returned if it is undeliverable ezChartWriter User Manual 204 2011 Iccomplish Inc 2 One or more recipient addresses Enter one or more names and addresses or choose Import addresses to upload a list saved as a CSV file A list template for use with Microsoft Office Excel is available here and when you choose Import addresses on the Recipient address fill in screen Using the default font and size page one of your letter holds 23 lines of text or roughly 350 words while subsequent pages hold 37 lines Using the text editor you can choose other fonts and sizes to produce different results You regulate the number of pages yo
343. ralize up to three pairs of spectacles Use the tabs at the top of the Lensometry section to indicate the pair proceed in order See the Diopter Power tool for details on entering prescription data ezChartWriter User Manual 274 2011 Iccomplish Inc Manual Modes To convert a tool to indicate Manual Mode check the Manual checkbox on any given tool The heading will change to remind you that you are entering manual data Find Prior Rx By clicking the Find Prior Rx button you can review previous prescriptions on file and copy them to the currently opened Lensometry tab Select the Rx to be copied and click the Copy to Lensometry button Working With Encounters 275 2011 Iccomplish Inc Instrument Link If you have an instrument attached to your network and it is one of the instruments supported by ezChartWriter you can use the Instrument Link button to import the data Customize Options Clicking the Customize button will bring up the Settings screen The applicable settings for the Automated Instrument tool are the default Tonometry reading and the default Keratometry reading ezChartWriter User Manual 276 2011 Iccomplish Inc Clear This button resets all tools to their default settings 7 3 3 1 Importing Instrument Data It is possible to import data from certain automated instruments The following instrument types are supported Marco Nidek using MarcoConnect RT 2100 RT 900 RT 5100 VL3000 ARK 530A
344. raphics screen Otherwise the default usually Self will apply Box 25 Federal Tax ID Number One of the most important fields on the claim form you must CORRECTLY enter your tax ID number This will by your group TIN if you are a group partnership or corporation Otherwise you will use your social security number Check the SSN or EIN box as appropriate Box 26 Print Patient s Account Number We recommend that you include the Patient Account Number the Chart ID as this will help you in cases of mismatched information when the insurance company processes the claim In rare instances the EOB may not show a name since it did not match but will show the account number Box 27 Accept Assignment The usual default is Yes unless you have specific reasons for not accepting payments from the insurance plans Box 31 Signature of Physician This is the legal name of the Provider who is responsible for the claim and should match the name as referenced by the various insurance companies The date will always insert by the software when the claim is created Box 32 Service Facility Location Where you provided the service you are billing for many providers this is a set location Note that the NPI for the Service Facility should be entered here ezChartWriter User Manual 454 2011 Iccomplish Inc Box 33 Billing Provider Information Your billing location and contact information And the Billing Location NPI Misce
345. rations Part XII ezChartWriter User Manual 486 2011 Iccomplish Inc 12 Frequently Asked Questions Top Six Questions Is ezChartWriter software CCHIT certified Will it be eligible for EHR bonus from ARRA In order to keep our software very low cost only 199 per year per location with unlimited computers users we are not pursuing certification at this time However because some of our doctors see a significant amount of Medicare patients we have partially integrated with PracticeFusionEHR com That site is a free EHR and has ONC certification Sponsored in part by Dell Computers they are the leading free EHR solution This fits nicely with our own low cost software model The website is fairly limited in optometric functions which is where our software comes into play You simply paste your SOAP note to the site and keep a parallel system online So it also functions as a backup of your SOAP notes that can be accessed anywhere there is internet To qualify you have to be an eligible provider who bills CMS Next you need to use a certified EHR system and meet 20 criteria for Meaningful Use For 2011 you will to attest to CMS that you met the Meaningful Use criteria for 90 consecutive days and your incentives will be paid with your reimbursements Practice Fusion s EHR is ONC ATCB 2011 2012 compliant and is certified as an EHR Module in accordance with the applicable certification criteria adopted by the Secretary o
346. re account WARNING Be sure to Log Off of the Admin account when you have completed your work 4 4 Lost forgotten passwords NOTE The first time a user attempts to login the default password is the same as the assigned UserName After the first sign in the User must change the password Via User Change Password The User can change their own password after clicking the User Login button only if they remember the password if not see below for details on resetting the password of a user ezChartWriter User Manual 86 2011 Iccomplish Inc Enter the old password then create and enter a new password The software will not allow you to create a blank or single letter password If you mis enter the password s you will be prompted to try again Via Admin Resetting a Forgotten User Password First you must sign in as the Admin Then click the Reset Passwords button Getting Started 87 2011 Iccomplish Inc NOTE When the password is reset it becomes the same as the UserName So user jsmith will have a password of jsmith which must be changed on the first login attempt Admin Password Lost Forgotten The Admin password is set when you first setup the software If you have forgotten it you can reset by clicking the Forgot Password next to the Admin login button ezChartWriter User Manual 88 2011 Iccomplish Inc Change your password by entering the current password you will be prompted to enter a new o
347. re in office Also the default time scale See the Calendar Options section for more details Appointment Types The appointment display can be modified for example the color coding of appointment types or category names See the Appointment Types section Themes The visual color scheme of the calendar can be modified by selecting one of the pre set themes 9 3 Select Viewing Mode The Appointment Scheduler can display in several Viewing Modes Day View ezChartWriter User Manual 396 2011 Iccomplish Inc The Day View displays a single day s appointments This view leaves lots of room to work with appointments but doesn t allow dragging appointments to another day To rearrange the day s appointments grab the appointment on the far left side the cursor will change to a arrowed cross and drag it to the new location You can also right click an appointment and cut copy paste the appointment Week View The week view is the typical view used by most offices It allows a good overview of the day s appointments with the ability to drag move appointments between days Work Week The work week consists of the days you selected in the Options screen as your work days typically Monday Friday or Tuesday Saturday Appointment Scheduler 397 2011 Iccomplish Inc Full Week Shows all seven days of the week irrespective of the default work days you have set This is useful if you schedule patients on a weekend very rare
348. ree kinds of Fit Assessments Full SOAP Note where each section of the SOAP will insert into the main encounter s SOAP used when the encounter is for contacts only and two versions of the mini SOAP for habitual and in office trials The All Normal button is extremely useful for most fit assessments It pre fills all fields so that you can adjust only those areas that deviate from the norms Note that if you are using the Fit Assessment tool from the Habitual and Dispensed sections the Plan does not pre fill This is because the Plan inserts into the SOAP note separately and usually only needs to be done when a final Rx is created or new trials ordered dispensed Subjective A basic subjective evaluation of the contact lenses comfort and other notes can be entered in this section Working With Encounters 307 2011 Iccomplish Inc Objective The objective section allows for entry of visual acuities with the contacts as well as the over refraction if done Click the Skip Over Refraction if not done You can enter refraction notes by clicking the items on the side ezChartWriter User Manual 308 2011 Iccomplish Inc Lens Evaluation The actual fit of the lens on the eye can be entered in this section To enter all normal use the blue arrow button You can copy from OD to OS with the arrow buttons in the middle Working With Encounters 309 2011 Iccomplish Inc Toric lenses can be noted for rotation by using t
349. roubleshooting Network Problems Part IV Getting Started 78 78 1 Using the Setup Wizard 84 Password Selection ezChartWriter User Manual 6 2011 Iccomplish Inc 84 2 User Login 85 3 Administrator Login 85 4 Lost forgotten passwords 88 5 FAQ frequently asked questions 89 6 User Manual pdf 89 7 Sample Patient Part V Admin Functions 92
350. row select the existing row below which you want the new row to appear by clicking in it Then Click the Insert table row icon or Click Main menu Table Insert table row or Press the Tab key after positioning the cursor in the rightmost cell of the selected row This will insert a new table row and move the focus to the first cell of the new row E g the graphics below are images not tables Before Working With Encounters 323 2011 Iccomplish Inc After Successive clicking will add more blank rows To Delete a Row or Column If you have just inserted one blank row or column too many you can reverse this by clicking Undo Ctrl Z Alternatively to delete a row or column select it and click the Delete table row toolbutton If you need to remove a block of consecutive rows within a table start at the top row to be deleted and keep clicking the Delete table row toolbutton until the deletion is completed Splitting and Combining Cells To Horizontal Split and Combine Cells Splitting and combining cells You can split a cell into two horizontally by adding a partition or remove it to combine two cells into one Use the Split table cell and Combine table cells commands in Main menu Table or corresponding Table toolbar toolbuttons Here is a table originally 3 rows and 2 columns which has had split and combine operations carried out on the second and third rows respectively Cell 1 Cell 2 Cell 3
351. rtWriter 23 2011 Iccomplish Inc Hardware Laptop computer with Windows XP Vista 1000 Laser Printer 200 Software ezChartWriter 129 single license Supplies Annual supplies 2 per Rx toner paper x 2500 per year 50 TOTAL 1379 startup costs even less if you own a laptop printer Scenario 2 Primary Care Doctor in Small Clinic 3 4 Computers Networked A small networked configuration for ezChartWriter can also be very affordable Most small clinics already have the existing infrastructure to run the software as is Typically you need 3 to 8 computers a peer to peer network running under Windows XP and at least 256 MB of RAM memory on most of the computers As each patient is checked in by the front desk receptionist a chart is created in ezChartWriter with as much or as little data as you wish The chart remains visible in the Pulled Charts list After the doctor completes the exam any relevant prescriptions can be generated on the spot either printed in the exam room or at the frontdesk At the end of the day the doctor can sign off on any open reports or Rx s and close out the charts Scenario 3 Retiring Doctor with New Associate s Looking to Install Network In today s technological workplace a practice that is computerized may have a higher perceived value than one based solely on paper records Many younger practitioners expect for your records to be computerized The ideal situation may be a full fl
352. rthday Does not sound like a dictionary word e g glove Contains a combination of capital amp lower case letters numerical and or special characters Having a simple password can leave you vulnerable to guessing or dictionary attacks which can lead to unauthorized access to patient information HIPAA regulations require that you make every attempt to secure your data We recommend you use a password that has at a minimum eight characters and contains a combination of both letters and numbers Passwords should be changed regularly 4 2 User Login When you come to the Main Menu of ezChartWriter you are automatically logged in However if you click the Logout button or are timed out due to inactivity you will need to log back in before proceeding You have three attempts to login before the software closes The screen you will see will have buttons similar to those below After you click the User Login button the following screen appears You must enter your UserName as setup by your Administrator and password You can change your password at any time by clicking the Change Password link Click the Login button at the lower right to complete the login process Getting Started 85 2011 Iccomplish Inc 4 3 Administrator Login Once you have logged out as a user you can re log in as the Admin Special features are available for the Admin including the ability to create user accounts set security levels and manage the softwa
353. rward If you do not wish to copy a particular section for instance the ROS then simply uncheck that section s checkbox Click the Select button at the bottom and the data will be copied into the Subjective Findings tool Working With Encounters 259 2011 Iccomplish Inc ezChartWriter User Manual 260 2011 Iccomplish Inc 7 3 2 5 2 Quick History Tool How do I Mark a history item as normal abnormal Enter detailed history of an item Enter detailed ROS information Enter patient medications Enter family history Enter social history Add custom medications allergies etc 7 3 2 5 2 1 Mark a history item as normal abnormal All buttons in the Quick History Tool work in a similar fashion The beige color button indicates an unanswered category e g in the Medical History section shown below the Diabetes button is beige and has no data There are three 3 states for the history buttons 1 Beige No Data Reported 2 Green Normal 3 Pink Red Adnormal finding recorded Working With Encounters 261 2011 Iccomplish Inc NOTE When you first click a button that is beige it turns red abnormal and the subsection s Details box will display If you click a green button the same thing occurs If you click a red abnormal button it will turn green normal To reset to beige no data you must click the red delete button next to the beige button Pressing the green arrow acts as a toggle button to set ALL
