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Super User Manual - HealthCare Automations

1. The Links tab consists of the following Admin Setup Clinic Setup Health Plan New Patient Patient Notes Patient Summary Pattern Reports Resume Encounter Schedule Setup Templates User Preferences User Setup 100 Copyright 2010 ClinixMD Ix TRUE ASP SINCE 1985 To add a Link Item to a User follow the steps outlined below Select Settings gt User Setup gt Links Highlight the Link Item to be added to the Users list and select Add Follow the same steps to add additional Link Items To sequence the Links on the toolbar enter a number less than 10 to place the tab you select in first position e Enter anumber between 10 and 20 in the tab that you want to appear in the second position f Follow the same logic to arrange the remaining tabs in the order desired 2909 To delete a Link follow the steps outlined below a Select Settings gt User Setup gt Links b Highlight the Link Item to be deleted from the Users list and select Delete c Follow step b to delete additional Link Items 101 Copyright 2010 ClinixMD Clinkx_ TRUE ASP SINCE 1985 HEALTHPLAN The Health Plan tab is used to maintain insurance information as well as other external facilities used by the clinic V Fle Edt Patent Encounter Settngs Reports Window Help ek Geen coios H DOMM EG Bet eet eo DE Health Pin e E SES 8 LC K i il Pehe C een pee Je CO n p soh
2. 2010 ClinixMD TRUE ASP SINCE 1985 8 TAB SEQUENCE The Tab Sequence tab section is used to set defaults and sequencing for various components of the ClinixMD application The administrator will select each window for which the user has permissions and will sequence default the tabs accordingly Once the administrator has defaulted tabs and sequenced this list it will become the default list for that user beweegen Geer Gei eg H DH DR OC Se opges wn E To modify the Tab Sequence tab in the ClinixMD windows follow the steps outlined below Select Settings gt Account Maintenance gt Tab Sequence Enter a number less than 10 to place the tab you select in first position Enter a number between 10 and 20 in the tab that you want to appear in the second position Follow the same logic to arrange the remaining tabs in the order desired If the Tab will be a default for the user place a checkmark in the default box If you would like to change the default color in any window select a color from the Window Color drop down list 2290p 99 Copyright 2010 ClinixMD 7 Clinkx_ TRUE ASP SINCE 1985 9 LINKS The Links tab section is used to create defaults for a specific User The Administrator can customize a User s defaults specific to each User based on their roles and responsibilities within the practice The Links item will be placed on the toolbar for the User
3. The User tab contains information on all ClinixMD users The User tab is divided into two panes The top User List pane displays limited user information on a single line The data is organized using the following headings Full Name User Name Last Login Last Logout Class Status Active or Inactive GD File Edit Patiert Encounter Settings Reports Window Heip endar H D ARR Ol Jeer era The lower pane contains information that is more detailed and is organized with the following Accmmt Maintenance Copyright 2010 ClinixMD ogow a e satus E Locked status if user is locked out a check mark will be in this box lass Lock Adans Susan ardas Ace Prowder a Adrrarestr ator Che adr 07 21 2009 10 38 am 07 21 2009 30 41 am Actve Support a Soiden Jana natest 05 13 2009 07 15 am 05 13 2009 08 58 am Actve Provider a Bolden Jana ols 000050 05 26 2009 06 20 am 05 26 2009 08 51 am Actve Prowider a Doctor lan ewcdemo 03 31 2009 10 14 am 04 22 2009 04 24 pm Actve Provider j Oot Jane jdoe 05 22 2009 12 44 pes 05 22 2009 12 47 pee Actve Aviary a Hernson Willan cw 9 04 25 2007 06 00 pen 04 26 2007 06 00 pee Actve Provider a witerface hi7 W7 03 13 2009 02 01 pes 03 13 2009 02 01 pm Active Sovice a Interface 7 2 W7 2 07 20 2009 11 57 pm O7 20 2009 11 57 pa Actve Sevce a Jackson Andrew o7 H 07 21 2009 11 21 am 07 21 2009 11 04 am Actve Provider e Jefferson Thomas od 3 09 18 2007 03 06 pm 09 18
4. 7 et CS ST s Type Length Format Ir E Digits Before Decimal Ir Procedure vitals Wrap Text 7 Default Date ew OB Labs Alignment Column Header S Name ist BP Height Name Type Alignment String ist bp E Drop Down Number String Dialog Ir E Allow user to override list choices V Number Position Width x Height Flowsheet Setup E E Seq Notes list BP Let Pulse 2nd BP nd Pulse To create a new Flowsheet follow the steps outlined below Select Settings gt Clinic Setup gt Flowsheet Setup Click the Add button located to the right of Flow Sheet c Type in the Flowsheet Name mark the Add Note box to include a free text note field within the flowsheet mark the Encounter box to include flowsheets in Encounters and mark the Progress Note box to include the flowsheet data in your Progress Note Warning the formatting of lengthy flowsheets maybe skewed when viewed in the Progress Note d To add the appropriate columns and configure the expected data values click the Add button located to the right of Column List e Inthe Custom Flow Sheet Column Setup window enter the column name and select the expected data type i e Numbers if data will be number format only String if using number character combinations etc from the drop down Type list Mark the Required box if the entering data in the specific column of the flowsheet is required and mark the
5. Clinic Setup Inactive Contact Type Clinic Default Phone O Mall O LI Frai o Contact Type To add a Contact Type follow the steps outlined below a Select Settings gt Clinic Setup gt Contact Type b Click the Add button located to the right of Contact Type c Type the name of the contact type in the free text Contact Type field if this needs to be the clinic s default type mark the Clinic Default check box To remove a Contact Type follow the steps outlined below a Select the entry and click the Delete button Note you can only delete entries that you have previously entered and are not attached to a patient the phone mail and email types cannot be deleted b If the entry cannot be deleted you can mark it as Inactive to remove it from the list of contact types available for selection in the Demographics tab in the Patient Information area 80 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 30 RADIOLOGY RESULT The Radiology Result tab is used to add the default radiology results when adding them manually to ClinixMD Note if received via an interface the results will populate automatically HD File Edit Patient Encounter Settings Reports Window Help Open DashBoard FIGAREIGE MA S eer Links fit A SI ae y laj Clinic Setup H A B E J Active Description To add a Radiology Result follow the steps outlined below a Select Settings gt Cl
6. Wrap Text box if the data is lengthy There are also options to increase the character length of each data box within the column See image below of 72 Copyright 2010 ClinixMD 7 d TRUE ASP SINCE 1985 Custom Flow Sheet Column Setup EJH Column Mame Required 7 Type Length Format OOo el Digits Before Decimal Case Digits After Decimal Wrap Text Default Dake Alignment Column Header Mame jist BP Height Alignment Drop Down List i Allow user bo override list choices ke Position width Cancel f The column name will default in the Column Header name box however it can be modified g Data values can be limited to a specific set using Flowshee Lists h Click Save to save your Custom Column Setup To add additional columns repeat steps dh j To view an example of the flowsheet click the Add button located to the right of Example at the bottom of the screen and select the applicable flowsheet name k Drag and drop the columns in the flowsheet example to change column order Let Pulse 73 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 23 FLOWSHEET LISTS The Flowsheet Lists tab is used to create and store specified data set to be included in any flowsheet column ClinixMD KD File Edit Patient Encounter Settings Reports Window Help Open Dashtoard FI BAREIGE MAN Sshtleaory Clinic Setup Flowsheet Lists
7. Click the Merge Patient button to process the merge d Click OK in the confirmation pop up box to confirm the merge 29 Copyright 2010 ClinixMD Ix TRUE ASP SINCE 1985 17 EXTERNAL APP The External App tab is used to create links to external applications or websites i e Google within ClinixMD The icon will be placed in the user s links ClinixHD HD File Edit Patient Encounter Settings Reports Window Help Open DashBoard SI Al DH ii Gi P e E SS ie Account Maintenance BE HEEN Active Minimize EMR on launch Description Google Search search 2 130 el J Parameters IY google COM External App Executable Program Files Mozilla Firefox firefox exe Directory to run from Sequence 20 Active H Minimize EMR on launch 8 Name Description Icon el Parameters Executable Directory to run from Jaen EMF User parameters From User tab Patient parameters from patient Demographic tab EMF User Defined APF parameters user Home YUN billing Var APP user Tome ALIN el name ULN lastname PLN AFP password GAP Dr name UFN First_name SoPFA APP Dem API First_Jast_name Joe Smith UFLN DOB 4 PDOB APP_parmz f4P2 last_First_name Smith Joey SSULFN First_last_name Joe Smitht SPFL last_First_name Smith Joe DL PN APP Parm10 4P10 Ready To add a link follow the steps outlined below e Click th
8. WD Fie Edt Patient Encounter Settings Reports Window Help Open Dashboard Fag Ge aie sh ins BAS CEA p AEREE d Clinic Setup rk Disclosure Text od AN a Delete E Form setup Inactive Title Text Letter 1 haelt rly the Progress Note was disclosed Image and Note Progress Note and Image s were disclosed 1 Image Only Disclosed Image s only To create Disclosure Text items follow the steps outlined below a Select Settings gt Clinic Setup gt Disclosure Text b Click the Add button located to the right of Disclosure Text c Type the name of the disclosure item in the Title column and its corresponding text to be displayed in the Disclosure Encounter and Patient Information tab in the Text free text field d Repeat these steps until all desired disclosure items have been added To remove a Disclosure Text item follow the steps outlined below a Select Settings gt Clinic Setup gt Disclosure Text b If the disclosure item has not been used in an encounter select the appropriate reason and click the Delete button c If the disclosure text item has been used in an encounter you will not be able to delete the entry the system will throw an error You will only be able to inactivate the item so that the reason cannot be selected To do so select the appropriate disclosure item and mark the Inactive check box d Repeat these steps until all desired disclosure items have been deleted inactiv
9. d Lef Pay Airesveaces d Alpha Here Numerk d Gef Pay Al ez ances d Alpha tirer re C Self Pay Al inasances D Apha Numerk Numeric d Sef Pay Al rezarces d Aligha Nuerx Numerk d Set Pay Al ras ances d Aiphe Numere O Numer d Set Pay Al res d Alpha Numeric Numenc C Sef Pay Al ineserces Aligha Numer Numerk d Lef Pay Al Lee ances d Alpha Numere Numark d Geif Pay Al inasances Alpha Numeric Numeric K Sef Pay Al irerorces Alpha Numerk Numer Set Pay Al ras ances d Alpha Numerx Numer d Seif Pay Al inaurances d Aligha Numerk Numeric d Set Pay Al inas ances d Alpha merc d Numerk d Zeil Pay Al res ances J Aipha Numerc Numerk 4 Sef Pay Al Inarances d Alpha Numeric Numeric C Self Pay Al iresarces d Aligha Nummert Numerk C Zeit Pay Al lr ances d Alpha Neamerc tree d Self Pay Al Inas ances 7 Alpha Numeric Numeric Ready The Insurance information is organized with the following e Description e Type e ID Required e ID Format e Group Required To add an Insurance Class follow the steps outlined below a Select Settings gt Health Plan gt Insurance Class b Click the Add icon on the toolbar or right mouse click and select Add from the drop down menu A new row displays in the Insurance tab c Enter the Description select Type select radio button if an ID is required select ID Format Type and if Group is required To delete an Insurance Carrier Class follow the steps outlined below a Select Setti
10. dams Johr E Ek Code Description Short Description 200 07 Reticulosarcoma of spleen Reticulosarcoma Spleen 250 01 Type I diabetes mellitus without mention of complication not stated as uncontrolled DMI W O Cmp Nt St Uncntl 250 00 Type II or unspecified type diabetes mellitus without mention of complication not stateDMII W O Cmp Nt St Uncntr 300 01 Panic disorder without agoraphobia PANIC DIS W O AGORPHOBIA 410 31 Acute myocardial infarction of inferoposterior wall initial episode of care AMI Inferopost Initial 496 Chronic airway obstruction not elsewhere classified Chr Airway Obstruct NEC 410 42 Acute myocardial infarction of other inferior wall subsequent episode of care AMI Inferior Wall Subseq Ready E To add an ICD code to the User List follow the steps outlined below a Select Settings gt User Setup gt ICD b Highlight the name of the user you want to use in customizing your list by clicking on the name in the User pane c Click the Add button on the toolbar or right mouse click and select Add from the drop down menu to add a new ICD to the user list A search window displays with the Clinic setting selected in the Preferred List 87 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 Select the search criteria using the radio buttons provided Options include ICD Code Description or Keyword Enter partial or complete information in the search fields Either set the code expiration date using the drop down ca
11. 2007 03 06 pe Actve Prowder e Jores Marlene nores 07 22 2008 09 18 pm 07 22 2008 09 22 pm Aug Provader a Kelty Aon ov 000039 03 02 2009 02 30 pen 0302 2008 02 30 pe Actve Prowader Logn Support Support Active Servee j l Monahan Euthena cxi4 000914 04 24 2009 03 36pm 04 24 2009 03 17 pes Active Provder 4 Monroe lames Ce 5 12 07 2007 09 50 am 12 07 2007 30 59 am Actve Provider EI Sobe Sheri ssorbe 05 14 2009 09 26 am 05 14 2009 09 45 am Actve Sobe a Swinde Jennifer mene Actve Provider Test Gen stest 05 14 2009 09 14 am 05 14 2009 09 26 am Actve Provider Van Buren James od 4 02 14 2007 01 42 pe 02 14 2007 01 52 pes Actve Proweder a walter test testealter 07 14 2009 05 14 pen O7 14 2008 05 17 pe Actve Aviary e Washington George od i 07 21 2009 12 08 pea 07 21 2009 12 08 pa Active Provider a 14 TRUE ASP SINCE 1985 A General User Name Status Active Inactive User is Locked out Prefix First Middle Last RW e License O User Class Provider DEA Def Location Murdock Test User Billing ID Password Exp 01 25 2010 User Name required This field is available for creating a User Name A User Name can be up to 20 characters in length This name can consists of numbers letters or a combination of both Prefix This field is used to enter a prefix for the user such as Mr Mrs Dr etc Suffix User s suffix such as MD PhD RN etc First required U
12. 67 DU PA EE 68 SET OR eege 70 De A TE Ps ER EE de 20 OW S HEEFT ED T EE 74 ee 75 e NUE AGE T y E eran ee ee E ser ane A EAS 76 ZO DECLOSURE TE X E T1 a UBS Eeer 78 Doe DECISION SUPPOR WE 79 GE ONTACT T acc R E R E E 80 ER RADIOLOGY RESUL Denso e E E re rT 81 31 RADIOLOGY INTERPREITATION AAA 82 oem TE es errr rere er eer een en er er er er NS 83 INOR E FEON eene 84 SC ENCOUNTER FLA EE 85 LB TC NR MI ee cite A E E E TE E E 86 LE D E E T E A e 87 Dig E E 89 PALLER E 91 4 NON DRUG ALLERG E 93 2 PREFERRED eege 94 Oe La IC RN NET 96 EN ER oy E KE 97 EE eege 99 G e E eos cease see tem ee eee E een eeseeenasesdueee E ER 100 ISCH UI ME 102 Me gle De TERNAL Fe OD ES ege 103 NEE E WE 105 3 Copyright 2010 ClinixMD Clini TRUE ASP SINCE 1985 Di IY EE 107 Se NIN A ME 108 Did IN IR PING CS E 110 Oe BRETT FOR GE 111 SCHEDULING SET UP ecrin a a ENEO E EA E 113 ei BIL ROON E 114 2 PROVIDER SPECIALTY aii cor pteosconscacessacerap EU EEE ECR 115 4 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 ACCOUNT MAINTENANCE The Account Maintenance menu contains the primary tabs necessary to set up users establish system permissions and other clinic defined elements MD File Edit Patient Encounter Settings Reports Window Help l x Open DashBoard ZS DO Gi Tce EIA 2S Oe Links 2 Ma STi Account Maintenance Name Main Location Idle Timeout min Screen Timeout min Activate Consent Ei Max of login failure withi
13. Active Room Name VASTATE HOSPITAL RRE Brentwood Clin D bag SSOSCSC S Brentwood Ouchie Clinic Brentwood Test Care Franklin Test Care SHOREACRES NURSING HOME SOUTH AMHERST COMMUNITY CARE C Williamson Test Care To add Clinic Room names follow the instructions outlined below Select Settings gt Scheduling Setup Clinic Room Select the desired location In the Current Room pane click the Add button Type in the desired room name in the free text field Mark the room as Active To inactivate a room remove the mark from the Active checkbox To delete a room name that is not in use click the Delete button SE 114 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 2 PROVIDER SPECIALTY The Provider Specialty tab is used to assign a providers specialty so the providers schedule will populate from the interface into the Patient Locator ClinixMD MEEI HD File Edit Patient Encounter Settings Reports Window Help 5 x oven tege F B GREE MAM est s aoy Scheduling Setup B E Ra ame Specialty H Adams John Provider Specialty inton willain Family Practice D Jackson Andrew astroenteralogy Jefferson Thomas General Dentistry Malkin Morton General Practice Provider Test General Surgery Yan Buren James Hematology Oncology Washington George Ready To add a specialty to a provider follow the instructions outlined below Select Settings gt Scheduling Setup Provider Specialty Select the ap
14. Allergy follow the steps outlined below a Select Settings gt Clinic Setup gt Non Drug Allergy b Click on the Non Drug Allergy you want to delete from the list in the Non Drug Allergy Tab c Click the Delete button on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box appears d Confirm your deletion by clicking OK 39 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 5 PREFERRED DRUG The Preferred Drug tab in the Clinic Setup window is available to compile a list of commonly prescribed drugs WD File Edit Patient meere Setting epes e W oonbarcod FIG AR BI DO Bah oepieov Clinic Setup It is organized with the following Label Name Qty Refill Qty Use Frequency Unit Use SIG Print Dispense as Written Note The administrator is able to create a clinic specific list of drugs that can be used to perform drug searches in other areas of the ClinixMD application Once the list is setup clinic users can easily filter the drug search window to bring up the Clinic Preferred List with the items that are most commonly used by the staff 40 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 To add a drug to the Preferred Drug tab follow the steps outlined below a Select Settings gt Clinic Setup gt Drug Name b From the Preferred Drug tab click the Add icon from the toolbar or right mouse click in the Preferred Drug tab and
15. Defined tab highlight the Defined Drug you wish to delete from the Clinic List c Click the Delete button on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays d Confirm your deletion by clicking OK 43 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 7 ENCOUNTER TYPE The Encounter Type tab allows the clinic to add specific encounter types for office visits Also you will need to mark the Office Visit check box to denote those encounters that are strictly used for patient visits i e not used to scan information into the patient s chart Note The Office Visit setting is mandatory for accurate Meaningful Use Stage 1 reporting MD File Edit Patient Encounter Settings Reports Window Help x open Dashooard FIG OD RI GET Maele bi ue BA s Clinic Setup Active Description p ice isit Document Scanning Dx order stablished Patient istorical Encounter Initial Visit ammogram assage Therapy ew Patient ew Problem Encounter Type OB follow up Other Outpatient Visit Patient Information Disclosure Radiology Result RX Refill Standing Order OOUOUUOUWOUUOUWOOUUDUOUWOORKOWOOReKeOOOR SE HEE a OI EEPE H SI lel lz ajo JAEE S ZEIRM SIDEN T alalt E CHE ojoj jaj E ai size zemja a lo olj gja 15 trasound result H D I d Test Encounter Type To add an Encounter type follow t
