Thanks for joining me for our Physical Therapy demonstration. We’ll get started in just a moment but, first, a quick introduction. Well you’re probably wondering what makes iSALUS unique? I’m glad you asked. First and foremost, we’ve spent thousands of hours building PT specific templates and we have PTs across America. So we understand your space. And we’re cloud-based which means you can log in from any iPhone or Windows PC. Last, but certainly not least, iSALUS offers all of your products from a single sign on, so if anything goes wrong you don’t have to scratch your head wondering which vendor to call this time. I would now like to introduce Kim Poland, Vice President and certified expert at iSALUS. Enjoy your demonstration.
Welcome to the OfficeEMRTM physical therapy demonstration. You are currently viewing the OfficeEMRTM 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 or jumping to various screens to access data. The claims inspector gadget on the left allows the view to unsubmitted, missing insurance and rejected claims on 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 business 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-hand 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 you will find the task list. 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 email 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 data quickly.
The Orders task allows orders to be quickly distributed and processed by your team. 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.
Within the SOAP Notes tab is a work queue of any open or missing encounter notes 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 patient portal request include demographic updates, appointment requests and patient messaging.
Now let’s spend just 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 easily be configured for a single provider with one location to numerous providers across multiple locations. For today’s demonstration, we’re going to use the physical therapist, Stephen Stretch. Now 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, now you can choose the preferred time and schedule the appointment with customized default appointment types and corresponding times. Users are also able to enter a 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. Critical to Physical Therapy practices, reoccurring appointments can easily be scheduled by simply clicking the right mouse button. Reoccurrences can be established for various intervals and set to expire after a certain number of visits or a specific 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 carrier they wish to verify coverage for. OfficeEMRTM will show all information made available by the carrier.
Another critical task when managing a busy patient load is insurance authorization. Users can easily track authorizations by status, reason, type, as well as by various categories like effective start and end dates, dollar amount, visits and the number of units, each with the option to enter specific warning criteria to notify the user when the warning has been met.
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 practices to receive payment for services. We will receive the patient’s copay today in the form of cash which will print a receipt for the patient. The quick pay screen can be set to open at check in, check out or both depending on your practice. The patient’s appointment, as you can see, has turned to purple letting your staff know the patient has checked in.
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 of the patient. For multi-provider practices the menu can be expanded to see the lobby status for the practice in total. The middle of the screen is showing the award-winning patient summary and timeline. If the provider chooses to track their patient’s allergies, medications and active problem list information, this is displayed at the top of this screen.
Immediately below is the patient’s individual timeline. On the left are the 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. Under the assessment tab, therapists can easily select the template that is appropriate for the patient’s encounter. Therapists can easily document information using a variety of ways including check boxes, drop down lists along with comment and date fields.
Therapists can easily choose appropriate assessment template. Included in the drop down list are several examples that are utilized daily by numerous physical therapy practices across the country. A practice favorite is that of the functional assessment utilized by PQRS tracking. Data entered within the templates can easily be pushed to the charge ticket for billing purposes including PQRS measure and G codes.
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 therapists. I have started with the Oswestry exam since the patient is experiencing low back pain. At the top of the screen, users can easily select from a variety of customized templates utilized to document the objective portion of the encounter note. Included within the list are numerous templates and exercise flow sheets. The templates can be customized to accommodate a therapist’s documentation preference and style including the use of check boxes, drop down lists, imagery and the ability to add expanded narrative.
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 the previously charted documentation remains intact with the time and date stamp for today’s encounter saving the provider significant time. While a user is documenting within the template, a detailed encounter note is beginning to take form. I will now spend just a few moments to show you different template options that might be utilized within your practice.
Now that we have documented the patient’s encounter, let’s complete the electronic charge ticket so 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.
A CMS and OIG sanctioned audit study found that over 67% of therapist’s 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.
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 now 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’s logo and staff signatures. A letter can be setup to automatically pull in information from the encounter note and can be easily faxed directly out of the system.
The last feature that I will be highlighting will be that of the eDocument section. The eDocument feature allows the practice to establish file cabinets and file folders to store a variety of documents including x-rays, MRIs, referral communications from outside sources, insurance cards, etc. Any type of binary file format may be utilized.
This concludes the OfficeEMRTM demonstration. Thank you for spending time viewing this solution. The entire team of iSALUS Healthcare looks forward to the opportunity to earning your business.