354. rwrite existing text depends on whether you are in Insert or Overtype mode as displayed on the Status bar at the bottom of Report Writer main window Replacing text When you need to replace text simply highlight the part to be replaced then immediately type the replacement text without needing to press Delete Deleting text Press the Delete key to delete a selected block of text or use the Delete or Backspace keys to delete one character at a time Undo and Redo Pressing Ctrl Z immediately you change your mind or realize you made an error will undo most report edits including formatting changes so should always be tried before other methods Press Ctrl Y to redo the changes The Report Writer remembers all your edits from the moment you selected the current node enabling you to press Ctrl Z successively to backtrack through your edits but forgets them all as soon as you close the report Copying and Moving Text Having selected highlighted the block of text you have the choice of using the keyboard or mouse to accomplish these aims Drag and Drop Using the Mouse Dragging the selected text block and dropping it at its new location is a quick and easy way to move text from one location to another within the same report You can also use this to break up an report into smaller chunks by dragging and dropping each section where you wish it to be located You can also copy text from documents in compatible applications such as Mi
355. ry An overview of instrument data that was imported or hand entered This can include AR AK and Lensometry data This data is for reference to actually get the data into the tool you need to use the green arrow shortcut button Instrument Data The raw instrument data that was imported will be displayed only if you imported instrument data Working With Encounters 283 2011 Iccomplish Inc Useful if you wish to see additional details e g multiple auto refraction readings rather than the average Binocular Assessment Allows for entry of binocular assessments such as phoria vergence and accommodative testing Retinoscopy If retinoscopy is performed it can be entered here or on the Automated Instrument tool by selecting the Manual checkbox It flows more naturally by entering it here since you can enter acuities as well Data entry is by the standard Diopter Power tool Trial Frame Demonstration If you wish to add a statement indicating the results of spectacle trial framing you can use this tool Refraction Comments It is possible to add a statement regarding the process of the subjective refraction e g the patient responses were inconsistent Print Rx The Print SRx button at the bottom of the Refraction Tool is how you convert the onscreen data into a printed spectacle Rx After clicking the Print SRx button you will have the option to indicate how you want the Rx to display in the Plan section of the
356. s A I just checked all your license files and they are valid until June 2009 Try restarting your computer as the application that checks the license status may have a glitch On rare occasions the system file that encrypts the license key goes haywire Usually a computer restart will fix the problem Q I am trying to activate via Internet but I am getting an error message No valid license data for your account 11122211333 A Before you can initiate the licensing process you must receive the confirmation email that your license is active This can sometimes take a few days If you still have problems it may be because you have used a different telephone number at some point Double check the Admin gt Software Account gt View Licenses and check the number 12 2 2 Lost Passwords Q Can you provide the admin usename and password from my order A Contact Tech Support at support ezchartwriter com for an unlock code 12 2 3 Removing Demo Patients Q I ve been creating bogus patients just to play around with the software and wanted to know how to remove them Frequently Asked Questions 507 2011 Iccomplish Inc A If they are not FINALIZED then you would right click from the Encounter List and select delete works on all types including encounters notes reports etc If they are Finalized then you can t delete them You can do one of three things then 1 Change the names of each patient to something nonsensic
357. s One of the most confusing areas of the claim form is Box 24 entering data incorrectly will most likely result in claim denial ezChartWriter User Manual 456 2011 Iccomplish Inc Note that you can enter the individual modifiers in the yellow boxes they must be separated And to enter detailed Diagnosis Pointers enter numbers that match the diagnosis in the top four numbered locations The numbers should not be separated by commas So the 92004 code would have a primary diagnosis of 367 1 and a secondary of 366 2 The 92015 code is only tied to the 367 1 diagnosis Patient Payments In many cases you can leave the amount paid by the patient as zero since the insurance plan will deduct copays irrespective of any values entered If you wish to enter patient payments they can be entered directly on the Claim Form in Box 29 the other boxes will update as necessary to balance 10 11 3 Printing Claims To print your claims first use CMS approved paper in your laser or inkjet printer Assuming you have set the Alignment properly see below you can click the print button and send your claim directly to your printer Alignment Problems with Claim Printing There are two reasons that claims may be misaligned Wrong Font The problem may be with the font not the alignment On some computers the default system font is proportional and so all the text is squeezed together To fix the issue you must select a different Billing Modu
358. s a printer a folder a drive or some other resource with the rest of the network This is why you might hear about a computer being referred to as a server even when the discussion is about a peer to peer network Peer to peer networks can be as small as two computers or as large as hundreds of computers Although there is no theoretical limit to the size of a peer to peer network performance drops significantly and security a larger concern on peer based networks with more than 10 computers ezChartWriter User Manual 30 2011 Iccomplish Inc Advantages Allows two or more PCs to pool their resources together Can be built with both 10BaseT cabling and a hub or with a thin coax backbone Drives can be easily shared between peer to peer PCs Reduced cost the costs involved in such a network are hardware cabling and maintenance Well tested simplicity Setup An operating system such as Windows XP already in place may only need to be reconfigured for peer to peer operations Less initial expense No need for a dedicated server Peer to peer is by far the easiest type of network to build for either home or office use Each computer can make backup copies of its data to other computers for security Network is relatively fast and inexpensive to setup and maintain Disadvantages Lack of security They are less secure than client server networks especially so because the files have to shared and no password is required No compute
359. s may cause interference with text and prove difficult to remove Table and Cell Color Report Writer gives you full control over table and cell colors With the table properties screens you can set the global table color or individual cell colors as well as the table border color and border width Table Hints and Tips To Insert Images into Tables Tables are a good way to store images which can be inserted using the Main menu Insert Image at Caret Position command Just like web pages which owe their neatness to tables with hidden borders you can hide the table borders once you have finished inserting images If you wish to display the table frame also referred to as a grid you can space the image away from the cell wall by adding a blank line above press Enter or by adding spaces 7 3 11 SOAPwriter Tool The SOAPwriter function is on of the most powerful in ezChartWriter Located as subsections of most of the Exam Tools as well as a stand alone tool found in the left side TOOLBOX on the MAIN EXAM SHEET the SOAPwriter allows you to pick and choose from among hundreds of pre formed text sentences Working With Encounters 327 2011 Iccomplish Inc For instance to indicate a patient has a symptom of asthenopia you would click on the Symptoms heading the choose Visual Symptoms then choose Asthenopia The text will be pasted into the SOAP note The sentences are designed to flow like natural language And if you don
360. s of each unpaid item can be assessed in a glance Double clicking a patient name will open the corresponding FeeSlip Right clicking a patient will show a menu of options including pulling the chart up to the Open Ledgers screen deleting existing Action Note and Creating a Billing Statement See the Main Screen description for additional details 10 15 Options amp Settings Billing Module 471 2011 Iccomplish Inc How do I Add edit Insurance Plans Add edit CPT codes Fees Products Enter Provider PINs NOTE Obsolete not required since NPI s introduced Set Default Claim Settings 10 15 1 Insurance Plan List The Insurance List allows for custom entry of any insurance plan you accept The information you enter e g address will appear on the claim exactly as you enter it ezChartWriter User Manual 472 2011 Iccomplish Inc 10 15 2 Fees amp Product Codes All the codes you need to bill for services and products can be entered in the Products amp Service Codes screen Some standard codes are pre populated but you will need to edit the Fee and Tax fields to reflect your practice fee schedule Billing Module 473 2011 Iccomplish Inc 10 15 3 Provider Insurance ID s The Provider Insurance ID s are no longer used in most cases as they are replaced by the NPI If for some reason you have to enter a special provider ID number for a specific insurance plan you can do it with this tool ezChart
361. s table has 3 rows 2 columns center alignment and a border Row 1 Col 1 Row1 Col 2 Row 2 Col 1 Row2 Col 2 Row 2 Col 1 Row3 Col 2 The best way to learn about tables is to create tables in various configurations within a test report To Alter a Table Click inside a table in the report then activate Main menu Table There are several menu choices enabling you to alter the following table parameters Other methods of altering tables Editing text in tables Adjusting column width and position ezChartWriter User Manual 152 2011 Iccomplish Inc Moving a column or row Inserting and deleting rows and columns Splitting and combining cells The proportional width of a table as a percentage of the report width can be altered by using the table properties dialog or by dragging the table handles in the horizontal report ruler You can adjust the width of each column by dragging the dividing partition left or right To enter text within a table position the report cursor in the appropriate cell and begin typing If you make a mistake in table creation deletion or typing you can generally undo your actions by pressing Ctrl Z or clicking the Undo toolbutton To delete a table position the report cursor anywhere within it and click Main menu Table Delete You will be asked to confirm your action You can also delete a table without confirmation by inserting a blank line above and below if not already present highlig
362. s the erased part of the image back to the background color of the image file This is usually white but can be changed to other colors using the color palette The fill tool applies color or paint to a large area of the image The Icon for the Fill Tool resembles a pouring jar of paint Just like if you were pouring a liquid in real life the Fill Tool s paint will fill an area s shape with color The Fill Tool You have to be careful when using the Fill Tool for this reason if you click in an unbounded area of the image the color will spill out and fill more of the image than you originally bargained for possibly obliterating parts of the image that you wanted to save Look closely before applying the Fill tool to an area to make sure it is bounded on all sides and that no paint can seep out and get where it s not supposed to go If this happens by accident sometime don t panic Just Undo the Fill tool by pressing Ctrl Z find the leak and close it with the pencil or line tool and then re apply the Fill The Eyedropper Tool The Eyedropper tool has only one function but it is a useful one The eyedropper can be used to pick up colors that you ve already used in an image Say you re working with an image with many shades of Green You want to pick a specific shade but there are several that are so similar that it s difficult for your eye to distinguish between them Just click on the eyedropper and click on the exact
363. s to satisfy most coding levels Standard choices include Location Onset Severity Duration and Modifying Factors You can use the regular SUBJECTIVE HISTORY and or SOAPWRITER tool to flesh out the history if desired OCULAR SX s As discussed above in the OCULAR REVIEW OF SYMPTOMS this tool gives you the ability to fully document current and past symptoms Like many of the other tools in ezChartWriter the OCULAR SX s tool is completely customizable COMPUTER USE Allows you to specify the patients typically computer usage OCCUPATION You may specify the occupation s of the patient PRIOR HISTORY Once you have seen the patient back for a repeat examination you can call up prior subective history data and paste them into the record CONTACT LENS TOOL A link to the contact lens tool where you can list the patients habitual contact lenses and wear routine This tool is also available from the MAIN CHART left side TOOLBOX menu LENSOMETRY Allows entry of lensometry results You can also use the MAIN CHART left side TOOLBOX menu choice AUTOMATED INSTRUMENT TOOL to enter lensometry results HOBBIES You may specify any hobbies or avocations of the patient TEXT PREVIEW BOX One of several preview boxes on the SUBJECTIVE FINDINGS tool you can view the data to be inserted into the exam record by moving your mouse over the tool button What you see is what will be inserted when you click the OKAY button CUSTOMIZE although n
