TRAINING USER MANUAL - WoundCareMD Training
Contents
1. 02 01 2013 Figure 6 WoundCareMD Patient Detail 98 00 Fahrenheit 78 Normal Report Review Doctor Note Nurse No INFORMAT Quick Lin te Fall Risk Level Nutrition Risk Level Pressure Ulcer Risk Le HBO CheckList Demographic Detail 2 20 Growth Chart E Document ION Users can add logs by clicking add D andfilling the fields on the pop up screen where then the patient will be inactivated from the system after a log has been submitted COMMUNICATION LOG This interface is used to note any incoming or outgoing calls on a patient to save it to their charts INSURANCE DETAIL Users can view and edit patient insurance carriers DOCUMENTS In this tab users can scan in any documentation to add to the patient s chart to do so click add or edit and delete documentation WOUNDCAREMD VERSION 2 74 PAGE 9 FRONT DESK USER GUIDE Accessing Patient Registration screen can be done in 2 task bars the appointment tab and search tab ADDING A NEW PATIENT To add a patient under Appointment Tab 2 Patient on the left side menu click on add Fo or under the search tab click add from the top right quick link icon header Fill out all the mandatory fields and the fields that apply then hit submit to create EDIT PATIENT INFORMATION To edit a patient follow the same steps as above but instead of clicking on add click edit A This will create an archive detail link next to the patient name The archive link hol2. 2min Next module Figure 9b WoundCareMD HBO Treatment Course WOUNDCAREMD VERSION 2 74 EAR NOSE EWAL Decompress Ends 1 5 0 psi minute ATA L Modify Qeelete PAGE 16 HYPERBARIC TECHNICIAN USER GUIDE CONT HBO CONT HBO TREATMENT COURSE DETAILS The HBO can fill in the Treatment number Treatment Protocol Name Total Treatments Ordered Ordering Doctor etc By clicking on HBO Order the HBO can see the order prescribed by the Doctor e Treatment Protocol The HBO can fill in Chamber IDH HBO log etc The HBO can view the pre vital signs added by the nurse or by the HBO himself and add as many as Post vital signs as needed The number of post vitals taken will be reflected next to post vitals as 1 or 2 etc e Ear Nose Eval The HBO can fill in the teed scale details about the Ear Nose evaluation where the image will be created and add additional notes if necessary e Treatment Detail All the details pertaining to the Treatment details can be filled in by the HBO such as Descent Ascent rate Chamber Pressure and Air Breaks The HBO can add delete or modify the Air breaks TREATMENT RESPONSE AND NOTES The HBO can fill in the HBO details on the Adverse Events encountered and on whether the treatment was aborted or not SKIN EVALUATION Clicking on Skin Evaluation on the slider menu The skin evaluation pressure ulcer risk window will open up if not click on add The us
3. Testing 222222222 Phy leela Nurse Leela A C Fin Date Time Of Visit Date Of Birth Home Health Phone 789015 03 13 2014 00 00 00 02 23 1993 Pharmacy Name Doctor HBO Visit PCP 555 566 6666 Patient Alerts High Referring Heiaht Arias Romana Alom Abreem Vital Signs Si 4 200 00 Ibs Drummond gt gt certified Nutrition Risk Level Moderate Pressure Ulcer Risk Severe Weight Body Mass Index 34 32 Wound Healing Details X Visit Y Volume Report Name Isolation Precaution w Wound Wound E Wound D Wound Wound 3 45 6 7 8 9 10 11 gamma interferon ibuprofen ampicillin codeine penicillin anthraquinone laxative low molecular weight heparin macrolide immunosuppressant Hi agon Detail S D opsy Tissues 999 99 Unknown Initial Admission Wound Panel Hemoglobin Alc 707 15 ULCER OF OTHER PART OF FOOT XRay foot test 707 15 ULCER OF OTHER PART OF FOOT Left Cultures Tissue Wound 707 15 ULCER OF OTHER PART OF FOOT lH nitial Admission Wound Pane Pre Albumin test 83 21 BIOPSY OF SOFT TISSUE I XRay sacrum stests 707 15 ULCER OF OTHER PART OF FOOT Left Initial Admission Wound Panel Hemoglobin Alc H b Temperature Pulse bpm Respiratory Rate 19 Blood Pressure 120 80 Blood Glucose 100 LABs Date 12 17 2012 02 01 2013 02 01 2013 02 01 2013 02 01 2013
4. WoundCareM D SOFTWARE POWERED TO HEAL TRAINING USER MANUAL COPYRIGHTO O 2013 WoundCareMD EHR INC All Rights Reserved The information in this document is the property of WoundCareMD WoundCareMD does not warrant that the information contained in this document is complete and correct and shall not be liable for any damageincurred as a result of its use Due to the information in this document is subject to change without notice and does not represent a commitment on the part of WoundCareMD Based on Version 2 80 September 30 2014 FO EDITIOM Drummond gt gt certified ONC ALE T COMPLETE EHR AMBULATORY MEANINGFUL USE CERTIFIED WOUNDCAREMD VERSION 2 74 PAGE1 TABLE OF CONTENTS INFORMATION SECURITY AND CONFIDENTIALITY 0 00 0 ees ees sees ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ACCESSING WOUNDEAREME ss sees spes ees pes pe pe eed ep be ee be oe eo ee Dee pes ee bee ee ei ACCESSING WOUNDCAREMD CONT ccccccsseeeeeeceeceeeseeeeeeeeeaaeeeeeeeeeeesasaeeeeeeeeeaeeaaeeeeeeensaaaaeeeeeeenaaaaes COMMON TAB ET Ten el VE INTEROEFEE IN ER N FPATICNT DETAIL SCREEN sos siek ese eg Ge Ge eg ee ee N eg ee Ge eg Ge We ge Ge eg bg ed STREIT FRONT DESK USER GUIDE ett EDIT PATENT INEORMATION idees ese ee is oi oe ee se ei ER SS dl RT ER SC RR LE EENEG ASSIGNING USERS TO Fy PAINE RE eb Ee De Ge Ge Ge ee Ee ee Ge ve wee kU ADDING INSURANCE E ee SCANNING IN LABS X RAYS MRI S Si CVS oas
