e-medsys® practice management v. 21get.trimedtech.com/downloads/webinars/21.6_slides.pdf ·...
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e-Medsys®Practice Management
v. 21.6
Patient Registration
Pharmacy
When selecting a new pharmacy, the system will pull and store the pharmacy address.
Pharmacy
When selecting a new pharmacy, the system will pull and store the pharmacy address.
Pharmacy
Pharmacy 1, 2 & 3 are displayed on the ‘Other Info’ tab throughout the system.
Pharmacy
❖ Pharmacy
➢ When selecting a new pharmacy, the system will pull and store the pharmacy address. On hover with the mouse, the pharmacy address will be displayed.
➢ Pharmacy 1, 2 & 3 are displayed on the ‘Other Info’ tab throughout the system.
➢ The Pharmacy fields are available for Document Merge using the following data tags:
«PPHARMACY»«PPHARMADRRESS»«PPHARMCITY»«PPHARMSTATE»«PPHARMZIP»«PPHARMPHONE»«PPHARMFAX»«PPHARMCROSSST»«PPHARMACY2»«PPHARMADRRESS2»«PPHARMCITY2»«PPHARMSTATE2»
«PPHARMZIP2»«PPHARMPHONE2»«PPHARMFAX2»«PPHARMCROSSST2»«PPHARMACY3»«PPHARMADRRESS3»«PPHARMCITY3»«PPHARMSTATE3»«PPHARMZIP3»«PPHARMPHONE3»«PPHARMFAX3»«PPHARMCROSSST3»
Insurance - Insurance Plan ‘Default to Self’
Pharmacy
Insurance - Insurance Plan ‘Default to Self’
In the Past: Company File Maintenance won.
Pharmacy
Insurance - Insurance Plan ‘Default to Self’
Now: Insurance Plan File Maintenance wins.
Pharmacy
Patient Text Preferences
Patient Text PreferencesPa
tien
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Patient Text PreferencesPa
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No Text
Patient Text PreferencesPa
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tText Guarantor
Patient Text PreferencesPa
tien
tText Guarantor
Patient Text PreferencesPa
tien
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Text Guarantor
Patient Text Preferences
Gu
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Text Guarantor
Patient Text PreferencesPa
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Patient Text PreferencesPa
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Text Patient
Patient Text Preferences
Gu
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Text Patient
Setting Defaults for New Patients
Defaults for Text Message settings can be set in Company File Maintenance.
Patient Text Preferences
Bulk Communications
Bulk Communications
Bulk communications refers to methods of mass communicating with patients through the system (e.g. Appointment Reminders, Recalls, Patient Educ, Portal Forms, etc).
There are few exceptions to these such as Portal Invites and Collections which always use the Guarantor.
Bulk Communications
● Unsubscribing patients from Bulk Communications ● Setting delivery method preferences
Bulk Communications
● Unsubscribing patients from Bulk Communications ● Setting delivery method preferences
Bulk Communications
● Unsubscribing patients from Bulk Communications ● Setting delivery method preferences
Setting Defaults for New Patients
Defaults for Bulk Communication settings can be set in Company File Maintenance.
Patient Text Preferences
Bulk Communications
If you change the settings ‘May Phone’ and ‘May Text’ when adding a new patient, those settings will also update the Bulk setting.
Bulk Communications
A patient may have different Bulk value settings than the individual setting. For example the patient may not want to get Patient Reminder notifications, but does not object to an occasional text message. In this case the Bulk Text would be set to ‘NO’ and the individual ‘May Text’ will be set to ‘Patient.’
Bulk Communications
When this update is installed, the setting in the Company table will default to ‘Patient’ on a patient system and ‘Guarantor’ on a Family system.
Send Bulk Invites
What if I want to send Portal Invite to…
➔ All Patients:◆ Current Balance < $25◆ Seen in last 2 weeks◆ No Portal Account
Patient Based
Send Bulk Invites
Send Bulk Invites
Send Bulk Invites
Send Bulk Invites
Send Bulk Invites
Send Bulk Invites
Send Bulk Forms by AppointmentClicking Send will immediately send invites.
Send Bulk Portal Forms
What if I want to send a Portal Packet of Forms to
➔ All Patients:◆ Male◆ With Physical Exam
Appointment within 10 days
Appointment Based
Send Bulk Forms by Appointment
Send Bulk Forms by Appointment
Send Bulk Forms by Appointment
Send Bulk Forms by Appointment
Send Bulk Forms by Appointment
Send Bulk Forms by Appointment
Send Bulk Forms by Appointment
Send Bulk Forms by AppointmentClicking Send will immediately process forms.
Send Bulk Patient Education
What if I want to send New Diabetes Guidelines to…
➔ All Patients:◆ With Appointment in last
2 years◆ Active Problem List of
Diabetes
Patient Based
Send Bulk Patient Education
Send Bulk Patient Education
Send Bulk Patient Education
Send Bulk Patient Education
Send Bulk Forms by AppointmentClicking Send will immediately send Patient Education.