364. saw that you had a coding wizard to make sure you ve fulfilled to the level you re billing Does this include or could it in the future nursing home E amp M codes like 99308 99309 etc A It doesn t at the moment I m not too familiar with those codes but if you point me to a website that covers the requirements I can look into incorporating a wizard for them Q And does this feature also make sure you ve done all the testing necessary to fulfill the 92000 ophthalmic codes A The coding wizard is fairly simple You click on the boxes of areas you ve completed and it will tell you what coding level you are at It doesn t unfortunately analyze the data as it s entered Q Is it possible to carry patient info forward from previous records at subsequent encounters or must all be re entered at each encounter examples allergies family Hx old spec Rx s ocular history medications A You bet This can be done in two ways 1 by selecting a Patient Type of Established from the dropdown list at the top of the subjective tool which will pull forward the most recent history data or 2 by clicking the little blue arrow next to the history buttons Note that the little blue arrow will appear throughout the software and is a shortcut for pulling data into the specified tool if available Q When I attempt pull patient history forward I get no prior history exists for this patient Is there something I m doing wrong A The history
365. scriptions and automated instrument data if you have an instrument attached to your pretest computer Auto Refraction Data can be entered using the standard Diopter Power tool or by having it imported by the Instrument Link button if the instrument you are using is one that is supported Auto Keratometry Use the top two scroll bars to indicate the flat and steep keratometry readings The axis reading for K2 Working With Encounters 273 2011 Iccomplish Inc is entered by using the slider bar below the two scroll bars Use the top arrows to switch between the two eyes or the equal sign to copy data from OD to OS You can enter information about the mires especially if using a traditional manual keratometer by clicking the yellow Mires button Non Contact Tonometry You can enter up to two readings for each eye Do so by first selecting the eye click the arrows or large OD OS button at the top then use the sliders below to enter the reading Use the R1 line for the first reading The second reading line R2 is optional An average is calculated if you enter more than one reading To reset a single reading click the button with the reading you wish to remove e g click the first button in the display to clear the entire display To indicate that no reading was taken right click the button and select No Reading You can also adjust the time if you wish otherwise the current time is used Auto Lensometry It is possible to neut
366. se email me a list of equipment ie autorefractors autolens meters visual fields and imaging equipment that can be used and interface with ezChartWriter Also at my expense is it possible to create interfaces with other equipment i e Humphrey matrix RTA 5 Topcon EZ 200 lensometer and Righton medical phoropter A As far as instruments the software currently is very limited Only the Reichert AR and some models of Topcon are linking properly The main problem is that most manufacturers are creating their own proprietary interfaces If you can find out from the manufacturers whether there instruments will pass data via a serial cable into ASCII formatted text it may be possible to create an interface We are actively working on adding support for more instruments Q Do you know if anyone has integrated the Marco TRS 2100 system with your software A It has not been done as of yet Q Which instruments can be integrated with this software A We don t officially support any instruments although with minor trial and error both the Reichert AR550 and Topcon 8000 have worked with the software Frequently Asked Questions 505 2011 Iccomplish Inc Q What kind of cable do I need to connect my Topcon to the software A Use standard serial cable usually 9 pin not USB cable or computer to computer transfer cable Q I also have a question about the data exchange I have not been using this feature and am wondering if it will work
367. second at C ezHW_Data_SecondOffice To utilize both databases setup two databases by clicking the Manage Database List gt New button sequence Then by changing the database in the dropdown you can alternate between the two WARNING Be sure to close all ezChartWriter modules on this computer since any running modules will crash if the database path is changed while running Use the ezForceClose utility if necessary Otherwise possible database damage could occur Backup Status Bar The last backup date is presented at the bottom left of the screen If it has been a few days since the last backup you will see it appear in red Getting Help The quickest way to display the help is to press F1 If context sensitive help is available it will be displayed automatically Most of the screens in ezChartWriter have a Help button that displays relevant information Basic Functions 217 2011 Iccomplish Inc Select the Help item in the menu bar for additional help options Tip of the Day Displayed when the software first starts you can disable the Tips by unchecking the Show tips at startup box You can re enable at any time by using the Help gt Tips menu Suggest Features Use this utility found under Help gt Suggest a Feature in the top menu Use the Upload button at the bottom to send the suggestion directly to our server We review these suggestions and incorporate them into the software when feasible ezChartWriter User Man
368. sed to paying for an SSP so that I can be assured that I always have the latest and greatest version of software on my machines A If you have an Internet connection the software checks daily for updates automatically and informs you of any that are available This is all included in the annual license fee Q I apologize for all of the questions I am an Electrical Engineer so I am used to asking hundreds of questions before I commit to any hardware Architectures Sales people usually Hate talking to me A I don t mind helping you and your wife with this decision Realize that any software will have pros cons I think your wife will do fine with the software but realize that it was written by an optometrist and not an engineer i e things that would drive you nuts about how it works may be just fine for your wife Heck it drives me crazy at times and I wrote it I recommend doing the full 30 day trial to get a sense of the software before making a purchasing decision Q Does Email Support Only imply that you are only willing to give minimal support to people who buy your product or that you are willing to support people who have problems with your product but people must be patient and willing to wait before they get a reply I just want to know what to expect in the coming years I am okay with waiting for assistance But I would like to think that there is someone at the other end of the wire that is going to
369. self pay QTY Typically used with product codes e g V2020 to indicate quantity purchased U amp C FEE The usual and customary fee you charge for this service or product before all insurance or other discounts DISC Discount amount which can be entered in your local currency or as a percentage use the sign to indicate which DISC REASON When you give a discount you will need to indicate a reason TAX The amount of tax for the line item Can be entered in your local currency or as a percentage use the sign to indicate which INS This is the dollar amount or other currency if outside USA of the portion of the bill to be submitted to insurance You can manually adjust this amount at any time and it automatically adjusts the patient column PAT This is the dollar amount or other currency if outside USA of the portion of the bill to be by the patient DELETE By clicking the delete button small red X you will remove the current FeeSlip line Be careful as there is no undo feature DETAILS BUTTON Calls up the FeeSlip Line Details for this particular line This includes the ability to edit modifiers date of service for individual lines and place of service codes Typically used infrequently 10 10 2 1 FeeSlip Line Details You can enter additional information for each line of the FeeSlip using the Details button This is most commonly used to enter Modifiers Note that you can also manually add modifiers and othe
370. ser Manual 506 2011 Iccomplish Inc we can gauge the level of interest Q I have downloaded a trial version of your software and am intrigued with the possibility of using it However my biggest question is in regard to billing our provincial insurance plan In my practice over 70 of my billing is to OHIP Ontario Health Insurance Plan which requires the data to be submitted in a specific manner Is there an add on module for this purpose or would I have to program it to create the right output A There is no module currently Can you provide a link to a website with information about the data submission requirements and or sample form 12 2 Sales Post Purchase Licensing Issues Lost Passwords Removing Demo Patients 12 2 1 Licensing Issues Q I purchased the software and still have not received an email confirmation about how to register my software A The email might have ended up in your SPAM folder You can request a new email confirmation send email to info ezChartWriter com or request a fax confirmation send us your fax number and clinic telephone number that you licensed Q Please explain how to activate my software A You should have received a confirmation email with instructions You can check to see if you software was activated by signing in Admin and clicking Software Account gt Register Software gt Activate via Internet Q My software says its expired I just purchased it in June what give
371. ser can have their own custom settings however To customize chief complaints open the Subjective Findings tool Note that currently ONLY the five right side checkboxes can be customized in the Complaints tab both in top Chief Complaints and bottom Secondary Complaints Right click on the item you wish to customize and enter the new text The text will stay the same until you change it again in the future Working With Encounters 257 2011 Iccomplish Inc 7 3 2 5 Enter medical ocular history The simplest method is to click the green All Normal arrow button This will set the history buttons to green normal If the patient has no other history to report you are done NOTE You can customize which buttons will set to All Normal by using the Customization Tool To enter more detailed information click on the Details gt gt button The Quick History Tool will display ezChartWriter User Manual 258 2011 Iccomplish Inc 7 3 2 5 1 Pull forw ard a previous medical ocular history From a previous FINAL encounter you can pull the prior medication medical ocular family and social history forward as well as the ROS To do this click the small Find Prior History button as show below You can achieve the same result by clicking the Prior History button at the bottom of the Subjective Findings tool A screen will appear with a list of finalized encounters from which you can select the prior data you wish to copy fo
372. sh Once you save the note a date timestamp will append with the user s name ezChartWriter User Manual 136 2011 Iccomplish Inc To View a Sticky Note If a patient has a Note icon simply click ONCE on the patient name to view it You can also edit or delete the note or click the View FeeSlips Claims button to open the Ledger Screen 6 1 4 Encounter List The Encounter List is the main dashboard for viewing patient encounters including Reports Rx s and scanned attached documents You generally arrive at this screen by double clicking the patient name although you could also click the Encounters button on the Patient Demographics screen Basic Functions 137 2011 Iccomplish Inc There are several tabs across the top of the Encounter Screen to help you navigate to the correct item You can double click the lt Add New gt at the top of any list to add a new item Exams All Pages Shows all the items from every category Encounters If you are using the full EMR version you will see a list of pending and finalized exam encounters The first CPT assessment code will be displayed in the description field Rx s The list of generated Rx s for a patient that have been printed saved The full list of every Rx even if not printed will be shown by clicking the Logbook button Reports The list of generated reports for a patient that have been printed saved Notes If you have entered any notes on the pat
373. sing a central database No need to purchase any database licenses Q Can your software and it s database be on different Hard drives ezChartWriter on C drive and it s Database on J Drive A Yes this is the standard setup for networking anyway Q Does your software care where the database is A NO you can specify the file location on your single computer or on a network although we always recommend the default location for troubleshooting purposes Q I would like to specify the database to be on a shared Drive on one of the machines that is removable resource USB Drive or Blade Drive something that is easily serviceable and swappable If I do that I can also take the database home on Sundays when the vision center is closed to work on Patient files with your software from home Do you see any issues with this A It would cause your system to run a bit slower if you use an external drive and most USB drives flash drives won t have the speed of an internal drive What I usually do is copy the entire database folder C ezHW_Data to a flash drive at night if I need to work on the database at home or on laptop then copy it back the next day But you can easily try it on your external drive and see if the speed is adequate The software is quite flexible about where the database is located Q There anyway to acquire the software and use it at home currently we do billing out of our house and the switch it over to a
374. sion options Note that our software runs most versions of Windows XP 2000 Vista Windows7 or newer except 64 bit versions of Vista it works fine with 64 bit Win7 systems It will NOT run on older systems such as Win 95 98 Me NT Some versions of Windows 2000 will not network properly It has not been tested extensively on Windows Server 2003 or 2008 and this tutorial does not cover installing on those systems See Sharing your Database Folder 5 Once you have your database folder sharing amp permissions finished you can then proceed to mapping your database folder on each computer Again refer to the specific OS instructions for the computer type you will be mapping on NOTE You do the mapping on your other computers not the primary computer See Mapping your Database Folder 6 Once you have finished mapping your database folder on each of your networked computers you can proceed with the installation of ezHealthWare software on the other computers On each computer you must install ezHealthWare software and select Network on the setup screen then on the next screen click Yes to indicate you have installed ezHealthWare software on another computer your primary computer You will then asked to find the database which is where mapping your database folder makes things really simple 7 Once these steps are completed you should have a networked version of ezHealthWare software Remember that if for some reason
