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1. Case Management Patient related activities are accessed from the Patient List page Each of the patients referred to you are displayed along with date of birth last visit reason for visit and the referring Dentist If your practice has multiple specialists files for all specialists in the practice are displayed Patient List Activities Sort To sort the Patient List simply click the column header of the desired sort type Search You may search by patients via name social security number or date of birth by entering the search criteria in the Search field Message You may send a message to the referring Dentist by clicking the envelope at the end of the row containing the patient information Utilizing this function will auto fill the patient name in the message and store the message in the patient file Search Sort Patient List c ce a QED GREED cevcrseum O ia 1 Add hew Patent Message View Update Patient File C gt User Guide CloudD DS 12 12 2012 v4 0 NETWORKS E Merete CONACOSYN Patient Status The patient status is indicated on the patient list Open The patient has been referred but not seen Active The patient has had at least one visit with the specialist Closed The specialist has completed the referral and closed the case View Patient Record To view new patient referrals record patient visits files documents X Rays photos and patient personal information you wi2. Ee I ia acts teres pews E ee ea cacao tapas eter A E E E E E EEEE TE 24 Ry AN rerun tension E E 25 Aride Manap emen osisssa rirse T N E EEEN EEE 26 Create a New Article Announcement or Event ccccccsccccccscsccccccscsccceccscccccccccccccccsccceccscsceceecs 26 Edit or Change an Article Announcement or EVeNL cccscscsccsceccsccccccsccecsccccnccccsceccsceccccscecceceess 26 Information in this document is subject to change without notice The application software described in this document is furnished under a license agreement between CloudDDS and its users The software may be utilized only in accordance with the terms of this agreement No part of this publication may be copied reproduced modified or distributed without the express written permission of CloudDDS LLC Ee User Guide Cloud D DS 12 12 2012 v4 0 WE Twos gt n Overview CloudDDS is the pioneer of cloud based referral management tools It allows you to store manage and transfer dental records capture patient treatment costs and access files anywhere 24 7 This User Manual provides step by step instructions for managing patient referrals and exchanging electronic health records via the CloudDDS web portal Contact Information If you need additional assistance accessing or using the website please contact our Customer Service Department at info clouddds com or call us at 901 347 3104 gt User Guide CloudDDS gt merece 12 12
3. From Tu Siege Dre Ribca Dhiie Gebeng Aner cars 22 15 21 wiles fione Ganecs Cato Pe bP Sl SS amp i User Guide Cloud D DS 12 12 2012 v4 0 Print Case File To print a patient file simply click the Print button located next to the patient s name on the Patient Detail Information page Edit Patient Information To change a patient s basic information such as name address vital statistics and health care providers 1 Click the Patients tab on the Navigation menu 2 Click the Patient name on the Patient List The patient Detail Information screen will launch 3 Click the Edit Profile link located under patient name in bold The Patient Data entry form will launch EdtProhie SendMessage Addvisit Add Fitos I 4 Click fields and enter new data as desired 5 Click Save Ge User Guide CloudDDS 12 12 2012 v4 0 Add Files to a Case You may add any file such as but not limited to X rays Digital Photos Drug Prescriptions CT Imaging Prescriptions Audio Files Video Files and general scanned documents to a case by uploading files directly into the patient case 1 Click the patient name on the patient list 2 Click the Add Files link Edi Prote Sendiiessage Add Visi Add Fios ME 3 The Add File popup box will launch Select files to upload Upload Mes ee User Guide Cloud 4 pe 12 12 2012 v4 0 4 Click the Upload Files button A browser will launch P
