instructor brief user guide to managing …assets.cengage.com/pdf/gui_optum-inst-user-guide.pdf ·...

Vers ion # 2.8

MindTap version 3.10

Last Updated: 11/12/2014

INSTRUCTOR BRIEF USER GUIDE TO MANAGING OPTUM

Contents

Introduction 2

System Requirements 4

Optum User Notes 5

Clear the Cache 6

Frequently Asked Questions 8

Document Revision History 14

ins tructor Brief User guide.docx

Cengage Learning Optum instructors

Introduction

Optum PM and Physician EMR is one of the most advanced web-based practice management systems

(PMs) and EMRs in the industry. The Cloud-based product is certified through the Certification

Commission for Health Information Technology (CCHIT) and is used by thousands of providers.

The Optum product provides state-of the-art features and user-friendly software, and is compliant with

governmental mandates.

The Instructor Companion Site offers extra content to instructors. Log on to www.cengage.com/login to

get additional resources, such as Cognero Test Bank with more than 300 questions and answers,

Instructor slides created in PowerPoint for each chapter, and an Instructor’s Manual.

Features:

Interactive dashboards that prioritize work lists automatically

A rules-based, front-end clinical editing tool that scrubs outgoing claims prior to submission

An online code lookup software that boosts coding accuracy

The EMR side of Optum monitors and measures all clinical data and prioritizes anything that needs

attention. Some of the outstanding features of Optum include:

Automatic refill requests

Chart management

Lab management

Medical history

Prescription (Rx) writing

Report management

Objectives

The document introduces instructors to the following:

System Requirements

Navigating Optum

Optum Help Videos

Optum Tips and Tricks

Frequently Asked Questions

http://www.cengage.com/login

Brief User Guide

Optum Last updated: 11/12/2014

Audience

This document addresses the needs of Optum instructors.



System Requirements

Minimum Requirements

• Pentium 4, 2 GHZ or greater • Windows XP: 1 GB or greater; Windows Vista & Windows 7: 1.5 GB • Microsoft Internet Explorer 8, 9, or 10 (IE 11 December 2014) • Microsoft Word 2003, 2007, or 2010 • Acrobat Reader

Chrome (January 2015)

• 1024 3 768 resolution

Internet Settings (Add as Trusted Site)

• Pentium 4, 2 GHZ or greater • Windows XP: 1 GB or greater; Windows Vista & Windows 7: 1.5 GB • Microsoft Internet Explorer 8, 9, or 10 • Microsoft Word 2003, 2007, or 2010 • Acrobat Reader

• 1024 3 768 resolution

Bandwidth Recommendations

If there are multiple workstations utilizing Optum™ PM and Physician EMR, then each will require a minimum of 300 kb of bandwidth per active workstation with a DSL or Cable connection. For a T1 or Dedicated connection, a minimum of 60 kb per workstation is required.

Recommended Screen Resolution

The recommended screen resolution is 1024 x 768.

Supported Browser

Optum™ PM and Physician EMR does not support browsers other than Internet

Explorer 8, 9, or 10. Mozilla Firefox and Google Chrome are not set up.

Brief User Guide


Optum User Notes:

Optum’s™ The Paperless Medical Office: Using Optum™ PM and Physician EMR

1. Username and Password are pre-printed on inside front cover of the text, and are case sensitive.

2. Initial registration will prompt user to change their password. Best practice is to record your

password for future reference. Contact Cengage Technical Support for password reset if necessary.

3. Users will be prompted and required to change their password every 90 days.

4. Initial registration may take up to 24 hours for confirmation. Please register your access code at least

a day in advance of planned usage to allow for confirmation. When registering your access code, be

sure to list an email address where you can be contacted; once registered, you will receive a confirming

email from Optum. Please check your spam folder if confirming message does not arrive within 24

hours.

5. The first time you log into Optum after receiving your confirmation email, a box called “Operator

Encounter Control Box” will appear. Close out of the box by clicking the “X” in the upper right -hand

corner.