375. splay in the Open Charts To avoid confusion the term Charts relates to the patient demographics and Encounters relate to an exam chart Basic Functions 111 2011 Iccomplish Inc Open Charts Section When you are doing work on a patient s Chart it usually needs to be in open status By double clicking on the patient name you open the Encounter List for that patient Patient Status Icons Female Patient red Male Patient blue Gender not specified Sticky Note present click the patient name once to read or edit Right Click Menu Options View Encounters Opens the Encounter List Edit Demographics Opens the Patient Demographics Modify Name Allows a patient name to be changed Attach Document Allows you to attach a document or scan one directly to the chart Message Manager Add a Sticky Note or Billing Note Close amp Refile Chart Closes the chart will disappear from Open Ledgers list 6 1 1 Main Menu ezChartWriter User Manual 112 2011 Iccomplish Inc How do I Create a new patient chart Open an existing chart Search for a patient View patient reminders Use the Recall Wizard Use the Special Functions Customize program settings Find out about ePrescribing Import or export data 6 1 2 QuickFind Tool Using the Q Link Tool you may enter some or all of a patient s name to quickly pull up their chart You may use just a single letter of either the first or last name or as
376. ss devices do not support Installation and Setup 69 2011 Iccomplish Inc it Other 100 Mbps wireless technologies Most network vendors or manufacturers now offer custom wireless equipment that claims speeds higher than 100 Mbps In the real world performance is only slightly better than that provided by 802 11g and in order to realize the benefit you have to use wireless network adapters from the same vendor in each of the devices you re connecting These devices also support 802 11b and 802 11g however and are a good choice if the price is comparable to 802 11g equipment 802 11a This is an outdated wireless technology that offers good performance but is compatible with only a few devices If you are unsure of which standard to go with just buy 802 11g networking equipment as it will be a solid choice NOTE Windows XP comes with a utility called Wireless Zero Configuration WZC that runs as a service and is intended to make connecting to an access point much easier by continuously searching for access points in range This behavior may cause random disconnections on your wireless network To correct this you will have to disable the WZC service and use another wireless management program such as the one that comes with your wireless network adapter Refer to the wireless router software help files or user manual for information on how to install and configure it 3 2 6 1 Improving Wireless Signal Top Ten Tips
377. ssible Right now many of the text statements that are pasted into your SOAP note or examsheet view are customizable Q Can you make your own custom exam templates If so how A Not really necessary since it s the Tool Data that you would want to customize You can also customize the text pasted into your exam record To do this open the Quick Exam Tool click on any of the buttons for instance Pupils then click the Customize button in the bottom left side From there you can enter your own text data Of course you can edit the actual SOAP data at any time just like in a word processor Q We would like to know whether reports generated by the system could be configured i e whether we can suppress the normal remarks of investigation and print only the abnormal remarks so that the report can be limited to one page A This would be impossible to do given how the software is designed additionally for legal reasons all notations whether normal or abnormal should be part of the medical chart ezChartWriter User Manual 516 2011 Iccomplish Inc Q Is it possible to design a totally custom exam template i e for s code routine exams ortho k etc A The current version of the software is somewhat limited in customization in that sense Future versions will include more customization Q Can we add our own information such as states and cities to the lists A You can edit the states and zip codes in the S
378. step amount the right button jumps to the clicked location Automatically copy first CL brand to other eye Auto copies the selected contact lens brand from right eye to left default is true in the Contact Lens Tool Save all new Rx s to LogBook Default is true can be overridden when creating Rx with the Rx wizard Set default fonts Set default fonts for the Rx data being inserted into reports This can be modified if your reports are exceeding a full page when Rx data is inserted Default Rx Wizard No longer used the Multi Medication wizard allows you to select the tool you wish to use Custom Chart Settings ezChartWriter User Manual 376 2011 Iccomplish Inc General Settings Default Opening Screen The Encounter can open to either the Exam Sheet or SOAP format when beginning a new charting session Switch back and forth with ViewMode button Diopter Step Selection Specifies the default dioptric power steps to use with the various tools lensometry Working With Encounters 377 2011 Iccomplish Inc refraction etc This can be adjusted directly on each individual tool Default ICD Code Set Specifies whether you will be using ICD 9 codes for the Assessment or the newer ICD 10 Subjective Findings On the Subjective Findings tool the green arrow next to the patient history section allows for the various sub sections to be marked All Normal This tool lets you indicate what you wish t
379. support us if we have problems with your product A We will be here to help you We just ask that you spend some time reviewing the help amp support systems first since 90 of questions are probably covered 12 1 4 Ordering Downloading amp Installing Q I just opened a brand new office amp I hoping to get up and running soon Any hints A Go slow if you are not comfortable with computer data entry You might want a paper backup system in place if you run into trouble Realize that it is normal for the first few days weeks to be more stressful as you learn the software Q I have a PC in my office that does not have Internet capabilities Would you be able to send me a demo CD ROM so I could see if your program would meet my needs Frequently Asked Questions 495 2011 Iccomplish Inc A You have two options 1 download for free to a USB flash thumb drive on another computer then copy to your office computer or 2 go to the website order page and add the CD ROM only to the shopping cart there is a 15 00 charge If you later decide to order we will send another CD ROM with your license code at no additional cost Also please be aware that updates are only provided online You will need to order an update CD ROM once a year same procedure as above Q I recently requested a trial version of ezChartWriter and I downloaded the software under my administer and used shared folder in attempt to allow my staff to
380. t be an existing template keyword e g Acuity This is the location in encounter templates where Text Statements will be placed New Line Code Example Required No Visible in SOAPwriter No Inserted into SOAP Note Yes Note Only applicable if a Text Statement is present This forces a linefeed return at the end of the sentence so that Text Statements that follow start on a new line In the example above the primary heading is Plan Since the text has no associated codes tags it will not paste any data when it is clicked on in the SOAPwriter The second line is the a full text statement OCULAR TREATMENT PLAN Checking the box will cause this heading to insert into the SOAP note Since it is followed by the New Line Code it will also insert a linefeed return and the next statement select would go on a new line Working With Encounters 369 2011 Iccomplish Inc The third line is another full text statement a subcategory of the OCULAR TREATMENT PLAN The display would show CPM which reminds you that the full text to be inserted would be Continue present medications with the two spaces at the end of the sentence Notes All keyword codes must include the brackets Do not put in blank lines they will disrupt the tree structure In the editor you can select blocks of text and use tab or shift tab to move text right or left Don t forget the keyword codes at the end of a text statement the tree will be
381. t like how a sentence reads just change it in the PREVIEW box or in the SOAP note itself Unchecking a box removes the text from the SOAP field You can also directly edit the text that is entered within the SOAP field It is possible to customize the text with the SOAPwriter editing tool ezChartWriter User Manual 328 2011 Iccomplish Inc 7 3 12 Vital Signs Tool The Vital Signs tool allows for entry of basic vitals signs such as BP pulse respirations temperature and weight Use the Add New Edit and Delete buttons to manage entries 7 3 13 Lab Tests Tool The Lab Tests tool allows for tracking of common laboratory tests as well as specialized testing such as tracking glaucoma parameters By entering glaucoma values here you can fully track the progression of the disease over time in one convenient grid Use the Add New button to add test results Working With Encounters 329 2011 Iccomplish Inc 7 3 14 Drawing Tool The Drawing Tool can be accessed in two ways from the main menu File gt New gt Drawing or from the Exam Findings Tool Add New Drawing Method The new drawing will be inserted at the end of the Objective field since it is not associated with a particular category Exam Findings Method 1 Open the Quick Exam Tool ezChartWriter User Manual 330 2011 Iccomplish Inc 2 Click on the button associated with the drawing you would like to create e g click Cornea button 3
382. t side menu to select the overall category and the right side to select the actual report Double click to open Certain reports may prompt for additional information e g date to use or type of problem You can edit the generated report or letter onscreen before printing ezChartWriter User Manual 312 2011 Iccomplish Inc 7 3 10 1 Using the Report Writer Overview This section of the manual explains how to use various commands to make your reports more legible and attractive Basic Text Editing Navigating the report You may already be familiar with functions of the standard cursor keys for finding your way around reports particularly if they extend over more than a single screen These commands are similar to those used by many word processors particularly Microsoft Word Highlighting text Wherever in the Reports window you happen to be working is where the focus is Selecting an item means to highlight it to let you know it has been selected Working With Encounters 313 2011 Iccomplish Inc Insert and overtype modes Just as in other word processors whether you insert text or overwrite existing text depends on whether you are in Insert or Overtype mode as displayed on the Status bar at the bottom of Report Writer main window Replacing text When you need to replace text simply highlight the part to be replaced then immediately type the replacement text without needing to press Delete Deleting text
383. t the tool you wish to use Insurance List The Insurance List allows for custom entry of any insurance plan you accept The information you enter will appear on the claim exactly as you enter it ezChartWriter User Manual 214 2011 Iccomplish Inc 6 7 PreTesting Module IN DEVELOPMENT The PreTesting module is in development It will allow for entering of basic pretest information e g visual acuities lensometry readings before an actual encounter is opened created 6 8 Software Versions During the Trial period you may download and try any of the various version of ezHealthWare software Once you have licensed the software the database will only be associated with the software you have purchased Basic Functions 215 2011 Iccomplish Inc 6 9 Misc Functions Below are some of the miscellaneous functions you may need from time to time in the software ezChartWriter User Manual 216 2011 Iccomplish Inc Database Switcher If you are using more than one database for example you travel between two offices and prefer to have separate databases or you work part time doing nursing home visits then the ezDataBaseSwitcher will allow you to change between databases with ease The primary requirement is that the databases are kept in separate folders whether on different computers or just different folder names For example you could have a laptop with two databases one located at C ezHW_Data_MainOffice and the
384. ta computer and find out what is causing the problem Q It may sound like I m really frustrated with trying to grasp this software but you know what I really love using it A Thanks Your comments and bug reports are welcomed since they make the software more stable for the next doctor who might not have your patience Q Is there a way to type in the auto instrument values such as the K readings auto refraction and NCT instead of using the sliders A Not currently but that s a good idea and I will look into it for some future version Q Can I add more History option such as the Family Medical History to include HTN Heart DZ Cancer Thyroid and also Family Ocular History A Not currently but I am looking at ways to add customization to the history section Q If we have our own exam form would we be able to incorporate that into your software Is that extra A No that is not available our charting system is SOAP based Q Is there a way I can add more HPI onto the HPI section I do believe Medicare now requires 7 elements for 99204 or 99205 I would be go just to have the elements on the program to remind me to be Medicare compliant and for those health care insurances as well for the Office Visits and comprehensive ophthalmological exams A We will look into this issue and provide an update in the future Q It would be optimum to select the rendering physician at each encounter A The rendering physic
