MedRight Home Care Scheduling System User Manual
Contents
1. Notes Page 55 MASTER TEST LIST Location Main Menu Test List MedRight Home Care Scheduling Version 4 01 04 MedRight Main Menu Patient Entry Other Prompts Sort By Choose the desired sort order Only From Through To limit the report to a range of names codes enter starting and ending names codes Only without CPT4 Choose Y to include only tests where Code no CPT4 codes have been entered Notes Page 56 MASTER PHLEBOTOMY ROUTE LIST Location Main Menu Route List MedRight Home Care Scheduling Version 4 01 04 MedRight Main Menu Fatient Enty _ erereeexreccee RROPOUES mirena Other ermen YI sxrecuicareas fA isuraneoreeon IN Persone reminaee oe Prompts Sort By Choose the desired sort order Only From Through To limit the report to a range of names codes enter starting and ending names codes Notes Page 57 UTILITIES The MedRight Home Care Scheduling System contains useful utilities to facilitate your personal time management In addition a facility is provided to assist in repairing damaged databases Personal Reminders Allows the entry of a list of important dates and their related notes MedRight checks this information whenever started to ensure that important dates aren t forgotten Change Password Allows user access password to be modified Fix Databases Causes the MedRight Home Care Scheduling System to review the information i2. Choose the default answers to the installation questions Starting MedRight Following installation locate the MedRight program group in the Start Menu and choose the Home Care Scheduling system If the program group does not appear MedRight may be started via Windows Explorer by executing the PHL40 EXE file located in the MedRight folder When the introductory MedRight screen appears you will be asked to enter a username and password Use the User Code amp Password which was included with your shipment for this initial entry into the system IT IS STRONGLY RECOMMEND THAT THE PASSWORD SHIPPED WITH THE SYSTEM BE MODIFIED TO PREVENT UNAUTHORIZED ACCESS TO THE SYSTEM Page 4 The system s Main Menu screen will now be displayed and you re off amp running MedRight Home Care Scheduling Version 4 01 04 Login _ Update license Exiting MedRight To exit MedRight always choose the Exit option of MedRight s Main Menu Finding Patients It is not necessary to know the correct or complete spelling of an individual s name in order to locate them Type at least one letter at the Last Name prompt and click FIND MedRight will then display the first alphabetical match Use the PREV and NEXT buttons to move alphabetically forward and backward through the patients Choose the desired individual by clicking EDIT Page 5 MedRight Home Care Scheduling Version 4 03 16 CHP MedRight Main Menu Patie t Entity
3. the last FIND was performed on a route name PREV and NEXT scroll alphabetically otherwise the scroll is by route code Click ADD to add a new route Prompts Route Code Enter the route code up to 5 characters in length Route Name Enter the route name up to 20 characters Allow Draws On Enter Y to allow test orders to be started on a day N to disallow orders to start on a day or O to allow orders to be started Page 15 after an override message is confirmed by the operator Notes Page 16 ADD A NEW USER CODE Location Main Menu Setup Menu User Access MedRight Home Care Scheduling Version 4 03 16 CHP BA User Access Information F Find Edit f Add f Save f Delete fi To locate a specific usercode enter all or part of the code then press FIND Scroll through users by pressing the PREV and NEXT buttons Click ADD to add a new usercode Prompts User Code Enter the 3 6 character code consisting of any characters on the keyboard User Name Enter the user name up to 15 characters Password Enter a 3 6 character password consisting of any characters on the keyboard Note that alphabetic characters are not case sensitive and automatically converted to upper case Page 17 Notes Allow Choose either Y or N if the user code is to be allowed to perform functions indicated by each of the categories listed Patient Maintenance Purging Outdated Information Report Genera
4. 2 ccsssscecesssececensss Reports Client Labels Test List w Patient Labels Route List Billing Functions Billing Statements Billing Adjustment Entry Purge Old Adjustments Alternately patients may be located via their patient number Either the full number or a portion of the number may be entered MedRight will then display the first patient found which matches the entry Use the PREV and NEXT buttons to move numerically forward and backward through the patients For example to find Robert Smith any of the following methods may be used 1 Enter S at the last name prompt MedRight will display the name of the first individual found in the database whose last name begins with S Use the down arrow key to find Robert Smith 2 Enter SMI at the last name prompt MedRight will display the name of the first individual found in the database whose last name begins with SMI Use the up amp down arrow key to find Robert Smith 3 Enter SMITH at the last name prompt MedRight will display the name of the first SMITH found in the database Use the up amp down arrow key to find Robert 4 Enter SMITH at the last name prompt and ROBERT at the first name prompt MedRight will display the name of the first ROBERT SMITH found in the database Page 6 5 Enter Robert Smith s patient number at the Patient prompt Finding Clients Tests and Routes When changing client test or route information it
5. 41 MedRight reports can be generated for any period of time past or future and can be reproduced as often as required Additionally any report can be previewed on the screen allowing the option to select only specific pages for printing Page 42 Location Prompts SCHEDULED DRAW LIST Main Menu Scheduled Draw List Patient Entry Purge Old Order Purge Old Comme Billing Statement Billing Adjustment E Purge Old Adjustm Preview All or Selected Patients All or Selected Routes Include Test Orders for Dates ONLY Orders with Draw Date Override sonal Reminders E ange Password Fix Databases Setup Menu Exit Print Exit If only specific patients are to be printed choose Selected Patients and highlight one or more desired patients If only specific phlebotomy routes are to be printed choose Selected Routes and highlight one or more desired routes Enter the first and last dates for which orders are to be printed Only include orders where a test order started on a day that required the operator to override the phlebotomy route s usual draw day Page 43 ONLY Reminder Call Only include orders where the reminder Tests call flag is set to Y in the master test list Print Summary counts Choose Y to print a report showing the number of patients drawn by date by route The summary report will appear at the end of the patie