16. List displays only those items chosen by the Administrator TET vm To add a CPT Modifier follow the steps outlined below a Select Settings gt Clinic Setup gt CPT Modifier b Click the Add icon on the toolbar or right mouse click and select Add A new row displays c Enter the CPT Modifier code and description To delete a CPT Modifier code follow the steps outlined below a Select Settings gt Clinic Setup gt CPT Modifier b From the CPT Modifier tab highlight the CPT Modifier you wish to delete from the Clinic List c Click the Delete button on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays d Confirm your deletion by clicking OK 67 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 20 AUTHORIZATION FORM The Authorization Form Tab is used to create the authorization forms for the clinic Attached to each form is the ability to scan or import a form for each Authorization Once the Administrator sets up the Authorization form clinic personnel can use these forms when dealing with Patients Clinic Setup Retna EE mee Notes Authorization Form To add an Authorization Form follow the steps outlined below a Import the form into the Medical Image tab b Select Settings gt Clinic Setup gt Authorization Form c Click the Add icon on the toolbar or right mouse click and select Add A new row displays and the Add Edit Ima
17. Mode Customer Providers 20 Ancillary Users 20 MedicWare Mobile Users 0 License Expiration Date 10 14 2011 Maintenence Expiration Date 10 14 2011 Options FAX WEB PDA Interfaces ClinixMIS Medic Ware Lab Ready Copyright 2010 ClinixMD TRUE ASP SINCE 1985 2 CLINIC LOCATION The Clinic Location window is used to maintain contact information for each location that makes up the clinic This window is divided into two panes List and Details The List pane shows a single line item view of the clinic information The Details pane on the lower portion of the window shows a more comprehensive view A General ClinixMp ZS File Edit Patient Encounter Settings Reports Window Heb xi Open Dacheoard FF al OF GM Ui Ge WEI ep Lins TD AZREI lex Account Maintene Tale UU CC E Ze Clinic Location Name Biling ID Street Status State ZIP Murdock Tes il 6520 N Irwindale zasa cA Actve Riverside e 298 MAIN ST Brookville PA 15825 Actve Brentwood Test 123 Main ST Brentwood TN 37027 Inactwe Enable Tab General Options RX Options DEA Categories Rx Fax ePrescribe Address Scheduling Setup Clinic Information Hamer Description Oooo OE Active Inactive Address wen Phore OL Description sj Streat 5520 N Irwindale Phoreoz Description gt I Postal Coce 01702 State CA City Fax F55 123 1235 Email Fl T
18. Range for labs and be sure to mark the Active check mark do not mark the active box until the rule setup has been completed To build the rule follow the steps outlined below a Select the rule in the lower pane add the applicable diagnosis DX drug family information Drugs demographics and or lab results You can choose to select a single element i e Diagnosis only or a combination of elements i e Diagnosis Drug Family and Demographic Information for the rule To add an action to the rule follow the steps outlined below a Select the rule and then select the Action radio button b Inthe lower pane enter any care suggestions in the Instruction tab c Inthe lower pane add educational material s to be provided to the patient in the Education tab Click the Add button then search for and select the applicable educational items to be attached to the rule Once added the items can be reviewed by clicking the View Image button 79 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 29 CONTACT TYPE The Contact Type tab is used to add preferred contact methods The database as a default is set up with the following types Phone Mail and Email Phone is the default contact method in the Demographics tab within the Patient Information area ND Fie Edit Patient Encounter Settings Reports Window Help er Open Dashboard ZS D ODC Ma 4 eet Links E Aller ag 2 8
19. Subtype pane e Enter the name of the image subtype in the Description field f Repeat steps e g to add additional subtypes See the figure below MD File Edit Patient Encounter Settings Reports Window Help Wi OpenDashBoard F B I REISE Lil Sst ns fila El ear y lal Clinic Setup B GC B E CD Description inancial Responsibility Form GC SC onsent Form HIKE x dvanced Directive Patient Education Radiology report ew Patient Forms XIRI KK x Es Image Type 57 Copyright 2010 ClinixMD 7 Clinikx_ TRUE ASP SINCE 1985 13 MEDICAL IMAGE The Medical Image tab is a centralized area for viewing and adding images that can then be imported into patient encounters in the Images tab oeoseoed FRA Rie Reo amp Ste ac ad Cink Setup eocecca 6 eo EE d To add a Medical Image follow the steps outlined below a Click the Add button located to the right of Select in the lower pane The Add Edit Image pop up window is displayed Description Advanced Directive Advanced Directive Authorization Injection Orders Procedures Consent Form Immunization Lab Orders Patient Demographic Procedure RX Consultation Cardiology Endocrinology ENT Gastroenterology Internal Medicine Nephrology Neurology Nutritionist Form Form Guidelines Gestational diabetes Patient Education Handouts Pt log glucose log Radiology
20. a list of the ClinixMD groups and the Current User pane displays the users assigned to the group Users can be matched up with groups so that security can be maintained for different personnel a user can be a member of multiple Groups if needed eT File Edit Patient Encounter Settings Reports Window Help BOR Geer Gog ceed FIBA RA ahi ewer sw Account Mambenance Briere aor Agpeppnart Agnerement Bling Staaf a Medica Asset Mure Pa MP Resides Phyo Test Doster To assign a Group to a User follow the steps outlined below a Select Settings gt Account Maintenance gt Group User b Highlight the Group you want to assign a user to from the list provided in the All Groups pane c Click on the Current User pane to activate this area d Click the Add icon on the toolbar or right mouse click and select Add from the drop down menu A drop down list box displays e Select the appropriate user from the drop down list f Repeat steps c eto add more users to a specific user To delete a Group from a User follow the steps outlined below a Select Settings gt Account Maintenance gt Group User b Highlight the Group you wish to work with from the All Groups pane c Highlight the User you want to delete from the Current User pane d Click the Delete icon from the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays e Confirm your deletion by clicking O
21. check box allows the user to access the Emergency Access feature C Signature Signature General Options Non Supervising Electronic Signature Supervising Electronic Signature e Non Supervising Signature add the verbiage Assisted By e Supervising Signature add the electronic signature i e This has been electronically signed by Password Protected e Import Signature This is needed for printed and faxed prescriptions To add a signature select the Import Signature button and either scan the signature directly in or import the signature from a bitmap bmp file Note The size of the signature cannot exceed 2 5 W X 0 5 H 16 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 5 GROUP The Group tab is used to maintain the User Groups for your facility User Groups help you organize the staff based on job functionality The creation of User Groups plays a major role in establishing permissions maintaining security and establishing emergency access to authorized users Once User Groups are created permissions can be granted according to job duties responsibilities and users can be placed in the appropriate group s MD File Edit Patient Encounter Settings Reports Window Help 18 x Open Dashboard SD AREAS March Links 2 13 Slom ma sl Account Maintenance B Active Description Short Description A Admin EMR System Administrator 3 ther SEELEN preel s Group SSCS SSC S pr vil
22. disposition of incoming faxes this is for the Fax Audit Log automatically open an encounter when adding fax to chart send message to provider the contracted provider listed in the encounter when image s are added to chart e Future Task Will complete a future task either When Order Placed or When Order Completed Mark the Show Uncompleted Future Task s in Progress Note check box if needed Orders Check box to Review Lab Orders ONLY USE IF ORDERING LABCORP LABS Set the threshold by number of days to mark an order as completed if the same order is completed within of days after the original order was placed e Health Maintenance Will mark a health maintenance item as complete either When Order Placed or When Order Completed e Estimated Date of Delivery Number of weeks to calculate delivery date e Decision Support Turns on the Clinical Decision Support tool for the location Clinical Decision Support rules are established in Clinic Setup Copyright 2010 ClinixMD C RX Options General Options TRUE ASP SINCE 1985 Re Options POE Categories Rx Fax Prescribe Address Scheduling Setup Rx Options J Show Body Mass Index BMI on Rx Tab C Log Rx printing Faxing ONLY TO BE USED IN OHIO Show Health Maintenance on Printed RY x Show Dispense as written Allow substitution on printer R s x Show Both Names on Rx Il Spelled out qty on Printed Faxed Rx TT Re
23. is used to setup the Review of Systems information that will appear in the ROS Tab found in the encounter window This window is divided into two panes SD Fie Edt Patient Encounter Settings Reports Window Help ein eer Doten H D DW OC Sa Sethian The List pane is organized with the following column headings List Sequence Description Short Description Yes Sentence No Sentence Gender drop down list box Details e Sequence e Symptom e Short Description e Positive Response e Negative Response The List pane is used to create the List of Systems that will be covered for each patient This section cannot be added to but can be edited If you require an additional list please contact your support team 47 Copyright 2010 ClinixMD Ix TRUE ASP SINCE 1985 The Detail pane is used to populate the symptoms associated with the questions setup in the List pane The positive and negative responses are tied to the Yes and No answers The Default column is a drop down list that allows you to set the default values for the ROS Tab in the Encounter window To configure an ROS Detail follow the steps outlined below a Select Settings gt Clinic Setup gt ROS b Click on the Details pane to activate this area c Click the Add icon on the toolbar or right mouse click and select Add form the drop down menu A new row appears with a pre filled sequence number d Enter the Symptom Description and Short Desc
24. jpeg gif Dt pdf and omp The Type pane contains a list of image types that come standard with the application and cannot be deleted Those codes that cannot be deleted are displayed with a gray background All other image types created by the administrator can be edited and are displayed with a white background The Subtype pane contains sub categories for each image type A single image type can contain several subtypes Once the types and subtypes are created these categories are available to users when they scan or import images into the system Open DashBoard FIG AFR EBIGS MA S Sar Links Mla ae laj p S E Active Description Patient Education Radiology report x E E E Es Image Type 56 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 To add an Image Type follow the steps outlined below a Select Settings gt Clinic Setup gt lmage Type b Click the Add button located to the right of Type A new row appears in the Type pane c Enter the name of the image type in the Description field MD File Edit Patient Encounter Settings Reports Window Help Open Dashboard SI BOR EGE Race Clinic Setup Active Description Advanced Directive onsent Form Patient Education Radiology report een O O a Links Ma pma y S add E lt Pq 4 DaI Dq Dq ea Rq id LV Image Type d Click the Add button located to the right of Subtype A new row appears in the
25. or services understand eng Medicare wil not decide whether to pay unless receive these items Frlease JOI d il cal siei is 1f ieiemtsr wb Flic rig IL is STE NIE i h After the scanning or importing process is completed the form will be added to the list of available Consent forms for the clinic i Repeat steps b f to add additional forms To delete an Authorization Form follow the steps outlined below Select Settings gt Clinic Setup gt Authorization Form Highlight the Form you want to delete from the list in the Authorization Form tab Click the Delete icon on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays Confirm your deletion by clicking OK gt om 69 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 21 CONSENT FORM The Consent Form Tab is used to create the consent forms for the clinic Attached to each form is the ability to scan or import a form for each Consent Form description Once the Administrator sets up the Consent Form clinic personnel can use these forms when treating patients ClinixMD HD File Edit Patient Encounter Settings Reports Window Help open dashboard FAM GIG e EWEG Giel B Clinic Setup E E Active Description Notes Window Encounter Information Allergy Allergy Shots Allergy Test Assessment CCIJHPI Complete Chart Diagnosis Dictated Progress note Dictated Progress note Di
26. report Ultrasound Image Date 11 05 2009 12 00 am v fF SS ER E En 58 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 b Select the Image Subtype for the form you are scanning c Enter a Description for the form in the Desc free text field Additional information can be added in the free text Notes field d Click the Defaults button to set resolution i e picture text or sketch e Click the Scan button to scan in a new image document click the Import button to import a file from your computer f A view of the image will be displayed on screen click the Save button if the document image scanned imported correctly Clinic Setup d Description sot Image s Surgery 0 Swallowing therapy 0 Urology 0 ADVANCE CARE PLAN Correspondence Advance Care Plan S LS Insiructions Competent adults and emincipated minors may give advance insiructions using this form or any form of their own choosing To be legally binding the Advance Care Plan must be signed and gither witnessed or notarized Application for hearing disabled phone 0 Authorization for Release of Protected 1 L hereby give these advance instructions an how I want to be treated by Health Information my doctors and other health care providers when I can no longer make those treatment decisions myself Correspondence From Patient 0 Agent 1 want the following person to make health care decisions for me Correspondence from PCP a P a i Na
27. select Add from the drop down menu The Drug Search window displays as shown below MS Drug Search X Search Criteria Category e Label Name C Generic Name Preferred all Search Result Qty Label Name Generic Name Add to Selected Remove from Selected Selected Qty Label Name Generic Name c Use the radio buttons to select the search Criteria you wish to use in performing your search The options are Label Name or Generic Name Enter partial or complete information in the search field you selected e Click the Search button A list of results appears in the Search Results pane Select one or more Drugs from the results pane and click the Add to Selected button See example below Ga 41 Copyright 2010 ClinixMD MP Drug Search Ki TRUE ASP SINCE 1985 Search Criteria Category Label Name C Generic Name Preferred User Clinic All Search Result Qty Label Name Generic Name 30 3 3 30 3 d 3 3 3 3 demadex 10 mg tablet torsemide demadex 100 mg tablet torsemide demadex 20 mg tablet torsemide demadex 5 mg tablet torsemide demeclocycline 150 mg tablet demeclocycline hel demeclocycline 300 mg tablet demeclocycline hel demeclocycline hcl powder demeclocycline hel demerol 100 mg tablet meperidine hel demerol 100 mg ml ampul meperidine hcl pf demerol 100 mg ml syringe meperidine hcl pf Add to Selected Remove from Selected Selected Qty Label
28. to an order and will automatically populate in the Diagnosis tab in an encounter when the order is marked as completed o Click the Add button located to the right of CPT Code o Inthe CPT Search pop up window choose to search for a CPT Code Description or Keyword by clicking the radio button next to the labels Enter partial or complete information in the free text Search For field o Select the Preferred search list User Clinic or the ALL list if the user clinic does not have a code list the system will default to the ALL list o Click the Search button to display a list in the Search Result pane CPT Search X Search Criteria Category fe CPT Code C Description Keyword Preferred User Clinic al Search for 99213 Search Result CPT Code Description 99213 Office or other outpatient visit for the evaluation and management of an established patient which requires at least 2 of these 3 key components n expanded problem Focused history An expanded problem Focused examination Medical decisio n making of Add to Selected Remove from Selected CPT Code Description 99213 Office or other outpatient visit For the evaluation and management of an established patient which requires at least 2 of these 3 key components n expanded p roblem focused history An expanded problem Focused examination Medical decisio n making of Selected Cancel Help o Highlight the desired CPT
29. user The administrator can create lists for specific users This list is a condensed version of the Clinic list that applies to all users Only the items found in the Clinic list can be used to customize the user list Once the administrator has created this list it will become the default list for the user The administrator can only populate the user list with items found in the clinic list You will notice that when the search window displays the preferred list settings is always set to Clinic amp WD Fie Edt Patient Encounter Settings Reports Window Help le x rey fo soe ey centetcod H BAREIS ab See ao Users S leer Setup To add a Preferred Drug to the User List follow the steps outlined below a Select Settings gt User Setup gt Preferred Drug b Select the appropriate user name c Click the Add button located to the right of Preferred Drug The Drug Search pop up window is displayed e Use the radio buttons to select a search criteria field options are Label Name or Generic Name f Enter partial or complete information in the Search For field g Click the Search button to begin the search A list of results appears in the Search Result pane see image below 94 Copyright 2010 ClinixMD 7 h k TRUE ASP SINCE 1985 MD Drug Search Search Criteria Category Label Name Generic Name Preferred All Sea
30. 0 ClinixMD TRUE ASP SINCE 1985 15 LETTERS The Letters tab is used to build letter templates such as referral letters medication lists etc that can be pulled into a patient s encounter and then printed faxed as needed Building a letter template is similar to the logic used in Microsoft Word The Letters tab consists of three panes letter name fields and the body of the template aa fale A Fie Edit Patent Encounter Settings Repete Window Help m F aa OD Katie es Cinic Setup EST a _ Bonn aa deele e e o Leeft Lethe Ta T LUETTE Pf gemengen e ere seet eegal eege Retea Lete m HADDOCK HEALTH CARE Um F LEH Barry Way Field Db Click To add a fi Sacramenta CA STEM User Defimed Dear patient_nameial er your lab result we willmeed to see vou intwe menths fera follow ap visk You will need io fast for 24 rs and repeat the following lats jordersiah Sincerely masted provider he parent han base fillbl akg what percentage of range of metion has patient leat pp ringi of medion Patient isto return om fillblamks q What specific day of the week should the patient returm To create a Letter follow the steps outlined below a Select Settings gt Clinic Setup gt Letter b Click the Add button on the toolbar or right mouse click and select Add from the drop down menu A new row displays in the Letter Name pane c Enter the Le