385. table choice if your system has USB 2 0 ports but lacks a free PCI or PC Card slot Ethernet cable Cat5 cable to connect the two computers A hub switch or router to direct the network traffic Switches are similar to hubs in that they connect computers on a Ethernet network to each other and physically resemble hubs However instead of broadcasting data to all computers on the network as hubs do switches use a feature called address storing which checks the destination for each data packet and sends it directly to the computer it s intended for Thus a switch can be compared to a telephone exchange making ezChartWriter User Manual 36 2011 Iccomplish Inc direct connections between the originator of a call and the receiver Software for the communication computer networking Peer to Peer is included in most Windows versions you must buy separate software for client server networks 3 2 1 3 Setting Up the Network Naming Computers All computers in a Windows based network requires a unique name for their identification Assign a meaningful computer name to all the computers The name should be easy to remember and or recognize examples could include ExamRoom1 PreTest FrontDesk etc All the names should be less than the 15 characters and without spaces Also try to avoid special characters while naming the computers such as To assign a computer name in Windows XP and Windows 2000 do the following things
386. tangles outline filled with outline and filled without outline The interior of the outline rectangle is transparent whereas the filled types fill the rectangle with the background color To draw a rectangle click on the tool then click a point on the image where you want one corner to be then drag diagonally and release the mouse where you want the opposite corner to be The Rounded Rectangle tool is like a cross between the Rectangle Tool and the Oval Tool It draws rectangles but instead of having sharp 90 degree angle corners they ll be somewhat rounded As always you can create rounded rectangles with empty outlines filled outlines or filled with no outline The Oval Tool works much like the Rectangle tool The only difference is that since there are no corners you will need to guess where the corners would be in order to place your oval where you want it ezChartWriter User Manual 336 2011 Iccomplish Inc to go Imagine that the oval you are drawing is being hugged by a rectangle that goes around it Like up the top most and left most peaks of the oval s curve to guess where the corner of the imaginary rectangle is and click there Then drag down to where the bottom most and right most peaks of the oval s curve would be and click again Your oval should be about the right size and in the right position if you estimated it correctly The Polygon tool is similar to the rectangle but works a bit differently To create
387. te 3 2 6 Setting up a Wireless Network Since ezHealthWare software is an intensive database driven program you can expect a wireless network to be slower than a typical 100Mbps wired LAN how much slower depends on the wireless system you choose If you must use a wireless network it is probably best to use the exam room computer as the server and let other computers link into that system Broken network connections as sometimes happen with wireless systems can result in database corruption Do regular backups of your data at least daily To begin you must choose from several different wireless technologies to select the system which works best for your office balancing cost versus speed 802 11b This is the oldest and most compatible wireless technology and any wireless network device can connect to an 802 11b network 802 11b is slow however and you should use it only for browsing the Web sending instant messages and reading e mail 802 11g The best choice for new wireless networks 802 11g works with any device that supports 802 11b while offering five times the performance 802 11g is fast enough to stream music and some video but not high definition video 802 11n A future standard that will replace 802 11g and 802 11b networks while still supporting existing wireless computers 802 11n can offer better range and performance than 802 11g however 802 11n network equipment is more expensive and most wirele
388. te not opened the gray icon means opened but not inserted and the green icon means completed inserted into chart ezChartWriter User Manual 246 2011 Iccomplish Inc Topics Available Subjective Findings Tool Automated Instrument Tool Visual Acuity Tool Refraction Tool Quick Exam Tool Rx Wizard Plan amp Assessment Tool Contact Lens Tool Report Manager SOAPwriter Tool 7 3 1 Using the Diopter Power Tool Since all ophthalmic prescriptions require the entry of large amounts of numerical data a special tool has been developed to add this data quickly It has many parts and you should become familiar with all the features to become proficient at entering Rx s quickly Working With Encounters 247 2011 Iccomplish Inc The parts of the Diopter Power Tool and their functions are listed below Prior Data Button Use the green arrow to pull data from any lensometry autorefraction or prior data you have entered This is the fastest way to populate the tool with data Omit Checkbox If you click the checkbox in the far right upper corner of the Power Tool the tool will be marked as Omit This means that although you may or may not have entered data it will not be inserted into the encounter This is useful if for instance you wish to insert a final refraction but skip entering the subjective refraction Eye Selector Buttons Use the arrows to switch from the right eye to left eye and vice versa The eye that is
389. tely purging my ezChartWriter User Manual 526 2011 Iccomplish Inc XP machine of your software A To manually delete the software follow these steps 1 In the Windows Control Panel click the Add Remove Programs icon Find the entry for ezChartWriter and click Remove 2 Delete the program files if present delete C Program Files ezHealthWare folder entirely 3 Re install the software by downloading the setup file www ezchartwriter com downloads ezchartwriter_setup exe DO NOT RUN software yet 4 Instead go to the ezHealthWare ezUtilities folder and open the ezPathUtil exe file You will see two lines path to database and to the tool database Click clear for each and hit okay then confirm if asked 5 Start the software now It should run as if a fresh install Use the default settings for install location of database e g C ezHW_Data NOTE This does NOT delete the patient database To delete the existing database use the topic Instructions to do a Fresh Start with empty patient database 12 9 Ideas amp Future Plans Q Is there a way to put in more insurance company info to a patient s demographic data other than the primary and secondary insurance that is available at present A In the past there was a benefits screen in the Patients Demographics section but most docs weren t using it and it took up lot s of valuable space made things quite cluttered So it was removed if enough user s request th
390. terminate your rights under this EULA Your remedies described in this paragraph are your exclusive remedies and shall not be deemed to fail of their essential purpose so long as ezChartWriter Software is willing to repair or replace the Software Product or return the price you paid for the Software Product Limitation of Liability To the maximum extent permitted by applicable law in no event shall ezChartWriter Software or its suppliers be liable for any special incidental indirect or consequential damages whatsoever including without limitation damages for loss of business profits business interruption loss of business information or any other pecuniary loss arising out of the use of or inability to use the Software Product even if ezChartWriter Software has been advised of the possibility of such damages In any case ezChartWriter Software s entire liability under any provision of this EULA shall be limited to the greater of the amount actually paid by you for the Software Product or US 5 00 Some states do not allow the exclusion or limitation of incidental or consequential damages so the above limitation or exclusion may not apply to you Statement Concerning U S Government Users The Software Product is commercial computer software developed exclusively at private expense and in all respects is proprietary data belonging to ezChartWriter Software or its suppliers The Software Product is comprised of commercial computer softwar
391. th product information and a contact person at the manufacturer and we will try and add it ezInstrumentLink 385 2011 Iccomplish Inc Use the Options menu to setup the instrument serial port parameters The baud rate data bits and parity MUST match what your actual instrument displays Think of the two sides as speaking a foreign language and both must speak understand the other The settings are the means to ensure this 8 1 TOPCON Instruments TOPCON Instrument Settings Settings for the Topcon 8800 AR AK from the initial menu data print out BUZZER YES DPTR SHI FT 0 37 AVERAGE DI SP NO DATE TODAYS DATE I NI T AUTO YES CD MEMORY NO CREDI BI LI TY NUM NO ADD MODE NO DI SPLAY STYLE LAYOUT1 SERI AL NO 1307 SERI AL OUT TV YES SERI AL OUT PRT YES ezChartWriter User Manual 386 2011 Iccomplish Inc SERI AL RESET NO I NSTRUMENT NO 01 I NSTRUMENT TV NO I NSTRUMENT PRT NO PRI NT TYPE ALL SE DATA NO CL PRI NT NO BAR PRI NT NO AUTO PRI NT YES DATA ORDER D MM PRI NT R L DATA CL I NPUT STD1 DATA FORMAT STD1 BAUD RATE 9600 OUTPUT DATA TYPE ALL ezInstrumentLink Settings Topcon8800 databit 7 stopbit 1 5 parity noparity baudrate 9600 8 2 Marco Nidek Instruments Use the MarcoConnect software to save your data file which will be imported into ezChartWriter using the Import Instrument Data Tool Part IX ezChartWriter User Manual 388 2
392. th this tool ezChartWriter User Manual 270 2011 Iccomplish Inc 7 3 2 7 4 Occupations Tool Enter a patient occupation You can decide where to paste occupation into SOAP note Use the customize button to add occupations Working With Encounters 271 2011 Iccomplish Inc 7 3 2 7 5 Hobbies Tool Enter a patient hobby using this screen You can paste the hobby into either the main Subjective field of the SOAP note or the Social History field Click the Customize button to edit the list of choices 7 3 2 7 6 Customize the Subjective History Tool IMPORTANT NOTE Customization within ezChartWriter is of two types PER COMPUTER and SYSTEM WIDE The Customizing of Subjective Tool for Patient History is SYSTEM WIDE Every computer on the network will have this same setting You can customize the categories that will pre fill as All Normal by using the Customize button at the bottom of the Subjective Findings tool Once the Chart Preferences screen opens make sure it is on the Subjective Findings tab Then select the category you wish to include ezChartWriter User Manual 272 2011 Iccomplish Inc 7 3 3 Automated Instrument Tool The Automated Instrument tool allows for the numerical entry of auto refraction auto keratometry non contact tonometry and auto lensometry readings It is also possible to enter manual readings on this screen e g retinoscopy or manual keratometry You can also import prior spectacle pre
393. the available SOAP fields e g Medical History Subjective Objective etc Working With Encounters 367 2011 Iccomplish Inc The data displayed in the Edit Box is the raw codes used to create the SOAPwriter statements They follow a specific format and represent levels much like a tree has branches Each tab is one level on the tree so the amount of tab indentation represents the tree hierarchy Statement Title Example CPM Required Yes Visible in SOAPwriter Yes Inserted into SOAP Note No Note is what you see in the SOAPwriter tool BUT MAY NOT be what is inserted into the SOAP note This is usually an abbreviated form of your text statement Divider Code Example Required No Visible in SOAPwriter No Inserted into SOAP Note No ezChartWriter User Manual 368 2011 Iccomplish Inc Note Required only if a Text Statement is present Is used to separate the Statement Title from the Text Statement Text Statement Example Continue present medications Required No Visible in SOAPwriter No Inserted into SOAP Note Yes Note The actual text which is pasted into SOAP note Generally it is advisable to include two text spaces after sentence period so following sentences don t run together Category Tag Example Treatment Plan Required No Visible in SOAPwriter No Inserted into SOAP Note No Note Required if a Text Statement is present The code tag must contain in curly brackets and mus
394. the PickList statements ezChartWriter User Manual 290 2011 Iccomplish Inc NOTE To indicate a particular eye right click the item and select the eye Also some items have a built in tag called GRADE which causes the grading menu to appear Right click these items to set the severity grade of the problem Working With Encounters 291 2011 Iccomplish Inc 7 3 7 Rx Wizard When you click on the Rx Wizard menu item the Multiple Rx Creator tool will display With this tool you can add up to 4 new Rx s at a time To begin with a brand new Rx click one of the New buttons on the topmost Rx box ezChartWriter User Manual 292 2011 Iccomplish Inc NOTE If you have already entered a prescription that you wish to re use the click the green arrow button to call up the LogBook so you can import the Rx You will be prompted to save Rx s to the LogBook when closing the Multiple Rx Tool Medication Rx The New Med Rx button will display the Quick Medication Prescribe screen To begin you must select a medication from the top dropdown screen or choose one from your Favorite Meds list Working With Encounters 293 2011 Iccomplish Inc Enter your Sig by using the list choices or use your Favorite Sig Verify the data in the Preview Box and then click Continue to add to the Multiple Rx list Spectacle Rx Enter ophthalmic prescriptions by using the slider bars on the Spectacle Rx tool Contact Lens Rx Enter a cont
395. ther software otherwise daily It keeps all the database files together in one compressed file that can be easily restored Daily backups would be ideal since at most you would lose only a single day s work which you could likely recreate if needed Note that you should make sure the backups are saved on a DIFFERENT computer and or drive than the server use the Main Menu gt Program Settings button to set the backup path Q How large of a backup is needed do you need to backup with an external hard drive or can you back up with a flash drive A Typically the backup files are quite small even if your database has grown large For example my own patient database is greater than 1 gigabyte but it compresses down to under 50MB in a zip file That file can easily be fit onto an older USB flash drive or burned to a CD Rom You should have no problem with space as long as you compress the data Q How do you compress your backup file to a flash drive ezChartWriter User Manual 518 2011 Iccomplish Inc A If you use ezChartWriter to do the backup the files are automatically compressed Sign in as a User and select Special Functions gt Backup Database Note that the default location for backups is C ezHW_Backup Once the backup is completed you can then copy the data to a CD ROM using the Burn CDRom button or manually copy the file to your flash drive by opening the C ezHW_Backup folder and dragging the Backup000000 zip file