6. CPT4 Codes Enter up to 10 CPT4 codes associated with this test code EZOrder Panel Enter up to 10 regular test codes which Components define this EZOrder panel Test notes will be printed on requisitions and can be used to store specimen collection information or to identify the components of the test Use the test group feature to specify tests which should appear on a requisition form by themselves For example to cause MedRight to print 4pm Glucose tests onto a separate requisition from the patient s morning CBC test enter a different group for the 4pm Glucose than that used for the CBC EZOrder panels are designed for convenience when ordering multiple single tests Create EZOrders for frequently ordered combinations of individually ordered tests to streamline the laboratory s operations When entering test orders for a patient an order for the EZOrder panel explodes into its component tests with each component appearing as a separate test order At no time does the EZOrder test actually appear as an order for the patient Page 14 ADD or CHANGE PHLEBOTOMY ROUTES Location Main Menu Setup Menu Route Entry MedRight Home Care Scheduling Version 4 03 16 CHP fe fe Route Inform ation else st Es Es El Delete Now 88888888898383888888 To locate a specific route enter all or part of the route s name or code then press FIND Scroll through routes by pressing the PREV and NEXT buttons If
7. Notes Once deleted comments cannot be recovered Ensure that the correct Date and Client information is entered Page 38 IT IS STRONGLY RECOMMENDED THAT A BACKUP OF THE SYSTEM BE MADE PRIOR TO DELETING OLD COMMENTS Page 39 DELETE OUTDATED BILLING ADJUSTMENTS Location Main Menu Delete Old Adjustments MedRight Home Care Scheduling Version 4 03 16 CHP MedRight Main Menu Patient Entry Other Patient Entry 7 J Brsonal Reminders Purge Old Orders aa hange Password Purge Old Commer Include 7 aa ee Fix Databases Setup Menu Billing Functid x a Billing Statements Billing Adjustment Entry Purge Old Adjustments Prompts All or Selected Clients If only adjustments for specific clients are to be deleted choose Selected Clients and highlight one or more desired clients Delete adjustments for Enter the date to be used in identifying dates prior to adjustment records considered outdated Notes Once deleted adjustment records cannot be recovered Ensure that the correct Date and Client information is entered IT IS STRONGLY RECOMMENDED THAT A OF THE SYSTEM BE MADE PRIOR TO DELETING OLD ADJUSTMENTS Page 40 REPORTS The MedRight Home Care Scheduling System produces a variety of useful operational reports Scheduled Draw Lists amp Test Requisitions A plain list identifying the tests to be drawn on a specific patient Draw Lists are sorted alphabetically within phle
8. PURGE ALL PATIENT INFORMATION FOR A CLIENT Location Main Menu Setup Menu Purge Client MedRight Home Care Scheduling Version 4 01 04 MedRight Setup Menu Master File Entry Security Other Prompts Client Select the desired client from the list Notes This option purges ALL patient information for the selected client For added protection first create a copy of the patient information using the Extract Client option Purged information cannot be recovered IT IS STRONGLY RECOMMENDED THAT A BACKUP OF THE SYSTEM BE MADE PRIOR TO MERGING PATIENT INFORMATION Page 62 SYSTEM PROBLEM NOTE At what date amp time did the problem occur What menu option was being performed What was the problem Be Specific What error messages appeared on the screen or printer Was a specific client patient or test affected Which one s What did you do to resolve the problem SCHEDULING SYSTEM BACKUP LOG Date amp Time By Whom Backup Set Type Partial Partial Partial Partial Partial Partial Partial Partial Partial Partial Partial Partial Partial Partial Full Full Full Full Full Full Full Full Full Full Full Full Full Full Notes NOTE To provide added protection a backup should be removed from the laboratory at least once per week MedRight Scheduling License Agreement MedRight is licensed to you for your personal u
9. and places the laboratory and client at risk A test entered with monthly 1M frequency is not the same as one scheduled every 4 weeks 4W A 1M test is scheduled 12 times per year while a 4W test is scheduled 13 times Only tests with an Every Unit of W or T may have a start date during the 5th week of a month The End Date will be preloaded based on the settings in the Compliance Settings option To discard an addition or change click QUIT before completing the test order line It is recommended that test orders not be deleted unless entered by accident Rather enter an End Date for the order Once a test is deleted the system no longer remembers that it existed Therefore any reports which show the patient s historical test schedule will be inaccurate Likewise it is recommended that test orders cycles not be changed unless entered by accident If the physician changes the frequency with which a test is to be performed enter an End Date for the existing order and then add a new order with the new cycle This ensures the ability to produce an accurate historical test schedule and maintains an accurate audit trail When ordering an EZOrder Panel the order explodes into the panel s component tests with each component appearing as a separate test order At no time does the EZOrder test actually appear as an order for the patient Page 32 ADD or CHANGE PATIENTS Date Sp