5. Documentation Status e Ge Arrival LABS X Ra Update Patient Doctor Nurse Room Visit Type Authorization d M Zei Status Consultatio Dadar Assignment vi 07 30 PM Elizabeth Baker Patel Ra Nurse s Visit No 07 10 PM Exits Benco Patel Jayant Doctor s Visit 01 00 PM Lavender Russell Patel Sharad Doctor s Visit 01 00 PM Russell Lavender Patel Jayant Doctor s Visit No amp oe gt el In System No 11 30 AM Missi Jerry Patel Jayant Doctor s Visit In System 10 30 AM Weiss Karen Doctor s Visit 10 00 AM Corbett Jim Patel Jayant serena williams Doctor HBO Visit No 08 56 AM Yes 6060 6 OF Click on this to assign the patient H 41 gt I Total Visit 7 Nurse s Visit 1 Doctor s Visit 5 Doctor HBO Visit 1 Figure 10a WoundCareMD Assigning to RN The update assignment window pops up The HBO can assign the patient to the Nurse for charting WOUNDCAREMD VERSION 2 74 PAGE 19
6. Wound Care 99201 99205 99211 99215 True 08 05 2012 01 05 2013 if required the user can assign the Insurance Authorization to the The user can select the procedure Medical Director by checking here cpt codes all auth information amp click on Add content Assign To Medical Director Tall Remain Auth Used Auth Requested Auth Wound Care Is patient informed for his benefits HBO 0 O Debridement D Apliaraf O Oasis O TCOM 0 Dermagraf O Figure 8a WoundCareMD Authorization A preview of the remaining auths and requested is calculated on the bottom right corner of the screen eecec 6s6s Medical Director When assigning to medical director by clicking the check box provided user can assign to the facility medical director This will assign patient s authorization to the selected facility physician s dashboard Inform Patient for Benefit To proceed with Authorization after receiving all authorization details from the insurance company Authorization person needs to speak with patient and inform about his her benefits Optional user can copy and paste the final note written on module 1 to this tab WOUNDCAREMD VERSION 2 74 PAGE 13 AUTHORIZATION USER GUIDE CONT GENERATE AUTHORIZATION If the user need to Generate Auth and the process is completed the Patient goes into waiting mode e Authorization details can be sent via two different modes 1 Fax and 2 Email e User can print the entir
7. ec a Diabetic Ulcer X Clarke Bruce Berland Gregory Dale Dora Patel Krunal B Pending Order L BB Pending Superbil B Patient Referenc B Patient CPT Repo HBO Complications for the past Month HBO Complications for past Six Months HBO Treatment for past Six Months B Zip Code Report E Physician Report B Wound Type Report B Patient By Diagn W Referring Doctor B Reffering Doctor Ca Payer Mix Report BB Wound Progress R Document Status BB Discharge Patien f Healing Percenta SEARCH 2 OOO O EE Figure 5 WoundCareMD Report Overview HBO past Month a Hypoglycemic Event a Seizure Restroom Break Confinement Anxiety m Pulmonary Barotrauma m Shortness of Breath m Chest Pain HBO past Six Months Chest Pain a Confinement Anxiety a Ear Pain Hypoglycemic Event m Pulmonary Barotrauma Restroom Break Seizure N HBO past Six Months a Total HBO Treatment m Total Patient Allows users to search for any patient in the system From this screen users can also delete add and edit patient information WOUNDCAREMD VERSION 2 74 PAGE 8 COMMON TAB FUNCTIONS CONT TRACKING Located on the footer of each screen where users can see if the patients charting are incomplete complete or pending Click on tracking to view the progression and to disable click on tracking again Charting can be completed on the tracking screen PATIENT DETAIL S
8. 012 Hospital elvira 503 19 2012 Total 1 Ad anything john 666 Wound Care 10 02 08 2012 05 04 2012 Medical elvira Wound Care 12 02 02 2012 08 04 2012 Hospital elvira Figure 9b WoundCareMD Auth Report Reports for Authorization Users This report shows authorization received between some specific dates which can be further specified for a patient as well Reports for Authorization reconciliation This report actually shows which authorization has been used for which appointment date WOUNDCAREMD VERSION 2 74 PAGE 14 HYPERBARIC TECHNICIAN USER GUIDE The HBOT can view the Physician and Nurse Documentation in this section VIEW PATIENT DETAILS The HBOT can view the patients assigned to them for the day on the dashboard By Double clicking the patient from the dashboard or from the appointment screen and can start attending the patient ADMISSION INFORMATION Click on the admission information from the left slider menu Admission information window will open up The HBO can view the admission information that is already filled in by the reception user and make changes if needed POP UP NOTIFICATION When a new patent is assigned to the HBOT a pop up window will appear on the bottom right hand corner notifying the user there is a new message on the dashboard HBO TECH DOCUMENTATION mo weu meom HBO Caregiver Orientation x safety Evaluation 13 ese S skin Evaluation 1 WoundLocation 1 Figure 9 Wou