396. this license agreement Limitations Except to the extent such a restriction is unenforceable under local law you may not reverse engineer decompile or disassemble the Software Product The Software Product is licensed as a single product and its component parts may not be separated for use on more than one computer You may not modify amend or create derivative works of the Software Product Software License Agreement 531 2011 Iccomplish Inc Term If the Software Product that was distributed to you was labeled as an EVALUATION VERSION or TRIAL VERSION or its functional equivalent an Evaluation Version the license granted under this EULA commences upon the installation of the Software Product and is effective for the longer of 60 days following the date you install the Software Product or the first 60 uses the Evaluation Term Evaluation Version Software Products may include software code intended to disable their functionality after the expiration of the Evaluation Term You may take no actions to circumvent the operation of such disabling code and you accept all risks that might arise from such disabling code If the Software Product was not distributed as an Evaluation Version or if you converted an Evaluation Version installation of the Software Product to a non Evaluation Version of the Software Product by authorized use of the conversion mechanism provided with the Software Product in each case either being or resultin
397. time There are 3 different options for creating recordings Record Over Your Phone Put in a phone number and our automated system will call you and let you Basic Functions 201 2011 Iccomplish Inc record your message right over the phone You can preview and re record until you re satisfied with your greeting This is by far our most popular method Upload A MP3 or WAV File This method is usually the choice of larger companies or people that have professionally recorded messages Using the web interface you can upload any MP3 or WAV audio file and use it for the message to be played to your call recipients Use the Text to Speech Tool The Text to Speech engine is a voice synthesis tool that will allow you to type a message and have it converted to a digitized male or female voice This is a great solution when you don t have time to record a message but need to send a call out quickly Detailed Call Reports After your calls have been sent out you can receive complete breakdowns of your call status You ll be able to see which calls were picked up which ones went to voicemail and if there were any numbers with problems such as invalid or disconnected phone numbers You can even download your call reports into a spreadsheet ezChartWriter User Manual 202 2011 Iccomplish Inc 6 4 1 5 Export Data The Export Data function is a generic method to get your recall data out of the software into a standard file format eithe
398. to the Topcon AutoRefractor How do you do it Is there a special program i need A You must use the eyeCOMM software in ezUtilities folder Q How do I connect the autorefractor lensometer tonometer to import the data I also want to get a retinal camera which started this whole process A The software is very limited on instrument support right now If you have a Reichert AR AK that works fine Some Topcon models do but only if they have serial ports not USB You can attach retinal images by using the Attachment Manager Q How do I get autorefractor and NCT information integrated into the ezChartWriter writer I could not find the instructions in the manual A The instrument interface is somewhat limited It currently works only with Topcon and Reichert AutoRef AutoK instruments The NCT results are manually entered once the AR AK results have downloaded To test it out open the C Program Files ezHealthWare ezUtilities EyeCOMM folder and double click the eyeCOMM exe utility this should be done on the Pre Test computer It will ask you to setup the instrument See the attached documents for details Q Could you please send me instructions on how to connect a computer to the autorefractor I have a Topcon 8800 and I connected the AutoRefractor to the computer and cannot seem to capture data Frequently Asked Questions 503 2011 Iccomplish Inc A Use the attached guide to setup communication The interface is very
399. to use plain text when rich text has so much more to offer Here are two good reasons Plain text reports make the ezChartWriter database much smaller since there are no hidden formatting characters This can make quite a difference when you have thousands of reports You are not faced with the extra chore of reformatting to match the format of the rest of the report text if you copy and paste in plain text Note also that plain text reports cannot contain images underlined hyperlinks tables boldfaced or other types of formatting Converting a rich text report to plain text removes images and table cell borders but leaves the text itself Basic formatting commands Let s concentrate now on rich text You will find the most frequently used commands bold italic underline case conversion font face size color highlight color etc displayed along the Report formatting toolbar Let your mouse cursor hover over each toolbutton in turn to display a tooltip text popup message informing you of its function and keyboard shortcut if there is one Try them out Aligning and Indenting Text Report Writer offers several methods for indenting and aligning text Toolbuttons for many of them are on the Paragraph toolbar Working With Encounters 315 2011 Iccomplish Inc Alignment and justification Click the Left Right Justify or Center toolbuttons or press their corresponding shortcut keys for text aligned with the left or right marg
400. ton Immediately resets the tool to a blank or default state 7 3 2 Subjective Findings Tool The Subjective Findings Tool is probably one of the most difficult of the ezChartWriter tools to master because it has both a large amount of options and is very powerful From this tool you can completely describe a patients subjective complaints history of present illness history and medications allergies Nearly every conceivable symptom is accounted for the hard part is learning where to look The SUBJECTIVE FINDINGS tool is split into a top half Findings Complaints amp History and a ToolBox at the bottom The top section has itself four subsections Preliminary Findings Complaints SOAPwriter and Preview mode Working With Encounters 251 2011 Iccomplish Inc lt Click on the area of the image for which you wish to see help gt How do I Include patient age gender race in SOAP note Use the Quick Fill Template Indicate a chief complaint Enter medical ocular history Pull forward a previous medical ocular history Use the SOAPwriter tool Use the Subjective ToolBox HPI Wizard Customize the Subjective History Tool PRELIMINARY FINDINGS TAB This section allows you to set the basics of the patient s reason for visit and well as specifying ocular and medical history The various parts of the PRELIMINARY FINDINGS section are listed below QUICK FILL TEMPLATE by selecting a template choice here you can prefill m
401. tting attributes such as color to be incorporated Adding color and images automatically changes the format from plain text to rich text since both hide extra codes in the report which the user cannot view Report Writer regards its reports as being in rich text format but you can mix these within a file Who would want to use plain text when rich text has so much more to offer Here are two good reasons Plain text reports make the ezChartWriter database much smaller since there are no hidden formatting characters This can make quite a difference when you have thousands of reports You are not faced with the extra chore of reformatting to match the format of the rest of the report text if you copy and paste in plain text Note also that plain text reports cannot contain images underlined hyperlinks tables boldfaced or other types of formatting Converting a rich text report to plain text removes images and table cell borders but leaves the text itself Basic formatting commands Let s concentrate now on rich text You will find the most frequently used commands bold italic underline case conversion font face size color highlight color etc displayed along the Report formatting toolbar Let your mouse cursor hover over each toolbutton in turn to display a tooltip text popup message informing you of its function and keyboard shortcut if there is one Try them out Aligning and Indenting Text Report Writer offers several metho
402. tton bar Basic Demographics Last Name required apostrophe s are allowed minimum 1 character First Name required Middle Initial optional can enter multiple characters NOTE You can enter the name in all lowercase for speed it will be converted automatically Title the patient s salutation Suffix generational suffixes such as Jr Sr III Date of Birth DOB highly recommended Can enter just 2 digit year but day month require 2 digits Address block you can customize the city state zip list under Settings in the Main Module Home Phone primary telephone at home Note that there is no cellphone field use the Custom Fields Day Phone typically the work phone number can be used for cellphone also Email patient s email will automatically check for correct formatting Employer will display on the Insurance Claim form Occupation Prior Exam date of last encounter with patient ezChartWriter User Manual 426 2011 Iccomplish Inc Gender recommended if not selected you will be prompted on saving chart Chart No created automatically and cannot be edited or changed Identification previously for Social Security number can be used for any ID you wish Provider the patients provider in your office Insurance Company select from list you can add new companies in the Settings Insured Name same as the Subscriber or Guarantor e g who holds the policy Relationship how is the Subscriber related t
403. ty to track compliance with the rule this is reduced from the previous 5 rules to the final 1 rule 14 Implement systems that protect privacy and security of patient data in the EMR by conducting or reviewing a security risk analysis and taking corrective step if needed 15 Report clinical quality measures to CMS or states for 2011 provide aggregate numerator and denominator through attestation for 2012 electronically submit measures this refers to PQRI measures Frequently Asked Questions 487 2011 Iccomplish Inc abstracted from PracticeFusion w ebsite How much does ezChartWriter cost The annual license fee is super simple only 199 00 per year per clinic location This includes unlimited numbers of doctors users and or computers No additional charges to network computers or use with multiple doctors like many systems charge What happens if I don t renew my license Does the software lock up It expires after one year We will provide you with a read only version of the software to view existing data but not enter new data if you don t wish to renew the annual license You can also purchase a perpetual license that gives you complete access to the software forever How can I link my AutoRefractor You use the FREE included ezInstrumentLink software found in the ezUtilities folder to import Topcon Reichert and Marco Nidek instrument data Does the software work on Windows 7 The software underwent a
404. u create by the amount of text you include in the text box If you add more text than will fit on a page the next page is automatically generated 10 page maximum You will see how the pages are divided when you click Preview 6 5 Importing Exporting Patient Data Using the Import Export wizard you can easily import patients from your existing Practice Management or EHR software Alternatively you can export patient demographics or reports Rx s to text PDF format Importing Data Exporting Data Basic Functions 205 2011 Iccomplish Inc 6 5 1 Importing Data WARNING When you import data into ezChartWriter please review the column matches closely If the data does not appear to match then DO NOT IMPORT until you have found the matching fields or marked them unmatched Once you import patient data there is no undo function There are two options for Importing Data 1 Importing from a text csv comma separated values file This option works with files that you create by exporting to text format from your current software 2 Importing directly from an OfficeMate database This pulls the patient demographics only Using the Import Wizard The Import Wizard helps you quickly and easily populate your new database with existing patients It is however a basic tool It will import patient demographic inf
405. ual 218 2011 Iccomplish Inc Other Utilities ezForceClose Located in the Program Files x86 ezHealthWare ezUtilities folder the ezForceClose program will close all ghost copies of the software running on this computer Note that if you have open work in ezChartWriter you should save it first Basic Functions 219 2011 Iccomplish Inc ezPathUtil This utility allows the setting or clearing of folder paths for the various databases that ezHealthWare software uses These databases are required for program operation so any changes made here may cause the program to become inoperable on startup If the program cannot find the database on startup try using the Find buttons to locate them If you are re installing the software and want a Fresh Start with a clean new database use the Clear button to reset the location to the database ezChartWriter User Manual 220 2011 Iccomplish Inc If there is concern that a networked computer is not connecting you should verify that the path is correct Use the Check Database Path to pull up a report of the connection status It s a good idea to printout this report for each computer on your network in case you ever need to re enter the paths for some reason 6 10 ePrescribe You can open the recommended ePrescribing website from the Main Screen or from the Multiple Rx Tool A browser window will open note that ePrescribing requires internet connection to function If you
