Welcome to eHealthCare Systems’ Fall 2006 Update
Important Notice
Some images included in this update document were
taken from the Occupational Medicine module. If you have not purchased this
fee-based add-on Occupational Medicine
module, you will not see some features or functions show in these pages.
The Occupational Medicine module is available for
any client who needs to track Worker Compensation cases and who also provides
Employer Services.
If you would like more information about the
features of this module, please contact us at your convenience. We would be
happy to take you on a web tour!
Reading
the Table of Contents
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Program Topics are indentified by this symbol |
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Main Topics are indentified by this symbol |
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Sub Topics are
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Navigating
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Using
the Table of Contents
Going to a Program Topic to or from
the Table of Contents
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to jump from Main Topics
Returning to the Table of Contents:
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to return to Main Topics - Click this symbol,
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Locating the Addition or Change on an
Image:
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to jump to an addition or change on the image
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page, the symbol’s color may change
Navigating
this Document
Using
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Use these keys to
navigate this document rather than using hyperlinks from the Table of Contents
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Other
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Each program topic is separated by a
dividing line 
o
Automatically
Close Appointments
o
Viewing
Confidential Patient Records
o
Changing the
Payer Type at the Claim Level
·
Medicaid
Eligibility Module Added *
·
Labs Requests
Module Added *
o Walked Out and Close Apt Statuses Added
o
Download
Appointment Data by Provider
·
Appointment
Scheduling Details
o
Today’s
Payer and Referring Source Overrides
o
Appointment Scheduling Alerts
·
Flag Read
Messages As Unread
·
Searching For
Confidential Records Has Been Enhanced
·
Employer Data
Expanded For Occupational Medicine Clients
·
Access To Lab
Requests Features From Patient Pages *
·
Today’s Payer
and Referring Source Overrides
·
Claims List
Summary Page Has New Columns
·
More Claim
Details Shown at the Top of the Claim
·
New
Save/Demand Statement Button
·
Change
Employer And WC Insurer At The Claim Level
·
Change Referring
Source At The Claim Level
·
Additional
Insurance Category Filters
·
More Claim
Details Shown in the Payment Header
·
Payer Type Moved
to the Claim Level when Using The Bulk Payments Program
·
Automatic Crossover
To Secondary Insurance Flag
* This feature is only available
when purchased
o
Flag Apt Types
to get encounters or close appointment 
o
Set up
Appointment Scheduling Alerts by appointment type 
§
Why you would use this feature?
1.
You have
schedules for a procedure room or equipment
2.
The patient
must have a face-to-face encounter with a healthcare provider before or after being
seen in this procedure room or after using any equipment
3.
Only one
encounter (superbill, visit ticket, charge sheet) is needed between these two
appointments for that day
How to configure the Appointment Type
for the room/equipment schedule
1.
Create a new
appointment type or edit an existing appointment type
2.
Mark Get Encounter? No
3. Check 
Close
this appointment
Note: If you need two encounters per
scheduled appointment, do not check this Close box.
What to expect from the program
1.
The
appointment status for both appointments will show as New
2.
When the
appointment date is less than today’s date, the system will
‘Close’ the appointment
Note: If the Appointment Type is not set to Close
automatically, these appointments must be ‘Closed’ manually, which can
be done by hovering the patient’s appointment, right-click, left-click
the ‘Close’ option from the context menu that opens.
§
Now staff set
up with the security role User may be
allowed to change Today’s Payer
Type at the claim level, whereas only staff set up with the security role Admin were allowed to make this change
o
Searching for
Confidential Patient Records
§
When there are
patient privacy issues patient records may be marked as Confidential from the Patient page; staff user profile setup may be
flagged to allow or not to allow users to open a confidential record
1.
Edit the
Patients & Claims Category from Permissions list
2.
Check the
Confidentiality checkbox
3.
Click the
Update Button
Notice that an X will be in the Confidentiality Column of the Permissions list
Although this feature has been part of the system
since our annual update in 2004, users who do not have the ability to open
confidential records will now see the patients’ names in the Search
Results list; however the user will be prevented from selecting the
patients’ names from the list.
Note: Appointments
may still be made for patients with this Confidential flag
o Alerts may now be assigned to modifiers that would
reminder billers about any special claims submission rules pertaining to
certain modifiers
How to set up and assign modifier alerts –
Step 1 Building the Modifier Alerts Database
1.
From the
Administration page, click the Preferences
button
2.
From the
Preference drop list, choose the Modifier
Alerts option
3.
Type the alert
message and click the Add button
4.
Click Cancel when finished
How to set up and assign modifier
alerts – Step 2 Assigning the Alerts to Modifiers
1.
From the
Administration page, click the Preferences
button
2.
From the
Preference drop list, choose the Modifiers
option
3.
Scroll the
list of modifiers to find the modifier that needs an alert and click the Edit
icon
4.
From the
Alerts drop list, choose the alert for the selected modifier
5.
Click Update
6.
Continue steps
3 through 5
7.
Click Cancel when finished
Modifier Alerts Page
The Modifiers Page
o
During Quick
Registration (only available in the Occupational Medicine module), before the
system adds a new patient to your database, existing records are searched for
matching records
o
If found, a
window appears listing all potential existing patient record matches, at which
time the user may either cancel or continue the registration 
How
to set up Patient Name Validation Criteria
1.