9. 32 1503 Email creay ihsmail net shpatel ihsmail net WOUNDCAREMD VERSION 2 74 PAGE 4 Browser URL Click Client Login located at the top right of the website to choose your site location CLIENT LOGIN INNOVATIVE HEALING SYSTEMS J WoundCareMD 11 EDITION E e Wal re EED The software system is created using Microsoft Silverlight Technology If the application does not load please verify with IT Department at your facility to download the software and verify website security certificate to access all the information First time Users The system administrator based on your user role creates the credentials or contact the director of your facility to receive the proper credentials to log in W oundCtarese mi SOFTWARE POVVERED TO HEAL Free gt gt Certified Please Login Here Lisamarie Password Forgot passrmord 7 Se eo Figure 2a WoundCareMD Browser Login Forgot Password Click the link forgot password on the login screen which requires the user to input their email address A secured recovery email will be sent with directions on how to obtain password details If the email does not match please contact the administrator or director for further assistance Unlock User If the password has been incorrectly entered three consecutive times the login will be locked The user has to contact the administrator or director to unlock the credentials to log in WOUNDCARE
10. CREEN Tracking Col or Indication Incomplete Pending Complete Figure 5a WoundCareMD Tracking When you double click on a patient s name the patient s main detail screen will appear On the left hand side of the screen is where the patient documentation dock will be displayed The patient detail screen shows all the demographic details of the patient a blood sugar and blood pressure graph wound pictures and quick links Patient Testing 789015 03 13 2014 13 aminocaproic acid like drug ampicillin anthraquinone laxative bile acid code 21 Years old Female DOB 02 23 1993 Patient Details B Admission Information B Problem List Physician Documentation Nursing History Physician History B Chief Complaint B Vital Signs Allergies BE Medication Nurse Documentation B Past Medical Surgical Family History B Intake Status information Social History 2222222222 Hyperbaric Tech Documenta R Hr B Review Of System B HBO Safety Evaluation B Physical Exam 1200 BB Consent HBO 1000 Nursing Patient Evaluation 800 1600 1400 B Skin Evaluation Pressure U 600 Pain Evaluation 400 I HBO Pretreatment Checklist Physician Patient Evaluation B Risk for Nutritional Deficit It B Fall Risk Evaluation B Neuropathy Evaluation Item D aa FINAL DISCHARGE Name MR No Doctor Nurse Exam Room Visit Type Home Phone Fall Risk Level Search Patient Details Patient
11. MD VERSION 2 74 PAGE 5 ACCESSING WOUNDCAREMD CONT TOOLBARICONS All the icons in the application are used for easy navigation You can hover over any icon to view the specific role ADD EXPAND PRINT EDIT MINIMIZE CALENDAR DELETE SEARCH PREVIOUS COPY NEXT VIEW ASSIGN EXPORT COMPLETE PENDING TASK TO DO ADD FILTER REFRESH CREATE REMINDER REMOVE FITLER PATIENT EDUCATION GENERATE CCR MANDATORY FIELD w Aw DY Figure 3 WoundCareMD Toolbar Icons h icon to view the progression TIP The system disables right click in the system To Copy any text written hit together CTRL C to paste CTRL V and to select all text CTRL A DOCK FUNCTIONS The dock feature is built to the users preference the dock functionality can be docked to the left side of the screen right of the screen auto hide or make it floatable throughout the screen e To enable this feature the user can click on the pin and option on each sidebar header Figure 4 WoundCareMD Dock Options WOUNDCAREMD VERSION 2 74 PAGE 6 COMMON TAB FUNCTIONS DASHBOARD Dashboard is made up of 4 to 6 screens as the homepage of the system based on the user role type to easy navigate the system and view patient details more effectively e The screens in the dashboard can be interchanged or re arranged in the order the user wishes e Each screen can be expanded and minimized by c