31. 299 Mospita discharge day management more than 30 mnwtes Hospital dscharge day management gt 30 mn 61001 Uringiyes by do stick of tablet reagent for Een giucose hemogioten hetones leukocytes nitrite GiLrr eee do stck tablet reagent automated w microscop 83002 Vrrwrges by do stck o tablet reagent for bdirube gucose hemogioten ketones leukocytes ritrite Gig dip stck tablet reagent nor automated m o ow 29472 een zzabeon Sep aton inciudes percutaneous mt adermal abcutaneous of CP ject Irenurizaton administradon each acd angie koe wupees 39205 Sacer nace a E A AR To add a CPT to the User List follow the steps outlined below Select Settings gt User Setup gt CPT Select the appropriate user name Click the Add button located to the right of CPT In the CPT Search window select your search category CPT Code Description or Keyword Depending on the search category enter either complete or partial code description along with the You can also enter a keyword s i e diabetes Either set the code expiration date using the drop down calendar tool to filter codes that are only valid until the date selected or un check the Exclude codes check box Click the Search button to begin the search A list of results appears in the Search Results pane Select one or more of the CPT Codes from the Search Results pane by clicking them i Click the Add to Selected button This action places the CPT co
32. 46801 AETNA ALT 12 PO BOW 14089 LEXINGTON KY 40512 AETNA 1234 401 NORTH LITH AVENUE BEECH GROVE IN 45107 AETNA AETI PO BOX 14079 LEXINGTON KY 40512 AETNA AETIO a PO BOX 15708 BOSTON MA 02215 AETNA alts 1 PO BOK 14190 LEKT KY 40512 AETNA AET a PO BOK J911 ALLENTOWN PA 15106 AETNA ECK E 40I N 29TH AVENUE BEECH GROVE IN 46907 AETNA AETS a PO BOX 1125 BLUE SELL PA 19422 AETNA 01015 P O BON 91555 ARLINGTON TX 76015 z Nome Refera Fo DOO do E Address Tye n rr y a a pen D Sreet Phone 01 Descroton ts eeng lt oero Ts Postai Code GA Swe mO Sep C Seenen Tr BRENTWOOD wi O E Ins Cass Medicare S I escy a The Insurance information is organized with the following Name Address Type Street Postal Code Ins Class Referral Fax Drug Fax Billing ID Fax Phone 1 3 Email Medicare must be marked in order for the Automatic G Code Population feature to work in Settings gt Account Maintenance Clinic Location gt RX Options 108 Copyright 2010 ClinixMD Ix TRUE ASP SINCE 1985 To add an Insurance Carrier follow the steps outlined below a Select Settings gt Health Plan gt Insurance b Click the Add icon on the toolbar or right mouse click and select Add from the drop down menu A new row displays in the Insurance tab c Enter the Name Address Postal Code Ins Class Referral Fax Billing ID Phone 1 3 if applicable Email if applicable Dr
33. Clink mp ELEGIRGQAIC HEALTH RECORDS stet Ra super User Manual Clinix TRUE ASP SINCE 1985 Table of Contents ACCOUNT VN EE 5 PE ei E AL 6 2 CRIN IC LOCA ION eebe 7 SADDING A CLINIC EOCA TION cee seas eneceeceateamacyenecw esse a E ETTE TERE 13 AUSER a E A E EEE AE E E A E 14 e EE UE E 17 i OIG FG P ern E E E EE EE 18 EK KE ET E 19 EO D Ole EE 20 GEN ERT SIN E 21 10 TAB SEQUENCING crip rri orerar esie E E E TE EEEE E E E EEE E E 23 11 PROGRESS NOTE SEQUENCE AND DESCRIPTION eee 24 KLEER 25 13 MESSAGE SHARING E 26 TRES RIBE neiii enina AiE E ose A desea AE EIEE GE TA EE AEE EEEE E GE EE Z Se DN TK Ale e TR 28 10 EE eege 29 EXTERNAE PE E 30 ERR GM BO bec RT KE 31 JS DH ON D EE 32 E Le RG 33 DME WU cea tre A ete nea are se een 0s et ee A deep e eae eee A seen eaeee eee teees 35 ALLERGY reer E EEE rrr cr renter errr rrr 37 k NON DRUG ALLERGY E 39 PREFERRED DRUC a E etre see E des cine doe O E eteneeetes 40 AE WICH DEFINED RT EI 43 ENCOUNTER TYPE enre ee enn E EEE E remrrr eT 1 errrrr ree tert creer rr 44 TE RL WR TI TOR E 45 9 ROS REVIEW OF OR E 47 ORDER S errr E E cae EE E EE E EE AES A E EPE E EE E AIEEE E EAE T 49 ENNEN NET RTE E 53 DZ NIN E e aaa TEATA AEAT T ATT 56 S Copyright 2010 ClinixMD Clinix TRUE ASP SINCE 1985 1 MEDICAL IMAG E eroien ieta s iR E ERRETEN ERO OA ENAA REENE 58 ER REI NM RL CR 60 CELLIER E 62 MG TE TR 63 We OD E E A E E T 65 CUP SG TER We Ol E 66 19 CPT MODIFIER eege
34. Code from the Search Results pane and click the Add to Selected button o If you wish to choose more than one CPT code at a time select multiple codes from the Search Results Pane and before clicking the Add to Selected button o The selected code s will appear in the Selected pane located at the bottom of the search window o Click the OK button to add the codes to the order setup screen 51 Copyright 2010 ClinixMD Ix TRUE ASP SINCE 1985 i For Laboratory and Vital Sign orders you can enter result parameters o Select the desired lab from the Order List pane o Click the Add button located to the right of Lab Result List in the lower pane o Select the expected data format in the Field Attribute drop down list i e text results numerical results etc o Enter the UOM unit of measurement if setting up for Vital Signs orders the UOM will be displayed in the Vitals tab in encounters and also in the progress note o Enter the minimum and maximum result range anything outside of this parameter will be displayed on screen in red o The Description field is what is displayed on screen once the order is selected from the Search window o LOINC codes can be added for lab radiology and vital sign orders This is a free text field as there is not a look up function for these codes in ClinixMD A complete listing of LOINC codes can be found at www loinc org Warning Description Number min 100 max a00 rine Prot
35. Enter a Description and Short Description used for PDA devices in the appropriate fields h Select a setting under the Gender column by using the drop down list box See figure below Clinic Setup mmm Description Active Seq In House Descriptio Short Description Gender Vendor Immunization 0 ct1010 ct1010 d v EES injector TE E en en SCHO Ss procedire E A oh Vial Se x 3 senn A z Oe rots z S en gn La 8 seissen A z E e Ee S See EC a Ca pg We ES z a hemon O O for z a kemong ee Ee a Brie Conplt Let oh a Cad np five comes et weneme oh Copyright 2010 ClinixMD 54 7 TRUE ASP SINCE 1985 i Click the Health Procedure List pane to activate this section j Click the Add icon from the toolbar or right mouse click and select Add from the drop down menu A new row appears in the Health Procedure List pane k Adjust the information for the Age Range and Frequency as necessary Check the AU Patients box to automatically make this procedure a scheduled item See figure below Note Leaving the Al Patients checkbox blank will make the item available in the search window to attach to a patient 55 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 12 IMAGE TYPE The Image Type tab serves as a repository for the images that are used in the ClinixMD application and is comprised of two panes Type and Subtype Acceptable image file types include
36. FRAG RIGO Behl eat ew Acopa Haaveena nme E E To perform these search functions follow the steps outlined below Select Settings gt Account Maintenance gt Edit Zipcode Select the Radio button for the Zipcode or City Enter partial or complete information in the Search fields zipcode or city Click the Search button to begin the search A list of results display Add Delete or Modify search results as needed D Gro D 28 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 16 MERGE PATIENTS The Merge Patients tab is used to merge duplicate patient records Note Once this action is performed it cannot be undone MD File Edit Patient Encounter Settings Reports Window Help 2 x OpenDashboard SI DO REG S Ma es E Links 2 Ma a ail Account Maintenance Billing ID i Billing ID C active C Active Last Name Last Name First Name First Name Middle Name Middle Name DOB DOB Marital Status Marital Status Gender Gender Race Race Ethnicity Ethnicity Notes Merge Patients To Merge Patients follow the instructions outlined below a Click the Select Source Patient button located to the right of Source Patient Info to search for and select the duplicate patient b Click the Select Target Patient button located to the right of Target Patient Info to search for and select the correct patient account the source patient is merged into the target patient c
37. K 20 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 9 PERMISSIONS The Permissions tab is used to establish system access for the various groups additional permissions outside of the normal permissions for the group can be assigned to a user if needed wD Fie bn Patek Encounter Zeen been Window Help Sane Oen Dasho JIPAIGRIAOS BGO Se2eiacy Account Maintenance G ER Group Users Baling Staff Medcal Asosi Nurse Physcan PA IP Eescher Test Doctor Gateesy Demo EWC Phytidan Assessrent Assessment Edt Zpcode erescte Extena Apo Group lse 47 Lab Inarance 47 Lad Mapping 47 Labs H 7 Vendor Info KDSRT Code Lad Interface Mer ge Patents e Se S amp S 82 a a a HERR KRHA Seen e e ai Se a e ai e Se e ay This tab also allows for the customization of tabs within a window Tabs can be sequenced to best reflect workflow This window is comprised of the following panes e Select Group User User Group This pane shows a list of users and is available for granting or removing access rights to certain areas in the application This is the first selection in granting permissions e Select Window This pane shows a list of windows available to the User This is the second step in assigning permissions e Select Tabs This pane lists the tabs found in a particular window Access rights are handled at this level Users can have access to a selected amount of tabs or all tabs depending on
38. Laberatery Radoozy This tab is divided into four panes Order Type This section displays the order types that can be used to organize your procedures Order List This pane contains the items that make up each category Each order type can contain several items in the order list Order Category Two categories are provided for each order type Diagnostic or Therapeutic When performing a search you can use the category Selections to filter your search Health Procedure List This pane allows you to enter the parameters for each procedure You can adjust the age range frequency and the choice to include the procedure as a scheduled item 53 Copyright 2010 ClinixMD To create a Health Schedule item follow the steps outlined below a Select Settings gt Clinic Setup gt Health Maintenance b Click the Order Type from the list provided Description Immunization Injection Laboratory Procedure Radiology Vital Signs TRUE ASP SINCE 1985 c Click the appropriate Order Category for the procedure Diagnostic or Therapeutic Diagnostic a Therapeutic Ga Click the Order List pane to activate this section e Click the Add icon from the toolbar or right mouse click and select Add from the drop down menu A new row appears in the Order List pane f If the procedure is performed In House leave the checkbox marked Deselect this setting if the procedure occurs outside your facility g
39. Name Generic Name g If you wish to remove a code from the selected list highlight that Drug and click the Remove from Selected button h Once you have made your selection click the OK button to populate the Preferred Drug tab with the codes you have selected i Fill in any notes for the drug as needed To delete a Preferred Drug follow the steps outlined below a Select Settings gt Clinic Setup gt Preferred Drug b From the Preferred Drug tab click the Preferred Drug you want to delete c Click the Delete button on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box appears d Confirm your deletion by clicking OK 42 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 6 CLINIC DEFINED DRUG The Clinic Drug Defined tab allows the clinic to add drugs supplies or DME that is otherwise not listed in the drug database AA ge i Go R ED File Eda Patent Encounter Settings Reports Window Help ontated FIRES CHIERE LGE To add Clinic Drug Defined items follow the steps outlined below a Select Settings gt Clinic Setup gt Clinic Drug Defined b Click the Add icon on the toolbar or right mouse click and select Add A new row displays c Enter the Label Name Generic Name Package Size Dosage Route and UOM To delete a Defined Drug follow the steps outlined below a Select Seittings gt Clinic Setup gt Drug Defined b From the Drug
40. Patient Locator e Other Scheduling Options Set the default Late time period 12 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 3 ADDING A CLINIC LOCATION To add a location follow the steps outlined below a Select Settings gt Account Maintenance gt Clinic Location b Place your cursor in the Detail pane located on the bottom of the Clinic Location tab by clicking anywhere in that section c Click the Add button located to the right of Clinic Location d Fill in the appropriate information for the location all fields marked with an asterisk are required The Active radio button is selected by default e Repeat steps a d as needed to list all locations associated with a clinic FEMALE B TEST 62 year old female DOB 08 15 1947 Ultrasound result 10 29 2009 03 06 pm File Edit Patient Encounter Settings Reports Window Help Open pasheoard FF BA Gl ii SAM GG Se Account Maintene Account Maintenance one DAS REI mmay A 5 Murdock Test 1 6520 N Irwindale AZUSA CA 91702 Active Riverside 298 MAIN ST Brookville PA 15825 Active Brentwood Test 123 Main ST Brentwood TN 37027 Inactive General Options RX Options DEA Categories Rx Fax ePrescribe Address Scheduling Setup Clinic Information Phones C Description Cl Postal Code State CA City Fax Email Cl Time mmer Contracted Provider Biling 1D LMRP Region me Screen Refresh Setti
41. Purge Patient Task Config User User Group SHERRI RIGGS I C9 Cq E9 C9 Wa za J za za C9 za E9 Eq za xa za za EA RAL To sequence tabs in the ClinixMD windows follow the steps outlined below a Select Settings gt Account Maintenance gt Permissions b Select the applicable group user from the Select Group User pane c Select the desired window i e Account Maintenance Encounter Information etc from the Select Window pane d Inthe Select Access pane enter a number less than 10 to place the tab you select in first position enter a number between 10 and 20 in the tab that you want to appear in the second position e Follow the same logic to arrange the remaining tabs in the order desired 23 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 11 PROGRESS NOTE SEQUENCE AND DESCRIPTION The Edit Progress Note Sequence tab is used to sort the Progress Note tabs Additionally the description of the sections included in the Progress Note can be modified in this tab OD File Edit Patient Encounter Reports Window Geer Goz oeed F DAD Al BHO Saran Account Maintenance E E S558 8 55585855588 885588 88585558 5855 To sequence a Progress Note follow the steps outlined below a Select Settings gt Account Maintenance gt Progress Note Seq b Select the Clinic Location c Place the Progress Note tabs in order by sequencing the tabs as needed Tab sequencing is done i
42. Ready To add a flowsheet list follow the steps outlined below Select Settings gt Clinic Setup gt Flowsheet Lists Click the Add button located to the right of List Name c Type the flowsheet list name and select the appropriate data type i e Numbers String Date etc d To add the data values click the Add button located to the right of List Choices and enter in the value Continue to build the list using these steps e Click the Delete located to the right of List Choices to delete a specific value and click the Delete button located to the right of List Name to delete an entire list oO D 74 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 24 DSM IV The DSM IV tab Diagnostic and Statistical Manual IV is used to create Axis IV criteria Psychosocial and Environmental Stressors and Axis V scales Global Assessment of Functioning or GAF ClinixMD HD File Edit Patient Encounter Settings Reports Window Help jicmosteod SIB 38 Go Mane blecs Clinic Setup To add Axis IV and Axis V criteria follow the steps outlined below a Select Settings gt Clinic Setup gt DSM IV b Click the Add button located to the right of Axis IV upper pane Enter in the applicable information in the Axis 4 Description free text field Right click to use the Spell Check tool c Click the Add button located to the right of Axis V bottom pane Enter the applicable GAF score and GAF Descr
43. Spaca Paychi El Chr n wunne ES oe o e O ener Ei ne T nm ace geng EE e CT El ee Postel Code Stabe A Oty STE m GEEN uH OTHE pe m we Cf eng B ee DH eet Cd sien The following tabs will be covered in this section 1 External Provider 6 Laboratory 2 Pharmacy 3 Specialty 4 Insurance 5 Insurance Class Once the information about these facilities is entered it will become available to the clinic for use in referring patients to participating facilities 102 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 1 EXTERNAL PROVIDER The External Provider tab is used to maintain the list of physicians who see patients outside of the clinic NE Ale Ede Patient Encounter Settings Reports Window Hep Dis mncari H BAER OO Be g et may H eabtegkgs 2 Health Plan ACHE REBECCA Raferrite Proar ADAMS CHARLES Keier Prope DN BERG R iemra Prier Sg mb 4 2 ERT OR Ag Aaen Premier H PRANMENSTEDG 0 A mtr LGU Referring Enger MARCUS Kater Proweiar 8 Fretu C i pesen O e CO e suc Fa Spoar we D SSS n Tipe nennt DEn meer t Si Street ADORESS l Phoneca Genen x prone 3 e I Postal Code Stee AL oe ATES uF Ggs osmi tert Ir Mi J times These physicians are usually specialists who a referred by one of the clinic doctors This tab is divided into three p
44. UTPATIENT VISIT EST Nim 31 010 31 Nim 31 o1jo 31 Selected OK Cancel Help Use the radio buttons to select the search criteria you wish to use in performing your search Options are CPT Code Description or Keyword Enter partial or complete information in the search field you selected Either set the code expiration date using the drop down calendar tool to filter codes that are only valid until the date selected or un check the Exclude codes check box Click the Search button A list of results appears in the Search Results pane Select one or more CPT Codes from the results pane and click the Add to Selected button If you wish to remove a code from the selected list highlight that code and click the Remove from Selected button Once you have made your selection click the OK button to populate the CPT Code tab with the codes you have selected To remove a CPT code from the clinic list follow the steps outlined below er Select Settings gt Clinic Setup gt CPT From the CPT tab highlight the CPT Code you wish to delete from the clinic list Click the Delete button on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays Confirm your deletion by clicking OK 36 Copyright 2010 ClinixMD Clinikx_ TRUE ASP SINCE 1985 3 ALLERGY This tab contains the Allergy codes specific to the clinic The administrator can create a list that incl
45. Winders Help a entahod FIBA Rie LAO amp Se er gt Chine Setup 250 00 Bed To add an ICD code to the clinic list follow the steps outlined below a Select Settings gt Clinic Setup gt CD b From the ICD Tab click the Add icon on the toolbar or right mouse click and select Add from the drop down menu The ICD Code Search Window displays Search Criteria Category ICD Code Description Keyword Preferred User clinic ai Find Keyword Search for SES IV Exclude Codes Expired as of Search Result ICD Code Description alid From alidTo Secondary diabetes mellitus without mention of complication not 01701 2009 12 31 2100 stated as uncontrolled or unspecified Secondary diabetes mellitus without mention of complication 01 01 2009 12 31 2100 uncontrolled Secondary diabetes mellitus with ketoacidosis not stated as 01701 2009 12 31 2100 uncontrolled or unspecified Secondary diabetes mellitus with ketoacidosis uncontrolled 01 01 2009 12 31 2100 Secondary diabetes mellitus with hyperosmolarity not stated as 01701 2009 12 31 2100 uncontrolled or unspecified Secondary diabetes mellitus with hyperosmolarity uncontrolled 01 01 2009 12 31 2100 e Add to Selected Remove from Selected Selected ICD Code Description alid From alid To OK Cancel Help 33 Copyright 2010 ClinixMD 7 Ix TRUE ASP SINCE 1985 c Enter partial or complete information in the ICD co