4. reselect and upload your files You cannot individually delete files and the files cannot be edited once they have been loaded to a patient file 16 ee User Guide Cloud DDS 12 12 2012 v4 0 View and Download Case Files To view and download patient case files 1 Click the patient name on the Patient List 2 Click the desired file from the Patient Detail Information The file will be launched in another browser window Patient Files 3 To download the file click the Click here to download link 4 Notes will be displayed at the top of the page Download Notes L M pe X Viewing X Ray 2 Copying Boreas OIM ie f User Guide Cloud D DS 12 12 2012 v4 0 Add Visit Notes to a Patient Case To record consultation notes and a reason for patient visit 1 Click Patient on the Navigation menu 2 Click Add Visit e a i Edit Pro ie Send Message Add Visit ajri BM 3 The Add Visit popup box will launch 3 f g El 4 Select the visit type from the dropdown menu 5 Enter the date of the visit 6 To record materials used click on the tooth GPS select the material from your supply cabinet utilizing the dropdown menu See Tools Supply Cabinet 7 Enter desired notes 8 Click the Save Visit button 9 The patient status will change from Open to Active after the first visit is entered 18 amp User Guide Cloud D DS 12 12 2012 v4 0 WE Twtioiwee gt ww
5. 2012 v4 0 Getting Started When you sign up for the CloudDDS referral management tool you will be sent an email providing your username and instructions for setting up your password Once this process is complete you are ready to Login If you have posted a link on your web page please click the link and follow steps two through four below Login 1 Go to http clouddds com 2 Click Portal Login on the main navigation menu Home AboutUs Services ContactUs Portal Login 3 You will be directed to the portal sign in page Welcome Please Sign In 4 Enter your Username and Password 5 Click Sign In or hit enter on your Username keyboard Password 6 You will be directed to you re My Home Page i ord Chick nare tor User Guide 12 12 2012 v4 0 CloadDDs wet Twos gt n You may also access your service by going directly to the CloudDDS referral portal 1 Go to https portal clouddds com 2 Enter your Username and Password Welcome Please Sign In 3 Click Sign In or hit enter on your keyboard 4 You will be directed to your Home Page Forgot Password or Username If you have forgotten your user name or password just follow the links under the Sign In button Your user name or password will be sent to you gt g User Guide Cloud D DS 12 12 2012 v4 0 My Home After logging in you will automatically land on your My Home page The My Home page is
6. Create a Referral You may create a referral to yourself on behalf of a General Dentist The first step in creating the referral is adding the patient to the referral system Click the Patients tab on the Navigation menu Click the Add New Patient button The Patient Information Page will load Enter available information Be sure to complete all required fields indicated in red Om BR WW N e Click Save The Referral page will display The second step is to create the referral and add files to the case 1 Verify the Patient Information 2 Click the tooth GPS as desired and enter notes for selected teeth as needed You may also enter referral notes in the Notes fields Ge Patient Information Attach Files Cheriton Taytor coD CII iiaia O Choose Specialist Pwe P I a we I ioa Referral Notes send Referral U Guid CloadDDs ser Guide 12 12 2012 v4 0 wet Twos gt n 3 Attach files To upload files to the referral case click Upload New File See page fourteen for additional instructions regarding the Upload File popup box and selecting files to be uploaded to the case 4 Select the referring General Dentist from the dropdown menu please note that the step instructions on the screen state Choose Specialist since you are logged in aS a Specialist you will only be presented with General Dentist selection list Disregard the instruction Choose Specialist 5 Once you
7. E Twos gt n Send and Save Message to a Case Messages sent from the Messages Page will not be added to the Patient file 1 Click the envelope icon next to the patient name on the Patient List or click the Send Message link in the Patient Detail Information section The Send Message popup box will launch The To field will auto fill with the partnering Dentist or Specialist Enter the desired message Wok WON Click Send Message The message will be saved to the Patient Case and will also appear on the Messages list 6 If the Dentist or Specialist has elected to receive alerts via email he will receive a notice to check CloudDDS for a message sent from you sear teen D Te Asame Jone le Setgect Thant peu for tre rriena Thane rou for Pe reterrat 22 User Guide 12 12 2012 v4 0 CloadDDs wet Twos gt n Message Organization The Messages function allows you to organize your messages in a variety ways Four folders are available Inbox Sent Archive and Trash All new messages will automatically be saved to your Inbox You may move the message to a different folder by clicking the open box next to the message and then clicking the destination desired button Please note the sent folder does not have an option to move a message You may sort messages by clicking the column header of your sort criteria From Subject Received The search function allows you to sea