Send Bulk Patient Education
What if I want to send Send Car Seat Video to…
➔ All Patients:◆ With a Newborn visit in the last
10 days
Appointment Based
Send Bulk Patient Education
Send Bulk Patient Education
Send Bulk Patient Education
Send Bulk Patient Education
Send Bulk Forms by AppointmentClicking Send will immediately send Patient Education.
e-Chart
Scanning into the EHR from the Practice Management system
➢ If the system has the EHR module installed, documents can now be scanned and saved into the EHR Chart Folder in addition to the PM documents folder.
Document Types
➢ You now have the ability to set the default EHR Folder for items that are being scanned or uploaded into the patient’s e-Chart and
➢ to mark those items as signed.
Billing > File Maintenance > e-Chart Document Types
Posting Patient Payments
Patient Payment
The Patient Payment Posting feature allows you to quickly
apply patient copays and payments to outstanding patient
balances without entering Credit Posting.
Charge Posting Interface
Access Patient Payment Screen on Schedule Screen
Charge Posting Interface
Access Patient Payment Screen on Schedule Screen
Charge Posting Interface
Access Patient Payment with new button on Patient Apt Info Screen
Charge Posting Interface
Access Patient Payment with new button on Patient Apt Info Screen
Charge Posting Interface
Patient Payment Screen
The Daysheet Batch will default to the user’s open batch. If a Daysheet batch is not open the batch select window will appear.
The Date will default to today.
The Credit Type will default to Credit Card.
The Department and Provider will default from the appointment.
‘Copay - Unapplied’ will only appear if the payment will generate an unapplied payment.
If charges were already posted for today’s visit, the description will appear as ‘Copay - Today’s Charges’ followed by the charge amount in parentheses.
In a family system, if more than one family member has an appointment for the day the insurance panel will show the members and the copay field will default to the sum of the members’ copays.
The amount entered in the field ‘Apply to Patient Balance’ will be applied to the oldest patient responsible charges first. In a Family System, the balance line will reflect the Family responsible balance.
Print Receipt: Values are None, 1 Copy, 2 Copies
‘Accept’ - this button will add the payment.
The Copay will generate an Unapplied Payment for today or, if charges have been posted for the day,
the copay will be applied to the first charge.
Auto-Reconciling Unapplied Copays
‘Post Patient Payment of $25
Accept the payment
Inquiry shows Patient Balance of $25 and the auto-generated unapplied line item.
Later charges are entered through Charge Posting (or the interface).
Later charges are entered through Charge Posting (or the interface).
Immediately upon Accept, the unapplied $25 copay is reconciled to the Office Visit and posted.
In Inquiry, we see the Copay deducted from the Office Visit Code.
TriMed Credit Card Processing
*The following slides assume client has signed up for TriMed Credit Card Processing.
If you ‘Accept’ with Credit Type set as Credit Card...
You will see a screen to capture/charge the patient’s credit card.
The card information can be entered manually (if taken over the phone or without a credit card scanner connected to the machine).
This will open a secure screen to enter the card information -- none of this is stored on any computer or anywhere in the PM
Once the user clicks Make Payment:
● The card is verified by the Merchant
Once the user clicks Make Payment:
● The card is verified by the Merchant● The payment is immediately added to the Merchant account● The payment is automatically posted to the PM
Swipe Credit or Debit Card
Machines TriMed supports two types of card swipe
machines.
Machines
Without Signature pad
Machines
With Signature pad
Machines Both Support EMV
Once the user chooses to swipe, directions are given on the card scanner.
Once the user chooses to swipe, directions are given on the card scanner.
Checking “Save Credit Card Info” will Save it for next time.
‘Use Card on File’ - this will allow to use a stored credit card for the patient.
Credit Card Module Setup
Each client signs up with TriMed for Credit Card card processing.
TriMed uses OpenEdge as our Merchant Vendor Partner.
Managing Credit Card Payments
View and/or void credit card transactions
To view and or void Credit Card Transactions posted today use the Credit Card Transaction screen.
Managing Credit Card Payments
Managing Credit Card Payments
Credit Card Void
Credit Card Module Setup
OpenEdge Compare
This option from the Credit Card Transaction window provides a balancing method. Clicking the ‘Open Edge Compare’ button pulls over transactions from OpenEdge, allowing you to balance against the Credit Card transactions received by OpenEdge.
Credit Card Module Setup
At the top of the window, two boxes display the e-Medsys Total and the OpenEdge Total. Use the radio buttons to show only conflicts or to show all transactions.
Collections
Collections Email and Text Message Capability
Go to Billing > Patient Communications > Email Templates > Collection Templates
Email Setup
The email messages are setup in the same manner as Collection Letters using the Collection data tags.
Email Setup
Text message templates are also setup using the Collection Tags.
Text Message Setup
Go to Collections > File Maintenance > Cycle (Patient)
Collection Cycle Setup
Collection Cycle Setup
A New Action ‘Batch Communication’ can be associated with Email or Text templates.