46. acilitate that user s allergy searches Once the administrator has created this list it will become the default list for that user The administrator can only populate the User list with items found in the Clinic list cannot add from the All list 1 Geen teed FIBA RPO Ra eerieao y Users Amen Aen Sege Deeg WT Leem E E SE Allergy em gek TT Lel KE eps poe Ready To add a Non Drug Allergy from the User List follow the steps outlined below a Select Settings gt User Setup gt Other Allergy b Highlight the user you want to work with from the Users pane c From the Non Drug Allergy tab click the Add button on the toolbar or right mouse click and select Add from the drop down menu A new row displays with a drop down list box d Make a selection from the drop down list to customize the selected user s list e Repeat the steps above to add additional list items To delete a Non Drug Allergy from the User List follow the steps outlined below a Select Settings gt User Setup gt Other Allergy b From the Non Drug Allergy tab highlight the allergy you want to delete c Click the Delete button on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays d Confirm your deletion by clicking OK 93 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 5 PREFERRED DRUG The Preferred Drug tab is used to customize a list for a specific
47. anes The External Provider pane displays the list of physicians as single line items with First and Last Names The second pane labeled Assigned Insurance contains all the insurance carriers attached to the External Provider This pane displays all insurance carriers accepted by the particular physician The third pane labeled Details includes a comprehensive view of the physician information and includes the following e Prefix Used to enter the prefix for a physician e Last Name required Used to enter the physician s last name e Middle Initial M I Used to enter the physician s middle initial e First Name required Used to enter the physician s first name e Suffix Used to enter a suffix for physician e Specialty required This drop down list is available to Select the physician s specialty Refer to the Specialty section for more on this feature e Clinic Name required Used to enter the name of the clinic e Address Type required This field includes a drop down menu that offers different address types e Street required Used to enter the physical address for the facility 103 Copyright 2010 ClinixMD LX TRUE ASP SINCE 1985 e Postal Code required This field is used for entering the Postal or Zip Code of the facility If the zip code is not recognized by the system a dialog box will appear indicating a new zip code The user is then asked to fill in the necessary po
48. ated TI Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 27 SUBSTANCE ABUSE The Substance Abuse tab is used to add substance items and recommendations it correlates to the Substance Abuse documentation in the Medical History tab in encounters This information is part of the quality measures reporting mechanism Open Dasheoard TG BIG S Me SO n Maama wl Clinic Setup Substance Smoking e Pipe smoking Cigarettes smoking Cigarettes and Cigars smoking Cigars Ner Smoking Tobacco bat Non Smoking Tobacco Chewing Tobacco Wad Liquor Wad Ber Drugs Methamphetamine Drugs Cocaine Substance Abuse Drugs Marana Smoking Chantix Non Smoking Tobacco w Hypnosis Icohal Rehab To add new Substance Abuse items follow the steps outlined below Select Settings gt Clinic Setup gt Substance Abuse Click the Add button located to the right of Substance Abuse c Select the substance abuse type from the drop down list i e drugs smoking non smoking tobacco In the Substance free text field enter the name of the substance i e snuff cigars etc d Repeat these steps until all desired substance abuse items have been added Oo D To add new Recommendations follow the steps outlined below a Click the Add button located to the right of Recommendations lower pane b Select the substance abuse type from the drop down list i e drugs smoking non smokin
49. ays in the Assigned Insurance pane c Use the drop down list box to select the insurance that is accepted by the external provider Refer to the Insurance Tab information later in this section for more on adding insurance Carriers d Repeat the above steps as necessary To delete an External Provider follow the steps outlined below a Select Settings gt Health Plan gt External Provider b From the External Provider tab Select the provider you want to delete by clicking the External Provider Name c Click the Delete icon on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays d Confirm your deletion by clicking OK 104 Copyright 2010 ClinixMD Clinkx_ TRUE ASP SINCE 1985 2 PHARMACY The Pharmacy tab contains a list of pharmacies that a clinic uses for filling prescriptions MD Health Plan Biel Heath ptan Il sde Pharmacy Active harmaty Hame Doctor s Phone Street City Si e Retail ote ETAY E Si i 2500 LEBANON PIKE NASHVILLE Enable Tab z Davenports 12 Water Street Milford 4 e Retail Drag Kart ebe 255 Leopold St Fort Myers 3 Hannah s Health Mart 1965 Main Street Nashville Ke e Retail KMART 3004 530 DONELSON PKE NASHVILLE kel e Retail KROGER MIDSOUTH 645 143 MCGAVOCK PIKE DOMELSON kl e Retail Walgreens Drug Store 03401 e e 518 Donelson Fike Nashville e Retail Walgreens Drug Store 06853 d 2421 Lebanon Pike Nashvi
50. calendar tool Click F5 to save your changes m 25 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 13 MESSAGE SHARING The Message Sharing tab allows users typically providers to share either all or only ePrescribe messages with ancillary users ClinixM D HD File Edit Patient Encounter Settings Reports Window Help Open Dashboard F B AR EI E MAR e sh ET y Account Maintenance B E Users User ePrescribe Messages Only Adams John Malkin Morton sl X Administrator Clinic Jackson Andrew Jefferson Thomas Yan Buren James walter test Washington George Message Sharing Ready To share messages with users follow the steps outlined below Select Settings gt Account Maintenance gt Message Sharing Select the appropriate user in the Users pane In the Message Shared With pane click the Add button Select the user that you wish to share messages with from the drop down list Mark the ePrescribe Messages Only box if you only want to share ePrescribe Refill Messages Repeat steps b e to share messages with multiple users SE 26 Copyright 2010 ClinixMD Clinkx_ TRUE ASP SINCE 1985 14 ePRESCRIBE The ePrescribe tab is used to register the clinic and providers with SureScripts to enable ePrescribing Ge Geg cneg F R oe Bao Seki ae gt Account Mantz J To register the clinic and providers with SureScripts
51. cess to information they would typically not have access to in the event of an urgent situation Once the user enters the system in emergency access mode they will have rights to view tabs they are currently authorized to view as well as those assigned to the Emergency Access group This can be accessed in the Patient drop down menu in the ClinixMD Menubar WD File Edit Patient Encounter Settings Reports Window Help aE A N DE CHEREL LEEA Account Maintenance A j ek E DENET I Is a ge ai fei fei a e ai a Sei e ggat To add a Group follow the steps outlined below Select Settings gt Account Maintenance gt Group Click the Add button located to the right of Group A new row appears in the Group tab Select the Active box to ensure that the Group created will be active Fill in the Description for the Group and enter a Short Description for the Group Select Other in Group Type if this group will have normal privileges select Emergency Access if you wish this to be the emergency access group If the Group will be assigned to a specific provider rarely used for workflow tasks select which provider the Group will be assigned to otherwise select None a 18 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 7 USER GROUP The User Group tab is used to assign users to specific groups This tab is divided into two panes The first pane labeled A
52. ctated Progress note DME Orders DSM D ECG Editable Notes Education Education Electronically signed by Encounter Exam To add a Consent Form follow the steps outlined below a Import the form into the Medical Image tab b Select Settings gt Clinic Setup gt Consent Form c Click the Add icon on the toolbar or right mouse click and select Add A new row displays and the Add Edit Image window displays as shown below Add Edit Image Advanced vance Gestational diabetes ew Patient Forms Financial Responsibility Form Patient Education Handouts Pictures Images Lower Body Upper Body Pt log glucose log Radiology report Ultrasoun d B Image Date 06 27 2011 12 00 am Ee Desc Lo gt 70 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 d Select the mage Subtype for the form you are scanning e Enter a Description for the form in the Description pane Add notes if needed in the field provided f Click the Scan or Import button to import the form Lookin My Notes l auth form tif sl Colpo tif education docs tif l ob flowsheet1 tif i permission report tif i sig tif sl urinary tract tif el vulva tif File name Files oftype Description Authorization Form Injection Orders Cardiovascular Angioplasty Reports CABG Reports Echocardiogram EKG Holter Reports Nuclear Stress Operative Reports Stress Test Consent Form Info
53. de description or keyword field Click on the radio button next to the label to select either ICD Code Description or Keyword d Select the All preferred list radio button e Either set the code expiration date using the drop down calendar tool to filter codes that are only valid until the date selected or un check the Exclude codes check box f Click the Search button to display a list in the Search Results pane g Highlight your Selection from the list and click the Add to Selected button or double click the selection to populate the appropriate tab with your choice Multiple selections can be added to the selected list h Click the OK button to complete the selection process The item or items will appear in the tab you are working with To remove an ICD code follow the steps outlined below Select Settings gt Clinic Setup gt I CD From the ICD tab highlight the CD code you wish to delete from the Clinic List c Click the Delete icon on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays d Confirm your deletion by clicking OK o 34 Copyright 2010 ClinixMD 2 CPT Clinx TRUE ASP SINCE 1985 The CPT Code tab is used to create a standardized list of common choices for the clinic After the administrator sets up this list it then becomes available to the entire clinic Customizing this list eliminates the
54. des you selected in the lower pane labeled Selected See figure below GE eS Copyright 2010 ClinixMD 7 j TRUE ASP SINCE 1985 CPT Search xj Search Criteria Category Ze CPT Code Description Keyword Preferred of User Clinic C all Search For ages I Exclude Codes Expired as of Search Result CPT Code Description Yalid From YalidTo ORFICE OUTPATIENT VISIT NEW 01101 1950 12 3if2100 01 1950 121312100 OFFICE OUTPATIENT VISIT NEW Of OFFICE OUTPATIENT VISIT MEW 0140171950 12 31 2100 OFFICE OUTPATIENT VISIT NEW 0140171950 12 31 2100 OFFICE OUTPATIENT ISIT NEW 01701 1950 12 51 2100 OFFICEOUTPATIENT VISIT EST 0140171950 12 31 2100 OFFICE OUTPATIENT VISIT EST 010171950 12 31 2100 OFFICE OUTPATIENT ISIT EST 01 01 1950 12 51 2100 OFFICE OUTPATIENT VISIT EST 010171950 12 51 2100 e Add to Selected Remove From Selected CPT Code Description alid From Yalid To Selected OK Cancel Help Click OK to complete the process All CPT Codes Selected appear in the CPT tab and will be available to the user you selected when that user performs a CPT code search Note You can remove any of the selected items by highlighting the items and clicking the Remove from Selected button To delete a CPT code from the User List follow the steps outlined below a b C Select Settings gt User Setup gt CPT Click on the CPT code you want to delete form the list Click the Delet
55. e Add button located to the right of External App f Fil in the applicable criteria including the application or website Name Description Parameters i e the website s URL or the application s UserID Password etc and the file location for the application or internet browser in the Executable field g Select an icon that is not currently being used i e the magnifying glass h Click the Reload Buttons button to display the newly added icons to your ClinixMD Toolbar 30 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 18 RESTRICTED PATIENT The Restricted Patient tab is to be used for patients with sensitive information that only specified users should be able to access i e clinic employees that are also patients celebrity patients etc Authorized users can be defined so that they will be able to access these patients information without restriction all other users will be required to enter the access PIN as well as the reason for accessing the chart This information is logged in the Audit Report in the Reports menu MD File Edit Patient Encounter Settings Reports Window Help agg Open Dashecard ZS DO a DEEA EE Links 2 Ma S y Account Maintenance Restricted Patient i Birth d Gender SSN Date Id Fern ale 555 272 5555 03 i o 190664 m Female 234 23 4234 12 28 1980 666 test infant Male 111 11 1111 01 01 2002 User Test DeeDee To add a Restricted Access Patient foll
56. e a el Oe OLeEQOTyY Description Diagnostic Therapeutic Click the Add button located to the right of Order List Uncheck the In House checkbox if this order occurs outside the clinic Type in the Description and Short Description used for PDA devices for the order g Select the Gender that will be attached to this order by using the drop down list Oe Clinic Setup Order Type Order List it Add ke Delete Description Active Seq In House Description Short Description Gender Vendor Immunization ADRENOCORTICOTROFIC HORMONE Both e Injection SDREWOCORTICOTROPIC HORMONE ADRENOCORTICOTROP Both MedicWare Lab Laboratory ACETAMINOPHEN 4 ET AMINCPHEN oth Medicyare Lab EIEI EEIEIE al OO Ka j oo j oo o j m e aa COOC L SUTIUUIUOUUUUUUUUIGUUIUUIOI Ee Westcliff Ce le RATIO AIGRATIO I oh 4850 6399 CBC wi DIFF AT Platelet S99 CBC wi DIFF ATL pl oth Orchard 4570 Both 3 Both x Both Both 3 posmas OO poenas Both EE KAA E9 E9 E9 E9 E9 A A E9 E9 E9 E9 L E9 Ed Ed Ed Ed 4920 BESSERES EE NovRad penno BEI Both NovRad 4340 EREECHEN E 4960 fa TRON SATURATION IRON SATURATION Both e ECO CALCULATED E CALCULAT Bath PathLabs LDL CHOL CALCULATED LDLCHOL CALCULATE Both PathLabs 4990 LD HL Both PathLabs Both gt hl 50 Copyright 2010 ClinixMD E TRUE ASP SINCE 1985 h For orders marked as In House CPT codes can be added
57. e button on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box appears Confirm your deletion by clicking OK 90 Copyright 2010 ClinixMD r TRUE ASP SINCE 1985 3 ALLERGY The Allergy tab in this section is used to create a standardized list for a specific user The administrator can customize a list for a user to facilitate that user s allergy searches Once the administrator has created this list it will become the default list for that user All tabs in this window contain the Users pane that shows all ClinixMD users By selecting a specific user from the list the administrator can tailor this information for each user The administrator can only populate the user list with items found in the clinic list You will notice that when the search window displays the preferred list settings is always set to Clinic ze Si VI D wD File Edt Potent Encounter Settings Reports Window Help _ 2 x Cen thard FIBA RIE Beale aetieac fies es To add an Allergy to a User List follow the steps outlined below Select Settings gt User Setup gt Allergy Highlight the User you want to use in customizing their list by clicking the User in the Users pane c Click the Add button on the toolbar or right mouse click and select Add from the drop down menu to add a new Allergy to the User List A search window displays with the Clinic setting Selected in the Preferr
58. e rules are met The fact that Medicare may not pay for a particular perative Repo item or service does not mean that you should not receive it There may be a good reason your Stress Test doctor recommended it Right now in your case Medicare probably will not pay for Informed Concent i _ ___Sereening Pelvic Exam Screening Breast Exam Lab ___Screening Urinalysis Screening Hemocult G0107 aes ___Thin Prep Smear Collection amp Handling of Pap Smear Patient Demographic Procedure hanna RX Frequency Limitations once every 2 two years for low risk factors Consultations Cardiology once every 1 year for high risk factors SEE ATTACHED LIST OF HIGH RISK FACTORS Endocrinology ENT Gastroenterology The purpose of this form is to heip you make an informed choice about whether or not you Internal Medicine a want to receive these items or services knowing that you might have to pay for them yourself Before you make a decision about your options you should read this entire notice carefully Nephrology S s Ask us fo expiain if you dont understand wiy Medicare E wont pay 200 00 Ask us how much these items or services wili cost you Estimated Cost Image Date 10 07 2009 12 00 am v in case you have to pay for them yourself or through other insurance ProcedureForm SOS DE dee PLEASE CHOOSE ONE OPTION CHECK ONE BOX SIGN amp DATE YOUR CHOICE Notes Po O Option 1 YES iwant to receive these items
59. ect when building the Medical History information in an encounter To configure a Medical History record follow the steps outlined below Select Settings gt Clinic Setup gt Medical History Click the History Type you want to configure in the History Type pane Click in the Category pane to activate this area Click the Add icon on the toolbar or right mouse click and select Add from the drop down menu A new row in the Category pane displays Type in the description in the appropriate column Click in the Detail pane to activate this area g Click the Add icon on the toolbar or right mouse click and select Add from the drop down menu A new row in the Detail pane displays oom m o 45 Copyright 2010 ClinixMD Ix TRUE ASP SINCE 1985 h Fill in the appropriate information for Description and Short description To delete Medical History follow the steps outlined below a Select Settings gt Clinic Setup gt Medical History b From the Medical History tab highlight the Description you want to delete from the List pane c Click the Delete icon on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays This action will delete the Detail as well d Confirm your deletion by clicking OK Note The Category and Description panes allow for the sequencing 46 Copyright 2010 ClinixMD Clinkx_ TRUE ASP SINCE 1985 9 ROS REVIEW OF SYSTEMS The ROS Tab
60. ed List as shown below oP 91 Copyright 2010 ClinixMD 7 omogo TRUE ASP SINCE 1985 MB Allergy by Allergen Search x Search Criteria Category erge o Drug Name gory Allergen Drug Name Preferred Cuser C clinic Gel Search Result Allergen amoxicillin trihydrate aspirin codeine phos ibuprofen sulfamerazine sulfamethoxazole Use the Description field to enter partial or complete information about the Allergen you want Click the Search button to begin your search One or more items display in the Results pane Highlight your selection and click the Select button Repeat steps b f to customize the list for a specific user Once created this list will be the default list for the user Note You can remove any of the selected items by highlighting the items and clicking the Remove from Selected button To delete an Allergy from a Users List follow the steps outlined below a b C Select Settings gt User Setup gt Allergy From the Allergy tab highlight the Allergen you want to remove Click the Delete button on the toolbar or right mouse click and select Delete from the drop down menu A Confirmation dialog box displays Confirm your deletion by clicking OK 92 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 4 NON DRUG ALLERGY The Non Drug Allergy tab in this section is used to create a standardized list for a specific user The administrator can customize a list for a user to f