8. cements Add Mew Articte 3 Enter the title and article information 4 Click Save Edit or Change an Article Announcement or Event 1 Click the Edit Article link The Add New Article popup box will launch 2 Make your changes 3 Click Save News And Announcements ee ee WELCOME TO OUR PRACTICE Edt Acie For information on utilizing functions such insert image center styles please go to http docs cksource com FCKeditor 2 x for user guides 26
9. csina nani dai Casha ciavecuaws nce insenbudewicasdedndcreeiaciaraweaansaaunieaseusdareuterciutecs 13 Add Files to CASO issisisrcissrsoaboscosvosroosbesasiicbdnia dis odd tnr nE oona Sese nira AE aar iNOS DNO DN IE r oa ssania 14 View and Download Case FileS sccccccccsccccccccccccccccccccccccsccccccccccccccccccecccccccccecceccccccccsccececcscsees 17 Add Visit Notes to a Patient Case ssessccssscscoccccsscscoccccsessoosoccccesscsococecesecssosecccssesosoocecsescossscececee 18 AE a Rer Nan 19 C gt User Guide CloudD DS 12 12 2012 v4 0 NETWORKS E were CONAC gt Message Manageme Mi tive cce en ceed cats ore cee cain snsetseunaovens sous vars esesanrseseneotercrnetsebaetiansersaviantassiansareateoemuens eo 21 Send a Message NOt saved tO a CASE scescesceccsccsccccecceccccnccscescucceccscscceccececcscesceccecesceccesescescuses 21 Send and Save Message tO a Case ccscsccscsccscsccccsccccscnccsceccccnccecscccceccccecsccscnsescnceccececcsceccecscecees 22 Messag EF tC OA pr senaecaevarasuena ten cundracen Cantina sasaneacesusesenpenciaseenerdaercstsunsensusneenteseateaieaninhsdancsenedn 23 Os IN NSN vs chicectcwprerece caves E E E 24 ECU PAC CICS catia A E E scum eran E E N A cops E E A E E E E eaten 24 Update your practice information address phone and contact information ccscsccsssseeseees 24 Set Alen POTS OIC ES sanescuncgsagecteyin esas vopantettnatanvincsnsaubtanporeonensansesusansauerens R EN 24
10. divided into three areas 1 Main Navigation Menu A menu bar is located on the folder tabs located at the top of the MyHome Page You will use this menu to navigate through the website and complete patient related activities This menu bar is visible at all times 2 News And Announcements The News and Announcements section allows you to post informational articles announcements and event information See Article and Event Management 3 Utilities Menu The utilities menu allows you to access training and support 4 information as well as sign out of the system 3 P VEERE EET OIN E T TAER DE CloudDIDS 1 JSCLAR CENTER My home g Menges g Patons p Rmanak og Tools News and Announcements Ach hew Ai fiche 4 WELCOME TO OUR PRACTICE gams atii Members 3 Marketplace 25 ingi vi ol iA U Guid CloadDDs ser Guide eT WwOeR earn 12 12 2012 v4 0 Referral Management You will add new referring Dentists view referral activity and access contact information on the Referrals page Add a New Dentist 1 Click the Referrals tab on the Navigation menu ce r i ty Home g Messages g Patients tf Referrals E Tools is 2 The Referrals page will launch Reterrals Add Dentet 3 Click Add New Dentist 4 The Add New Dentist data entry form aam will launch Fequted foga ave mated win a rsa ester Empi Beeqpat mere Frye Acttreee And Bane 5 Entered the r