6. Access length is for 12 months from activation date.

7. Optum is a cloud-based system updated in real time as needed. Screen shots appearing in the print

text may therefore not match due to system updates.

8. Optum was intentionally designed to be taught in chapter sequence as early activities create entries

that are used in later chapters. Confusion and difficulties will arise if this sequence is not followed.

9. The URL to access Optum is not currently printed on the inside front cover with the login credentials,

though this will be added for future printings. Registration and log in instructions begin on page 46 of

the print text. Activity 2-2 on page 48 provides the URL: www.cengage.com/optumsimulation

10. Chapter 2 provides a comprehensive overview of the “Help” features embedded in the Optum,

including training videos, navigation tips, support and print functions.

http://www.cengage.com/optumsimulation



Clear the Cache

Microsoft Internet Explorer® 9: To clear your cache in Microsoft Internet Explorer®

9.0:

1. From the Internet Explorer® 9 Tools menu, click Internet Options. Windows®

displays the Internet Options dialog box.

2. On the General tab, in the Browsing history section, click Delete (figure 2-1). Windows® displays

the Delete Browsing History dialog box.

3. Deselect the Preserve Favorites website data checkbox (Figure 2-2). 4. Select the Temporary Internet Files, Cook ies, and History checkboxes. 5. Click Delete.

6. Click OK.

Brief User Guide


Safari® Browser for iPad®: To clear your cache in Safari® for iPad®:

1. Tap Settings from your iPad® home screen.

2. Tap Safari® from the Settings panes on the left. The Safari® Pane displays the Clear History,

Clear Cache, and Clear Cook ies at the bottom.

3. Tap Clear History.

4. Tap Clear in the confirmation window.

5. Repeat steps 3 and 4 to clear your cache and cookies (Figure 2-3).



Frequently Asked Questions

Technical Questions

I have a technical support question. Who should I call to have my issue resolved? Cengage

Learning? Optum™?

When will my Optum™ login expire?

What if another user shares my computer—will I lose my work?

What are the bandwidth requirements for Optum™? Which internet browsers are compatible with Optum™? Text-Specific Questions How does the software come with the book? Do the students need to download or install anything to access the software? What is the total number of scenarios covered in the Optum™ text and software? Can the text be used as a supplement for a broader course rather than just using it for a one or two credit standalone EHR course? Is there an eBook option available? Does the text include any patient portal activities? Does the text include an activity to have students drop a claim to the CMS-1500 form? In some cases, the screenshots in the text don’t match what I’m seeing in the Optum software. Is this an error? Software-Specific Questions How do students save their work? Does the Optum™ software have the ability to create claims? Once a test or injection is ordered in the Optum™ software, how can you tell when it’s completed and by whom? Can students add patient information into Optum™ that is not included in the textbook activities? Is there a limit to the number of patients that can be added to Optum™? Are ICD-10 codes included in Optum™? Will Optum™ have computer assisted coding functionality available for training purposes as opposed to a superbill checklist? What do I do if I receive a duplicate session error message? How do I undo or delete incorrect information that I entered into Optum? Instructor Questions How do I check student work? Can instructors view student work online? Best Practices for taking screen shots Will the student work be watermarked so that students can’t share work? Will instructors be able to set up gradebooks with Cengage for their students? Is there a certificate of completion available for students?

I have a technical support question. Who should I call to have my issue resolved? Cengage Learning?

Optum™?

Cengage Learning is providing technical support for the core book version of The Paperless Medical Office: Using Optum™ PM and Physician EMR and both workbook versions.

Phone: 1-800-354-9706

Website: www.cengage.com/support

http://www.cengage.com/support

Brief User Guide


When will my Optum™ login expire?

Optum™ PM and Physician EMR logins will expire 12 months after initial login.

What if another user shares my computer—will I lose my work?

You will not lose your work. Since Optum™ PM and Physician EMR is web-based, you can access it from any computer or tablet that has an internet connection. Each user will have their own log-in information and can save their work each time they log-in and out of the Optum™ system.

What are the bandwidth requirements for Optum™?

The bandwidth requirements are 60 kb per user with a T1 connection, and 300 kb per user with a cable or DSL connection.