12. Overview Woundcare Center 2 ff F d xk 1 verte ptit detai 2 Create patient into the EMS 3 verde Insurance intorrmatiorn Forward repuezt bo AUTHOR afin Fesiaaal te pet ggbenzapgen 4 Schedule goposrgtrreof 1 Poorman 2 Paieeg aivel adarlaslom infonnation comers collect EE Reception d zum nti salle capar if anyi 1 Ver y father inure ionn at kn 2 Brooms authoriration penerate aid hoera turn preci Holy up Authorization LS Physicians Medical Director 1 Werty patient details LA Crea epatrt into the E RaR D werd larr ane e infer metian forward regust to Abo AFC Person ta get nahariraticn 4 Schedule appointment Patsentcheoscal documents versie arion medical recond 2 Chie comptuina Virals Historg Prys bra mealuat ks 1 Pore paar eddiar e EE BERE ri 2 Kurze Atte t mr ob A Cie ab keel care 1 NBO orientation 2 HE tre triae ng a TOERE 1 HF sl erim wound mal Precedence decrees order Fhysicisn KL BLAAR ET IE Physician Information in this manual is subject to change without notice and does not represent a commitment from WoundCareMD Patient flow may vary depending on the visit types For more information see page 7 CONTACT US Any issues with WoundCareMD please contact the Help Desk WoundcarelVIDProject Manager 6919 N Dale Mabry Hwy Suite 250Tampa FL 33614 Phone 813 505 0272 Fax 813 9
13. als created WoundCareMD WoundCareMD Co INFORMATION SECURITY AND CONFIDENTIALITY Security and confidentiality issues must be followed to protect the patient information at all times Also there are increasing HIPAA regulations that dictate how these records are handled is an ambulatory service EMR outpatient facility Electronic Medial Record EHR Electronic Health Record application The software is build into different modules an NNOWATIVE HEALING SySTEMSAFFLIe to Manage patient visits in the Wound Care Centers e The system recommends you to change your password for the first login and from there on every 90 days e When selecting a password do not choose anything obvious Do not tell anyone your password e Passwords are CASE SENSITIVE 8 15 characters in length and contain both lower uppercase letters e The system keeps an audit trail or record of who enters each chart and when It records who read the chart and who recorded each piece of information in the chart e All charts will be assigned to designated technician physician who will be able to edit and sign document e The system automatically signs you off after a delayed timing of no progress in the application OVERVIEW The user manual is designed for new users of WoundCareMD It represents the systems basic function and operations in the logic sequence in which they occur Hospital POPs Referring physician dia Figure 1 WoundCareMD System Process
14. charge instruction on the slider menu Discharge instruction window will open up The HBO at the end of each patient treatment fill this form to discharge patient from the clinic SUPER BILL To add a super bill enter keywords of the code into the description box for a suggestive drop down to choose after choose click on add code or procedure for it to populate to the table below where the user can also edit it wrong or delete COMPLIANCE TO WOUND CARE PLAN The user can fill out all the required information to chart for the patient on this screen and add notes if needed and then submit SIGNING DOCUMENTATION Option 1 Most of the modules in the system lets you submit each document by either clicking on submit or submit and assign Keep in mind after signing not all documents can be editable WOUNDCAREMD VERSION 2 74 PAGE 18 Option 2 To sign all the documents of the day together You can do so by going to the dashboard under pending signature and sign for all Which gives enough time to other facility staff members working with the patient to finish charting as only some documents are editable after signing HYPERBARIC TECHNICIAN USER GUIDE CONT ASSIGNING THE PATIENT TO THE NURSE If the patient visits includes a nurse to assign the patient chart to the nurse to document The user has to go to the appointments section of the dashboard and click on the update assignment B Ka Ki Appointments for 08 10 2012
15. ds the old information you changed SCHEDULING APPOINTMENTS Click the Appointment Tab gt Schedule Appointment on the left hand column and then click add Sa Fill in all the mandatory fields then click submit to create the appointment To edit or delete an appointment date or time click the appointment tab search the patient in the search box Highlight the date you want to edit and click the edit button To delete the visit highlight and click on the red X CHECKING IN A PATIENT Under the Appointment Tab next to the patient name double click on the orange circleunder the arrival status It will prompt the user to enter their login password Once the patient has checked in the circle will turn green and the time will appear next to it Appointments View Appointments e Ce Eeer Date bad D Room View Schedule Appointment Auth 1 Arrival Update LABs X Ray Documentation Patient Doctor Nurse Room Visit Type p Me Notes Insur D Patient Status Status er o Consultation Status 09 00 AM Tested Tested Phy leela Doctor s Visit i AETNE 05 00 PM Thomas Patricia Phy leela Nurse Leela Doctor s Visit 6 a 02 05 AM e SIMPL Figure 6 WoundCareMD Appointments If a patient was checked in by accident double click on the green circle type your password again it will uncheck the patient as long as there was nothing documented on that day ASSIGNING USERS TO A PATIENT Once the patient is checked in recep