10. is not necessary to know the complete client number test code or route code Enter at least one letter of the number or code and press FIND MedRight will then display the closest match on the screen Use the PREV and NEXT buttons to scroll forward and backward through the clients tests or routes Choose the desired entry by pressing EDIT Personal Reminders The MedRight Home Care Scheduling System provides the ability to record various dates and related notes of which you would like to be reminded Each time the MedRight main menu is activated your personal reminder list is checked and an alarm displayed if any items are due or overdue Personal Reminders Page 7 SETTING UP THE SYSTEM Prior to entering any patient information into The MedRight Home Care Scheduling System the following items must be set up in the system s master files Client File Enter each client s account number name and address Optionally two telephone numbers a fax number and up to 26 customized test codes may be entered No patient may be entered into the system for a client who does not appear in this file MedRight Home Care Scheduling Version 4 03 16 CHP MedRight Setup Menu Master File Entry Security Other Physician Entry View Test Order Audits Set Preferences Test Entry Purge Old Audits Wain Menu f Route Entry Test File Enter the various laboratory tests Required information includes the test code and name In
11. starting amp ending dates cycle and diagnosis When this option if chosen MedRight preloads these fields based on the most recently added order for the patient Page 30 Prompts Test Code Start Date End Date Full Term Order Every Unit STAT Note Enter the code of the test to be performed Enter the first date on which the test is to be performed Enter the date on which the test order is to be stopped Check this box if the test order is to be considered a full term order by the Expiring Test Orders function regardless of its actual duration These 2 fields define the frequency with which the test is to be performed The cycle indicates how cycle units are to pass between tests The cycle unit indicates the time period Valid cycle units are D Daily W Weekly M Monthly Y Yearly T 1 Time Order Examples To schedule Enter a test Unit Daily 1 D Every 5 days 5 D Weekly 1 W Every 2 weeks 2 W Every 2 months 2 M Every year 1 Y One time only 1 T Check this box to indicate a STAT order Enter an explanatory note related to the order if desired Page 31 Notes The Show Draw Schedule button displays a list of scheduled draw dates for the patient The date range displayed covers the previous 2 months and future 6 months Enter the Every and Unit to correspond EXACTLY to the physician orders Do not interpret the orders since this destroys the audit trail
12. your exclusive remedies shall be A The replacement of any software not meeting Software Inventors Ltd s limited warranty which is returned to Software Inventors Ltd B If Software Inventors Ltd cannot or will not replace the software you may terminate the License Agreement by returning the software and all copies in any form to Software Inventors Ltd In the case of purchased software your purchase price will be refunded In the case of leased software a pro rated refund reflecting the unused portion of the lease will be issued Under no circumstances and notwithstanding any failure of the essential purpose of any limited remedy provided for herein shall Software Inventors Ltd be liable to you for any damages claims or losses whatsoever including but not limited to claims for lost profits lost savings or other special incidental or consequential damages arising out of the use or inability to use the program regardless of the circumstance EXCEPT AS EXPRESSLY PROVIDED FOR IN THE LICENSE AGREEMENT YOU MAY NOT USE COPY MODIFY REPRODUCE TRANSFER OR DISTRIBUTE THE PROGRAMS IN WHOLE OR IN PART WITHOUT FIRST OBTAINING SOFTWARE INVENTORS LTD S WRITTEN PERMISSION This agreement will be governed by the laws of the State of New York County of Erie and all disputes court filings appearances and trials shall occur within the State of New York County of Erie Software Inventors Ltd P O Box 551 Springville NY 14141 716 592 23
13. 4 MedRight Main Menu Prompts All or Selected Patients If only specific patients are to be printed choose Selected Patients and highlight one or more desired patients All or Selected Clients If only specific clients are to be printed choose Selected Clients and highlight one or more desired clients Number of labels Choose the desired number of labels for Per Patient each patient Notes MedRight uses a label format compatible with the Avery 5160 Page 50 PATIENT INSURANCE REPORT Location Main Menu Insurance Report MedRight Home Care Scheduling Version 4 01 04 MedRight Main Menu Fakent Enty e ea REDONS en Other Prompts All or Selected Clients If only specific clients are to be printed choose Selected Clients and highlight one or more desired clients Notes Page 51 MASTER PATIENT LIST Location Main Menu Patient List MedRight Home Care Scheduling Version 4 01 04 Prompts Sort By Choose the desired sort order All or Selected Patients If only specific patients are to be printed choose Selected Patients and highlight one or more desired patients All or Selected Routes If only specific phlebotomy routes are to be printed choose Selected Routes and highlight one or more desired routes Limit to Patients With Order For Choose one or more tests to limit patients to be printed to only those with an order for the specified tests
14. 97 Copyright 1993 2003 by Software Inventors Ltd
15. Enter phlebotomy notes up to 75 characters These appear on patient requisitions Page 27 s Ey insurance Medicare Enter the patient s Medicare Id number up to 14 characters UPIN Enter the attending physician s UPIN number up to 6 characters Medicaid Enter the patient s Medicaid Id number up to 20 characters Private Enter the name of the patient s private insurance company up to 20 characters Up to 2 private insurances may be entered Policy Enter the patient s private insurance policy number up to 15 characters Group Enter the patient s private insurance group number up to 15 characters Category Enter the patient s category number up to 15 characters Page 28 Notes Phys ID Relation Insured Name Last Insured Name First Enter the license number of the attending physician up to 15 characters Choose 1 if the patient is the insured 2 if the patient is the insured s spouse 3 if the patient is the insured s child or 4 for any other relationship Enter the last name of the insured party up to 20 characters Enter the first name of the insured party up to 15 characters The Show All Patients for Client button will display a list of patients existing in the database for the specified client The Duplicate Patient SmartCheck button displays a list of patients in the database for the specified client having similar sounding nam