Which internet browsers are compatible with Optum™?

For PCs, only Internet Explorer (versions 8, 9, and 10) is compatible with Optum™. Please note that Windows 8 will support Internet Explorer 10, but will not support Internet Explorer 8 or 9. Compatibility with Internet Explorer 11 is coming soon. Compatibility with Google Chrome is also coming soon and should be ready by January 1, 2015. Students can also access Optum™ on an iPad and it is compatible with Safari for iPad; however, students must use Internet Explorer to register their access codes and log in to Optum™ for the first time .

How does the software come with the book? Do the students need to download or install anything to

access the software?

The Optum student version from Cengage Learning can be accessed at www.cengage.com/optumsimulation. On the inside front cover of the core book and the two workbooks there will be a username and password printed. Each student will have his or her own individual username and password. The first time the student logs in, Optum™ will tell them that they successfully registered their code. Before they can begin working in their environment, they have to wait for an email confirmation to be sent to them to tell them that they can go in and start working. This usually happens within an hour, but should not take longer than 24 hours. The Optum™ software is cloud-based and fully online, and does not require any downloads or installations.

What is the total number of scenarios covered in the Optum™ text and software?

There are 30-40 hours of activities in the core textbook and 20-25 hours of activities in the workbook. Please note that skipping any activity will result in later activities not functioning properly. Follow the step-by-step instructions provided in each activity. Mini case studies at the end of each chapter should be completed before moving on to the next chapter. The specific number of activities breaks down as follows:

The Paperless Medical Office (Core Book)

o 144 step-by step activities in Chapters 2-10

o 36 end of chapter “mini” case studies in Chapters 2-10 (The case studies do not

include step-by-step instructions)

http://www.cengage.com/optumsimulation



o 9 case studies in Chapter 11 (The case studies do not include step-by-step

instructions)

The Paperless Medical Office Workbook (Workbook)

o 126 step-by-step activities in Chapters 2-10




instructions)

The Paperless Medical Office for Billers and Coders (Workbook)

o 66 step-by step activities in Chapters 1-8




instructions)

Can the text be used as a supplement for a broader course rather than just using it for a one or two

credit standalone EHR course?

The comprehensive textbook is geared towards a standalone electronic health records course or a robust EHR portion of a Medical Assisting course as a primary textbook rather than a supplement. The two workbooks would be a good option for programs looking for supplementary practice rather than a full course.

Is there an eBook option available?

Yes, there is an eBook option. The eBook is a MindTap Reader.

Does the text include any patient portal activities?

Optum™ does have a patient portal called HealthTracker. However, HealthTracker is not functional in the student environment. The text does touch on it and have students perform activities, such as requesting that they be activated, but the actual functionality of HealthTracker is not active in the student edition.

Does the text include an activity to have students drop a claim to the CMS-1500 form?

There is an activity where students are instructed to print a paper claim form and it goes through the instructions on how to rebill to paper. This is only considered a simulated activity however, since the paper claim form will not actually print in the student environment. Students will receive an error message instead. In some cases, the screenshots in the text don’t match what I’m seeing in the Optum software. Is this an error? This is not an error. Please see Disclaimer on Page xvii of the text preface. Screenshots are for reference only and not to be used in place of step-by-step instructions. Due to the evolving nature and continuous upgrades of real world EMRs such as this one, as you log in and work in your student version of Optum there may be a slightly different look to your live screen from the screenshots provided in the text.

Brief User Guide


How do students save their work?

As students complete the activities, every Optum™ screen has a save button that students can use to save their work. The step-by-step activities in the textbook include specific instructions on how to save student work. There are also instructions on how students can print screen shots and print out reports.

Does the Optum™ software have the ability to create claims?

Optum™ does actually generate the claims, but because the ClaimsManager function is not active in the student environment, students will receive an error message. However, the transaction will be saved.

Once a test or injection is ordered in the Optum™ software, how can you tell when it’s completed and

by whom?