16. e dashboard the user will be able to view patient details RECEPTION amp AUTHOR DASHBOARD DISPLAYS DIRECTOR IZATION Figure 4b WoundCareMD Dashboard Overview Listed users have notification pop up on the bottom right corner of the screen that will notify when a new patient has been assigned to them For more information see page on the dashboard overview WOUNDCAREMD VERSION 2 74 PAGE 7 COMMON TAB FUNCTIONS CONT INTEROFFICE MESSAGE BOARD This is function is located in the Dashboard and under the Manage Tab It s known for instant messaging with users within the facility From the Dashboard view double click it gives you a duick easy manageable message pop up from which you can view reply and send messages For more managing option such as deleting sending thread messages or announcements users can go under the Manage tab 2 Messages For Information refer to Manage Section below APPOINTMENTS This interface is built into each users credentials to view the schedule and patient details e Default view is on today s appointments but gives options to choose any day of the month or year to view the appointment details e From this screen you can schedule appointments and add new patients in the system e Daily View amp Weekly View tabs are located on the footer of the schedule which shows the numbers of visit of the day and number of visit filtered with visit types e Users can also search patient i
17. e detail and send it manually as well e To open interface for this process user needs to click on the Grid on Generate Auth link e Once authorization is received the user needs to upload the same into the system e Before uploading the received authorization user can verify the information with the request and update the authorization end date and authorization number into the system e To upload received authorization the user needs to go to Manage Generate Authorization Here on list page the User can upload Authorized document and select mode of received authorization Documents can be uploaded which can be viewed later by clicking the document link NO AUTHORIZATION REQUIRED Click on the Authorization required link under the pending authorization screen dashboard you might have to scroll over to the right of the screen to view the link e This will open a pop up window requiring whether the patient requires Auth or No e When clicked No the default sentence Authorization not required auto fills e Once submitted the patient does not stay in the queue It is removed from the dashboard REPORTS From Date 03 01 2012 M To Date 03 23 2012 MM Patient Name Mozilla Firefox _ 72 64 230 83 https l4 4 1 of1 gt bi Authization Patient Name Auth Procedure No Start Date End Date Authorization Woundcare Date Name Of Type MD User Auth 03 07 2012 Total 1 E test patient Wound Care 3 03 07 2012 03 28 2
18. e ese ene Nes N EG NEGE NE GRA RE GR EN RE EN 1 AUTHORIZATION USER GUIDE is issie eise ese Ge se Ge ee GR Ge Ge GN GN GR Ge Ge Ge GR Ge Ge GR Ge GR Ge Be ee Gn Ge ge Ge ge ene le PENDING AUTHORIZATION S s o ee Ne ie Ge Ee Gee si ed ee eo ie se oe ee geed Le INSURANCE AUTHORIZATIONS EE Le INSURANCE VERIFICATION GENERATE AUTHORIZATION is issie ss ss es ROG AA AD OG N N OE DE be ee Ge ee Ke BAD Ee RSG A NO AUTHORIZATION REOUIRED HYPERBARIC TECHNICIAN USER SUIDE ies iessisss issie teel Ge iis Ge Ge de Ge n Ge LD HBO TECH DBOEUMENTATIONE EEN Lo HBO CAREGIVER ORIENTATION SAFETY EVALUATION PRETREATMENT EE HBO LO O O LO LD O Co Co N OO On On um U UI P WOUNDCAREMD VERSION 2 74 PAGE 2 HBO TECH DOCUMENTATION CONT PAIN EVALUATION ann WOUND LOCATION nn DISCHARGE INSTRUCTIONS SUPER BILL Guer COMPLIANCE TO WOUND CARE PLAN SIGNING DOCUMENTATION sesse sesse sesse esse ASSIGNING THE PATIENT TO THE NURSE Index Report names and dashboard info WOUNDCAREMD VERSION 2 74 TABLE OF CONTENTS HYPERBARIC TECHNICIAN USER GUIDE CONT scscsssssssssssssssssssssssssscssscsesssessssesssesessssssssenenes Ri EE 18 18 E 18 18 see ko PAGE 3 INTRODUCTION Innovative Healing Systems a conglomeration of the industry s most revered wound care physicians and medical profession
