You are now viewing the OfficeEMR™’s desktop landing page. In the middle of the page, providers and practice administrators are able to keep their thumb on the pulse of the practice without wasting time running reports and jumping to various screens to access data. The claims inspector gadget on the left allows the view to see the unsubmitted, missing insurance and rejected claims for a rolling 60 day time period while the Practice Productivity Report on the right allows users to view both month and year, by practice and individual provider key performance indicators such as encounters, procedures, charges, income and write offs. Please keep in mind that all screens are based on a user’s role and responsibility within the practice. And those roles can easily be managed by a member of your staff.
On the left side of the screen is a navigational pane. This pane will stay consistent throughout the application and will allow users to go to any area of the system the individual user has access to. At the top of the pane is the task list, lovingly called the honey-do list by many of our users. I will spend just a moment reviewing a few of the top task items to help organize and improve the workflow within your practice.
The Communications task allows users to send HIPAA compliant communications from within the system. By clicking the new button, a user can easily send a note to any user of the system including the iSALUS support team. The user can choose to attach a patient’s chart, claim, document or group of documents to the communication giving the receiver easy access to review critical information quickly.
The Orders task allows orders to be quickly distributed and processed within the practice. The SuperBill or Charge Ticket task is a critical tool to help eliminate the lost or missing charge opportunities. Because the system is completely integrated any time a patient is checked out of the scheduler or any documentation is entered within the EMR, the system tracks missing or non-submitted charge tickets. This process will eliminate the need for daily charge ticket and appointment reconciliation.
The SOAP Notes tab is a work queue of any open or missing encounter note for each provider. Lastly is the Patient Portal. Any time a request from the patient portal is received it will be viewable in the patient portal task area. Examples of a patient portal request include demographic updates, appointment requests and patient messaging.
Now let’s spend a few minutes in the scheduler. As you can see the scheduler looks and feels like Microsoft Outlook. This was done to make onboarding of your team easy and painless. The scheduler can be easily configured for a single provider with one location to numerous providers across multiple locations. For days review, we’re going to use Dr. Phil Dinn. Let’s search for a patient. Users can search first name, last name, social security and date of birth. The system will automatically populate a list of names that meet your search criteria. Once a patient has been selected, you can now choose the preferred time and schedule the appointment with customized default appointment types and corresponding times. Users are also able to enter the chief complaint which will automatically flow through to the encounter note.
OfficeEMRTM has implemented several tools to make scheduling for a busy practice a breeze. With drag and drop capability, rescheduling an appointment is now easier than ever. By simply clicking the right mouse button, users can easily schedule reoccurring appointments. Reoccurrences can be established for various intervals and set to expire after a certain number of visits or a specified date.
Users can now efficiently check a patient’s insurance eligibility. The system will display all current insurance policies entered and allow the user to select the insurance carrier they wish to verify coverage for. As you can see, this particular patient has a $25 copay and is limited to 12 visits per year.
Another critical task when managing a busy patient load is insurance authorization. Users can easily track authorizations by status, reason and type as well as by various categories like effective start and end dates, dollar amount, visits and/or the number of units, each with the option to enter specific warning criteria to notify the user when the warning has been met.
Meaningful Use is an important part of managing a successful practice and OfficeEMR™ makes it easy to do. By clicking on the yield sign at the top, next to the patient’s name, the user can easily see all the Meaningful Use items this individual patient is out of compliance with.
Now let’s check in our patient so that we can get to the fun stuff in the EMR. The system will pull up a quick pay screen allowing a practice to receive payment for services at check in, check out or both depending on the setup of your practice. Today we will receive the patient’s copay in the form of cash which will then print a receipt for the patient. As you notice, the patient’s appointment color has turned from blue to purple giving your staff a visual indicator that the patient has been checked in. There are different colored indicator statuses for check in, check out, cancelled and no showed.
As we transition over to the clinical side, users are able to view their schedule for the day which also indicates the chief complaint and the check in status for the patient. For multi-provider practices the menu can be expanded to see the lobby status for the practice in total as well. The middle of the screen is showing the award-winning patient summary and timeline. At the top of the section a user can see the patient’s allergies, medications and active problem list. If the provider is actively seeking Meaningful Use compliance, then a user can easily mark each item as reviewed completing three Meaningful Use criteria.
Immediately below is the patient’s individual timeline. On the left are important clinical categories with the date on the bottom of the screen indicating when data was gathered. Each clinical icon represents data that has been captured on the corresponding day. This will allow a provider to easily review past encounter notes prior to engaging with the patient. As the user begins to document the patient’s encounter, they will be utilizing the chart tabs on the right-hand side of the screen. Obtaining and reviewing a patient’s past medical history is an easy way to avoid a common CMS audit finding. Patient’s history or intake templates can easily be customized to the practice’s preference. The data entered remains with the patient’s chart until there is a need to alter or edit the information.
As we continue with the patient’s encounter, we will now click on the exams tab. iSALUS understands the need for fast, pain-free, detailed documentation for busy providers. The templates that I will be demoing for you today show a single template being utilized to document the majority of the encounter. Templates can be customized to accommodate a provider’s documentation preference and style including the use of check boxes, drop down lists, imagery and the ability to add expanded narrative.
A CMS and OIG sanctioned audit study found that over 75% of chiropractic treatment plans failed to meet the minimum documentation requirements including plan frequency, duration, goals and objective measures. With OfficeEMRTM templates we can help minimize that risk for you and your practice. While a user is documenting within the templates, a detailed encounter note is beginning to take form.
Let me show you another template and documentation style utilized by several of our clients. The objective of this template was to expedite documentation utilizing as many user-friendly check boxes as possible. Once a treatment protocol has been established, many providers like the option of selecting a past exam encounter and copying it forward to today’s visit. This allows the provider to only make the necessary tweaks and changes that are pertinent to today’s visit. While all previously charted documentation remains intact with the time and date stamp of today’s visit allowing the provider to spend more time with their patients and less time documenting in their charts.
Now that we have documented the patient’s encounter, let’s complete the electronic charge ticket so that the encounter may be billed for. iSALUS can easily customize the charge ticket to represent the one currently being used by your practice including fee schedules and commonly used diagnoses. Once the electronic superbill is complete, your bill is now ready to be reviewed and submitted as a claim to the clearinghouse.
Now that we have completed the patient’s visit, let’s quickly review the encounter note that was created. Custom encounter notes can be created to pull in various data points entered based on the provider’s preference. By simply saving the note or utilizing a four-digit pin for additional security, the note will be considered complete. Encounter notes can be set up to automatically be faxed to the referring provider once the note is signed off on. Another way to communicate with referring providers and patients is the letters function. A practice can easily create custom letters that can include the practice logo and staff signatures. A letter can be setup to automatically pull in information from the encounter note and can easily be faxed directly out of the system.
The last feature that I will be highlighting this afternoon will be that of the eDocument section. The eDocument feature allows the practice to establish file cabinets and folders to store a variety of documents including x-rays, MRI images, referral communications from outside sources, insurance card images, pictures of patients, etc. Any type of binary file format can easily be stored within the eDocument section.
This concludes the OfficeEMR™ demonstration. Thank you for spending time viewing this solution. The entire iSALUS team looks forward to the opportunity to earn your business.