61. ed below a Select Settings gt Health Plan gt Specialty b Select the specialty you want to delete from the list c Click the Delete button on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays d Confirm your deletion by clicking OK 107 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 4 INSURANCE The Insurance tab is used to maintain a list of carriers that are accepted by the clinic Once the Administrator creates the list it is then available to the office staff wnen entering insurance information for a patient Note This information will cross over the scheduling demographics interface from your Practice Management system In this case this list will need to be maintained in that system WD File Edit Patient Encounter Settings Reports Window Help Geen Gag oed F BINARIA BAO SSL coon mo y OOK Fone Z s e lt m aiia r y SN s ell A Ae d P OBOK 10223 MILWAUKEE WI 53210 ATTN W PULLER SM AL 35202 3200 E CARSON ST LAKEWOOO CA 99712 PO BOX 740619 ATLANTA GA 30374 SO BOK 19999 PHILADELPHIA PA 19157 PO BOX 454 ALCOA TN 37701 P O BOX 6174 INDIANAPOLIS BY 46142 CHAPEL HAL NC 27524 p o Ni ADWANTRA FREEDOM S SC wees BOBOX 7254 LONDON KY 40742 AETNA e e AETS P PO BOK 129002 SAN DIEGO CA 92112 AETNA AETS Fi PO BOK 981105 EL PASO TX 79998 AETNA AETLU a PO BOX 2295 PORT WAYNE IN
62. ed to create the various encounter level flags in your office They can be used to flag a patient s specific billing needs to flag a patient that is a possible drug seeker etc Note that because this is at the encounter level it will need to be set to a specific encounter and is not automatically applied to future encounters MD File Edit Patient Encounter Settings Reports Window Help eps Open Dashboard ZS TD AR EIGe Ma eat Links Ma E ae ail 18 Clinic Setup Description iF B a GG Add os Drug Seeker Keel Encounter Flag To create a new Encounter Flag follow the steps outlined below Select Settings gt Clinic Setup gt Encounter Flag Click the Add button located to the right of Encounter Flag Enter the name of the flag in the Description field Select the flag Color from the drop down list Mark the Active check box Click F5 on your keyboard to save changes To immediately delete a flag click the Delete button Once a flag has been assigned to an encounter it cannot be deleted it can only be inactivated To inactivate a flag remove the Active check mark g Repeat steps b f until all desired flags have been created zo OD OO E o 85 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 USER SETUP The User Setup section contains all the tabs that can be configured for specific users Customizing search and other settings facilitates the common tasks p
63. ein L For Immunization orders immunization codes provided by the CDC can be added these are needed for the Immunization Export report o Select the desired immunization from the Order List pane o Click the Add button located to the right of Immunization in the lower pane o Select the appropriate code from the drop down list it will then be added to the immunization order Test Yaccine an gt Description Immunization 7 Diagnostic Therapeutic adenovirus vaccine NOS adenovirus vaccine type 4 live oral adenovirus vaccine type 7 live oral anthrax vaccine Bacillus Calmette Guerin vaccine 52 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 11 HEALTH SCHEDULE The Health Schedule tab is used to configure the items that will appear in the Health Schedule section of the Patient Information window and also in the Health Schedule tab in patient encounters Some items can be configured to come up automatically as scheduled procedures for all patients Others can be tailored to appear based on certain criteria In addition to setting up scheduled procedures this tab also allows the administrator to include items in the search window that can be added as additional health maintenance procedures UD File E r Patient Encounter Settings Reports Window Help om L lz Ceenpeg ong FIP ARRAS Be eek aes ancse Gini Set lara ha Bt be i il Ait F rruar
64. erformed by users Customizing users lists and settings also reduces the errors that commonly occur The administrator can customize the application in the User Setup section so that only the information that is necessary to specific clinic roles appears for a given staff member W I ClinixMD Co Tele MD File Edit Patient Encounter Settings Reports Window Help Open DashBoard K C Le Lal eoebteos uses et Setup Adams John Allergy Allergy Ready This section will cover the following tabs that make up the User Setup window ICD CPT Allergy Non Drug Allergy Preferred Drug Encounter User Defaults Tab Sequence Links Se E aN 86 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 1 ICD The ICD tab is used to customize a list for a specific user The administrator can create lists for specific users This list is a condensed version of the Clinic list that applies to all users Only the items found in the Clinic list can be used to customize the User List Once the administrator has created this list it will become the default list for the user The administrator can only populate the user list with items found in the clinic list You will notice that when the search window displays the preferred list settings is always set to Clinic MD File Edit Patient Encounter Settings Reports Window Help x Open Dashboard F BAR DGE MAR eebe ues EEN Adams n
65. ers s Group A E SSC SEN S CN GE pr Baee ag b s l ber SC Deen ben l t Pr McAtee sGroup Jo tes O o O T E SSSS S e E E Nurse Physidan Assistant CC ther Resident Nurse Pracitioner Feet Jore x Student practitioner Piugdert ther 4 4 alo a z fafa its 5 9 Q 212 Ecke dE afafa HA Pad bi CG lexander David 00056 Q 2 gl a U CICIK ei 4 Q O19 oe fe Te d Pa oe lima g T m ais WW 9 Q gl a a a a q q D D D D 0O D q D Gd 0O O q q D D D D D D D O D q q D O19 PA bi a The tab consists of the following Active designation Description Short Description Group Type Workflow Provider The Groups created in this tab will affect the selections made in the User Group and Group User tabs 17 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 6 ADDING A GROUP Note Groups cannot be deleted they can only be deactivated by removing the check mark in the Active field Once they are rendered inactive they will no longer be a choice in the associated window drop downs and will appear as a series of numbers if there are users assigned to the now inactive group Additionally this is where you specify which group will be given Emergency Access privileges typically this will be assigned to the Administrator group Emergency Access is to be used to grant users ac
66. f left blank the user will be prompted for a printer each time a lab requisition is printed e RX Sets the default to show details in the Prescription tab e Image Default To be used with the wireless image capture functionality If using this feature mark both the Auto Import On and the Delete Picture After Copied into EMR check boxes e Future Tasks Defaults Sets the Completion and Due By days e Future Task Tracking Sets the default for a specific user or the entire staff to notify upon log in if any future orders are coming due e Show All Sets the default to show images from all encounters not just the current encounter in the Images tab within an encounter e Complete Chart Gives the user the option of including images and or messages as part of the complete chart e Action to Take Sets the default for what action to take when selecting a patient e Lab Search Default Allows you to set the default search list when ordering labs to Vendor Labs only The Message tab consists of the following e Message Notifications Can set the notification types for normal and urgent messages e Auto Archive on Reply Mark this box to automatically archive messages once it is replied to e Message Type Sets the default message type when composing a new message can be changed on demand if needed e Subject Sets a default message subject line when composing a new message 98 Copyright
67. facility If the zip code is not recognized by the system a dialog box will appear indicating a new zip code The User is then asked to fill in the necessary postal code information to update the database e State This field is automatically populated based on the Postal Code entered e Email Used to enter email addresses for laboratories 111 Copyright 2010 ClinixMD Ix TRUE ASP SINCE 1985 e Phone 1 3 with Descriptions Available to add phone numbers for the location Each phone number has a corresponding drop down description box to identify the type of phone number i e Home Office Pager etc e City This field is automatically populated based on the Postal Code entered e Fax Used to enter the fax number for a laboratory e Order Form required This drop down list box is used to select the order form that is attached to this laboratory To add a Laboratory follow the steps outlined below a Select Settings gt Health Plan gt Laboratory b Click the Add button on the toolbar or right mouse click and select Add from the drop down menu Fill in the information in the Detail pane for the laboratory To delete a Laboratory follow the steps outlined below a Select Settings gt Health Plan gt Laboratory b Click the Laboratory you want to delete from the List Pane c Click the Delete icon on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box dis
68. for ePrescribing follow the steps outlined below a Select Settings gt Account Maintenance gt ePrescribe b Click the Register Clinic button located to the right of Surescripts Config to register the practice c Select the default Encounter Type from the drop down list to be used when approving ePrescribe refill messages d Select the default DEA Denial Code from the drop down list to be used when denying ePrescribe refill requests for scheduled drugs Additional information can be entered in the free text Comments field Select the provider name from the Provider List and click the Register Prescriber button Mark the Create New Enc checkbox To activate the clinic for RX Hub for mail order ePrescribing as well as to turn on the formulary functionality click the Register Clinic button located to the right of Rxhub Config Highlight the provider name from the Provider List and click the Activate button Mark the Create New Enc checkbox gt om NOTE It takes approx 5 days to register a clinic to ePrescribe If the provider has ever sent prescriptions electronically with another EHR vendor a Vendor Release Request will need to be processed by Surescripts this process takes 48 hours to complete 27 Copyright 2010 ClinixMD Clinikx_ TRUE ASP SINCE 1985 15 EDIT ZIPCODE The Edit Zipcode tab is used to search for a city by Zipcode or City and add or amend as needed jel E Ss Geen Dog oned
69. g tobacco In the Recommendations free text field enter the name of the recommendation i e hypnosis Chantix etc c Repeat these steps until all desired recommendations have been added 78 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 28 DECISION SUPPORT The Decision Support tab is used to add clinical decision support rules and care suggestions based on the following elements in patients charts problem list medication list demographics and lab results These rules provide automatic notifications once the patient is selected Open DashBoard FiIPAREICG S DAS ear Clinic Setup fo a e Recheck after Eff Date Range for Lab Active 3 fC Links M a M m a y D D9 I D3 RI DI DAI lt 3 0 Test Test Rule 3 mont ifs a monthis Decision Support Bx Drugs Demographic Lab Results E E Type ICD Code1 Description ICD Code2 Description Single Code z Type Example Single Code zs ICD Code 005 4 Single Range Like ICD Codes starting with 401 Range Between ICD Code between 003 0 and 006 4 To add a new Decision Support rule follow the steps outlined below a Select Settings gt Clinic Setup gt Decision Support b Click the Add button located to the right of Decision Support c Type the name of the rule in the Title field enter the Recheck After time frame i e the time frame until the system will reevaluate the rule for the patient the Eff Date
70. ge window displays as shown below Add Edit Image vanced Directive tF Immunization Consultation s Gestational diabetes New Patient Forms Financial Responsibility Form Patient Education ower fucose log Ultrasoun i D Image Date 06 27 2011 12 00 am Ee Desc Eh 68 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 d Select the mage Subtype for the form you are scanning e Enter a Description for the form in the Description pane Add notes if needed in the field provided f Click the Scan or Import button to import the form Pa Select Import File Lookin My Notes E OT e Die sl auth Form colpo tif education docs tif ob flowsheet1 tif permission report tif sig tf urinary tract tif vulva tif File name g From the Add Edit Image window confirm your scan or import and Select Save as show below Description Authorization Form Injection Orders Procedure Cardiovascular Patients Name Medicare Sg RICN Angioplasty Reports CABG Reports Aovance Benericiary Notice ABN Ech di g D e e mp gegen NOTE You need to make a choice about receiving these health care items or services Holter Reports We expect that Medicare will not pay for the item s cr service s that are described betow akar Gute Medicare does not pay for all of your health care costs Medicare only pays for covered items Ze See and services when Medicar
71. he steps outlined below Select Settings gt Clinic Setup gt Encounter Type Click the Add icon on the toolbar or right mouse click and select Add A new row displays Enter the Encounter Type and Description If this encounter will be strictly used to document a patient visit mark the Office Visit check box apop Encounter types cannot be deleted if it has been attached to a patient s chart If you no longer wish to utilize a specific encounter type uncheck the Active box and it will no longer be available to select 44 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 8 MEDICAL HISTORY The Medical History tab is used to create the choices that will appear in the Medical History section of the Patient Information tab BED Fie Edi Patient Encounder Settings fixpoets Window Help smn a L lz cmi FARR Ee Be eakian This tab is divided into three panes e History Type This pane contains three static categories that cannot be changed Family History Past Medical History Social History e Category This pane contains a sequence number for each category and a description column e Detail This pane contains the description including a short description column for PDA devices These three panes mirror the sections found in the Medical History Tab of the Patient Information window Once the Medical History is configured in this setup tab the information becomes available for users to sel
72. ieoegi Cink Setup the possiblity of bachernal infecSen certamnh rech bo be condensed enoecally if eben dees not bz Be peers and yound imetnoctions Ss cuted Should the p Tae palant mii naad to be siariad on aren Hearanyy If he is mot successful an puipatient basis the necessity for menial Sor ss real posse This tab is divided into two panes The Keyword pane displays all the Keywords available to the users The Notes pane displays the text associated with each Keyword Once the Keyword is defined it can be used in the Notes section of the following areas CC HPI Exam Plan Procedures ROS in the Explanation text field The complete text associated with the Keyword will appear in the appropriate places of the Progress Note 63 Copyright 2010 ClinixMD Ix TRUE ASP SINCE 1985 To add a new Keyword follow the steps outlined below Select Settings gt Clinic Setup gt Keyword From the Keyword tab click in the Keyword Pane to activate this section c Click the Add button on the toolbar or right mouse click and select Add from the drop down menu A new row displays in the Keyword pane d Enter the label for the Keyword in the text field provided e Click in the Notes pane under the Keyword heading to type in the text you want to associate with the keyword f Repeat steps b e for additional keywords oY To remove a Keyword follow the steps outlined below Select Sett
73. ime zone 06 00 Central TimegUs amp Canada v LMRP Region N California S California v Title Screen Refresh Setting Scheduling min EEG Office Patient Locator 1 34min E E Messages min les Copyright 2010 ClinixMD 7 1X TRUE ASP SINCE 1985 Name required Used to identify the name of the associated clinic location Address Type required A drop down menu that offers different address types Street required Used to enter the physical address for the facility Postal Code required Used for entering the Postal or Zip Code of the facility If the zip code is not recognized by the system a dialog box will appear indicating a new zip code The user is then asked to fill in the necessary postal code information to update the database State This field is automatically populated based on the Postal Code entered Email Used to enter email addresses for clinic locations Contracted Provider This drop down box is used to select the Physician who is listed as the contract provider for billing insurance companies LMRP Region State in which the practice resides Description Available to add further details about the location Code required A three character alpha numeric field used to uniquely identify a location Phone 1 3 with Descriptions Available to add phone numbers for the location Each phone number has a corresponding drop down description box to identify the type of phone n
74. ings gt Clinic Setup gt Keyword From the Keyword tab highlight the Keyword you want to delete from the List pane c Click the Delete icon on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays d Confirm your deletion by clicking OK 7 D 64 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 17 POS The POS Place Of Service tab is used to maintain the list of place of service locations codes used for billing This list is displayed as a drop down list box in the Encounter tab in patient encounters and is also attached to the specific CPT codes assigned in the Diagnosis tab in patient encounters wm Ese Patient Encounter Settings Reperis Window Mee Geen Dog ond FI RAR AH HEE aoc clinic Setup ec fheia CH E zt i IW e bi e SSSSCCSCSCCSCSCSCOCCCS os ar Se To add a POS follow the steps outlined below a Select Settings gt Clinic Setup gt POS b Click the Add icon on the toolbar or right mouse click and select Add from the drop down menu A new row appears in the POS tab Fill in the name of the new place of service as well as the POS billing code Repeat the above steps as necessary a0 65 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 18 CHECK OUT NOTE The Check Out Note tab is used to create default check out notes that can be included when the Check Out button is selected whe
75. inic Setup gt Radiology Result b Click the Add button located to the right of Radiology Result c Enter the result in the free text Description field To remove a Radiology Result follow the steps outlined below a Select the entry and click the Delete button b If the entry cannot be deleted remove the Active check mark to remove the it from the list of radiology results available for selection Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 31 RADIOLOGY INTERPRETATION The Radiology Interpretation tab is used to add the default radiology interpretations when manually adding radiology results BD File Edit Patient Encounter Settings Reports Window Help g Open Dashboard S TD O REIS Ma 4 Ss ix Links E A Il aoe y ei Clinic Setup A B E Active Interpretation M ow is the time for all good men to come to the aid of their country he Quick Brown Fox jumped over the lazy dog Radiology Interpret A To add a Radiology Interpretation follow the steps outlined below a Select Settings gt Clinic Setup gt Radiology Interpretation b Click the Add button located to the right of Radiology Result c Enter the result in the free text Description field To remove a Radiology Interpretation follow the steps outlined below a Select the entry and click the Delete button b If the entry cannot be deleted remove the Active check mark to remove the it from the list of radio
