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Table of Contents

Using this Guide……………………………………………………………………………..………v Creating and Managing the Patient Record……………………………………………………… 2

Entering Responsible Party Information………………………………………….…………. 3 Adding Insurance Information………………………………………………..………..……. 4 Adding a Pharmacy……………………………………………………..…………………… 5Adding Photo Identification…………………………………………………………………. 6

Patient Appointments……………………………………………………………..………………... 8Scheduling a Patient Information………………………………………….………………… 9Entering Claim Data for a Visit ……………………………………………………………... 9 Rescheduling an Appointment ……………………………………...……………………… 10

Setting up Schedules and Visits…………………………………………………...………………. 13 Visit Type Codes……………………………………………………..……………………... 14Blocking Unavailable Hours……………………………………...………………………… 17 Working Hours- Rule Sets……………………………………….…………………………. 18

Working with Telephone/Web Encounter…………………………...…………………………... 23 Creating a New Telephone Encounter………………………..…………………………….. 24Addressing a Telephone/Web Encounter………………..…………………………………..24

Log………………………………………………………………….………………………..………27Encounters Log…………………………………………………………………..………… 28 Fax Log………………………………………………………………………………….…. 29 Letter Log……………………………………………………………………………..……. 30

Using eClinicalWorks Messaging…………………………………...……………………..………32Composing and Sending a New Message……………………………………………………33 Reading and Replying to a Message………………………………...……………………….35Deleting a Message……………………………………………...……………………..…….35

Documents…………………………………………………………………...………………………37Fax Outbox…………………………………………………………………………………. 39 Fax Inbox……………………………………………………………………………………40Patient Documents………………………………………….……………………………… 41Reviewing Documents ……………………………………………………………………...42

Using the GuideThis guide is designed for the front office staff, such as the receptionist, medical records staff, and office manager. It describes the daily tasks, from

checking in patients to scheduling provider hours to scanning and maintaining patient documents.

For details about electronic medical records and the most common procedures of the medical professionals in the practice, refer to the EMR User’s Guide.

For details about billing, refer to the Billing User’s Guide.

For details about eClinicalWorks setup, refer to the System Administration Guide.

Audience

This guide is suited for the day-to-days task of the following members of your practice:

Front Office (Receptionist, Check-in and Check-out)

Office Manager

Triage Personnel (addressing Telephone Encounters)

Medical Records Staff (documents, faxes)

The Basics of Getting Around in eClinicalWorksHere is a quick overview of the basics of eClinicalWorks.

To open the eClinicalWorks application, double-click the eClinicalWorks icon on the desktop or select eClinicalWorks from the start menu.

Whether you work in the front office, in billing, or as part of the medical staff, the eClinicalWorks application window is your everyday work area.

Creating and Managing the Patient Record

This chapter will cover: • Entering Responsible Party Information• Adding Insurance Information •Adding a Pharmacy• Adding Photo Identification

Front Office User’s Guide 3Creating and Managing the Patient RecordEntering Responsible Party Information

The responsible party is defined as the individual who should receive the patient statement and is responsible for the patient balance. This may be the insured individual or the legal guardian.

Adding Insurance InformationIf your patient does not have insurance, you can indicate the status of “self-pay”.

Front Office User’s Guide 5

Adding a Pharmacy

Adding Photo Identification

After entering a Photo Identification the patients’ medical record will look like this:

Front Office User’s Guide 7

Patient Appointments

This chapter will cover: • Scheduling a Patient Appointment• Entering Claim Data for a Visit• Rescheduling an Appointment

Chapter 2 11Patient AppointmentsScheduling a Patient Appointment Use this procedure to add information about a patient’s condition that results from an accident that will be used in a claim. This information about the claim may determine how the claim is paid. You can enter details about the accident and the insurance carrier responsible for the claim may decide to use this information when determining claim payment. If the Claim Data is populated for the Visit, this information is automatically applied to the claim.

Rescheduling an Appointment

If you need to reschedule an appointment for a patient, you also want to keep a record of the change.

However, if a claim has already been associated with an appointment, you cannot reschedule the appointment.

If you make an appointment in the wrong appointment slot by mistake, you can cut and paste the appointment to the correct time.