19. er can determine the risk levels of each field The risk level on the footer of the pop up will calculate the score automatically If needed the HBO can also free text a note PAIN EVALUATION Clicking on Pain Evaluation the pop screen will generate if not click add The user can fill in all the fields that apply as well as the red asterisk mandatory field This section is built into 2 modules Severity and Temporal Description of Pain and Pain Management and Medication SEVERITY AND TEMPORAL DESCRIPTION OF PAIN Under this tab the HBO can characterize the pain of the patient by clicking on the anatomy body figure where the area of pain is which will place a yellow circle on the area of the pain to classify the pain double click on the circle where the user will fill in the rate of pain Pain Evaluation Patient Name Patient Testing Patient A C Fin 789015 Visit Date 3 13 14 Indicates Mandatory Field Severity and Temporal Description of Pain Does the patent have pain 3 Yes iJ No How long does the Continueus l pain last s Continuous e Cha raor Of Pain Aching i Splitting i Buring Difficult to Pinpoint Cramping j Dull Exhausting Sharp pain Heavy Shooting Stabbing Radiating Localized KA General Nest module Figure 9c WoundCareMD HBO Pain Evaluation WOUNDCAREMD VERSION 2 74 PAGE 17 HYPERBARIC TECHNICIAN USER GUIDE CONT PAIN EVALUATION CONT PAIN MANAGEMENT AND MEDICATION Unde
20. lick manage tab gt Authorization log search the patient name and click on edit This section consists of 3 modules Insurance Verification Workers CompandAuthorizations Insurance Authorization Patient s Name Testing Pinellas Insurance Payer Insurance Classification Primary DOB 3 4 1980 Confirmation S Is Patient Policy Holder Phone 454 564 7878 DOB Of Insured 3 4 1980 Relationship Of Insured Self GP123 Contact s Name d Ins Effective Date 03 31 2013 Ins Expiry Date 07 06 2013 Deductible Deductible Met Q2 Yes No Deductible Remaining d Out Of Pocket d Out Of Pocket Met Yes No Out Of Pocket Remaining d Copay d Specialist Copay d Surgical Copay d Co Insurance d Life Time Max d Pre Existing Clause dm Hospital In Network Self Pay Indemnity d Medicare Replacement _ Medicaid Guidelines J Name Of Insured Testing Pinellas Group Number ACO fied Work Comp Other d Medicare Guidelines Medicaid Replacement li HMO 2 e POS PI Medicare Supplement Is Ded Incuded in G Is Medicare Is Medicare CERNER Verified Select Medicaid Medifax EI Out of Pocket Max ir Primary d Secondary E E verified Date Ed Upload Scanned Doc View Figure 8 WoundCareMD Insurance Auth WOUNDCAREMD VERSION 2 74 PAGE 12 AUTHORIZATION USER GUIDE CONT INSURANCE VERIFICATION The user can fill all the detailed information in
21. licking the arrow icon at the top right of each screen e Majority of the screen displayed in your user can be dictated through the screen without logging into the whole system to chart e Users can send messages to other users from the dashboard with pop up notifications e Nurses amp Physicians can view reports and sign all the documents through the dashboard screens ge aa ae sedes es n oe ee a ending Patient Contact Patient Name Visit Type Authonzation Arrival Statu Date From Type Patent Name marane Name 05 07 2014 Patel Ravi SELF PAY 600 813 522 04 23 2014 Patel Ravi SELF PAY 600 813 522 04 02 2014 TestL TestF Hillsborough County 645 413 04 02 2014 TestL TestF Hillsborough County 645 413 04 03 2014 Test Site AETNA HEALTHCARE PPO 222 222 04 02 2014 pharmacy test SELF PAY 600 222 222 04 02 2014 pharmacy test SELF PAY 600 222 222 ENE MK 4 1 gt Di Patient Name Next Appointment Patient Name Document Name 02 19 2014 12 00 AM TestL TestF Doctor HBO Visit Patel Ravi 1 Week 04 23 2014 Patel Ravi Initial Admission Wound Panel Con 04 23 2014 Patel Ravi MRI With contrast 250 0 DM WIT 04 23 2014 Patel Ravi MRI With contrast 250 0 DM WIT 04 23 2014 Patel Ravi MRI With contrast 250 0 DM WIT DASHBOARD DISPLAYS All users have unique dashboard functions listed below Users can only view patients assigned to them By double clicking on patient names through th
22. n this screen to view present past or future appointments scheduled e Remainders of appointments or follow up can be set up in the system MANAGE Users in this field can create and add new insurance carriers check authorizations for each patient and add referring doctors e Doctor Tab You can view add edit delete or copy the information from center to center e Insurance Tab You can add edit or delete carriers for authorization purposes e Authorization Log Tab Check patient s authorization status and logs e Message Tab Users can send messages to other users under the same or different facility The user can also classify their messages by choosing message type which facility category and name Messages can be deleted as well from here To view and reply double click on the message REPORTS Reports are built to specific user roles and can only be viewed by that users needs Reports Patient Name PCP Name B User Statistics Total Wound Type in the Month Total Debridment Type in the Month Allen Bernice Khan Zaheer Auld Ruth Fogarty Julie B Wound Type Bass Malcolm Reddy Dheeraj a Abrasion Debridment Type Bedoya Doris None None e Allergic Reaction Arterial Ulcer Bellamy Eugene None None SS Burn a2 Bradley Donald Durojaiye Babatola XV Chemical enzymatic BB Facility Charge I Print Calendar eB Visit Type B Visit Report dd BB Debridement Repo va EE d smaad Rash Prndon Cents LAM