16. MedRight Home Care Scheduling System Version 4 03 Featuring SmartCheck Technology User Manual Copyright 1993 2007 by Software Inventors Ltd Post Office Box 551 Springville NY 14141 SPECIAL NOTICE Year 2000 Software Inventors has tested MedRight to verify its operation in the year 2000 and beyond We have found the system to operate properly and produce accurate patient schedules In addition the vendor of the computer language in which MedRight is written has indicated that the system will operate properly through the year 2100 Software Inventors however makes no warranty express or implied with respect to the accuracy of MedRight in the year 2000 or beyond It is strongly recommended that you test the system s performance to ensure its proper operation and accuracy for your purpose CONTENTS The MedRight Home Care Scheduling System User Manual is divided into 5 sections for easy reference Section 1 Section 2 Section 3 Section 4 Section 5 Introduction Getting Started Operational Overview Using the System Personal Reminders Setup Functions Client File Physician File Test File Route File Configuration Information Patient amp Billing Adjustment Functions Patient Entry Test Order Entry Date Specific Comment Entry Billing Adjustment Entry Delete Outdated Orders Comments and Billing Adjustments Reports Scheduled Draw Lists Testing Summary Expiring Test Orders Billing Statements Pa
17. Page 52 Test Order Cycle Doctor Name Containing Insurance Containing Enter a test cycle to limit patients to only those containing one or more test orders with that cycle Enter a name to limit patients to only those where the specified characters exist in the physician name field Enter insurance information to limit patients to only those where the specified characters exist in any of the Medicare Medicaid or private insurance fields Notes In addition to the patient number name location and physician name the report identifies the patient s test order status ACT One or more active orders exist EXP All test orders have expired NO No test orders exist for the patient Page 53 MASTER CLIENT LIST Location Main Menu Client List MedRight Home Care Scheduling Version 4 01 04 MedRight Main Menu Patent erity mn mecca tne REDONS oan reese Prompts Sort By Choose the desired sort order All or Selected Clients If only specific clients are to be printed choose Selected Clients and highlight one or more desired clients Notes Page 54 MASTER PHYSICIAN LIST Location Main Menu Physician List MedRight Home Care Scheduling Version 4 01 04 MedRight Main Menu Fatient Enty E o R ponS cirera Other Prompts Sort By Choose the desired sort order Only From Through To limit the report to a range of clients names enter starting and ending clients names
18. addition fasting information and a note may be entered If desired tests may be grouped so that multiple requisitions are printed for the patient This feature allows tests such as 4pm Glucose Page 8 to appear on requisitions separate from other tests being performed for the patient Physician List This optional entry allows the creation of a master list of physicians along with other information which can be displayed during patient entry and maintenance User Access Create individual user codes and passwords to limit access to the system s features Preferences Form Specs Enter the type of requisition requisition summary label and testing summary format and sort order Compliance Settings Enter the Medicare compliance settings to be used by the system when validating test orders Phlebotomy Service Telephone Number Enter the desired telephone number for client calls Page 9 ADD or CHANGE CLIENTS Location Main Menu Setup Menu Client Entry MedRight Home Care Scheduling Version 4 03 16 CHP Client Information To locate a specific client enter all or part of the client s name or number then press FIND Scroll through clients by pressing the PREV and NEXT buttons If the last FIND was performed on a client name PREV and NEXT scroll alphabetically otherwise the scroll is by client number Click ADD to add a new client Prompts Client Enter the 10 character client number Client Name Enter the cl
19. botomy route allowing for easy distribution to phlebotomists Optionally MedRight can be configured to print requisitions form Patient Draw Summary Report A concise report showing each patient s test and scheduled draw dates arranged chronologically by patient Expiring Test Orders Report An invaluable report showing all patient with test orders due to expire within a specified range of dates Also available in a letter format Patient Setup Sheet A single page report for each patient showing the demographic and test order information This report is particularly useful when reviewing patient entries for accuracy In addition by printing this report for only patients whose information has been updated this report serves as a convenient method of confirming patient changes with the client Patient Labels Patient labels for use on generic client requisitions or specimen collection tubes Insurance Report Prints a list of patients and their insurance information for a single client or multiple clients Patient List Provides a list of patients for a single client or all clients This report can be used to identify patients with a specific test code ordered a specific physician or insurance entries Client List A list of all clients in the system Test List A list of all tests in the system Route List A list of phlebotomy routes in the system Physician List A list of all physicians in the system Page
20. clients Settings are saved automatically when the EXIT button is pressed Page 20 ENTER or CHANGE REQUISITION DRAW FEES Location Main Menu Setup Menu Set Preferences MedRight Home Care Scheduling Version 4 01 04 BEIE System Preferences cals Ee ele a Prompts Code Enter draw fee test code up to 10 characters Name Enter draw fee name associated with code up to 30 characters Notes MedRight systems which have been customized may ignore some or all of these settings Draw fees are printed on all requisitions Settings are saved automatically when the EXIT button is pressed Page 217 ENTER or CHANGE COMPLIANCE SETTINGS Location Main Menu gt Setup Menu MedRight Home Care Scheduling Version 4 01 04 Prompts a NE months Set Preferences SEE SEVE EELE EJetE Check Diagnosis Check Medicare Apply Medicare Rules To All Patients ICD9 Codes to be with Limit Duration of Choose Y if the system is to check the validity of ICD9 codes for test orders Choose Y if the system is to verify the medical necessity of Medicare orders Choose Y if the system is to verify medical necessity regardless of insurance type Choose Y if ICD9 codes will be entered a decimal point or N to enter ICD9 codes without decimal points Enter the maximum number of months for which standing orders may be entered