406. uble clicking it or more importantly the ezHealthWare software database can now be easily referenced using the just the new drive for example S ezHW_Data ezDB dez 3 2 4 4 Windows 7 In order to simplify the process of finding and linking to your database folder from other computers we highly recommend that you create a Mapped Network Drive This allows the sometimes arcane network path name Frontdesk DellPC 244 JoesFiles Temp down to the more memorable Z Temp The process for creating a mapped drive is given below Step 1 Click on the Computer shortcut from your desktop or from the Start Menu In the toolbar you will find several buttons including one called Map network drive Installation and Setup 65 2011 Iccomplish Inc Step 2 Click on it and the Map Network Drive window will open First you need to assign a drive letter for the connection we recommend using Z or S for server but any letter not being used will work Then click Browse to find the folder you want to map look in Network Places first You can also type the full path in the box if you know it Click Reconnect at logon so that each time your computer restarts it looks for the mapped folder ezChartWriter User Manual 66 2011 Iccomplish Inc NOTE If you are having trouble finding the database folder on your network using Browse first try typing it s path directly into the box Also verify that the folder was correctly set up for s
407. ve letter for the connection we recommend using S for server but any letter not being used will work Then click Browse to find the folder you want to map look in My Network Places first You can also type the full path in the box if you know it Click Reconnect at logon so that each time your computer restarts it looks for the mapped folder NOTE If you are having trouble finding the database folder on your network using Browse first try typing it s path directly into the box Also verify that the folder was correctly set up for sharing on the remote computer that the correct username and password have been entered if necessary and that the computer network connections are functioning properly ezChartWriter User Manual 62 2011 Iccomplish Inc Step 3 Click on Finish and the drive mapping will be created You can verify the success of your mapping by looking at My Computer shortcut again where you will see that a new drive having the letter you assigned is listed You can access at anytime just by double clicking it or more importantly the ezHealthWare software database can now be easily referenced using the just the new drive for example S ezHW_Data ezDB dez 3 2 4 3 Windows Vista In order to simplify the process of finding and linking to your database folder from other computers we highly recommend that you create a Mapped Network Drive This allows the sometimes arcane network path name Frontdesk DellPC 2
408. vigate to your program folder typically it is C Program Files ezHealthWare ezChartWriter although on 64 bit systems select Program Files x86 Be sure it is NOT the ezHealthWare 4 0 folder you need the one without 4 0 Now find the file called ezChartWriter and double click it Alignment Problems with Claim Printing There are two reasons that claims may be misaligned 1 The text is spaced properly but prints slightly offset from the boxes This can be fixed by adjusting the margins with the Alignment tool You will have to use trial and error to move the text up down or right left 2 The problem may be with the font not the alignment On some computers the default system font is proportional and so all the text is squeezed together To fix the issue you must select a different font On the alignment tool select the font Lucida Console or Courier and font size 12 That should fix the alignment problem you can try other fonts if it doesn t but these usually work best Insurance Address amp Name Not Printing The insurance will only print on the upper right hand side if it is an existing insurance from the drop down list which you select in the Patient Demographics screen If you mistype or hand enter the insurance name it can t be matched to an existing insurance company in the database ezChartWriter User Manual 484 2011 Iccomplish Inc If you wish to add or edit an insurance company use M
409. w button to record the event You can print the Disclosure list when if a patient requests to know who has requested PHI Be sure to click Save on the Patient Demographics screen to finalize the data Privacy Requests any specific privacy requests can be noted here Acquisition Date the original date the patient was entered into the database or otherwise acquired by the practice Recall Date the date the patient is scheduled for recall visit ezChartWriter User Manual 430 2011 Iccomplish Inc Patient Notes Free Text Notes any sort of billing or personal notes can be entered in this section It is NOT for clinical notes it is not printed as part of the chart The Time Date Stamp will automatically add a separator after you enter the note with current date time information Lower Button Bar Print Button prints a Patient Demographic Summary page Ledger Button switches to Ledger view Save Button used after any changes are made to the demographic record Also used to pull a chart when displayed in the Patient List into the Open Ledgers screen 10 5 Subscriber Info In order to bill a patient s insurance plan you will need to enter the Subscriber info This screen can also be used to enter the Guarantor info for a minor patient e g the parent or guardian To open click the Billing Module 431 2011 Iccomplish Inc Subscriber button in the Insurance Information section NOTE To clear a subscriber clic
410. west version 4 0 When you purchase the software the license is downloaded from the Internet and unlocks the software for further use You can network as many computers as you like in a single clinic although about 10 is the max before performance starts to drop Q Will there be a charge to update later A You only pay the annual licensing fee All updates are free if you have Internet access If no Internet then be sure to purchase the 15 CD ROM option from our software renewal form or from the website Q If I need to suspend for a year will the program still allow me to access view the patient files after the expiration renewal date A Yes you can get a free copy of the read only software Only if you have paid the 199 license fee for that year will you be able to edit or add data though Q If in the unfortunate event that you could no longer support this program would you make available a permanent unlock key so that users would not be left high and dry I have been burned once so this is an important issue A Sure in an event such as this the software would be released into the public domain and a perpetual license key would be provided You need not worry about getting burned and we don t intend on going out of business anytime soon Q Are any new versions to be released soon A We periodically update the software and fix bugs that are reported Q Does the software buyer own the software outright or will it
411. will only pull from a FINALIZED encounter To test this open the sample patient Joe Sample and create an encounter dated last week use the Change Date button that appears in the far right hand side of the Open New Encounter screen Then create some Medical Ocular history items use the Green Button to pre fill as normal Then save the tool and SIGN the encounter It becomes FINALIZED Close the encounter and create a fresh one with today s date You can now pull forward the prior history Q When it does pull the old data can it be copied forward to the current encounter If so what gets copied History Rx Contact lens Medicines The copy forward is one of the most significant attributes of EMR and I need to know how it works A Yes all the medical ocular medication allergy and Rx s can by copied forward Q I do not see where I am able to input data from biomicroscopy and ophthalmoscopy separately for the right and left eyes I have a lot of pathology in my practice and need to be able to enter information for each eye separately without a lot of typing Is the program set up to enter information for each eye individually A This can be done easily For example click the cornea button and then uncheck the normal text statement Then right click the abnormal finding to get the menu and select OD or OS You can do this with nearly any finding in the exam tool Q My technicians perform non contact tonometry with
412. wing Selecting list to edit in the dropdown box at the top Clicking on the item to edit or alternatively selecting the NEW button to add an item to the list Report Settings ezChartWriter User Manual 374 2011 Iccomplish Inc Default Margins The margin to use for reports letters Rx s and encounter printouts if not set in the Report Designer or otherwise not specified This setting applies globally to all reports that do not allow you to set individual margins e g when printing notes Default Report to Use Allows the default report for each Rx type to be selected as well as setting a default title The four main Rx categories are Blank Rx Medication Rx Spectacle Rx and Contact Lens Rx Auto Save In some cases you can specify that the software save your report without being prompted first Tool Settings Allows customization of the Rx Tools in ezChartWriter The available options include the following Diopter steps Applies to spectacle and contact lens Rx s Can be either the standard 1 4 steps or in 1 8th steps rounded to 2 digits however Working With Encounters 375 2011 Iccomplish Inc Mouse button For fine adjustments on spectacle or contact Rx tools Basically this allows for the reversal of the effect of clicking on the right or left button The default for fine movements is the left button i e clicking with the left button increments or decrements the power by the default diopter
413. wings you make are there and visible in the Image Manager Also when you use the undo near the beginning of a drawing it sometimes clears the template too Just re select the template You can add your own templates with the Customize menu choice at the top menu on the exam encounter Q Is there a Contact lens order or trial contact lens section Or just a general note section to keep track of any communications w the patient A The Contact Lens Tool allows for up to 4 sets of trials per encounter Also finalized CLx s are tracked in the LogBook tool Typically doctors incorporate their CL findings amp assessments directly into an encounter SOAP note Q Can you copy forward a previous exam for a patient A You can copy the prior Subjective history either by selecting Established Patient on the Quick Fill Template dropdown at top of Subjective Findings Tool or by clicking the little Find button next to the medical history buttons You can pull forward prior exam findings but you can easily cut paste the entire objective section or parts of it if desired Q How do you review previous years chart when you have a new chart open A Click the Chart Review button on the bottom left side of chart it looks like a double headed arrow From there you can review any prior chart ezChartWriter User Manual 512 2011 Iccomplish Inc Q Can the chart be resized A In most cases yes Simply double click the title bar Q I
414. witch or router If your computers are far apart running cable can be difficult Pre made ethernet cables come in sizes ranging from 3 feet to 50 feet Ethernet adapters come in many shapes and sizes but PCI Ethernet cards are both the fastest and least expensive Note that most newer computers come with an internal Ethernet card Ethernet can operate at 10Mbps or 100Mbps When shopping for ethernet equipment be sure to look Installation and Setup 33 2011 Iccomplish Inc for 100Mbps or dual 10 100Mbps equipment Although still available 10Mbps equipment is older and slower than the dual 10 100Mbps equipment and the price difference is negligible 3 2 1 1 4 Wireless 802 11x Wireless Networks Today s newest wireless networks offer speeds comparable to or faster than 10BASE T wired networks and offer mix and match equipment sources Prices have also dropped dramatically making wireless networking an increasingly appealing alternative to traditional wired network solutions The most common forms of wireless networking in the United States and Canada are built around various versions of the IEEE 802 11 wireless Ethernet standards including IEEE 802 11b IEEE 802 11a and the newer IEEE 802 11g and 802 11n standards Wi Fi Wireless Fidelity is a logo and term given to any IEEE 802 11 wireless network product that is certified to conform to specific interoperability standards Wi Fi Certification comes from the Wi Fi Alliance a non
415. with the following instruments Topcon CL 100 lensometer Topcon CT 80 tonometer Topcon KR 8800 autorefractor autokeratometer Oculus Easyfield If so where would I find instructions on setting up the data connection A See the eyeCOMM instructions although most of those instruments are not currently supported Q Can your program import images from my digital retinal camera cannon and my digital slit lamp Topcon into the pt s EMR If so what is your price for the entire all programs available package We will have 5 workstations A We do not have direct linkage for retinal imaging however you can work around this by attaching a retinal image with the document manager or use a screen capture program such as SnagIt that will allow direct pasting into an drawing 12 1 9 Multiple Offices Q I have two offices can I run both off the same laptop purchasing two software or do I need separate computers for each office A It is possible to do this but you will have to do one additional step right before you start up the software at each office The path to your data file is stored in the computer s registry so it knows where to look The simple way to switch back and forth is given below 1 open the program ezPathUtil exe found in the C Program Files ezHealthWare ezUtilities folder 2 set the paths to the correct database location and save NOTE To setup the different databases first install the first office Once completely
416. www practicefusion com on your browser and sign up It is a very quick and easy process and is totally free The next few times you log in you will be asked additional information about your practice ezChartWriter User Manual 236 2011 Iccomplish Inc Once you arrive at the Main Screen you need to do two things 1 Enter the patient demographics if they do not exist already and 2 copy your SOAP note into the chart Step 1 Create Patient Demographics Click the Chart tab at the top of the screen Click the Add Patient on the right top side NOTE Even when searching for an existing patient it is faster to use the Add Patient button in PracticeFusion Working With Encounters 237 2011 Iccomplish Inc You will see the following search screen You can fill the patient name and date of birth by clicking the Search button in ezChartWriter If a match is found you will see the results otherwise click the Create as a New Patient button near the bottom You can enter the remaining patient demographics if you like by clicking the Upload Data button at the bottom of the ezChartWriter screen or else save with just the starred items since your patient demographics are already in ezChartWriter We do recommend that you enter the patient ID number in the Patient Record Number field It is copied to the Comment field Step 2 Create SOAP Note and Transfer ezChartWriter Data PracticeFusion uses a standard SOAP note