From the
Administration page, click the Preferences
button
2.
From the
Preference drop list, choose the Patient
option
3.
From the
Patient Preference page, click Set
(to the right of the label Name
Validation Setup)
4.
Mark the
criteria needed to check for matching existing records
5.
Click Save
6.
Click Close when finished
The Patient Name Validation Criteria
Window
Matching Patient Record Results
·
We have two
new, fee-based, add-on features – Medicaid/Medi-Cal Eligibility Inquiry
and Lab Requests
o
Medicaid/Medi-Cal
Eligibility allows eligibility verification for patients using the ANSI 270/271
format
o
Lab Requests allows
users to order patient labs using the computer 
§
Your current
lab requisition(s) would be programmed for use when ordering labs
§
Users may print
the lab request and bar code for labelling specimens
The Eligibility Page
A Sample Lab Request Page
·
New Statuses Close 
and Walk Out 
o
The Close
feature is a system function which closes appointments flagged as Gets No
Encounter
o
Walk Out is
available for the occasional times when a patient cannot wait to be seen
·
Go to a
Patient’s Page from the appointment book by right-clicking a
patient’s appointment 
o Many times users need to go to a patient’s
record from the appointment, so we now save you time by not having to search
for the patient in order to access his/her patient pages
o
From any where
in the daily appointment book or the weekly/monthly calendar, you may now jump
back to today’s appointment book by clicking the standard Today’s
Calendar icon 
·
Download
Appointment Data by Provider
o
For those
clients downloading data to a third-party application or who want to download
scheduling information into a comma-delimited data file, this feature is now
available by provider 
The Daily Appointment
Book
Appointment Scheduling Details
·
The
appointment scheduling details window has been rearranged and new read-only
data has been added. See if you can spot the changes!
·
SSN has been
added to the data that may be collected when scheduling a patient
·
Appointment
Type Alerts now pop up when that appointment type is assigned an alert 
·
Adding/changing
today’s: payer type, referring doctor, and referring source is now
available 
Why is
linking Today’s data useful?
For most clients, a patient’s financial classification (payer type),
referring doctor/referring source does not change with each visit.
However, some clients have patients whose data may change with each visit. An
example of changing financial classes, referring providers, or referring
sources is the patient who is registered in your system with private insurance,
but whose employer pays for certain services; or who may have a work-related
injury; or who may need to pay cash for non-covered services.
The ability to change this information per claim allows more in-depth financial
reporting.
The Appointment Details Window
·
The facilities
database now accommodates the NPI
·
A copy
function has been added as a time saver for the user
·
When reading
an intranet message, user check the Unread
box, which flags the message as New and will reappear in the user’s
message list located on the home page
·
When reading
an intranet message, the date received is now displayed
·
Searching for
Confidential Records
o
Patient records
are flagged as confidential from the patient’s page
o
Users permissions are set up, allowing access or
denying access to confidentail patient records
§
All users
allowed to view confidential records will be able to open a confidential record
§
Users without
confidentiality permissions will only see a confidential record on a patient
search
·
Employer Data
Expanded (Occ Med clients only)
·
Lab Requests
are created from the patient record and are linked to a daily encounter 
The Patient Page
The Patients Search
Page
·
More read-only
data displayed at the top the encounter page
·
Today’s
Payer and Referring Source Overrides as described in the Appointment Scheduling
Section 
The Encounter Page
·
Workers Comp
has been added to the list of existing Insurance Categories
o
If WC payors
are flagged, when submitting claims, these payors may be filtered althother
·
Copay Required? notice is now shown in the Scheduling Detail window and in the
Encounter Detail header 
Claims List Summary
Page
·
The claims
list summary page has more data. Entry Dates and Billing Dates have been
rearranged
Claim Details
– Top of the Page
·
More read-only
data to the top of the detailed claim page 
·
For self-pay
claims, the primary insurance may now be blanked 
Claim Details
– Middle of the Page
·
A referring
source may not be changed at the claim level 
·
For
Occupational Medicine clients, an Employer and/or the WC Insurer may be changed
at the claim level 
Claim Details
– Line Item Section and Bottom of the Page
·
Modifier
alerts provider billing reminders during claims entry 
·
A Save/Demand
Statement button is added which will start statement billing history for a new claim 
Claim Details – Top of the Page
Claim Details – Middle
of the Page
Claim Details – Line
Items and Bottom of the Page
- When submitting
claims, the filter for selecting electronic claims by insurance category
has been expanded
·
Claim heading
has more details – see Sign-Off
Doctor, First Billing Date, and Date Entered
·
The Payment
Listing History has been expanded to show Approved and Deductible 
·
For a new
payment being entered by line item, any prior payments will appear with each
line item 
Note:
When editing an existing payment, previous credits do not appear
·
Now users may
flag a primary claim that has been automatically crossed over to a secondary
payor 
o
Checking this
box prevents a paper secondary claim from being printed *
* This feature is not available at this time
for use in the Bulk Payments Program
- Claim heading has more details – see Sign-Off Doctor, First Billing Date,
and Date Entered
- The Payment Listing History has been expanded
to show Approved and Deductible
- For
a new payment being entered by line item, any prior payments will appear
with each line item
- The
payer type column has moved and is now entered at the claim level
- Claims
may now be appealed from the Bulk Payment program
Bulk Payments Page