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If you need to cancel an appointment for a patient, you can cancel a single appointment or cancel all the patient’s appointments for the day.

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Setting up Schedules and Visits

This chapter will cover: • Visit Type Codes• Blocking Unavailable Hours •Working Hours- Rule Sets

Setting up Schedules and Visits

This section describes how to set up a schedule for a provider and how to set up the patient visits that can be included in that schedule.

Defining a Provider’s Schedule

You can set up a schedule for each provider in the practice that reflects the provider’s hours and schedule rules, exceptions, and blocked hours.

Schedule the regular working hours for the provider. Set up a recurring schedule when a schedule repeats on a regular basis. Set up Visit Type rules that determine the physician’s preference to see patients or certain

visit types during certain time slots. Use exceptions to block out certain hours based on visit type rules. Block out the hours when a provider is not available. Print the provider’s schedule.

Visit Type Codes

You can customize Visit Types to meet the needs of your practice. The Visit Type defines the length of time for appointment scheduling and the format for the Progress Notes attached to the visit.

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Blocking Unavailable Hours

For holidays, vacations, seminars, and other Out of Office reasons, use the Block Hours feature to mark the days or hours when a provider is not available.

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Working Hours- Rule Sets

From the Working Hours screen you can create rule sets that can be applied to any day of the week or to any provider. This speeds up the rules building process when the provider follows a repeatable schedule.

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Working with Telephone/Web Encounter

This chapter will cover: • Creating a New Telephone Encounter• Addressing a Telephone/Web Encounter

Chapter 4 25Working with Telephone/Web EncounterAccepting phone calls from your patients is one way to stay connected to your patients. With telephone access, your patients can call in to have prescriptions refilled, have labs ordered, or schedule appointment.

If you have the Patient Portal enabled, patients can also contact your practice and you can create Web encounters. If you have enabled the Patient Portal, you must also web-enable patients (from the Patient Information window, select Options>Web Enable). Web-enable patients have a W next to their name in the Patient Lookup window.

When the patient calls in or you download a message from the Patient Portal, the message is usually taken by the receptionist staff member. The receptionist can review the telephone/web encounter information and assign it to the staff member responsible for that area of treatment. This could be medical records, physician, nurse, or the front office.

In eClinicalWorks, you use the Telephone/Web Encounter form to document and manage the information.

Telephone encounter tasks include:

Creating a new telephone/web encounter Responding to a telephone/web encounter

Reviewing an existing telephone/web encounter

Creating a New Telephone Encounter The first step in a telephone encounter is to capture the important information. You can take advantage of automated features, such as using the Complaints button to collect Chief Complaint’s information.

To create a new telephone/web encounter:

1. There are several ways to create a telephone/web encounter: From the Practice bar on the Navigation pane, click the Telephone/Web icon. Click the Telephone/Web Encounter shortcut menu. Click the T menu on the Dashboard taskbar and select New Telephone Encounter. Click New Tel Enc from the Patient Hub.

The Telephone/Web Encounters window opens.

2. Select New> Tel Encounter or New> Web Encounter3. The Telephone Encounter or Web Encounter window opens.

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Logs

This chapter will cover: • Encounters Log• Fax Log •Letter Log

Logs

Log windows allow you to view the history of a specific type of activity in the system. eClinicalWorks offers the following types of logs:

Encounters Log Fax Log To view a fax, select it and click View.1. Click Cancel to return to the Patient Hub.

Letter Log User Log

Encounters Log

The encounters log displays a list of a specific type of encounter with the patient.

To view the encounters log:

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Fax Logs

The fax log displays the faxes that have been sent about the selected patient and allows you to view the contents of a fax.

To view the fax log:

Letter Log

The letter log displays the types of letters that have been sent to the patient.

To view the letter log:

1. Select a patient: Click the Patient Lookup button. From the Patient menu, select Lookup. Double-click on the patient’s name in the Patient Lookup window.

The Patient Hub Opens

2. From the Patient Hub, click Letter Logs.

The Letter Log window opens and displays:

The name of the letter that was sent. The user name of the person who printed the letter The date and time that the letter was printed.