21. displays a list of scheduled draw dates for the patient The date range displayed covers the previous 2 months and future 6 months Enter the Every and Unit to correspond EXACTLY to the physician orders Do not interpret the orders since this destroys the audit trail and places the laboratory and client at risk Only 1 date specific comment may be entered for a specific date Page 34 ADD or CHANGE BILLING ADJUSTMENTS Increase or decrease client charges Location Main Menu Billing Adjustment Entry MedRight Home Care Scheduling Version 4 03 16 CHP Client Billing Adj ents HESSE a Next Edit ent then butto m i i i a Briat Save Guit To locate a specific client enter all or part of the client s name or code then press FIND Scroll through clients by pressing the PREV and NEXT buttons If the last FIND was performed on a client name PREV and NEXT scroll alphabetically otherwise the scroll is by client code To add a new billing adjustment record click ADD To edit or delete a specific adjustment record click on the adjustment in the displayed list then click the desired action EDIT DELETE Prompts Date Enter the date on which the billing adjustment is to appear on the client s billing statement Amount Enter the dollar amount of the adjustment A positive amount Page 35 increases the client s charges while a negative amount decreases the charges Reason Enter an explanation f
22. e past or future The ability to produce historical reports can be valuable to clients as a means of monitoring their in house quality assurance risk management activities Historical reporting is not possible if patient test orders are deleted from the computer when the order is discontinued by the physician Therefore if historical reporting is to be offered do not delete test orders for patients Rather indicate the appropriate End Date for the test order Likewise if the schedule frequency of a test order is changed do not change the frequency within the system Place an End Date on the old order and enter a new one with the new frequency Page 24 In this way the MedRight Home Care Scheduling System always knows the past test order pattern for the patient and can produce accurate historical reports for the clients Page 25 ADD or CHANGE PATIENTS Billing and Demographic Information Location Main Menu Patient Entry MedRight Home Care Scheduling Version 4 03 16 CHP Patient Information we pee ia Demographics nsurance Test Orders Last Name First Patient Client E 3 CE Soc Sec Birthdate ss Gender L E ow Physician Patients for List Client Lab ID Duplicate Patient Patient a SmartCheck Address Show Draw mMm Schedule T Route E Sa Telephone re Phlebotomist Note Last Update Demo i Orders l id To locate a specific patien
23. ecific Comments Location Main Menu Patient Entry MedRight Home Care Scheduling Version 4 01 04 Patient Information To locate a specific patient enter all or part of the patient s name or code then press FIND Scroll through patients by pressing the PREV and NEXT buttons If the last FIND was performed on a patient name PREV and NEXT scroll alphabetically otherwise the scroll is by patient code To add a new date specific comment click ADD To edit or delete a specific comment click on the comment in the displayed list then click the desired action EDIT DELETE Prompts Date Enter the date on which the comment is to appear on the patient s requisition Add or Replace Choose A if this comment is to appear on the patient requisition along with the Page 33 Notes comment entered with the patient demographic information Choose R if this comment is to appear instead of the comment entered with the patient demographic information Comment Enter the comment phrase up to 60 characters This feature allows the generic patient comment appearing on the patient demographic screen to be replaced or enhanced on the specified date Date specific comments only appear on scheduled test requisitions Ensure that the date entered is an actual test date for the patient MedRight does not check to ensure that a requisition is scheduled to be printed for this date The Show Draw Schedule button
24. either 6 or 12 Page 22 Notes MedRight systems which have been customized may ignore some or all of these settings Settings are saved automatically when the EXIT button is pressed Page 23 PATIENT amp TEST ORDER ENTRY The MedRight Home Care Scheduling System stores demographic ex name birth date billing insurance and test order information on patients Since all of a patient s information may not be available to the laboratory at the same time billing and test order information may be entered separately from the demographic information To set up a patient the following must be known Patient Number typically Social Security Number Patient Name Gender Attending Physician Take caution to avoid entering the same patient under 2 different patient numbers This can easily occur if the home care client is prone to mix ups and sends 2 copies of the patient s paperwork to the laboratory MedRight s exclusive SmartCheck technology can notify you of patients with similar names birth date and gender Test orders should be entered exactly as indicated by the client There is no need to translate orders such as changing a monthly CBC to every 4 weeks MedRight is flexible enough to handle any type of order requested by the patient s physician and should be entered as indicated to maintain a clean audit trail The MedRight Home Care Scheduling System can produce reports covering any period of time in th