417. y 6 3 4 1 Report Designer The Report Designer allows creation and editing of the various reports and Rx formats available in ezChartWriter When the report template screen finishes loading you will notice that the reports are listed alphabetically by name and that each has a specific category name associated with the report You can easily switch between an alphabetized listing of report name or by category by clicking on the heading bar To edit an existing report click on the name and then click the Edit button or alternatively just double ezChartWriter User Manual 176 2011 Iccomplish Inc click the report name To create a new report click the New button and a dialog will appear to guide you through creating a new report Step A Select an appropriate category for the report If the report does not easily fit one of the pre defined categories use the Misc Reports category Step B Give the report a unique and descriptive name for example Letter to Patient Importance of Diabetic Control You may also indicate whether this report will be based on a prior report format or blank report Even if you choose a blank report you can easily copy and paste data from your favorite word processing program Basic Functions 177 2011 Iccomplish Inc When the report whether new or editing an existing report opens you will be in the Report Designer mode The Designer looks and acts just like the regular report viewer
418. y Last Exam date The data exported is basic demographics name address birthdate etc although if you use the Advanced button you can select more fields to export not encounters or reports however Basic Functions 207 2011 Iccomplish Inc 2 Export reports Rx s to PDF or MS Word text editable This can be useful for printing all the documents in a patient s chart except for the Encounter itself which are printed from within the encounter ezChartWriter User Manual 208 2011 Iccomplish Inc 6 6 Program Settings The Program Settings button allows for customization of ezChartWriter General Settings Basic Functions 209 2011 Iccomplish Inc Date Format for Encounters Allows customization of the way a date is displayed throughout the software for example mm dd yyyy format You may use one of the three predefined formats or create your own Date Format for Rx Reports Allows customization of the way a date is printed on reports for example mm dd yyyy format You may use one of the three predefined formats or create your own Auto select provider for reports Rx s as currently logged user Determines whether the current user is selected as the provider for certain reports Rx s Auto select HIPAA notification for each new patient Automatically create a HIPAA notification entry for any new patients This indicates the patient was provided a copy of the clinic s privacy protection practices
419. y a testing version hence we don t guarantee that it will work with any instrument I have had it successfully used eyeCOMM with Reichert and Topcon instruments To use the software open eyeCOMM exe and set the matching baud rates for the instrument you wish to use Typically this requires some trial and error using the Setup feature of the Topcon Q I ve been looking at your software package and really like it I have a retinal camera that can save digital images can they be imported or somehow attached to the patient records A Yes you can attach the image to the patient s chart You do this by 1 In the Pulled Charts ezChartWriter User Manual 502 2011 Iccomplish Inc screen right click a patient or click Chart Options once a patient name is highlighted and select Attach Document This option can also be reached with the Attachment button at the bottom of the Encounters list 2 Click Add File at the bottom left 3 Select subject as Photos and contents as Image Click the Find button and select the file location note that a COPY not the original of the file will be moved to your server s hard drive upon completion Also if your imaging software only stores your images in a database or uses numeric codes for patient image files you have to export and or figure out which photo goes with which patient name To export choose jpg as the image type results in smaller files 4 Enter the description and click ok
420. y remain a laptop if you wish Q If I purchase a new laptop and then download ezChartWriter onto it will I be able to take my laptop to Frequently Asked Questions 497 2011 Iccomplish Inc the office and download it to a desktop in my office A Yes Copy the setup file and update files from your laptop to your desktop You can use a flash drive for this Then run each setup then updates Then run the ezChartWriter software Install the software FIRST on the computer you wish to hold the database http www ezChartWriter com downloads ezChartWriter_setup exe Q I would like to have the software on my computers in the office but take my laptop home to bill insurance claims Am I being logical My mind does not function in the electronic realm A This would work Even easier just copy the database folder C ezHW_Data to as small thumb USB drive flash drive You could then take that anywhere Just don t lose it Q My practice will have three machines on a peer to peer network From what I am reading all three of these machines will have a stand alone copy of your software installed pointing to the network location of the database Does your product create edit and maintain it s own database or do I need to purchase and install Access or Sql Server on one or all of the machines in conjunction with your software A The setup is just as you describe single database with each computer running ezChartWriter and acces
421. ye exams Contact lens fits contact lens supplies sold visual fields etc Can this be customized to mimic how we currently reconcile the numbers at the end of the day A The billing module includes a daily totals report However this is quite basic In the future a more advanced reporting feature will be added that allows for breakdowns as you ve described Q I can t get insurance payments to post to an account A First make sure you have selected the appropriate insurance in the patients demographics screen in ezChartWriter Assuming you have a fee slip with the same insurance selected as the insurance type and at least some dollar amount indicated as payment due from the insurance company the patient should have an Insurance Balance To indicate that you received a check from the insurance company click the Post Payments button at the bottom of the main screen You would then select the ezChartWriter User Manual 520 2011 Iccomplish Inc appropriate insurance company and enter the check amount A list of patients with balances owed for that insurance company will be displayed If the insurance company paid in full you need to simply click the sixth column s check box Paid Full Otherwise click the small plus sign on the left to display the full charges and enter the actual amounts in column seven 7 labeled Actual payment Use the other checkboxes on the row to indicate write offs and balance transfers Note that when
422. your agreement to be bound by the terms of this EULA by pressing the I ACCEPT button on the Software Product s installation program or else you will not be able to install the Software Product If you do not agree to the terms of this EULA you may not install or use the Software Product you may however within 30 days of your initial purchase of a copy of the Software Product return the entire copy of the Software Product including all computer media packaging and documentation either to ezChartWriter Software s Customer Service department or to the retailer from which you purchased the Software Product for a refund of the amount indicated by your sales receipt for the Software Product in which event your rights under this EULA are immediately terminated If you are installing the Software Product on a computer that is not owned by you you are bound to the terms of this EULA both in your individual capacity and as an agent of the owner of the computer and your actions will bind the owner of the computer You represent and warrant to ezChartWriter Software that you have the capacity and authority to enter into this Agreement on your own behalf as well as on behalf of the owner of the computer the Software Product is being installed upon For purposes of this EULA the owner of a computer is the individual or entity that has legal title to the computer or that has the possessory interest in the computer if it is leased or loaned by the actual titl
423. your network is disconnected a wire comes undone the primary computer is shut off or a network switch goes bad you will likely LOSE DATA These things happen Plan ahead and be prepared Do a backup of your data daily 8 If you are considering a wireless network for some or all of your network configuration please read the section in the Tutorial about the pitfalls and dangers of wireless networking Installation and Setup 39 2011 Iccomplish Inc 3 2 1 5 Our Recommendations peer to peer network using Windows XP or the new Windows 7 a wired Ethernet network 100Mbps or dual 10 100Mbps equipment consistent computer hardware e g all Dell computers with same operating systems limited or no wireless connections to the database 3 2 2 Installing on your Primary Computer The primary computer or server is where your patient database will reside This computer should be fairly fast and have sufficient memory Preferably this computer should be left on 24 7 and be subject to daily backups See the system requirements in the User Manual You MUST install ezHealthWare software on this computer first Otherwise you will have one or more computers with local databases They will appear to open and run properly but NO CHANGES will be recorded in the correct patient database You can always verify your database location using the ezPathUtility 3 2 2 1 Windows 95 98 Me You cannot install ezHealthWare software on versions of
424. ything is correct such as unique computer name unique IP address correct workgroup or domain name then you computer will be the part of the workgroup or domain in the few seconds and you will be see a welcome to domain or workgroup message and will be prompted to restart the computer name Network Security Security for your computer network should be the top concern You can secure your network by installing the most current version of your operating system and antivirus software Also have a properly configured firewall see your Windows Help section And remember that one of the simplest things to do is controlling on site computer access limiting it to only authorized users 3 2 1 4 Keys to Successful Networking 1 Have a properly configured and working peer to peer network 2 Decide which computer will be the primary Typically this should be a computer that is left on most of the time and that is fairly fast 3 Install the ezHealthWare software on the primary computer and create your database on that computer Alternatively if you have already created a database during your trial period you can simply copy the entire database folder usually C ezHW_Data to the new primary computer See Installing on the Primary 4 Using this tutorial select the Operating System OS for the primary computer and use that ezChartWriter User Manual 38 2011 Iccomplish Inc portion of the tutorial to set the Sharing Permis
425. yzed and the risk of significant complications morbidity and or mortality as well as co morbidities associated with the patient s presenting problem s the diagnostic procedure s and or the Working With Encounters 343 2011 Iccomplish Inc possible management options Medical Decision Making is the most difficult of the three key components in E M coding to master The grid below gives a rough idea of what constitutes Decision Making Number of diagnoses or management options Amount and or complexity of data to be reviewed Risk of complications and or morbidity or mortality Type of decision making Minimal Minimal or None Minimal Straightforward Limited Limited Low Low Complexity Multiple Moderate Moderate Moderate Complexity Extensive Extensive High High Complexity Audit Flags Some of the common documentation problems extracted from Optometric Management Confrontation visual fields not addressed if not done state the reason Primary gaze alignment is not versions full you must address the primary gaze measurement No reason given when intraocular pressure IOP is not measured Pupils not dilated and the two elements optic nerve and posterior segment are still being counted toward the level of the exam with no explanation as to why It has to be a medical contraindication not that it s a sunny day Neurological Psychiatric elements missing Dilating drops not listed
426. zHW_Data folder be sure to check because you will get errors if they are not there WARNING If you are restoring the database files from a utility other than ezBackup for example a utility you run every night to backup the entire hard drive you need to take extra precautions to ensure you do not accidentally overwrite good data with outdated files If your backup software does incremental backups you may only have ONE copy of the database to roll back to and if it s corrupted you are out of luck So if you are using third party backup we still recommend that you use the ezBackup utility to create dated compressed copies of your database nightly 6 3 1 2 Compact Database Utility to compress compact the database and sometimes repair minor data errors We recommend you run the Compact Repair utility about once a week to keep your data files in good condition It s HIGHLY RECOMMENDED to run the Backup utility before the Compact Utility The Compact Utility will automatically close the software on the current computer but you MUST close out the software on any other computers on the network This includes all modules ezClaimBiller and ezApptScheduler 6 3 2 Software Mantenance Use these menu items to look for software updates or send bug reports ezChartWriter User Manual 172 2011 Iccomplish Inc Report Bugs Check for Updates 6 3 2 1 Report Bugs If you encounter a persistent error or glitch programmers call t

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