Public Health Documentation System (PH-Doc)

Powered by Xerox Government Solutions: As the developer for PH-Doc, Xerox is one of the largest providers of government software in the nation with local government customers in all 50 states. Xerox have been in the business of helping local government help people for over 35 years.

Important Features: • Master code tables can be configured to the unique

needs of the agency with mapping to the structured codes needed for Health Information Exchange

• Electronic Charts utilize evidence-based care plans, structured medications, allergies, problems, vitals, interventions and assessments

• Individual charts document services provided in the home, the jail, the clinic, the nursing home, etc.

• Employee charts document immunizations, certifications, reviews

• Organization charts document inspections, investigations, licensing

• Community Event charts document planning, education, health fairs and clinics

• Report writers are powerful AND easy to use

• Automated billing and remitting is fully HIPAA 5010 compliant

Services Available: • Implementation & Training

• Data Conversion

• Best Practices Consultation & Configuration

• Toll-free telephone & secure on-line support

• Online documentation

Technical Facts: • Platform/OS : Windows.NET

• Database compatibility with DB2/400 and SQL server

PH-Doc is a software application for

local public health agencies,

designed to manage the practice

and maintain the electronic health

record of those served. As a practice management system, PH-Doc

©©©©

manages the daily functions of time entry,

messaging, scheduling, HIPAA billing and

electronic remittances, accounts receivable,

federal and state-mandated reporting ,

managerial reporting, outcome reporting,

integration with state registries, and other system

interfaces.

As an electronic health record, the chart includes

structured clinical elements, electronic plans of

care, assessments, interventions, contact notes

and the ability to electronically exchange data

using the Nationwide Health Information Network

(“NwHIN”) specifications.

PH-Doc was conceived and designed by local

public health agencies of the Minnesota Counties

Computer Cooperative (“MCCC”) and developed

by Xerox Government Solutions. Through the

combined experience and recent collaboration

with the Mayo Clinic and the Southeastern

Minnesota Beacon Grant, PH-Doc agencies are

actively using interoperability to provide timely

and accurate services to their populations.

©PH-Doc is the Intellectual Property of the Minnesota Counties Computer Cooperative under Copyright. All rights reserved. Xerox® and Xerox Design® are trademarks of Xerox Corporation in the United States and/or other countries. All rights reserved.

©PH-Doc is the Intellectual Property of the Minnesota Counties Computer Cooperative under Copyright. All rights reserved.

Xerox® and Xerox Design® are trademarks of Xerox Corporation in the United States and/or other countries. All rights reserved.

Customizable and Secure • Users belong to Security Groups that control what can

be seen and accessed.

• Each user’s Home Page is customized to show the information that is most important to them.

• Audit trails follow where a user goes within PH-Doc and what charts are accessed.

• Master Code tables are configured to the needs of your agency; tables define programs, services, organizations, payers, referral sources, reasons, problems, interventions, forms, billing rules, etc.

• RXNorm, ICD, and OMAHA codes can be imported.

• Mapping allows codes from PH-Doc to be translated based on the requirements of external systems; i.e. LOINC, SNOMED, HL7, etc.

Billing Features • Agency-defined billing rules are sensitive to the payer

and the service provided with options to accomodate special rules based on type of provider, diagnosis, etc. All rules are date-sensitive. Rules define pricing, coding, default actions, and required content.

• Agencies define their Expected Reimbursement Rates by payer to enable automated remittances and reports against expected revenue

• PH-Doc Audit Log tracks all actions against each bill

• Automated Billing can be pulled from multiple sources; timecards, immunizations given, clinical templates, imports from other systems and OASIS assessments.

• Data is presented in a customizable GRID format with full-featured sorting, filtering, arranging of columns.