25. equire heavy user interaction such as patient entry are designed to provide fast response time Likewise complex and high volume functions such as requisition generation can be performed in a batch mode This design approach frees personnel to attend to other tasks while the computer runs unattended All of MedRight s functions are grouped by category onto 2 easy to use menus Commonly used functions appear on the main menu with system configuration functions on a secondary menu Choosing a menu option is as simple as clicking on a menu button The system s exclusive SmartCheck technology constantly monitors data entry functions ensuring that information is reasonable Convenient on screen prompts and help messages step the user through operating the functions with a minimum of training Page 3 USING THE SYSTEM Installing MedRight MedRight version 4 0 requires the following minimum system specifications Pentium processor 128mb RAM 20mb Hard Disk space CD ROM Microsoft Windows 98 NT ME 2000 XP or Vista To install MedRight on your computer follow these easy steps At any time should you encounter any problems or have questions feel free to contact us at 716 592 2397 We will be pleased to walk you through the installation process 1 Insert the MedRight installation CD 2 If the Setup program does not start automatically Click on START then RUN Enter the command x SETUP x is the CD drive 3
26. es and the same birth date Enter the patient name client and birth date prior to running SmartCheck The Show Draw Schedule button displays a list of scheduled draw dates for the patient The date range displayed covers the previous 2 months and future 6 months The Note button displays any notes entered for the client on the client entry screen Page 29 ADD or CHANGE PATIENTS Test Orders Location Main Menu Patient Entry MedRight Home Care Scheduling Version 4 03 16 CHP fe fe Patient Information Pre p ex as pre ae on O a Next i Demographics 4 Last Name First l Patient Full Every Test Code Test Name StatDate End Date Term Unit On Add or EZAdd click button Edit Reinstate or Delete click on order then button as ree fer Show Draw paca Schedule SRT Full Term ie Start rr end 77 Order I s H Every 0 Unit stat Note To locate a specific patient enter all or part of the patient s name or code then press FIND Scroll through patients by pressing the PREV and NEXT buttons If the last FIND was performed on a patient name PREV and NEXT scroll alphabetically otherwise the scroll is by patient code To add a new order click ADD To edit reinstate or delete a specific test order click on the order in the displayed list then click the desired action EDIT REINSTATE DELETE The EZADD option is designed to facilitate entry of multiple test orders with the same
27. her information up to 30 characters Client Enter the 10 character client number Notes Physician entries may be displayed from the patient entry screen However unlike clients and tests a physician DOES NOT need to be set up prior to entry on a patient screen Refer to Update Nursing Home to update a MedRight Nursing Home Scheduling system with this system s physician information Page 12 ADD or CHANGE TESTS Location Main Menu Setup Menu Test Entry To locate a specific test enter all or part of the test s name or code then press FIND Scroll through tests by pressing the PREV and NEXT buttons If the last FIND was performed on a test name PREV and NEXT scroll alphabetically otherwise the scroll is by test code Click ADD to add a new test Prompts Test Code Enter the test code up to 10 characters in length Make EZOrder Panel Check box to create an EZOrder Panel test Test Name Enter the test name up to 30 characters Page 13 Notes Fasting Specimen Enter Y if the test requires a fasting specimen S if fasting is suggested or N if no fasting is required Optionally enter the number of fasting hours required Test Note Enter an optional note up to 60 characters Test Group Enter an optional test group up to 1 character When scheduled requisitions are printed tests for a single patient are printed on separate requisition forms according to their group
28. ient name up to 30 characters Address Enter the first line of the client s address up to 30 characters Address Enter the second line of the client s address up to 30 characters Page 10 Notes Telephone Fax Comment Print Insurance Info Phlebotomy Charges Customized Requisition Tests Client Notes Enter the telephone number Enter the fax number Enter a client comment up to 60 characters Enter Y to print patient s insurance information on draw lists Enter the amount if appropriate for STAT and routine draws These amounts will be applied for each patient drawn on a specific draw date The facility charge is applied just once for each client on a specific draw date Enter up to 26 test codes which will appear on the client requisitions Enter an unlimited number of notes concerning client Client comments are automatically copied to the patient comment field when entering a new patient Client notes may be displayed from the patient and test order screens Page 11 ADD or CHANGE PHYSICIAN INFORMATION Location Main Menu Setup Menu Physician Entry MedRight Home Care Scheduling Version 4 01 04 DI Pny To locate a specific physician enter all or part of the physician s name then press FIND Scroll through physicians by pressing the PREV and NEXT buttons Click ADD to add a new physician Prompts Physician Information Enter the client name and ot
29. m duration allowed by the Medicare compliance setting Page 46 Include 1 Time Orders Choose Y to include 1 time orders otherwise choose N Notes Both report and letter formats are available Page 47 PATIENT SETUP SHEET Location Main Menu Setup Sheet MedRight Home Care Scheduling Version 4 01 04 MedRight Main Menu Patient Entr 5 Other Prompts All or Selected Patients If only specific patients are to be printed choose Selected Patients and highlight one or more desired patients All or Selected Routes If only specific phlebotomy routes are to be printed choose Selected Routes and highlight one or more desired routes Last Changed From To limit printing to only those patients whose information was updated within a particular period of time enter the start and end dates Otherwise leave blank Notes Page 48 CLIENT LABELS Location Main Menu Client Labels MedRight Home Care Scheduling Version 4 01 04 MedRight Main Menu Patent erty mn mecca cnet FRODOMS oee ieee Other Prompts Sort By Choose desired sort order All or Selected Clients If only specific clients are to be printed choose Selected Clients and highlight one or more desired clients Notes MedRight uses a label format compatible with the Avery 5160 Page 49 PATIENT LABELS Location Main Menu Patient Labels MedRight Home Care Scheduling Version 4 01 0
