This function is done by the Practice EHR clinical design team due to the web-based requirements. Please share the layout via word and the template can be created/revised for you.

Within the template there will be many sections / questions with a “+” sign. Selecting that icon will open a comment box that will accept free text.

The “Design” button within any Encounter will allow a user to create/revise this form to be consistent with the codes and services needed within the practice. There is a CPT page as well as an ICD10 page that can be modified.

Within the template there is a camera icon attached to Physical Exam which will allow the clinician to take a snapshot or upload an image from the computer/tablet.

Usually nothing. The system is expecting the Chief Complaint to be in a specific field, selected from a specific “pick list.” If you entered the CC via free text, the system doesn’t know to consider it a valid CC. If there is a CC in your note, disregard the error message and sign the note.

Any of the sections available in other templates can be added into an individual note by selecting “Add Section” from the action gear icon on the right-hand side of the chart note.

Yes, as long as it has not been signed, the visit can be deleted by choosing Delete from the Action gear icon on the right-hand side of the chart note.

This feature is now available on the Scheduling Day Sheet from the Scheduling tab. Select the “advanced search” option in the upper right-hand corner. Enter the patient’s name and if appropriate the date range for their appointments. The results can be printed as a PDF and shared with the patient.

The next appointment can be found on the front page of the patient’s chart in the left-hand box of the dashboard. There is also a list of all appointments for the patient at the bottom of the patient’s chart. This information is also available to the patient via their patient portal.

Delete the provider’s schedule that includes the desired date. All future appointments will now be saved in an “unlinked” status and can be viewed from the daily calendar view of the original service date. When a new schedule is created, the system will automatically reassign all future appointments for the same time slot originally scheduled. If the time slot is not available in the new schedule, the appointment will remain “unlinked” until it is manually moved.

When you select +Visit, the system will generate both a clinical record and a financial record. The provider will be able to document the clinical care provided (progress note) and complete an encounter form for billing.

+Encounter will generate only a financial visit. This option would be used for those situations when you need to generate a bill, but the clinical documentation was done at another facility or the service doesn’t require a clinical note. For example, when the practice provides OTC supplements and the patient stops in to get a refill. +Encounter would provide the option to document the charges but would not generate a clinical note. When a provider sees the patient in an inpatient setting, those progress notes are documented within the hospital system. The +Encounter would enable the office to submit charges for the daily rounds.

No. Visits that are in the ‘Note in Progress’ section of the Home Dashboard identify those visits that have been started but not yet electronically signed by the provider. This is not related to the status of the patient being checked-out. These visits can be resolved by going into the patient’s chart, reviewing/completing the documentation as necessary to reflect the care provided and then changing the status to “ready to sign.”

Not Billed Encounters may include those visits that are not yet signed but will also include visits for which the encounter form has not been marked “Ready to Bill.” These visits can be resolved by going into that specific encounter, reviewing/completing the assigned charges and associated codes as necessary and then changing the status to “ready to bill.”

Remember, there is a difference between checking a patient’s eligibility (coverage) and checking their benefits (coverage for a specific service). Practice EHR automatically checks the patient’s eligibility (i.e., coverage/copayment/deductible) within 24 hrs. of a scheduled appointment. You can also check the eligibility on-demand from the Insurance tab. At this time, you will still need to reach out to the individual insurance company to determine the patient’s benefits or restrictions for a specific procedure (CPT).

Any specialty that schedules a series of appointments can benefit from recurring appointments. For example, if a patient is to be seen twice a week for the next 4 weeks – it is more efficient to select “recurring appointment.” If the patient will be seen even once a week, but every Thursday at 10:00 am, for the next 2 months – it is more efficient to select “recurring appointment.” While therapy is the most common specialty to utilize this feature, it isn’t limited to that group of providers.

Anyone with administrative access can select ‘Setup’ from the home menu and then select ‘Plan.’ After you hit ‘search’ to see what is available, there will be an option to ‘Create Plan’ on the right-hand side. Those fields with the red box are required; however, if you submit claims electronically you will also want to add the EDI Payer ID. This can be found using the magnifying glass if it is not readily available.

Select the magnifying glass to the right of the “Ref.By” field. There is an option to “Add New” in the upper right-hand corner. Only those fields with the red box are required; however, it is recommended that their NPI and qualifications (i.e., MP/DO/NP/PA) are included.

Identify which code is linked to the misapplied payment. Select that code within the Ledger display there is a small icon on the right-hand side (hover and it will show Adjust Ledger). The only option on the next screen will be “Adjust Ledger,” as partial amounts cannot be adjusted at this time. The entire amount will be reversed, and the user can reapply the appropriate monies to the appropriate visit.

Before the Encounter status has been changed to “Ready to Bill,” any changes can be made within the Encounter screen from the patient’s chart.

After the Encounter status has been changed to “Ready to Bill,” but not yet submitted to the payor, changes will be made from the Visit Details within the Financial tab.

After the Encounter status has been changed to “Ready to Bill,” and submitted to the payor, changes will need to be considered a corrected claim.

From the Visit Detail, select the hyperlink for each procedure code.

If the encounter has not been billed, the amount can be changed in the Fee box within the encounter

If the encounter has been billed, the amount can be changed in the Visit Details of the specific CPT under Plan Fee Amount.

From the individual Visit Detail, select “Resubmit.” Select the Extra Info tab and update the field “Claim Frequency” status to “corrected.”

A payment can be applied to an account applying the monies to the oldest balance first from the Financial tab of the Patient’s Chart. The “Payment” option is at the top, right-hand corner of the screen.

When a payment needs to be applied to an individual visit, use the “Payment” option at the bottom of the Financial screen after the appropriate visit line has been highlighted.

The Visit Detail screen will display “Yes” or “no” under “Submitted”

Choosing the Elect EOB tab from within the Visit Detail will display all available EOBs for the selected visit.

From the Visit Detail, update the status of “Force Paper” (middle of screen) to Yes. To manually print the previously submitted claim, select “View Submit” and when the system displays the claim form, select print. A color printer is recommended for the claim to print in CMS1500 format.

Before the Encounter has been marked “Ready to Bill,” the insurance can be updated within the Visit Details from the Encounter screen.

Once the status is “Billed,” but has not yet been submitted to the payor, the appropriate plan can be updated within the Visit Details.

Once the status is “Billed,” and it has been submitted, changes would be made by choosing Resubmit and update the plan within the Visit Details.