• HIPAA 5010 Claims and Remittances support both Professional and Institutional formats

Reporting Features

• All reports are available to Preview

• Options to export to Excel, CSV, etc

• Options to create PDF, Archive, Email

• Option to print supporting details

• Option to run reports from the PH-Doc Queue (with

recurrence workflow)

• Report preferences are remembered by user

• Reports can be set up to auto-run on a schedule

• Output can be auto-emailed to selected employees

• PH-Doc Report Writers are designed for both the SQL

savvy user and the user more comfortable with

dropdowns and PH-Doc ‘buddy buttons’

©PH-Doc is the Intellectual Property of the Minnesota Counties Computer Cooperative under Copyright. All rights reserved.

Xerox® and Xerox Design® are trademarks of Xerox Corporation in the United States and/or other countries. All rights reserved.

Client Chart • Advanced Search options; eg. find clients based on an

answer to a specific form, find clients taking a specific medication with a specific risk-factor

• Ability to print & email documents for a list of clients

• Ability to generate barcodes and mailing labels

• Ability to generate reminders and alerts • Customizable presentations support quality assurance

and chart reviews

• Google Maps used to auto-create driving instructions and maps marking the locations of a group of clients

• USPS interface used to auto-validate addresses

• Forty tabs are available per chart ; Allergies, Assessments, Attachments, Consent, Careplan,

Interventions, Medications, Orders, Paraprofessional Supervision, Referrals In and Out, Vitals, etc.

• Individuals are able to be organized into families

• Charts are able to be linked; eg. students to schools

Evidence-based Care Plans • Agencies set up pathways to target a program, a

diagnosis, or a problem

• Individualized careplans created / modified as needed

• Charting is done against the intervention using a

structured data element (eg. valid codes, rating scales, date, count, number). Notes are optional.

• Hyperlinks allow users to jump to alternate screens

within PH-Doc (eg. current medications, selected assessment form) or URLs outside of PH-Doc

• Easy access to charting history, agency cues, text-

based copy-phrases, expanded narrative

• Color-coding indicates how often to chart

• Enhancements are in progress to allow for expanded

integration with OMAHA methodology

Outcomes

• Agencies define Population Groups using easy-to-use

selection criteria. Population Groups identify groups

of charts with common characteristics (eg. Clients

receiving services during specified timeframe)

• Population Groups can represent the cross-section of

other groups (using ANDS and ORS)

• Reports and charts display against the population

group, by race and gender, by ICD and payer, by

program.

• Reports analyze Interventions, Goals, Knowledge,

Behavior and Status and identify what is making a

difference.

©PH-Doc is the Intellectual Property of the Minnesota Counties Computer Cooperative under Copyright. All rights reserved.

Xerox® and Xerox Design® are trademarks of Xerox Corporation in the United States and/or other countries. All rights reserved.

Interoperability

• Per the NwHIN specifications, PH-Doc provides agencies

with the ability to share clinical data using PEER-to-PEER

gateway, DIRECT SMTP protocols, and clients’ record

manually transferred via ‘Blue Button’ from another

provider.

• From a client chart, an authorized user can request

external documents from organizations where there is

an active Release of Information. A secure,

authenticated query is pushed to those organizations

and PH-Doc presents all documents returned.

• A CDA document can be imported directly from a

flashdrive

• Once imported, CDA documents are available to be

viewed as HTML, XML, or PDF.

• Entries within the CDA document are parsed

• Parsed data allows PH-Doc users to view CDA content in

summary, across organizations and across time.

• Parsed data allows PH-Doc to perform Medication

Reconciliation, Allergy Reconciliation, Immunization

Reconciliation

• PH-Doc will respond to requests for the CCD using its

Public Health-based format.

• Multiple interfaces have been created for exchanges

with state registries and other regional systems

• Decision Supported Alerts are being received daily from

the Mayo Clinic as part of our newly implemented

Transitions of Care module

PH-Doc has been exceeding the expectations of local public health agencies by engaging a process to continually re-invent itself within a collaborative environment of excellence, resulting in leading

systems designs and processes supported by new and emerging technologies.

Please contact our sales representative at Xerox Government Solutions to schedule a demonstration of

how PH-Doc can work for you.

Contact: Royce Lain VP of Sales

913-638-3685 Royce.Lain@xerox.com