30. n its databases and effect simple repairs Purge Client Allows all of the patients for a client to be purged from the database in one easy step Page 58 ADD or CHANGE PERSONAL REMINDERS Location Main Menu Personal Reminders MedRight Home Care Scheduling Version 4 01 04 BE Personal Reminders Save P Saye amit To add a new reminder click ADD To edit or delete a reminder click on the reminder in the displayed list then click the desired action EDIT DELETE Prompts Date Enter the date you wish to be reminded Note Enter key notes tasks etc related to the date Notes Page 59 CHANGE USER ACCESS PASSWORD Location Main Menu Change Password MedRight Home Care Scheduling Version 4 01 04 MedRight Main Menu Patient Entry iernare ni PRODOMNS meirean Other Prompts New Password Enter a 3 6 character password consisting of any characters on the keyboard Note that alphabetic characters are not case sensitive and automatically converted to upper case Repeat Password Enter the new password again This password must match that entered above Notes A message is displayed indicating whether the password was updated Page 60 FIX DATABASES Location Main Menu Fix Databases Prompts Notes Fixing the databases can never harm the database and can be performed as desired without danger This option will also repair a variety of database problems Page 61
31. nt detail report Choose N to skip the summary report or ONLY to print only the summary without the patient detail Notes Page 44 PATIENT DRAW SUMMARY Location Main Menu Patient Draw Summary MedRight Home Care Scheduling Version 4 01 04 MedRight Main Menu Patient Entr j Other Prompts All or Selected Patients If only specific patients are to be printed choose Selected Patients and highlight one or more desired patients All or Selected Clients If only specific clients are to be printed choose Selected Clients and highlight one or more desired clients Include Test Orders Enter the first and last dates for which for Dates orders are to be printed Include Comments Choose Y to include patient comments on the report Notes Page 45 Location EXPIRING TEST ORDERS Main Menu Expiring Test Orders MedRight Home Care Scheduling Version 4 01 04 Prompts All or Selected Patients All or Selected Clients Include Test Orders for Dates Include Test Orders Less If only specific patients are to be printed choose Selected Patients and highlight one or more desired patients If only specific clients are to be printed choose Selected Clients and highlight one or more desired clients Enter the first and last dates for which requisitions are to be printed Choose Y to include testing which was not ordered for the maximu
32. or the billing adjustment up to 40 characters This reason appears under the patient name column on detailed billing statements Notes Page 36 DELETE OUTDATED TEST ORDERS Location Main Menu Delete Old Orders MedRight Home Care Scheduling Version 4 01 04 MedRight Main Menu Patient Entry Repons mernans Prompts All or Selected Clients If only patient orders for specific clients are to be deleted choose Selected Clients and highlight one or more desired clients Delete orders with END Enter the date to be used in identifying DATE prior to orders considered outdated This date is matched against the End Date entered for each patient test order Notes Once deleted orders cannot be recovered Ensure that the correct End Date and Client information is entered IT IS STRONGLY RECOMMENDED THAT A OF THE SYSTEM BE MADE PRIOR TO DELETING OLD TEST ORDERS Page 37 DELETE OUTDATED DATE SPECIFIC COMMENTS Location Main Menu Delete Old Comments MedRight Home Care Scheduling Version 4 01 04 MedRight Main Menu Patient Entry Prompts All or Selected Clients If only comments for specific clients are to be deleted choose Selected Clients and highlight one or more desired clients Delete comments for Enter the date to be used in identifying dates prior to comments considered outdated This date is matched against the date entered for each patient date specific comments
33. se You may use it on any single computer or a single local area network of computers You may transfer the software to another computer or local area network at a later time provided that you transfer all of the software s components to the new computer or local area network and remove all components from the original computer or local area network You may not alter attempt to alter or allow the alteration of any software contained within MedRight without Software Inventors Ltd express written consent MedRight software is not copy protected but you may make copies of it only as provided in this agreement You are permitted to make one 1 working copy of the software solely for archival or backup purposes You may transfer the software on a permanent basis and license it to another party if the third party agrees to accept the terms and conditions of this agreement If you transfer the software you must at the same time either transfer all copies of the software regardless of form to the same party or destroy any copies not transferred This license shall be effective from the date you open the protective envelope containing the software diskettes and remain in effect for as long as you make lease payments at the then current rate as determined by Software Inventors Ltd subject to the conditions of this agreement You may terminate this license at any time by destroying all copies of the software in any form Your license terminates a
34. t enter all or part of the patient s name or code then press FIND Scroll through patients by pressing the PREV and NEXT buttons If the last FIND was performed on a patient name PREV and NEXT scroll alphabetically otherwise the scroll is by patient code Click ADD to add a new patient Click DELETE to remove a patient from the system Prompts Last Name Enter the patient s last name up to 20 characters First Name Enter the patient s first name up to 15 characters Patient Enter the 9 digit number assigned to this patient Typically the patient s Social Security Number is used Page 26 Client SS Gender Birth Date Physician Lab ID Patient Address Patient Telephone Route Phlebotomist Note An optional 10th character may be entered in those rare cases where multiple patients share a common Social Security Number Enter the 10 character client number Enter the patient s Social Security Number if not used as the Patient Enter F for female or M for male Enter the patient s date of birth If earlier than 1900 enter the 4 digit year ie 1892 Enter the patient s physician name up to 30 characters Enter the laboratory client s identification number for this patient up to 30 characters Enter the street address and city of the patient up to 30 characters each Enter the telephone number of the patient Enter the phlebotomy route to which the patient is assigned