76. ion with Selected Pharmacy 106 Copyright 2010 ClinixMD Clinikx_ TRUE ASP SINCE 1985 3 SPECIALTY The Specialty Tab is used to maintain a list of Specialties for the External Providers wi vi Health Plan Health Plan Health Plan A Eeer GEN BT Surg SSCSC d a engen enden een ee H EEEN e E Sd pptomety SSCS SSCSCSC Deet Bee SN GC SN GE RN OGY SSSCSCSC S A A RN Mg SSSCSCSCSC S S presthesology e E SSCSCSC d Cardiovascular Surgery Cardiovascular Eugen Emergency Weien Erem Ma C Gemeen eegene General Practice e Eeegibege SSS eieiei steel RASA H The tab contains two columns The first allows for a Description to be entered describing the specialty The second column is an optional text field for entering a Short Description This short description is primarily important to PDA Personal Digital Assistant users The short description is used on these devices to Save screen space To add a Specialty follow the steps outlined below a Select Settings gt Health Plan gt Specialty b Click the Add button on the toolbar or right mouse click and select Add from the drop down menu A new row appears in the Specialty tab c Type in the description in the Description column and a Short Description in the second column short description is optional and used for PDA devices To delete a Specialty follow the steps outlin
77. ions from a Group or User follow the steps outlined below Select Settings gt Account Maintenance gt Permissions Highlight the Group or User from the list in the Group Users User Group pane Select the Window you wish to use in removing permissions from the list in the window pane From the Access pane select one or several Tabs you want to remove from the User Multiple Selections can be made from the Access pane by clicking on the Tabs Once all the choices are made click the Delete button to remove your selections from the Access pane back to the Tabs pane Also available is the ability to delete all tabs by clicking the Delete All button Gap come oom Removing Permissions oom The default color for the window is also set from Permissions After completing the steps above choose the color choice by clicking the drop down as seen in the screen below Account Maintenz Account Maintenance P Permissions Group kg Add Edit Image Clinic Setup Clinic Setup User Complete Chart Edit Templates Encounter Information Encounter Manager Le First Availabilty K a Billing Staff Medical Assistant Nurse Physician PA NP Resident Test Doctor Tabs D gen Tab Assistant GE A Sst Audit Add All gt gt Audit Clinic Sy Clinic Clinic Location Add gt Clinic Location Edit Zipcode lt Delete Edit Zipcode ePrescribe _ Prescribe External App lt lt Delete All f External App Group Group Group Use
78. iption in their respective free text fields d Repeat steps b c to add additional criteria 75 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 25 MESSAGE TYPE Several message types are pre loaded into ClinixMD including System Messages Inter office Messages ePrescribe Messages RX Refill Messages and Private Messages Additional message types can be created in the Message Type tab depending on your clinic s needs ClinixMD HD File Edit Patient Encounter Settings Reports Window Help jcmncetond 71 BAG EHEER Clinic Setup Active Description Short Description ePrescribe ePrescribe Inter Office o O Phone Message Private Message Rx Refill Rx Refill cS E md Message Type Ready To create additional Message Types follow the steps outlined below Select Seittings gt Clinic Setup gt Message Type Click the Add button located to the right of Message Type Type the name of the message type in the Description and Short Description free text fields Repeat these steps until all desired message types have been added CO CO D 76 Copyright 2010 ClinixMD 7 7 TRUE ASP SINCE 1985 26 DISCLOSURE TEXT The Disclosure Text tab is used to create the drop down list of encounter items that are routinely disclosed to external recipients and its corresponding text to be displayed in the Disclosure encounter and patient information tabs as well as in the Progress Note ClinixMD
79. lendar tool to filter codes that are only valid until the date selected or un check the Exclude codes check box Click the Search button A list of results display in the Search Results pane Select one or more ICD codes and click the Add to Selected button The items selected appear in the lower pane labeled Selected See figure below ICD Search x Search Criteria Category C ICD Code Description Keyword Preferred User clinic Ge al Find Keyword Search for M Exclude Codes Expired as of Search Result ICD Code Description alid From Yalid To Secondary diabetes mellitus withouk mention of complication not O1foifeoo9 1273172100 stated as uncontrolled or unspecified Secondary diabetes mellitus withouk mention of complication O1foifeoo9 12 31 2100 uncontrolled Secondary diabetes mellitus with ketoacidosis not stated as O1foifeoo9 1273172100 uncontrolled or unspecified Secondary diabetes mellitus with ketoacidosis uncontrolled O1foifeoo9 1273172100 Secondary diabetes mellitus with hyperosmolarity not stated as 0101 2009 12 31 2100 uncontrolled or unspecified Secondary diabetes mellitus with hyperosmolarity uncontrolled 0101 2009 12 51 2100 e Add to Selected Remove From Selected Selected ICD Code Description alid From Yalid To OK Cancel Help Click OK to complete the process All ICD Codes Selected appear in the ICD tab and will be available to the user you selected
80. ll Users and contains a list of the users for the clinic The second pane Current Group shows the users assigned to the particular Group Geen Dag ongd F I RO Ra Sar eo Accont Mainvter Je Jes ll Maintenance 3 To assign a User to a Group follow the steps outlined below Select Settings gt Account Maintenance gt User Group Highlight the User you want to assign a Group to from the list provided in the All Users pane Click on the Current Group pane to activate this area Click the Add icon on the toolbar or right mouse click and select Add from the drop down menu A drop down list box displays e Select the appropriate Group from the drop down list f Repeat steps c e to add more groups to a specific user Qaoo7M To delete a User from a Group follow the steps outlined below a Select Settings gt Account Maintenance gt User Group b Highlight the User you wish to work with from the All Users pane c Highlight the Group you want to delete from the Current Group pane d Click the Delete icon from the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays e Confirm your deletion by clicking OK 19 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 8 GROUP USER The Group User tab displays a complete list of users and allows the administrator to assign a group to a specific user This tab is divided into two panes the All Groups pane displays
81. lle Name pennt BESrsr Deserpton Iv Address reel meng CO _Deserpton 1 sweets BE Prone os Seegen es e ET Usher te erence Pharmacy i CVS Pharmacy 6427 Postal Code State TN Fax 5158640509 2500 LEBANOH PIKE iail Dectorie Phone EE NASHVILLE TH 37214 Emal E a rage leet N The tab is divided into two panes The List pane displays each pharmacy as a single line item with limited information for quick viewing The Details pane shows a more comprehensive view and includes the following and steps to setup the pharmacy for ePrescribe e Name required Used to identify the name of the associated clinic location e Address Type required A drop down menu that offers different address types e Street required Used to enter the physical address for the facility e Postal Code required Used for entering the Postal or Zip Code of the facility If the zip code is not recognized by the system a dialog box will appear indicating a new zip code The user is then asked to fill in the necessary postal code information to update the database e State This field is automatically populated based on the Postal Code entered e Email Used to enter email addresses for pharmacy locations e Doctor s Phone Available to include the physician phone number 105 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 Phone 1 3 with Descriptions Available to add phone numbers fo
82. llergy documented C Review Lab Orders ONLY USE IF ORDERING LABCORP LABS Il Display Non Normal Abnormal flags in Progress Note Mark an order as completed if the same order is completed within Il Add Contracted provider Healthcare provider to closed Progress Mote days after the original order was placed Dn Health Maintenance HM pd Insert a new cpt code if duplicate cpt code exists when applying a pattern on Bx HM completed O when Order Placed When Order Completed All t t L Allow cpt comments Estimated date of delivery C Automatic medical necessity checking Incoming Fat _________ of weeks used to calculate 4z J Log disposition of incoming Faxes Decision Support Open encounter when Fax added to chart Il Enabled Il Send message to provider when image s added to chart e Close Encounter Checking these boxes will warn if Labs Pending Orders or Billing has not been sent e Progress Note Checking these boxes will display No Known Drug Allergy in the progress note if no drug allergy documented display non normal Abnormal Flags in lab results in the progress note add the contracted healthcare provider to the closed progress note e Diagnosis Dx Checking these boxes will allow for inserting a CPT if duplicate exists in pattern or procedure allows CPT comments and automatic medical necessity checking e Incoming Fax Checking these boxes will Log
83. logy interpretations available for selection 82 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 32 FACILITY The Facility tab is used to create the facility list for the clinic These facilities are used when charting hospital rounds ND File Edit Patient Encounter Settings Reports Window Help 2 x ren dacheord ST DS D BIG CT MAS CSE m MSS Bao Clinic Setup A E Active Description General Hospital Facility To add a Facility follow the steps outlined below a Select Settings gt Clinic Setup gt Facility b Click the Add button located to the right of Facility c Enter the name of the facility in the free text Description field To remove a Facility follow the steps outlined below a Select the entry and click the Delete button b If the entry cannot be deleted remove the Active check mark to remove the it from the list of facilities available for selection Copyright 2010 ClinixMD TRUE ASP SINCE 1985 33 WORKFLOW The Workflow tab is used to build task workflows for the office Elements include each step necessary to complete the task task status and responsible user group Several workflow statuses are system defined but additional statuses can be added to suit your clinic s needs Note Once assigned to a patient workflows cannot be deleted however they can be inactivated so that they are no longer available for use To inactivate a workflow remove the mark i
84. lt Le English PA E al Pain from Gallstones Biliary Colic Abdominal Pain from Gallstones Adult English x cute Bronchitis te Bronchitis patemon EE O O Eeer iae a a eer G d base b efere O O pae Lab Acute Diarrhea Brief verson beieGerkes Brief Version adut ess Acute Kidney Faire foute Kidney Fale adut y EE Acute Panceatits e beieteeeete it ebe La EE EREECHEN K CR poorephobe RDS ik acl and Preven of a Pass Rakai ae Je ee G AIDSAssocatedTum R ss Bit felch we DEE EE plcohol Dependence Dee ed Dependence Alcoholism Adult xy Engish x DER ERC EE EE plcoholRelated Problems icohoRelated Problems R it aldi Alkaline Phosphatase Test Make Phosphatase Test R it Lal plergic Conjunctivitis ferge Conjunctivitis adut e fish ow D RE EE EE EE Gd i EE To add an Education record follow the steps outlined below a Add the item to the Medical Image tab b Next select Settings gt Clinic Setup gt Education c Click the Add button located to the right of Education the Add Edit window is displayed 60 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 Description Advanced Directive 4dyvanced Directive Consent Form Immunization Consultation Mutritionist Form Form Guidelines Gestational diabetes New Patient Forms Financial Responsibility Form Patient Education Handouts Pictures Images Lower Body Upper Body Pt log glucose log Radiology report Ultrasound testi
85. me Phone Relation Correspondence Address Correspondence a 0 E Alternate Agent If the person named above is unable or unwilling to make health care decisions for me I appoint as Correspondence to PCP 0 v alternate Lag Le Name Phone Relation Date Description Page Count Address s De a ed 6 5 2009 Advance Care Plan 2 1 want my doctors to help me maintain an acceptable quality of life including adequate pam management A quality of life that is unacceptable to me means when I have any of the following conditions you can check as many of these items as you want Permanent Unconscious Condition become totally unaware of people or surroundings with little chance of ever waking up from the coma Permanent Confusion become unable to remember understand or make decisions I do not recognize loved ones or cannot have a clear conversation with them Dependent in all Activities of Daily Living 1am no longer able to taik clearly or move by myself depend on others for feedmg bathing dressing and walking Rehabilitation or any other restorative treatment will not help End Stage Hnesses I have an illness that has reached its final stages in spite of full treatment Examples Widespread cancer that does not respond anymore to treatment chronic and or damaged heart and lungs where oxygen needed most of the time and activities are limited due to the feeling of suffocation g After the scanning or importing process i
86. n 1 inis Users that exceed this number of failed attempts will be locked out of the system until unlocked by an admin E Clinic Health Maintenance __ Timely Access Auto Cale Time Enabled 7 Last Auto Calc 02 28 2011 11 35 am Auto Calc Duration 0 min Drug DB Update Password Release Date 07 21 2010 04 13 pm Exp day s Min Length L4 Letter and number Only C License Info License Type MedicWare License Mode Customer Providers 20 Ancillary Users 20 MedicWare Mobile Users 0 License Expiration Date 10 14 2011 Maintenence Expiration Date 10 14 2011 Options FAX WEB PDA Interfaces ClinixMIS Medic Ware Lab The following Account Maintenance tabs are listed in the order suggested for setting up the clinic They can however be rearranged to suit your needs The items discussed in this section are User Group Group User Permissions 10 Tab Sequencing 11 Progress Note Sequence and Descriptions 12 ICD CPT Code 13 Message Sharing 1 Clinic 2 Clinic Location 14 E Prescribe 3 Adding a Clinic Location 15 Edit Zipcode 4 User 16 Merge Patients 5 Group 17 External App 6 Adding a Group 18 Restricted Patient 7 8 9 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 1 CLINIC The Clinic tab is for establishing inactivity screen time periods the health maintenance auto calculation time each day the default pas
87. n an office visit is complete The Check Out Note tab is divided into two panes The Check Out Note Name pane and Note pane MD File Edit Patient Encoennter Setengs Reports Window Help cm ma FIBA Oise Le amp striae y Cline Setep e Oink Setup To add a Check Out Note to the Clinic Setup follow the steps outlined below a Select Settings gt Clinic Setup gt Check Out Note b Inthe Note Name pane select the Add icon on the toolbar or right mouse click and select Add A new row displays c Enter the description for the Note Name in the field provided d Inthe Note pane free text the note you want to associate the Note Name with To delete a Check Out Note follow the steps outlined below a Select Settings gt Clinic Setup gt Check Out Note b From the Check Out Note tab highlight the Check Out Note you wish to delete from the Clinic List c Click the Delete button on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays d Confirm your deletion by clicking OK 66 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 19 CPT MODIFIER The CPT Modifier tab is used to create a standardized list of common choices for the clinic After the Administrator sets up this list it then becomes available to the entire clinic When a staff member uses the CPT Modifier search window in the Diagnosis tab within patient encounters the Clinic Preferred
88. n multiples of 10 d Enter a number less than 10 to place the tab you select in first position e Enter anumber between 10 and 20 in the tab that you want to appear in the second position f Follow the same logic to arrange the remaining tabs in the order desired g By selecting the Include checkbox the tab will display in the Progress Note 24 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 12 ICD CPT CODE The ICD CPT Code tab is used to add ICD CPT codes to your database if not already included this is where you can enter custom codes delete invalid codes You can also set modify a code s valid dates KD File Edit Patient Encounter Settings Reports Window Help l x Open Dashboard F M OR EIGe MA S Ss Oe Links MaS ae Account Maintenance E K Ane 201 gt gt Su Mo Tu We Th Fr Sa 12 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26127 28 29 30 To add an ICD code or CPT code follow the steps outlined below a b C d Select Settings gt Account Maintenance gt ICD CPT Code Category Select either the ICD or CPT code radio button Click the Add button Enter the desired code in the Code field enter a brief code description in the Description field and also a Short Description in the respective field this is necessary to view the description if viewing from a PDA or a mobile phone Set the codes Valid From and Valid To dates using the drop down
89. n the Active check box 7 MD Fie Edit Patient Encounter Settings Reports Window Help laj x ome P BARRE ESET mnasoma F Clinic Setup alue Type System defined System defined System defined System defined Required Default Room Responsible User Responsible Group iv E Check In M Leflore O Contracted Provider Gap x E Workflow Setup To create a new Workflow follow the steps outlined below Select Settings gt Clinic Setup gt Workflow Setup Click the Add button located to the right of Workflow Enter the name of the workflow in the Description field In the lower pane click the Add button located to the right of Workflow Steps Enter the name of the first task in the Description field mark the Required check box if the step is mandatory assign a clinic room in the Default Room drop down list i e lab and then assign either a Responsible User or Responsible Group f Repeat steps d and e until all workflow tasks have been created op Oo Co To add new Workflow Statuses follow the steps outlined below a Select Settings gt Clinic Setup gt Workflow Setup b Click the Add button located to the right of Workflow Status c Enter the name of the status in the Description field d Select the status Value using the drop down list these are system defined and cannot be changed 84 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 34 ENCOUNTER FLAG The Encounter Flag tab is us
90. need to search the entire database of CPT codes for the items most often used by the clinic mosis FBIOR Gl BA det es Chnic Setup e Cini Setup By 50 ek of ubit reagent or banin gaty t arty rr these os 5 bon or Mpebert hospita care for the evalueton and management of a pobent rudno Akoemgee eer e ai a Commoreherwive hetery i dedson To add codes to the CPT list follow the steps outlined below a Select Settings gt Clinic Setup gt CPT b Click the Add button located to the right of CPT The CPT Search window displays as shown below Copyright 2010 ClinixMD 35 TRUE ASP SINCE 1985 CPT Search x Search Criteria Category fe CPT Code Description Keyword Preferred User Ge Clinic C all Search for ag2 I Exclude Codes Expired as of Search Result CPT Code Description Yalid From Yalid To OFFICE OUTPATIENT VISIT NEW 0170171950 12731 2100 OFFICEIOUTPATIENT VISIT NEW OFFICE OUTPATIENT VISIT NEW 011950 01 1950 1950 1950 12 31 2100 i 12 1 12 1 12 1 1950 12 l EI i 12 1 12 2100 2100 2100 2100 2100 2100 2100 i l OFFICE OUTPATIENT VISIT NEW OFFICE OUTPATIENT VISIT NEW i i i i 1950 1950 1950 OFFICE OUTPATIENT VISIT EST OFFICE OUTPATIENT VISIT EST OFFICE OUTPATIENT VISIT EST Add to Selected Remove from Selected CPT Code Description alid From Yalid To DU i Vi 31 Nim 31 o1jo 31 OFFICE O