11. equired information Cred acres 6 Click Save O CZD The Dentist will be added to your Referrals list and sent an invitation from you to utilize the CloudDDS referral site The email will contain a link that the Dentist will use to activate his account registration and access training materials Once these steps are complete you are ready to begin receiving referrals 8 amp User Guide loud D DS 12 12 2012 v4 0 gt Og tt tg C WE Twtioiwee gt ww Review General Dentist Profile and Referrals To review referral activity counts patient referral lists or access a Dentist s contact information 1 Click the Referrals tab on the Navigation menu Each of your referring Dentists will be listed with the total number of referrals received to date 2 Click the Dentist s name to see their contact information specific cases referred and the date of the referrals Reterrais Dentist Cese Count Terrin Testy 0 VYavenn cazepetn U gt Testing Fizabeth y 3 Click the patient name to launch that case and perform patient related activities See Patient Management Reterring Dentist Profile Elizabeth Testing Dents License 123456 1234 Street msiieg State AL Verpna iti Maing Acaress 173 Phone 123 123 t231 123 Tw 38118 Ema gkrnbet vegn Patent tame O uwt j Heterred gt duhn Sacral os 042012 amp User Guide CloudD DS 12 12 2012 v4 0 merTwhoite AREFE N CONAC TF
12. f Clo dDDS uE FT wteiltt PREFE H fF tier TF CloudDDS is the pioneer of cloud based referral management tools It allows you to store manage and transfer dental records capture patient treatment costs and access files anywhere 24 7 User Guide Version 4 0 Specialist December 12 2012 gt User Guide CloudD DS 12 12 2012 v4 0 NETWORKS E Merete CONAC gt Table of Contents I ars woven ew Rance aciewannaeieescodiwauie ia wiarveusensessieatucbianaanacd R 4 Contact NE OIA shcasoealcraieit wesc c cd ddsaten ln dean cad katara ne RR 4 UE aa see E E TE 5 LO OWN ia tec TA AEE nis E E A 5 WN O OAA S 7 Referral Management sisissisisssjsrsosinissisessssisiticrissssaecandodsaar aneia ddadodado aiaia 8 Add a New DentiSt eeeessssscsecccssccccccccccccccsococcesscsossocosssecssocccsseccccoccsecscccsssescesesssssecessssooccccsesecooso 8 Review General Dentist Profile and Referral cccccccccccscccccccccccccccccccccsccscccccccccccceccsccscecsccescacs 9 a ON acres ote eke oven E E E E A E A T E E 10 Patient OST ACHVII OS cc vecwavcicccncancdevacescescensonacrneduncnacranrseneceaeeevexsocnpvaianeplenanmueneseeesendavercoersamatannanenns 10 Pae O EENE E 11 View Patient Record essssssscscccessscccsocccecesccososcccsecssscecesssoossoccsecsocsococssescsssosesesssesosccoccesessssesoscesee 11 PG SEFE s caw caccanapvaseuscueneelenvernseasdsanceartareeieaneensacnes 13 Edit Patient Information ici c eccia co
13. have uploaded the files and entered all referral data click Send Referral An email will be sent to the General Dentist with a notification that a new patient has been referred on their behalf All information will be immediately accessible to the General 20 ar User Guide Cloud D DS 12 12 2012 v4 0 WE Twos gt n Message Management Dentists and Specialists in your network may exchange secure messages utilizing the messages function The messages function also provides alerts when a referral is received a case is changed a patient profile has been updated or documents are added It has been designed to work like email for ease of use However unlike email messages are accessed from our secure site so you can safely and securely exchange information and be in regulatory compliance Send a Message not saved to a case 1 Click the Messages tab on the main navigation menu 2 The Messages Page will display 3 Click the New Message button Messages Weve Selected Liaszager ie GOAIE Search inoas ce ET a J From Sued Retoma aas menage cues 4 The Send Message box will appear w manega carp 3 5 Click the To line and select the desired Doctor from the drop down menu 6 Enter the subject and text of your message 7 Click the Send Message button 8 You may also click the Cancel button or the Close button to cancel the message Cd O 21 f gt User Guide Cloud D DS 12 12 2012 v4 0 W
14. ike Liisa ra on x o PAS J in ig ar MCD gt Ernai er sper j i pe Ce Me o Da Dyare lira Idm zj EF Fevertes D Depta J Recert Ploces Dpritop Lampe lp iepel ip Sarnple 3 3g BD Downloads branes Documents d Manx te Mew Literary ee Peon 5 Click the desired files or file and click Open in the browser window The selected files will load Want to upload multiple files from the same file folder Hold down the mouse button and drag over the photos you want to select or hold down the control key command key on Macs and click on each photo Then Click Open F gt User Guide Cloud D DS 12 12 2012 v4 0 6 The files will upload and you will be presented with options to name and categorize the files Change File Name You may change the file name by typing over the existing file name in the File field Categorize You may select a type from the dropdown to place the file in the appropriate category under the Patient Files section of the Patient Detail information Additional Information You may add additional description information in the field Description 7 Click Save The files will be saved to the Patient case Select Bra by uptoag Pier Sarete tso Toe xaa Descngton Sarh S og Fuet Sameie Sieg Toe xita aise If you have erroneously uploaded a file you must hit the Clear Upload button in the Add File popup box and then