In the Immunizations module it does show who ordered the immunization, when it was administered, and who administered it. Also, as with any real world EMR, there is a tracking feature. At any time you can log in and see who entered what when, and it will be tracked by their login. There are activities in the textbook that tell you how to run the operator activity log and be able to tell what was completed when and by whom.

Can students add patient information into Optum™ that is not included in the textbook activities? Is

there a limit to the number of patients that can be added to Optum™?

The Optum™ text includes a lot of robust activities and there are many patients registered in the database. However, students can create their own patient entries, and schools can create their own assignments and scenarios if they so choose. There is no limit on the number of patients that can be added.

Are ICD-10 codes included in Optum™?

Currently, ICD-9 is the primary diagnosis coding system used in the student version of Optum™ PM and Physician EMR. However, when capturing a visit students are able to search for diagnosis codes. In the top left corner of the search results window, students can choose to review either ICD-9 or ICD-10-CM codes. Optum™ is also currently working to expand the inclusion of ICD-10 codes in the system and they will be added soon. Since the Optum™ student version is a live environment, as soon as ICD-10 codes are explanded for Optum™ users, Cengage customers will have access to the ICD-10 codes as well. The ICD-10 codes will be added to all Cengage environments, even those that have already been activated by students.

Will Optum™ have computer assisted coding functionality available for training purposes as opposed

to a superbill checklist?

EncoderPro is available in Optum™. It pulls up very similarly to a paper encounter form. As students put through the procedures and diagnoses, they will see an EncoderPro button on the visit encounter screen. When they click on the EncoderPro button, it will take them to the EncoderPro website and check those codes for accuracy. How do I undo or delete incorrect information that I entered into Optum? You cannot “undo” or “delete” in a real-world EHR (just as you would not delete or white

out information in a paper chart). Each function can be reversed, edited, or an addendum



added. This is a requirement and feature of every real-world EHR. Every EHR provides a

“digital footprint” of every action/activity. Audit logs provide that digital footprint (see

Activity 2-5, page 67-68).

What do I do if I receive a duplicate session error message? If you receive a duplicate session error message, close your browser window. Open a new Internet Explorer browser window and in the new window select File -> New Session. You should now be able to access Optum.

How do I check student work? Can instructors check student work online?

We have provided answer keys that instructors can use to check student work in the

Optum™ program. Each activity in the text and workbooks includes a “print prompt” that

instructs students to print a screenshot or report showing the work they have completed.

The correct screenshots and reports are posted to the instructor companion website for

instructor reference. Please note that while each activity includes a print prompt it is up

to each individual instructor to determine whether they want students to submit work

for that activity. The print prompts function as a guideline only.

In order for instructors to check student work online, they would need access to the

student’s username and password. There is no instructor code associated with the student

logins that instructors can access to check student work.

Best Practices for Taking Screen Shots

1. Find the screen you need to print out

2. Press Print Screen key on computer keypad (you may have to press the function, ALT or

CNTRL keys in conjunction with the print screen key; this depends on the computer you’re

working on)

3. Open a Word document

4. Enter Paste command

5. Image from screen will paste onto Word Document

Will the student work be watermarked so that students can’t share work?

Whenever a user logs in with a specific username, that username appears in the top right

corner of each Optum™ screen. When the students print their work for submission,

instructors can require that all screenshots include the student’s username.

Will instructors be able to set up gradebooks with Cengage for their students?

Because Optum™ is a real world solution there isn’t a way to have reporting set up so that

instructors can track how their students are doing in the software. There is no way for

Optum™ activities to feed into a gradebook. Instead, students are required to submit

screenshots and print reports to show the work they’ve done.

Brief User Guide


Is there a certificate of completion available for students? Yes, on the Instructor Companion Site under “Additional Student Materials” we have posted

a certification of completion. This can be printed and filled out to give to students upon

completing the activities in the book.



Document Revision History

Date Document

Version

Description Author/Editor

11/12/2014 .1 Initial Draft Courtney Cozzy

instructor brief user guide to managing …assets.cengage.com/pdf/gui_optum-inst-user-guide.pdf ·...

Documents