91. ng Image Date 06 27 2011 12 00 am Desc Co d Enter a description and notes and select Scan or Import e Click the Save button in the Edit Add Image window HI ruler 46 il n Arthritis What is arthritis Arthritis is a condition that causes pain and stiffness of the joints It sometimes also causes redness or swelling In severe cases joints may become deformed There are different kinds of arthritis Two common forms are osteoarthritis and rheumatoid arthritis Symptoms of osteoarthritis begin to appear by middle age Most people over age 60 have some osteoarthritis although they may not have symptoms Rheumatoid arthritis usually starts in early adulthood or middle age Both osteoarthritis and rheumatoid arthritis are three times more common in women than in men Examples of other forms of arthritis include gout and arthritis that occurs after an injury or with certain infections such as gonorrhea How does it occur f Select Type and Language g Repeat steps as needed for additional educational forms pdk EEN To delete an Education record follow the steps outlined below a Select Settings gt Clinic Setup gt Education b Click on the Education record you want to delete c Click on the Delete icon on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays d Confirm your deletion by clicking OK 61 Copyright 201
92. ng ee Scheduling min 434 sec Office Patient Locator 14 min EE sec Messages 14 min C s Note Clinic locations cannot be deleted They can be deactivated by selecting the Inactive radio button Once a location has been rendered inactive users will no longer be able to select it FEMALE B TEST 62 year old female DOB 08 15 1947 Ultrasound result 10 29 2009 03 06 pm VS File Edit Patient Encounter Settings Reports Window Help gt sl Open Dashooard F iG Mi Bl 6 Meo eet Links M 3 R EI leo sl Account Maitntens Account Maintenance i EF Clinic Location Name Billing ID Street City State ZIP Status Murdock Test 1 6520 N Irwindale Azusa CA 91702 Active Riverside O 298 MAIN ST Brookville PA Active Brentwood Test 123 Main ST Brentwood N 37027 Inactive General Options RX Options DEA Categories Rx Fax ePrescribe Address Scheduling Setup Clinic Information Hamer Brentwood Test Description II Active Address Type Primary Phone 01 b cl Description w Street 23 Main ST Phone 02 bee e Description Phone 03 Description i sl Postal Code State TN City Fax ES l Email oF Time Zone 06 00 Central Time US amp Canada v LMRP Region Tennessee Title Screen Refresh Setting Scheduling min C e Office Patient Locator min C e Messages min C E 13 Copyright 2010 ClinixMD Clinikx_ TRUE ASP SINCE 1985 4 USER
93. ngs gt Health Plan gt Insurance Class b Click the Insurance Class you want to delete c Click the Delete icon on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays d Confirm your deletion by clicking OK 110 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 6 LABORATORY The Laboratory tab is used to maintain a list of facilities that perform testing for and are connected to the clinic This window is divided into two panes The List pane displays a single line item view of the laboratories used by the clinic etade F ADR OO SAG SGE cowo In y Health Plan Hasti Plan Address Type Sireci or ge pe i ke B Tamiami Trad Purta Gorda D 43 ireand Ave AL SOTA al F Southern California Medical Lab Primary LIJN Mar Speer L Aripi CA ss Primary LHH Ra Spee Leg Anges CA 033 pages LIEW Man Street Loe Angeles CA 2000 Primary 19515 Moal Rid Em eagog D iz Reedy The lower Detail pane displays a more comprehensive view and includes the following e Name required Used to identify the name of the associated laboratory location e Description Available to add further details about the laboratory e Address Type required A drop down menu that offers different address Types e Street required Used to enter the physical address for the facility e Postal Code required Used for entering the Postal or Zip Code of the
94. not be printed or faxed 10 Copyright 2010 ClinixMD Clinikx_ TRUE ASP SINCE 1985 E RX Fax General Options RN Options DEA Categories ePrescribe Address Scheduling Setup RX Fax Cover Sheet Additional Text 1 Il Show Pharmacy on FaxlRe page Faxed Rx Text Prescription is valid only iF transmitted by Facsimile machine e RX Fax Coversheet This area allows free text entry that will display on an RX fax header e Show Pharmacy on Fax RX Page Marking this check box will add the pharmacy information onto the face of the faxed prescription e Faxed RX Text This area allows free text entry that will display on the face of the faxed prescription F ePrescribe Address mme Sheet 123 Main Spee Po Postal Code State Oty CA Phone 02 626 555 1212 Fax B26 555 2121 e This address MUST match the address phone and fax number that is found on your clinic s prescription pads 11 Copyright 2010 ClinixMD Clinikx_ TRUE ASP SINCE 1985 G Scheduling Setup E Show Unschedulle time Dees Show Appointment From BAM Iw e Upto BPM hr min Curation 10 mn Oto 15 C imn EN Set Cae 15 to 30 Main I ietie Greater than 30 WW sci Coke Patent is Late After IT Gelee e Show Unscheduled time Default clinic appointment availability time and duration of appointments e Time in Room Default increment times and set color this is displayed in the
95. ow the steps outlined below a Click the Add button located to the right of Restricted Patient b Search for and select the patient in the Select Patient search window c By default the Start Date will be the current date however this can be changed using the drop down calendar tool If this restriction will be for a limited time set the appropriate End Date using the drop down calendar tool If the End Date is unknown skip this field d Enter an Access PIN in the free text box this can be any combination of letters and numbers Ensure that this PIN cannot be easily guessed by others to ensure security of the data However if the PIN is forgotten or misplaced a system administrator can click the Show Pin button to view the Access PIN To add an Authorized User follow the steps outlined below a Inthe lower pane click the Add button located to the right of Authorized Users b Select the authorized user from the drop down list c To remove a user select the user in the Authorized Users pane and click the Delete button 3 Copyright 2010 ClinixMD CLINIC SETUP TRUE ASP SINCE 1985 The Clinic Setup window is used to configure the information that will be used by the clinic personnel This section is instrumental in facilitating the common tasks performed by staff members This section will cover all the tabs that make up the Clinic Setup window ClinixMD Z File Edit Patient Encoun
96. plays d Confirm your deletion by clicking OK 112 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 SCHEDULING SET UP The Scheduling Setup area houses necessary information related to scheduling in ClinixMD If your clinic uses a PM system the schedule flows into ClinixMD via an interface into the Patient Locator located in the Office area However you will need to enter specific information in ClinixMD in order for it to populate in the Patient Locator including Clinic Room names and Provider Specialty ClinixMD WD File Edit Patient Encounter Settings Reports Window Help x Open Dashtoard FI BAR EIGE RAR est 2 aes Scheduling Setup Clinic Room Hi D VASTATE HOSPITAL Brentwood Clinic Brentwood Ouchie Clinic Brentwood Test Care Franklin Test Care SHOREACRES NURSING HOME SOUTH AMHERST COMMUNITY CARE C Williamson Test Care Active Room Name O bab D ating Ready 113 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 1 CLINIC ROOM The Clinic Room tab is where you establish the names of rooms in ClinixMD that your clinic currently utilizes i e Waiting Room Exam Room 1 Lab Diagnostic Waiting Room etc This list is available in the Patient Locator and is used to keep track of your patients locations within the system ClinixMD BCE HD File Edit Patient Encounter Settings Reports Window Help l x Open Dashtoard SIDD EIGE MA Ssh 2 aos Scheduling Setup Clinic Room
97. propriate user from the Provider List pane Click the Add button located to the right of Specialty List Select the desired specialty from the drop down list oopm 115 Copyright 2010 ClinixMD
98. quire Warning of Thatch Background on Rx TT Print DEA on BN TT Force Acknowledgement of interaction warning Pl Populate G Code for ePrescribing RX Severity Levels _ _ gt _ gt Drug Drug Select the level s at which to alert the user if RX alerts are enabled on Dee EEN Pediatric Warning are ALWAYS displayed on the RX tab Pregnancy Lactation Precaution exists 2 Geriatric Precaution 2 sr Allergy e RX Options O O O O O O OOO Checking boxes will Show Body Mass Index BMI on RX tab needed for auto calculation of BMI in Vitals Show Health Maintenance on Printed RX Show Both Names on RX Require Warning of Thatch Background on RX Log RX printing faxing ONLY TO BE USED IN OHIO ONLY Show Dispense as written Allow substitution on printer RX s Spelled out quantity on Printed Faxed RX Print DEA on RX The Populate G code for ePrescribing box for Medicare ePrescribe incentive tracking must be marked to automatically add this code to the Diagnosis tab of an encounter if utilizing ePrescribe for patients with Medicare as their primary insurance e RX Severity Levels Select severity interaction level for the Drug Disease Pediatric Pregnancy Lactation and Geriatric pop up warnings this is turned on at the user level Can select to turn Allergy pop up warnings on or off D DEA Categories e DEA Categories Prescriptions that have one of the categories listed will
99. r Group User KSUKSIESIESIESIESTESIESIES R 22 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 10 TAB SEQUENCING The order in which tabs appear in each window can be modified in the Permissions tab It can also be set at the user level either by selecting the User Preference icon from the ClinixMD desktop or the administrator can modify the sequence for a user from the User Set Up menu ClinixMD J is KD File Edit Patient Encounter Settings Reports Window Help la x Open dash oard FBO MEIGS MAH es bloo Account Mainter Account Maintenance Gateway Demo Medical Assistant Nurse PA NP Resident Physician Permissions Test Doctor Tabs Assistant Audit Clinic Clinic Location Edit Zipcode ePrescribe External App Group Group User HL Lab Insurance HL Lab Mapping HL Labs HL Vendor Info ICDICPT Code Lab Interface Merge Patients Message Sharing PDA Activation Permissions Progress Note Ready Account Maintenance Add Edit Image Clinic Setup Clinic Setup User Complete Chart Edit Templates Encounter Information Encounter Manager First Availabilty Health Plan Image Search Lab Review New Patient Office Information Patient Information Patient Summary Pattern Reply Message Reports Rounds gt Updateable Default Edit Zipcode Assistant Audit Clinic Lab Interface Merge Patients Message Sharing PDA Activation Permissions Progress Note
100. r the location Each phone number has a corresponding drop down description box to identify the type of phone number i e Home Office and Pager etc City This field is automatically populated based on the Postal Code entered Fax Used to enter the fax number for a location To add a Pharmacy follow the steps outlined below or Select Settings gt Health Plan gt Pharmacy Click the Add icon on the toolbar Fields marked by an asterisk in the Detail section are mandatory and the remaining are optional To link to an ePrescribe Pharmacies click Link to ePrescribe Pharmacies and the following window will appear Select ePrescribe Pharmacy l x Search Criteria as Store Name Il Search f State abbrev O O Zip 35476 Fax Type Ce Retail Mail Order Search Result Storename Address PUBLIX PHARMACY 1075 2300 MCFARLAND BLVD NORTHPORT AL 35476 W Replace Exisiting Pharmacy Information with selected Pharmacy Select the appropriate pharmacy type Retail or Mail Order Enter search criteria i e zip code only or part of pharmacy name and zip code and then click Search A list of all pharmacies matching the search criteria will be displayed under Search Result Highlight the pharmacy from the search results that you want to link to and choose Select To replace an existing pharmacy s information Highlight the selection and place a checkmark in the Replace Existing Pharmacy Informat
101. ral Message Window Position view EMR In Full Screen i View Windows In Full Screen EN Search Screen default Category Preferred Always Search for a Patient When Making an Appointment DG __ Spell Checking Rx Printer Future Task Defa Due By day s Warn sai day s Completion day s Future Task Tracking Warn if any Future orders coming due when logging in If blank the user will be eee for a printer ach zl Print On Plain Paper Rx Paper EMR Default Printer Automatic EN a To Windows Default Check Medical Necessity CEMR Default Select printer before each print Automatic O Encounter Manager Lab endor a Printer Days in History 30 0 shows all history EE blank the user will be prompted for a Check Out Eier RRO E Patient Check Out Out Check Out Rx Eier RRO E Always Show Rx in details Recent Encounters Print 1 RX per page Lab Search Default DEEN Image Default efault Days Bac Auto Import On Check Vendor Lab Delete Picture After Copied into EMR Encounters on image Tab B All Encounters on Image Tab Encounters on mags Tab P Complete Chart Show Imagefs Show Messages Action to take when selecting patient O Open Most Recent Encounter O Show the Encounter List D Open Patient Information Do Nothing printer each time a Lab Requisition is printed The General tab consists of the following e Window Posi
102. rch Result Qty Label Name Generic Name 30 demadex 10 mg tablet torsemide 30 demadex 100 mg tablet torsemide 30 demadex 20 mg tablet torsemide 30 demadex 5 mg tablet torsemide 30 demeclocycline 150 mg tablet demeclocycline hel 30 demeclocycline 300 mg tablet demeclocycline hel 30 demeclocycline hcl powder demeclocycline hel 30 demerol 100 mg tablet meperidine hel 30 demerol 100 mg ml ampul meperidine hcl pf 30 demerol 100 mg ml syringe meperidine hcl pf Add to Selected Remove from Selected Selected Qty Label Name Generic Name Select one or more drug codes and click the Add to Selected button The items selected appear in the lower pane labeled Selected All Preferred Drugs selected appear in the Preferred Drug tab and will be available to that specific user when he she performs a Preferred Drug search Once the drug is selected it displays in the Preferred Drug tab with a pre filled amount in the Quantity column Fill in the appropriate information for the frequency using the drop down list box Enter any notes for the drug as necessary To delete a Preferred Drug from the User List follow the steps outlined below a Select Settings gt User Setup gt Drug Name b SE From the Preferred Drug tab highlight the drug you want to delete Click the Delete button on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays Confirm your deletion by clicking OK 95 Copyrigh
103. reening Breast Exam Screening Hemocult G0107 Collection amp Handling of Pap Smear Frequency Limitations once every 2 two years for low risk factors once every 1 year for high risk factors SEE ATTACHED LIST OF HIGH RISK FACTORS PLEASE CHOOSE ONE OPTION CHECK ONE BOX LJ Option 1 YES want to receive these items or services understand GE Medicare w l not decide whether to pay unless receive these items i i UGE ae 14 Lite el ig KS IL igis ke i0 MIGG e D e e Je bm SIGN amp DATE YOUR CHOICE Help _ h After the scanning or importing process is completed the form will be added to the list of available Consent forms for the clinic i Repeat steps b f to add additional forms j lf Consent Forms are a clinic requirement be sure to mark the Activate Consent box located in Settings gt Account Maintenance gt Clinc Mame Clini Clinic Clinic i Sg Idle Timeout S60 min Screen Timeout 120 min Activate Consent L E HH PH 71 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 22 FLOWSHEET SETUP Flowsheets are great tools for tracking specific criteria relative to a plan of care procedure or treatment ClinixMD HD File Edit Patient Encounter Settings Reports Window Help Open Dasheoard F B g a plege MAD Sstleor Clinic Setup Show All Entries Flowsheet Name Add Note Encounter Progress Note Column OB Flow Sheet O KE mi Name list bp Required
104. ription used in PDA devices e Enter the Positive and Negative response These responses are tied to the Yes and No sentences you begun in the List pane f Set the Default value for the symptom by using the drop down list box g Repeat steps c f to add more records to the details pane All records in the details pane will be tied to the Main category Highlighted in the List pane See the example below for more on configuring the ROS Tab Creating a new Details record and entering the description information Short Description optional for PDA devices SeqSymptom Short Description iopreast Pain Pest Pai Entering Positive and Negative Responses and setting the default Positive Response Negative Response Default reast pain reast pain Mo Da The end result based on how this ROS was configured will read as follows on the Progress note Yes Response to ROS Patient admits to breast pain No Response to ROS Patient denies breast pain Note Due to the settings only Females will get this ROS question and the default response will be Yes pronoun cap complains pronoun cap denies 48 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 10 ORDERS The Orders tab is used to build the search windows that are used when adding orders in the correlating Orders tab in patient encounters Mi File Edit Patient Encounter Settings Reports Window Help ECES T EEEF EE Tel Che Se tup Thi
105. rmed Concent Lab Orders Patient Demographic Procedure RX Consultations Cardiology Endocrinology ENT Gastroenterology Internal Medicine Nephrology Image Date 10 07 2009 12 00 am v Desc Procedure Form Notes Fatients Name Medicare RICN Apvance Beneficiary Notice ABN NOTE You need to make a choice about receiving these health care items or services We expect that Medicare will not pay for the item s cr service s that are described betow Medicare does not pay for all of your health care costs Medicare only pays for covered items and services when Medicare rules are met The fact that Medicare may not pay for a particular item or service does not mean that you should not receive it There may be a good reason your doctor recommended it Right now in your case Medicare probably will not pay for ems or ces E _ Screening Pelvic Exam Screening Urinalysis Thin Prep Smear The purpose of this form is to heip you make an informed choice about whether or not you want to receive these items or services knowing that you might have te pay for them yourself Before you make a decision about your options you should read this entire notice carefully Ask us fo explain if you don t understand why Medicare deier wont pay Ask us how much these items or services wil cost you E stimated Cost 200 00 _ __ in Case you have to pay for them yourself or through other insurance ___ Sc
106. s completed the form will be added to the list of available Medical Images forms for the clinic h Repeat steps b f to add additional forms To delete a Medical Image follow the steps outlined below a Select Settings gt Clinic Setup gt Medical Image b Highlight the Medical Image you want to delete from the list in the Medical Image tab c Click the Delete icon on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays d Confirm your deletion by clicking OK Copyright 2010 ClinixMD 59 TRUE ASP SINCE 1985 14 EDUCATION The Education Tab is used to store all periodical information concerning patient education Each record contains a description and a short description to identify the record Each item also has an image of the pertinent documentation attached to the record The ClinixMD application comes standard with numerous educational handouts but the administrator can add additional items as needed Once the list has been created it is available to the clinic personnel for distribution to patients The documents can be printed from this section from the Education tab in the Patient Information window or from the Education tab in an encounter MD File Edit Patient Encounter Settings Reports Window Help ex Open DashBoard ZS a 8 a DIGE Katie asw pen ELET Abdominal Aortic Aneurysmectomy and Grafting Abdominal Aortic Aneurysmectom Adu