35. tient Setup Patient Labels Master File Lists Other Features Personal Reminders Database Maintenance Error Handling Page 1 INTRODUCTION The MedRight Home Care Scheduling System version 4 0 is the most advanced MedRight patient scheduling system created to date Complete with our exclusive SmartCheck technology version 4 0 provides unparalleled ease of use and reliability Designed to provide the phlebotomy service provider with a marketing and operational advantage in the homecare marketplace the system is a proven patient management system which allows professional staff to spend more time caring for patients by relieving them of tedious and error prone paperwork MedRight provides the ability to record patient demographic billing and test order information Once entered the system accurately tracks and schedules each patient s laboratory tests Printed test draw list and requisition forms and a variety of reports can be generated to assist in providing superior patient care Incorporating one of the industry s most sophisticated and efficient scheduling algorithms this unique system can precisely match any testing pattern regardless of complexity In addition the system minimizes special phlebotomy trips by scheduling tests whenever possible on normal phlebotomy days The results are a streamlined operation with increased revenues and minimized costs Used properly the MedRight Home Care Scheduling System significantl
36. tion Billing Functions Master File Maintenance User Code Maintenance It is recommended that each staff member have a unique user code and that the passwords for the ADMIN and ALL codes be changed With the exception of the password and user name the ADMIN user code may not be modified IT IS STRONGLY RECOMMEND THAT THE PASSWORDS SHIPPED WITH THE SYSTEM BE MODIFIED TO PREVENT UNAUTHORIZED ACCESS TO THE SYSTEM Page 18 ENTER or CHANGE FORM SPECIFICATIONS Location Main Menu Setup Menu Set Preferences System Preferences TTE Compliance Settin Dear Doctor Prompts Requisition Format Enter the number of the desired format Print Waiver Choose Y to automatically print the Medicare Beneficiary Waiver on Medicare patient requisitions Barcode Patient If enabled on your license choose Y to print a barcode on the requisition Requisition Summary F Enter the number of the desired format Test Summary Format Enter the number of the desired format Expiring Test Order F Enter 1 for the report format 2 for the letter format Page 19 Letter Salutation Enter the phrase to be used at the start of Expiring test order letters Notes MedRight systems which have been customized may ignore some of all of these settings We recommend that you print samples of the various report formats and sort orders to determine the most appropriate option for your
37. utomatically if you fail to comply with the terms or conditions of this agreement The media on which the software is furnished is warranted to be free from defects in materials and workmanship for a period of forty five 45 days from the date of delivery to you as evidenced by a copy of your sales receipt or lease agreement EXCEPT FOR THE LIMITED WARRANTY SET FORTH ABOVE THE SOFTWARE AND ANY ACCOMPANYING DATA IS PROVIDED AS IS SOFTWARE INVENTORS LTD MAKES NO OTHER WARRANTY EXPRESS OR IMPLIED WITH RESPECT TO THE SOFTWARE AND SPECIFICALLY DISCLAIMS THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE SOFTWARE INVENTORS LTD DOES NOT WARRANT THAT THE SOFTWARE WILL MEET YOUR REQUIREMENTS OR THAT THE OPERATION OF THE PROGRAM WILL BE UNINTERRUPTED OR ERROR FREE FURTHER SOFTWARE INVENTORS LTD MAKES NO WARRANTY EXPRESS OR IMPLIED WITH RESPECT TO ANY DATA PROVIDED FOR USE WITH THE PROGRAM YOU ARE SOLELY RESPONSIBLE FOR THE SELECTION OF THE SOFTWARE AND MAINTENANCE OF THE DATA TO ACHIEVE YOUR INTENDED RESULTS AND FOR THE RESULTS ACTUALLY OBTAINED Some states do not allow the exclusion or limitation of implied warranties so the above exclusions and limitations may not apply to you This warranty gives you specific rights and you may also have other rights which vary from state to state In the event the software fails to meet Software Inventors Ltd s limited warranty Software Inventors Ltd s entire liability and
38. y improves the quality of patient care minimizes patient discomfort enhances quality assurance programs and builds a successful and mutually beneficial relationship between the phlebotomy service provider and clients Page 2 GETTING STARTED First familiarize yourself with the basic capabilities of the MedRight Home Care Scheduling System by reading through this manual In order to realize the maximum benefit from this powerful system analyze the current manual operation and identify all of the tasks currently being performed by the staff With MedRight some of these tasks may no longer be necessary others may require major changes while some will stay the same Try redesigning the operation from the ground up drawing on the features and flexibility offered by the system Like any new tool simply shoe horning this system into the existing operation will be a frustrating experience with no real payoff Review the various reports available and identify their best use for your marketplace If possible reports should be generated in a batch mode for all phlebotomy routes and clients This will tremendously simplify operations The MedRight Home Care Scheduling System is a network ready multi user system allowing multiple workstations to maintain data or generate reports simultaneously No processing occurs except under the control of the user and all patient data is directly maintainable at any time Functions which r
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