23. ndCareMD Hyperbaric Technician Documentation Not required to follow depends on the facility flow on how documentation is done VITAL SIGNS Clicking on the Vital Sign on the slider menu Vital Sign window will open up The HBO can review the details entered or can fill in the Vital signs of the patient such as Height weight Temperature etc and the arrival condition of the patient such as ambulatory or etc HBO CAREGIVER ORIENTATION Clicking on HBO Caregiver Orientation on the slider menu HBO Caregiver Orientation window will open up The HBO can fill in the required field by clicking on the respective choice there will be a drop down box under each option to free text Hitting next will take you to the next item on that page when you hit submit you can sign if you are finished or you can come back to it later to finish CONSENT In the consent window the HBO will sign along with the Patient on the required consents and submit WOUNDCAREMD VERSION 2 74 PAGE 15 HYPERBARIC TECHNICIAN USER GUIDE CONT SAFETY EVALUATION Clicking on Safety Evaluation on the slider menu the window will open up The screen of each detail listed will look like the figure below The HBOT can fill in the required information and submit each screen For easy navigation through clicking next will take you to the next screen for documentation HBO Safety Evaluation Group Name Allergies Cancer Adhesive Tape Cardiac Detergent Soa
24. p Devices Internal Latex Devices External Other ENT Hematology Oncology Medications Metabolic Disorders Nephrology Renal Nerurology Obstractics Opthalmology EYES Pain If not checked then it considered as No Pulmonary Other Figure 9A WoundCareMD Safety Evaluation PRETREATMENT CHECK This section consists of the following list a Patient Special preparations b Patient has no prohibited Items c Patient preparations LIST Fill out all documentation by clicking respective field there will be an option to free text HBO This section consists of 2 modules HBO Treatment Course Details and Treatment Response and Notes HBO Treatment Course Details Treatment Number Treatment Protocol Name Total Treatments Ordered Ordering Doctor Patel Jayant Begin Date 8 6 2012 Stop Date 11 14 2012 Treatment Qubcome Other Outcome Diagnosis L Pain In Limb Descent Rate 3 0 psi minute wem Compress Begins 1 ATA Tx Pressure Reached Type of Patient Type of Chamber TX Protocol Complete BECH 2 Gre Treatment Protocol InPatient OutPatient Teed Scale Wisit Mono 33453 EL Chamber ID HBO Log Prescribed RX TE RESEP SERE i Protocol 2 0 ATA 120 minutes w wel Treatment Detail Ascent Rate Chamber Pressure Decompress Begins E ATA Air breaks and breathing periods leave unused spaces blank MIN
25. r this tab the HBO can fill in the required fields that apply to that patient with dropdown options and free text to note about any other pain medications not listed TCOM To chart Transcutaneous O2 measurement study the HBO can add many new sites as required for the patient by clicking on the Add new site button or remove if not required by clicking on the remove button WOUND LOCATION The User can add view and inactive any number of wounds on this screen but each wound has to be signed by the User before adding the next one The User can fill in all the required details and submit The wound numbers are calculated automatically in the order they are added Wound Location Indicates Mandatory Fields Wound N umber z 1 Proximal Distal Gei Proximal Do Distal Wound Type Diabetic Ulcer IE Inferior Superior EA Inferior Lei Superior Other Wound Type Date Acquired By 7 2012 Hd Is Wound a direct result i N 5 Body Part i Other of an accident Other Body Part Popliteal Fossa Date of Accident a27 2012 BH i Dorsal Plantar de Dorsal Co Planta Accident Type Trauma als Responsible Party Lett Right el Left 3 Right Driver Medial Lateral z Medial Lateral Anterior Posterior z Anterior Lo Posterior Wound Status S l Mot Healed Tal Wound meeds immediate intervention Figure 10 WoundCareMD Wound Location DISCHARGE INSTRUCTIONS Click on Dis
26. sion Wound Panel CBC w Diff 008 67 INTST INF ENTERIT DUE ENTR Figure 7 WoundCareMD Pending Lab Dashboard 05 02 2013 Tested Tested Option 2 Users can also upload from the appointment tab main screen calendar under column named labs x rays consultation Click on yes and follow the uploading process Auth Arrival LABS X Ray Documentation i Notes Insu Status Status Consultation Status Patient Room Visit Type 09 00 AM Tested Tested Phy leela Nurse Leela Doctor s Visit o 10 20 AM EN 05 00 PM Thomas Patricia Phy leela Nurse Leela Doctor s Visit el we 02 05 AM FD Figure 7a WoundCareMD Uploading Lab SUPERBILL REPORT Clicking Reports tab from the main header navigation and along the left hand column Facility Charges brings up the Superbill Report page This presents you with a dialog for selecting a date range to view From Date 5 3 2013 W To Date 5 3 2013 W _ Doctor Print Report Figure 7b WoundCareMD Facility Charge WOUNDCAREMD VERSION 2 74 PAGE 11 AUTHORIZATION USER GUIDE Users from this login works from the dashboard itself Each component in the dashboard plays a significant role on documenting authorizations for the patients PENDING AUTHORIZATIONS To document the authorizations maximize the pending authorization screen and the module is interactive to get all the documentation done through the screen e Pending authorization is shared with Au