107. s tab is divided into five panes e Order Type Lists the Order Types and include Laboratory Injection Procedure Radiology Immunization and Vital Signs e Order Category For each order type there can be two order categories Diagnostic and Therapeutic e Order List The Order List contains the items that will appear in the search window for each order type This pane is organized with the following headings Sequence number In House checkbox Description Short Description and Gender e Lab Results This section is used for Laboratory and Vital Signs order types only Each lab or vital sign can have an associated lab result This section contains the following A field Attribute A warning column for setting minimum and maximum ranges and a description e CPT Code List This pane allows you to associate a CPT code with a particular order This pane contains the code and a description for the code 49 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 To add an Order follow the steps outlined below a Select Settings gt Clinic Setup gt Orders b Choose the appropriate type from the Order Type list and highlight it by clicking the Order Type Order Type Description E Immunization Injection Laboratory Procedure Radiology Vital Signs c Select the appropriate Order Category and highlight Diagnostic or Therapeutic by clicking the name in the list i ia pm Le
108. ser s first name Middle User s middle name Last required User s last name Status The status radio buttons allow you to identify a user s status with regards to the CLINIXMD application An active user is one who currently has access to the CLINIXMD application Marking a user Inactive removes access to the application but still keeps a record of the user in the database License Medical License numbers DEA Drug Enforcement Agency number assigned to physicians User Billing ID This ID is used in connection with a billing system This number should match the billing ID given to a user who handles patient billing NPI UPIN User is Locked Out Check if the user is no longer authorized to access CLINIXMD Additionally if a user attempts to login three times in one minute with incorrect information the system will automatically lock them out To unlock user click the box to remove check User Class This drop down Selection allows you to choose which license type will be set as the default for the user Def Location This drop down Selection allows you to choose which location will be set as the default for a user This setting helps maintain security for multiple locations Password Exp required This field is used to enter an expiration date for the user Once the date is set a user must change the password to maintain security Password required This field is a 16 character field tha
109. stal code information to update the database e State This field is automatically populated based on the Postal Code entered e Phone 1 3 with Descriptions Available to add phone numbers for the location Each phone number has a corresponding drop down description box to identify the type of phone number i e Home Office Pager etc e Fax Used to enter the fax number for an external provider e City This field is automatically populated based on the Postal Code entered e Email Used to enter an email address for the external provider e Note Available to add further details about the physician To add an External Provider follow the steps outlined below a Select Settings gt Health Plan gt External Provider b From the External Provider tab click the Add icon on the toolbar or right mouse click and select Add from the drop down menu The fields in the Details pane clear allowing you to fill in the necessary information for the provider c Enter information in the required fields required fields are indicated with an asterisk next to the label The other fields are available for entering more details about the physician but are not required To add an Assigned Insurance follow the steps outlined below a Select Settings gt Health Plan gt External Provider b From the Assigned Insurance pane click the Add icon on the toolbar or right mouse click and select Add from the drop down menu A new row displ
110. sword expiration period passwords are established in the User tab password rules i e minimum password length and forced requirement of letters and numbers and also to turn on the Timely Access feature in the database This information is set during implementation however it can be changed at any time depending on your clinic s needs The Timely Access feature must be activated in your database if you wish to provide your patients with on line access to their health information such as lab results medication list problem list Once it is turned on in the Clinic tab it must then be turned on for each patient on request in their Demographics tab in the Patient Information area MD File Edit Patient Encounter Settings Reports Window Help l amp x Open Dashboard ZS 1 BI aR GEELEAA ea a Links 2 Ma SMEA Account Maintenance e Name Main Location cli eee Idle Timeout min Screen Timeout min Activate Consent CT Max of login Failure within i hinis Users that exceed this number of failed attempts will be locked out of the system until unlocked by an admin Health Maintenance __ Timely Access Auto Cale Time Enabled 7 Last Auto Calc 02 28 2011 11 35 am Auto Calc Duration 0 min Drug DB Update Password Release Date 07 21 2010 04 13 pm Exp day s Min Length L4 Letter and number Only C License Info License Type MedicWare License
111. t 2010 ClinixMD 7 Clinikx_ TRUE ASP SINCE 1985 6 ENCOUNTER The Encounter tab allows the administrator to create a default list of choices that will be pre filled for a specific user joomtuteet F I VR AS LOD Seki ao User Setup ADE TE t i f g a JA dd z i Defaults for Itens Incheded m the Progress Rote di Medical History D froen Le EE E CE af ha Ara Dr Delzults for Presornpthi di 906 Fi rrime D peee Ae Wwa Frequency RO O _ e Erani Bart 7 This tab contains six drop down list boxes and default settings for the Progress Note RX DX List and Prescription that allow for the setting up of the following Physician Name Health Care Provider Type Place of Service Location Category Defaults for Items Included in the Progress Notes Defaults for RX DX List Defaults for Prescription Once created the user will see these choices populated in the New Encounter window without having to use the drop down list boxes to make these Selections After the new encounter is saved these same settings will also appear in the Encounter tab that is found in the Encounter window 96 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 7 USER DEFAULTS The User Defaults tab is used to create defaults for a specific user The administrator can customize a user s defaults specific to each user based on their roles and responsibilities within the practice Gene
112. t uses one way encryption to secure the password The password can be alpha or numeric and displays as a series of asterisks Note Due to the encryption attached to passwords it is not possible to retrieve this information If a user forgets the password the administrator must create a new password The encryption for passwords also applies to online users and protects against security breaches that can occur with the transmission of information over the Internet 15 Copyright 2010 ClinixMD d 7 TRUE ASP SINCE 1985 B Options Signature Encounter Fe Patient s Extended Notes Scheduling Allow Lock Encounter Health Maint DI Override Scheduling Allow Close All Encounters _ Pending Orders Users Ci Allow Gelets Encounter Cread TEE AR Glow Force Logout Users L Allow Reopen Encounter Future Task Il Popup Warning on Rx Interaction Il Allow Create Encounter Emergency Access pJ Allowed e Encounter Allows the user to Lock Close All Delete Reopen and Create encounters e View Patient s Extended Notes View Health Maintenance Pending Orders Unread Messages and Future Tasks e Scheduling Selecting this check box will allow the user to Override Scheduling e Users Selecting this check box box allows the user to Force Logout Users in the Active Users tab in the Office area e RX Selecting this check box turns on the RX Interaction pop up warnings e Emergency Access Selecting this
113. ted click Select to bring it Drug Description into the Clinic s preferred list cod liver oil cod liver oil w vit c cod liver cod liver oil cod liver oil w vit c To delete an Allergen from the from the Allergy tab follow the steps outlined below a Select Settings gt Clinic Setup gt Allergy b From the Allergy Code tab in the Clinic Setup window highlight the Allergy code you want to delete c Click the Delete icon or right mouse Click and Select Delete from the drop down menu A confirmation box displays d Confirm your deletion by Clicking OK 38 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 4 NON DRUG ALLERGY The Non Drug Allergy tab allows you to list other allergies that are associated with other factors besides allergens and drug related reactions For example this tab can contain allergies to pollen cat dander or strawberries VD File Edt Patient Encounter Settings Reports Window Help oentaord FI BAG Ao Reo fat ac Chimic Setup el nbn To add a Non Drug Allergy follow the steps outlined below a Select Settings gt Clinic Setup gt Non Drug Allergy b Click the Add button on the toolbar or right mouse click and select Add from the drop down menu A new row displays c Enter a Description and a Short Description used for PDA devices for the allergy you want to add d Repeat the above steps as necessary To delete a Non Drug
114. ter Settings Reports Window Help Open DashBoard SS ch d Ge Late Clinic Setup Clinic Setup Allergy LG e deferoxamine mesylate desmopressin acetate wild cherry Medical History ao Enable The tabs consist of the following 1 2 3 4 2 6 7 8 ICD CPT Allergy Non Drug Allergy Preferred Drug Clinic Defined Drug Encounter Type Medical History 9 ROS 10 Orders 11 Health Schedule 12 Image Type 13 Medical Image 14 Education 15 Letters 16 Keywords 17 POS J l sl 16 x Links M A SR E a ad Description calcium safflower oil Check Out Note CPT Modifier Authorization Form Consent Form Flowsheet Setup Flowsheet Lists DSM IV Message Type Disclosure Text Substance Abuse Decision Support Contact Type Radiology Result Radiology Interpretation Facility Workflow oy Copyright 2010 ClinixMD TRUE ASP SINCE 1985 1 ICD The ICD tab is used to create a standardized list of common choices for the clinic After the administrator sets up this list it then becomes available to the entire clinic When a staff member uses the ICD Code Search window the clinic preferred list displays only those items chosen by the administrator This eliminates the need to search the entire database of ICD codes for the items most often used by the clinic W I Cheap een ter WI fie Edt Patent Encounter Settings Reports
115. the role of the user in clinic and the security structure created by the administrator This is the third step in granting permissions e Select Access The User Access pane lists the tabs that a particular user can access The administrator can limit the access by removing the check in the Updateable checkbox This would allow a User to see the information in a tab without having the ability to change the information Another option available to the user is the sequencing of tabs Tabs can be rearranged to suit a User s preference Changing the numeric values in this sequence field changes the order in which the tabs are displayed Sequenced numbers are listed in increments of 10 21 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 Granting Permissions To grant permissions to a Group or User follow the steps outlined below Select Settings gt Account Maintenance gt Permissions Highlight the Group or User from the list in the Group User User Group pane Select the Window you wish to use in granting permissions from the list in the window pane From the Tabs pane use the list to select the Tabs you want the selected user or group to access You can make several selections at once by simply clicking on the Tab from the list Once all the selections are made click the Add button to move your selections from the Tabs pane to the Access pane Also available is the ability to Add All tabs by selecting the Add All button To remove permiss
116. tion Sets the default on how the user will view CLINIXMD in either full screen or windows full screen The most commonly used setting for viewing CLINIXMD is in full screen mode e Search Screen Sets the default radio button in search windows e Always Search for a Patient Setting this default will open a search window when scheduling an appointment e Spell Checking Sets the default to automatically spell check certain windows in ClinixMD e Check Medical Necessity This allows users to activate automatic medical necessity checking in the Diagnosis tab in encounters e Encounter Manager Sets the days in history OT shows all history e Check Out Sets the default patient status e Recent Encounters Sets the default days in history for the Recent Encounter tool e RX Printer Sets the default RX Printer If left blank the user will be prompted to for a printer each time they need to print an RX The Print On radio button allows you to set the default paper type a pre defined printer in the office should contain a tray with thatch embossed paper for printing RX s 97 Copyright 2010 ClinixMD LX TRUE ASP SINCE 1985 e EMR Default Printer Sets the default printer e Print To It is recommended that users who switch printer work stations select the Select printer before each print option e Lab Vendor Requisition Printer Sets the default printer for printing Lab Vendor Requisitions I
117. tter Name in the text field provided d To add your logo to the letter Select File Open on the toolbar and browse your folders to attach your logo The logo must be a doc file extension e Start building the Letter template by doubling clicking the fields to be included in the body of the letter f Repeat these steps to capture all fields that you want captured in the document g When the template is applied to encounter the fields chosen will default with the information captured within the encounter and default in the letter template To delete a Letter follow the steps outlined below e Select Settings gt Clinic Setup gt Keyword f From the Letters tab highlight the letter you want to delete from the List pane g Click the Delete icon on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays h Confirm your deletion by clicking OK 62 Copyright 2010 ClinixMD Clinkx_ TRUE ASP SINCE 1985 16 KEYWORDS The Keyword tab is used to shorten the amount of typing a user needs to do when adding notes The administrator uses a Keyword to identify multiple lines of text concerning a particular medical subject After creating this Keyword a user can simply type this word using brackets Example keyword in the notes for several areas in the application Patient Encounter Settings Reports Window Help j a x open Gag angd FI PAGER IA Oo mtileegp
118. udes the most common Allergens Selected by the entire clinic Once the list is compiled a user can perform searches and select the Clinic Preferred list to bring up these most commonly used allergens jotted BI DAD Op HEE LEE ZET k Lex Let D j To add Allergens to the Allergy tab follow the steps outlined below a Select Settings gt Clinic Setup gt Allergy b Adding an Allergen Group From the Allergy tab in the Clinic Setup window click the Add button and the following screen will appear 37 Copyright 2010 ClinixMD 7 TRUE ASP SINCE 1985 VD Allergy by Group Allergen Search X Search Criteria In this example if the Allergen Group is ee ECH Penicillins the user will enter the first three letters of the group and Click Search When the ene OOO OoOo Group is Highlighted Click Select to bring it into the Clinic s preferred list To add an allergy to an Ingredient follow the steps outline below c Select Settings gt Clinic Setup gt Allergy d Adding an Ingredient from the Allergy Code tab in the Clinic Setup window click the Add button and the following screen will appear M5 Allergy by Allergen Search X Search Criteria Category Ciallergen Gong Name SS In this example if the Allergen Ingredient is Cod ae CR SCH ga Liver Oil the user will enter the first three letters Search for of the group and Click Search When the 2 EE Ingredient is highligh
119. ug Fax Fax and Phone Description if applicable using drop down boxes and whether carrier is Medicare To delete an Insurance Carrier follow the steps outlined below Select Settings gt Health Plan gt Insurance Click the Insurance Carrier you want to delete c Click the Delete icon on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays d Confirm your deletion by clicking OK SC 109 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 5 INSURANCE CLASS The Insurance Class tab is used to maintain the list of classes of insurance carriers that are accepted by the clinic Once the Administrator creates the list it is available to the office staff when entering insurance information for a patient geoveord JF BAGS Cel SHO amp SH avwa wa y PS Neath Pian eC SE re lt gt ieee Oe J I Self Pay D A besece E Self Pay Al mz ances C Alpha Numere Numeric l d Set Pay Al Ineances Alpha Numeric Numeric d d Sef Pay Al rer orces d Akha Numer Numerik d Sef Pay Al Iras ances d Alpha tumere Numere d Gel Pay Al inasances Alpha Numeric Numer d Lef Pay A ine ances d Alpha timer 9 Numer d Seif Pay Al Far ancta Alpha ere Nume v Self Pay Al inourances d Ak at rerv Numeric C Zei Pay Al ire erces Aligha Numer Numeric d Self Pay Al insurances C Alpha hirere mmer d Sef Pay Al inawances Alpha Numenc Numeric
120. umber i e Home Office Pager etc City This field is automatically populated based on the Postal Code entered Fax Used to enter the fax number for a location Time Zone This drop down box is used to select the appropriate Time Zone for the location Billing ID This field is used to enter the billing ID This field is typically used for billing interfaces Title This button allows you to customize the heading information for faxed printed prescriptions progress notes and reports Screen Refresh Settings s Scheduling This field determines how often the Scheduling screen will automatically refresh Office Patient Locator This field determines how often the Patient Locator screen in the Office area will automatically refresh Messages This field determines how often the Messages screen will automatically refresh Copyright 2010 ClinixMD Ix TRUE ASP SINCE 1985 B Options Ra Options DEA Categories Rx Fax ePrescribe Address Scheduling Setup Close Encounter A AN NN SPs Future task ARAPAPAaAANANAANANANAN C warn if any pending orders when closing an encounter Order completed 2 When Order Placed When Order Completed C warn if lab not sent when closing an encounter Il Show Uncompleted Future Task in Progress Note C warn if billing not sent when closing an encounter Progress Note AA Orders AMAA Ex Display No Known Grog Allergy in the progress note if no drug a
121. when that user performs a ICD code search Note You can remove any of the selected items by highlighting the items and clicking the Remove from Selected button To delete an ICD code from the User List follow the steps outlined below a b C Select Settings gt User Setup gt ICD From the ICD Code tab highlight the CD code you want to delete Click the Delete button on the toolbar or right mouse click and select Delete from the drop down menu A confirmation dialog box displays Confirm your deletion by clicking OK 88 Copyright 2010 ClinixMD TRUE ASP SINCE 1985 2 CPT The CPT tab is used to customize a list for a specific user The administrator can create lists for specific users This list is a condensed version of the Clinic list that applies to all users Only the items found in the Clinic list can be used to customize the user list Once the administrator has created this list it will become the default list for the user The administrator can only populate the user list with items found in the clinic list You will notice that when the search window displays the preferred list settings is always set to Clinic SD File Edt Patient Encounter Settings Reports Window Help mmm Fant x Geen God osd H DODWOCG SEO SSseiarcy y wn User Sotup Ei Lef Code Description Short Description was Hospital decharge day management 30 minutes or iess Hospital discharge day management up to 30 min 9

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