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Using eClinicalWorks Messaging

This chapter will cover: • Composing and Sending a New Message• Reading and Replying to a Message•Deleting a Message

Using eClinicalWorks Messaging

eClinicalWorks provides an email-type feature that you can use for electronic communication within your practice. You can create and send messages to any provider and staff member who can log on to your eClinicalWorks application.

Messages sent from you co-workers show up in the Inbox. Messages that you sent are listed in the Outbox. Messages that you delete go into the Deleted Items bin where you can permanently delete them using the Empty Items button.

You can access the Messaging features two ways in eClinicalWorks:

1. From the Navigation frame, click the Message band.

The Message band provides access to incoming messages (Inbox), lets you send (Outbox), and provides a way to delete old messages (Deleted Items)

2. From the M button in the Dashboard taskbar at the top of the workspace.

Click the M menu on the Dashboard taskbar at the top of the workspace. This menu lets you access the Inbox, Outbox, Deleted Items, lets you compose new messages. The M button keeps track of unread messages. If the button is red, it means that there are emergency messages that you should read immediately.

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Composing and Sending a New Message

You can create a new message from the Inbox, Outbox, or Deleted Items.

To compose a New Message:

1. From the Message band, click the Inbox, Outbox, or Deleted Items2. Click the Compose button to display the Send Message window.

3. Enter the message information in the following fields: From: automatically enters the name of the person who is logged on. Priority: choose from Emergent, Urgent, or Routine. To: Slick the Sel button, and select one or more message reicpients.

4. Click OK.5. On the Subject line, type a short description.6. In the Message area, type the message.7. Click the Send button when the message is complete. Click Close if you want to close the

window without sending the message.

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Reading and Replying to a Message

You can read, or reread, any message in your Inbox.

If you want to reply to the message, you can choose whether to reply to the sender only, or to everyone in the distribution list.

To read a message:

1. From the Messages band on the Navigation pane, click the Inbox icon.

To display only the new, unread messages, click Unread at the top of the screen. Click All to see both read and unread mail.

2. Click the View Document button, or select the message to open it.

A closed envelope icon shows that the message has not yet been opened. An open envelope icon indicates that the message has been read.

To reply to a message:

1. From the Message band on the Navigation pane, click the Inbox icon.2. Select the message you want to reply to.

3. Click the Reply button to reply to the sender, or click the Reply All button to reply to the entire distribution list.

Deleting a Message

You can delete a message from the Inbox or Outbox list. You can then permanently delete the message from the Deleted Items window.

To delete a message:

1. From the Message band on the Navigation pane, click the Inbox or Outbox icon.2. Select the message you want to delete. Do one of the following: Select a message from the list and click the Delete button at the top of the window.

Double-click the message to open it, and then click the Delete Message button.3. At the prompt, click Yes to delete the message.

To permanently delete a message:

1. From the Messages band on the Navigation pane, click the Deleted Items icon.2. Click the Empty Items button.

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Documents

This chapter will cover: • Fax Outbox• Fax Inbox•Patient Documents• Reviewing Documents

DocumentsFeatures on the Document band allow you to manage the printed, faxed, or scanned documents in your eClinicalWorks systems.

Fax OutboxThe Fax Outbox displays documents from within the eClinicalWorks system that are to be transmitted by fax. These documents could be lab orders, Progress Notes, prescriptions, or referrals.

From the Fax Outbox, you can manage the faxes that are listed in the Fax Outbox grid.

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Fax InboxFaxes are also documents. You can attach faxes to patient record from the Fax Inbox, just as you can with any other document.

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Patient DocumentsThe way you manage documents in eClinicalWorks is similar to the way you work with paper documents at your practice. The same tasks—going to the chart room to pull a patient’s chart, working with paper records, adding the doctor’s notes and treatment information- are now done electronically on the computer.

Reviewing DocumentsOther staff members at your practice often scan and post documents that require your input, such as lab results, consult notes, prescription refills, hospital consults, and referral notes.

You can see at a glance how many documents are waiting for your attention. The D button on the Dashboard taskbar at the top of the window indicates how many documents are assigned to you and waiting for review. If the button is red, there is at least one high priority document in your queue.

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