Collection Cycle Setup
Email or Letter - if this is checked, the system will attempt first to send an email if the patient/family has an email address. If there is no email address it will send the letter instead.
Collection Cycle Setup
A text message will be sent if the patient has ‘May Text’ set in Patient Registration and also has a Cell phone (family Cell phone on family system).
Collection Cycle SetupA Collection note will be put on the account if a text message is
sent. Text messages will display the phone number and the text message template name. For Email it will display the email address and the email template name.
Collection Cycle Setup
The Communications tab in Patient Registration, Inquiry and Patient Appt Info will display the text message and email that was sent.
Recalls
The Recall Process Existing Report has been replaced with a screen called ‘Recall View Exceptions / Notes.'
Go to Recall > View Exceptions / Notes
Exceptions, errors and system generated notes that are created during the Process Existing run can be viewed within this screen.
Enter a Start and End Date - the date range entered should be based on the date of the Process Existing run. It will default to today's date.
Inquiry - use this button to view the selected patient in Inquiry.
Recall Tickler – use this button to view the selected patient in the Recall Tickler screen.
Export - use this button to create a file with the data displayed in the grid. The file can then be opened and printed if needed.
Recall Email and Text Capability
Go to Billing > Patient Communications > Email Templates > Recall Templates
Recall Email Setup
Go to Recall > File Maintenance > Protocol > Recall
Each recall step can now be associated with an Email or Text template. The system will send out the email if an email address is associated with the patient and/or family on a family system.
A text message will be sent if the patient has ‘May Text’ set in Patient Registration and also has a cell phone (family cell phone on a family system). The patient will always be moved to the next step regardless of whether there is an email or text.
Recall Protocol Setup
Appt. Reminder Calls
Phone Appointment Reminders
TriMed introduced Email and SMS Appointment Reminders in 2015.
Now TriMed has the ability to also reach patients with Phone reminders. This is a fully integrated approach. The reminders are setup to queue off of the appointment schedule.
Patients can confirm and cancel their appointment by responding on the reminder phone call.
The pricing for this service is dependent upon volume and how it will be utilized.
Phone Appointment Reminders
TriMed will work with clients to determine the marketing approach they would like to use to best integrate the service.
TriMed will setup the scripts for each client (determining what the patient will hear when they answer the phone).
Page to view Response
Ability to schedule checking for patient responses on a regular basis
Example Appointment Reminder Setup...
7 days prior to appointment
Example Appointment Reminder Setup...
Email Patient
7 days prior to appointment
5 days prior to appointment
Example Appointment Reminder Setup...
Text Patient
Email Patient
7 days prior to appointment
5 days prior to appointment
3 days prior to appointment
Example Appointment Reminder Setup...
Text Patient
Email Patient
Call Patient
7 days prior to appointment
5 days prior to appointment
3 days prior to appointment
2 days prior to appointment
Example Appointment Reminder Setup...
Text Patient
Email Patient
Call Patient
Email Patient
7 days prior to appointment
5 days prior to appointment
3 days prior to appointment
2 days prior to appointment
1 days prior to appointment
Example Appointment Reminder Setup...
Text Patient
Email Patient
Call Patient
Email Patient
Text Patient
Appointment Alerts
Appointment Booking Alerts
Can be set on Department / Physician level
Set on Visit Type or Group
Can be set on certain days and times
Indicate the max number allowed
Within a certain time frame or session time fram
Fatal -- disallows booking
Appointment scheduling -- One Physical Exam appt
Now we go to book another Physical appt
We are reminded there is a rule for this scenario.
I can roll over the bell or click on it to see the rule
Now I try a third Physical appt
The bell is red, Book is gone . . . All is well and right.
Eligibility
New Quick Indicator on Schedule to show Eligibility checked.
The checkbox still indicates those appointments marked confirmed.
The checkbox still indicates those appointments marked confirmed.
New User Preference to ‘Include Eligibility Indicator’ on Schedule
Now an “E” icon shows for all appointments with completed Eligibility.
Elig Recheck days can be based on the current month
Elig Recheck days can be based on the current month - Company FM
This setting can be found in Billing > File Maintenance >
Enterprise > Company > STandard tab
Elig Recheck days can be based on the current month - Company FM
Prior the frequency of how often a particular patient’s benefits were checked was set by a number of days.
If benefits were checked ## days ago, don’t check again until ## days are past.
Elig Recheck days can be based on the current month - Company FM
New setting will check to see if benefits have been checked for the current month. If so, it will not be rechecked until next calendar month.
Elig Recheck days can be based on the current month - Company FM
New setting will check to see if benefits have been checked for the current month. If so, it will not be rechecked until next calendar month. Example: Patient’s benefits checked on September 29th. Patient has appointment on October 5th. Benefits would be rechecked.
Same patient has second appointment on September 30th. Benefits would NOT be rechecked.
Same setting can be set by Financial Class. If set on Financial Class, Financial Class wins
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