15. ll access the Patient Detail Information page 1 Click Patients in the main navigation menu The Patient List will display 2 Click the patient name 3 The Patient Detail Information page will display ClogdDDS iTA E E gt REFE HI gt COC O nN tyg User Guide 12 12 2012 v4 0 The Patient Detail Information displays all patient contact and healthcare information as well as initial referral notes tooth specific notes visit information messages regarding the case and all patient files Gane Voter 122 Feat Oreel apte temigis Th Sette CT2t TIZV12t a pyl aM i 12 Peet See pia Mernpmis Thi 35410 rih Doser 1955 06 2 imengeocy Contact Meme tis Kifer Emergency Contact Paone 455 485 4564 Primary Dentist Or Throne Primery Care Physicist De Pena maeraace Mower Sue Crvss Secondary tamahia Pradet Oras d Pean Notes Perd ceng referred for Peatriert in too emaan 12 Patient Activity Case 185 Opeaed 10919017 Retera Notes to Spectanet 27122 Arpost Foamerun vend Lorem Erum AAO a4 amet CongeQeter IOPE ett Meters mie Sam nan laus tactus Pre Poterne s gt les equa Sma s Pees ch toss Loren gaam Geter IA atret Congectetet eSprearg eft Meeceties tetetegue Gar non tecus bocsus hrga Pwtertteaque toc Coneequal ies 10012017 Purpcet_ eet vist Lorem pasm Geter 98 amet Comsecteta atpmans et arcanas SS eee Pebentesque sev consequat Messages
16. out your account and subscription by clicking the link info clouddds com or phone 901 347 3104 24 f gt User Guide Cloud B DS 12 12 2012 v4 0 gt REFE gt Supply Cabinet The Supply Cabinet allows you track material inventory as you perform procedures When you Add a Visit to a patient case you have the option of indicating how many units of a material were used for that specific procedure After entering the number of units used the inventory in your Supply Cabinet is reduced To begin utilizing this feature you must first add supplies to your inventory Click Tools on the Main Navigation Menu Click Add Supplies The New Supplies popup box will launch Enter available information Click Save e a a Supply Cabinet Name Cost Per Unit Material 20 Tesi Supply 100 25 Ee User Guide Cloud D DS 12 12 2012 v4 0 WE Twos gt n Article Management The article management feature gives you a platform to communicate with your referring Dentists The articles appear first each time the referring Dentist logs into the referral site and are located on the My Home Page Create a New Article Announcement or Event 1 Access your My Home page 2 Click the Add new Article button The Add New Article popup box will launch teeters fire Gee Mate bee Pe el p MyHome g Messages g Patients go Reterrats go Tois O walat Bae so E a N LAS goed r SN Ae r a y LsO C4 iad News And Announ
17. rch for messages that are in the folder you are accessing when you enter the search criteria For example if you search your Inbox the system will return messages located in the Inbox but not Trash and Archive Folder tabs Move to Buttons Search CED yon ED CD GED o w AG Jen P Fem Astea wasiy lt Click category in P awe Fatert ipine wama header to sort F Ganary Dentat Roger Rases W 184240 20 f gt User Guide Cloud D DS 12 12 2012 v4 0 WE Twos gt n Tools and Alerts Access the Tools menu from the main Navigation menu to keep your practice information up to date and set your Alert preferences Edit Practice Update your practice information address phone and contact information 1 Click Tools on the Navigation menu 2 Click the Edit Practice button to edit information The Editing Practice Profile popup box will launch Fields common to a Practice Group will be unavailable for editing at the individual level Contact CloudDDS to implement changes at a Practice Group level 3 Enter desired changes 4 Click Save Set Alert Preferences You may elect to receive email alerts when Patient activity is conducted in the web portal Use this same procedure to cancel an Alert Type 1 Click Tools on the Navigation menu Various Alert options are displayed 2 Click the box next to the desired Email Alert Type 3 Click Save Alert Settings Manage Account You may contact CloudDD questions ab
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