27. this module As well as edit when needed e The patient details amp the insurance details will be autofilled from the initial setup for patient portfolio but if incorrect The user can edit the information By clicking on the Edit patient or Edit Insurance Tab the user can edit the Patient Details or the Patient insurance e Tip The Final note when finished typing Hit CTRL A key together which will select all the text and hit CTRL C copy which copies the note To paste the note CTRL V in the authorization module tab under is patient informed for his benefits WORKERS COMP Worker compensation tab is only enabled if Work Comp check box is filled in on the first module tab under insurance verification The user has to fill in all the fields that apply to document the payment of authorization AUTHORIZATION User can add procedures and CPT code s for the authorization request Fill in all the required tentative number of authorization required authorization for Medical Hospital Both for medical amp hospital Third party Effective date from and expire date By clicking Add content user can add filled details to the list below and edit or delete when needed Insurance Authorization a e Er No Of y aar i Auth i Authorization Le Authorization for Select Authorization d IE Effective Date Ed Expire Date d Ed CPT Code No Of Authorization Effective Date Expire Date Authorization for ooo
28. thorization group facility wise that is if Auth User logs into a facility he she will see the same Dashboard as other Auth User for the same facility e By default it will be arranged by the most recent scheduled appointment date on the top e If the patient name does not appear on the dashboard to complete the charting Click manage tab gt Authorization log search the patient name and click on edit e f physician requests more auths the system automatically alerts the user e NOTE Status color has cursor preview hence no need to remember color code for various stages Step 1 If the user needsverify the insurance click on the search tab gt search the patients name double click on the patient name On the patient view detail screen on the footer modules click on documents to view on scanned insurance documents by the front desk staff COMMUNICATION LOG On the Pending Auth Screen dashboard the user can manage the communication log and document all the inbound or outbound communications made They can add edit delete and copy the details in the communication log list by using add edit delete amp copy buttons on the right upper corner of the screen INSURANCE AUTHORIZATIONS Step 2 On the dashboard under Pending Authorization Screen double clicking on the patient will open up the Insurance Authorization screen Where the user can start Verification process for Insurance e ifthe user needs to edit patient insurance authorizations C
29. tionist then has to an the patient to a nurse doctor if it s a doctor visit and a tech if it s an HBO visit To assign click on amp under update assign Other users can also assign their selves to the patient if not done so ENTERING ADMISSION INFORMATION Double click on the patient s name anywhere on the line on the calendar The main patient detail screen will pop up Click admission information in the left hand column first row then click add WOUNDCAREMD VERSION 2 74 PAGE 10 FRONT DESK USER GUIDE CONT ADDING INSURANCE CARRIERS To add an insurance company in the system if its not already there click the Manage Tab Insurance on the left side of the menu and click add NEW PATIENT CONSENTS Double Click on patient name for the patient detail screen to generate along the left hand column all the way on the bottom is generate consents Click the add button and have patients sign in the box and submit SCANNING IN LABS X RAYS MRI S amp CT S Option 1 From the applicable user dashboard under pending lab x rays lists all lab documents that the doctor has ordered or is scheduled to receive To upload maximize the screen and click on upload to attach the scanned document next to the respective patient name Is Report Patient Name Document Name Upload Report Already Uploaded hen pa 05 03 2013 Thomas Patricia Initial Admission Wound Panel Hemoglobin Alc 250 80 DB W OTH MANIFST TYPI Initial Admis
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