Practice Management Schedule

The Practice Management (PM) schedule can be accessed by clicking the Schedule from the navigation bar at the top, and clicking “PM” to go to the PM schedule.

This will take you, by default, to today's appointment schedule.

Viewing Appointments

The schedule itself is on the right, and will contain color-coded boxes for various appointment types, as displayed below:

When you hover your mouse over an appointment and hold it still for a second, the appointment will expand to show more information about it, and reveal a few buttons to manage the patient’s appointment.

You may hover your mouse over the insurance, icons or appointment type for more information.  

Detailed Explanation of Appointment Information

All elements of the appointment page will have a description when you hover over them, and some will have detailed appointment information. The icons will appear only when necessary.

1. Electronic Verification Status – takes you to the Insurance Verification page
2. Appointment Confirmation Status – Allows you to flag appointment as confirmed by the patient
3. Patient Rooming Status – Allows you to put a patient in a room
4. Post Patient Payment – Allows you to receive patient payments
5. Chart Encounter - Used by the provider to record medical information, takes you to their chart
6. Code Encounter – Used to show if the chart is coded, lets you code the encounter
7. Approve Charges and Bill – If the encounter is coded, allows charge approval and billing
8. Sign Out – Signs out the patient, allows receipt printing and ends the encounter

To link two partners together, you must first go to a page with the patient’s information bar at the top – the patient demographics or chart screens work.  The information bar looks like this:

On the right side of the information bar, there is a “Select Partner” button that looks like this:

Clicking it takes you to a patient search – search for the intended partner, and select them to create a link from the current patient to the selected patient.

By default, this creates a two-way link between the two patients, if they have no other links.  If a patient already has a link to another patient, it will ask you if you want to make it a two-way link.

Patient Alerts

At the top of any patient-oriented page is the Patient Status Bar – this has Alerts on it.

To add an alert, click on the word “Alerts” – this will open the Alert menu.

Type in your alert name in the box on the right, and optionally a snomed code on the left, and click “Add” to save the alert.

To delete an alert, click directly on the alert, and a pop-up will ask you:

Click “OK” and this will remove the alert.

Creating and Finding a Patient's Portal Account

Normally, you won’t need to!  A patient portal account is created any time a patient account is created, and can be found in the patient Account/Notes section.   (Picture Below)

The patient's user name will be shown under the Username section, and their password, by default, will be the full text of their DOB, slashes included.  (In this picture's case, it is 06/06/1999)

Just provide the patient this user name and default password, and they will be able to log in.

If the patient's not around, and you wish to provide them an account, you may Send a Portal Invitation at the top right of the Patient Portal Accounts section.

This takes you to the Send Portal Invitation form page, where you can send the default portal invite form letter with registration link, allowing the patient to create an account for themselves.  You can only do this if they have not logged into their patient account already.

If you wish to manually create an account for the patient, with a custom-set username and password, use the "Add Patient Portal Account" form below the "Patient Portal Accounts" form.

If a patient has an erroneous cryo storage charge, you will need to void the encounter created to hold the charge.  (This is separate from the patient's clinical encounter, and should only contain the cryo storage charge)

For example, this patient has two of the same charge on the same day, and one needs to be deleted:

Click on the "Owes" amount to show each charge:

Click on the erroneous encounter to open the Encounter Menu:

Click "Encounter Details" to open the encounter information, and look for the "Void Encounter"  section:

Enter the reason for deleting it, then click "Void Encounter" and confirm to remove the duplicate charge.

And that's it - you'll get a confirmation message, and the patient's Owed amount should be updated accordingly!

If you cannot find the encounter in the list of owed amounts (for example, if an erroneous charge was paid), then click on the patient and go to their Encounters List.

The cryo storage encounter will be in that list.

Semen Analysis

To access a patient's andrology and add an analysis, first enter the patient's chart.  Then, on the left side, click the "Andrology" option on the left side menu.

This will take you to the Andrology page - you can add a New Analysis in the top right.

By default, the selected source of the analysis will either be the patient (if male), or their partner (if the partner is male).  If no patient was selected, or if the wrong one was automatically selected, you may search for the correct patient using the magnifying glass.

You may also choose to thaw a frozen sample, if applicable, using the button at the top right.

Once you fill out the form, scroll all the way to the bottom and click the "Save" button at the bottom right to save your work.  Do not click the X to save your work!

To link similar lab types together, go to the EMR Home/Dashboard screens, and then the left menu, Chart Config -> Advanced -> Lab Results.

In here is a massive list of all lab measurements and methods.

The Bolded lines are Measurement Templates - they are the categories that measurement methods are grouped under.

The non-bolded lines are Measurement Methods - every measurement that exists in our system, and every different type of result that is sent from other laboratories, is one measurement method.

Different labs, like LabCorp, Quest and so on will send their own results that don't perfectly match other results of the same type (as you can see in this example, with ABO GROUP and ABO Grouping).   We thus declare that they are identical by grouping them under the same measurement template.  A measurement template treats all methods grouped under it as the same exact lab.

When looking at a measurement template, the "Short Freeform Text" spot will show the measurement unit - this can be text, or numeric, or ng/dL, or positive/negative. The right-most label that says "Lab Flowsheet" in this example is the measurement template group - this dictates if the result flows into the cycle flowsheet, or the screening list, or any other lab groups.

When looking at measurement methods, the left-most column is the name of the lab.  The "Samples" button lets you look at example lab bundles that have that measurement in them.  "Not Set", if you see this, is for setting the normal ranges on this measurement - and then the units are printed, or if it's not a numeric result, it will show if it's text, or positive/negative and so on.  The final column is the Laboratory code - L: is Labcorp, Q: is Quest, BREF: is Bioreference, and so on.  

The goal is to group all identical measurement methods under the same measurement template.  To do so, check the template you want to move the measurements to, and then check the methods you want to move, like so (right click -> open image in new tab to enlarge):

Then, click "Merge Selected" in the bottom right, and that will move all square-checked measurement methods under the circle-checked measurement template!