Category: Documentation

Posts reviewing creating, printing, or reviewing documentation.

File Cabinet

Judy Barnes

NAVIGATION:

  1. Access the patient page
  2. Select File Cabinet from the navigation menu.
Chart Talk File Cabinet Main Screen
List of all documents in the patient file cabinet.

A. Drop down filter allows you to limit which documents are visible in the File Cabinet list (B).
B. The File Cabinet list shows document details as well as provides a link (pencil icon) to open the document for review, modification and printing.
C. The Convert button moves attached files from the outdated Chart Talk Desktop document structure into the supported Chart Talk Cloud architecture.
D. The create button opens a new record.

CREATE:

new file cab doc

 

A. Document Name- allows you to create and customize the name of your document.
B. Document Type- list shows various pre-loaded document types or classifications. When selecting a document that is already loaded into the interface, the template previously saved will populate and allow user to customize report for the patient visit and save into their file cabinet.(see sample of narrative report and MVA report in Narrative Templates below).
C. The Upload File button allows user to upload a previously saved document from their desktop or external files.
D. Narrative text- allows the user to draft a new document from scratch.

filecab narrative report

filecab MVA report

Vitals

Judy Barnes

Vitals Record List

  1. Access the patient page
  2. Expand the Medical Menu
  3. Select Vitals
    Patient_Vital

Add Vitals from Vitals Widget

  1. Access the patient dashboard
  2. Click the ‘+’ sign on the bar above the graph.Medical Menu
Plot of patient height, weight & BMI are available on the Vitals Widget
The vitals widget is available on the Patient Dashboard

ENTERING DATA:

From the Vitals Record List, select the pencil icon to edit a record or the Add New Vital button to open the Vitals Entry Tool.

Vital entry tool tracks blood pressure, height, wieght, temperature, heart rate, pregnancy status, and calculates BMI automatically.
Enter and edit patient vital records using the Vitals Entry Tool

Medications

Judy Barnes

Medications

  1. Medication
  2. Strength
  3. Dosage
  4. Frequency
  5. Start Date
  6. End Date
  7. Active
  8. Entry Date
  9. NDCID
  10. Edit
  11. Delete
  12. Create (see below)

Adding a Medication

tools-medicine-create

  1. Medicine
    1. Launch Select  Medicine/Medication Tool
  2. Dose – Select Dose from drop down list
  3. Frequency – Select frequency from drop down list
  4. Strength  – Enter strength
  5. Start Date – Date patient stater taking medication
  6. End Date –  Date patient stopped taking medication
  7. Active – Patient is currently taking medication
  8. Save Button and Navigate back to Medication List

Clinic Dashboard

Judy Barnes

  1. Filter – By Patient Last Name, First Name
  2. Filter –  By Provider
  3. Filter – Date of Service
  4. Clear – Resets Search Values
  5. Today- Will bring you back to present day
  6. Left Arrow- Navigate to previous dates
  7. Right Arrow- Navigate to future dates
  8. New Patient (walk in or phone – quick access to add new patient to database)
  9. New Appointment
  10. Appointment Time – Clicking time takes you directly to SOAP note
  11. Patient Name- Clicking Patient name takes you directly to their general information page.
  12. CC- Chief Complaint- Click K to launch, once finished a green check mark will appear
  13. Type – Appointment Type
  14. Provider
  15. Status – Appointment Status
  16. Room – Designated area for appointment
  17. Action Button – Accept Copay (Can only be used when appointment status is ‘In Clinic’)

Column Sort – If you click the header in any of the columns, the view will sort alphabetically/numerically. If you click again, the sort will be reversed. This is to allow users the freedom to navigate more easily to where they would like to be.

Document List

Judy Barnes

document-list

When the document name is clicked, the document will open in Clinic Staff mode. The staff can assist the patient filling out the form and will remain logged into the EHR after the form is complete. To launch the document in a mode that is secure to hand a tablet to the patient, use the Kiosk Mode button (Circle K) in the right hand column.

    Filters

  1. Patient
  2. Document status
    1. To Do – Docuemnt has been assigned but not filled out and signed by the patient.
    2. In Progress – Patient has completed and signed the document. The document gas not been reviewed by the assigner or provider.
    3. Complete – Document has been signed by the assigner and patient.
  3. From date
  4. To date
  5. Clear filters

    6. Column Data

  6. Document Type
  7. Document status
  8. Patient Name
  9. Document assigned to patient date
  10. Launch document in Kiosk mode

Manage Payments

Judy Barnes
*Tabs for Cards on file and Guarantor Payments not pictured
  1. Launch Accept Payment Tool
  2. Issue a charge for product or service without creating a DOS record
  3. Shows current account summary
  4. Original Charges Tab
    1. DOS – date of service/appointment
    2. Date billed – date the claim was generated for the DOS
    3. Total Amt – The sum total of the services and procedures for claim
    4. Ins owes – the sum amount of all charges not marked as patient responsibility
    5. Patient Paid – the sum amount of copayments and payments and adjustments  from the patient or a patient guantor
    6. Insurance Paid –  Amount auto posted or entered that has been marked a Payer as the payment source.
    7. Ins Adj – Amount attriubeted to Payers that is either marked adjustment or write off
    8. Pt Owes – Sum amount of claims totals marked as patient responsibility.
    9. Balance
    10. More Info – View/edit details of the specific transaction
  5. Cash Charges Tab (see below)
  6. APT Payments Tab (see below)
  7. Payment History (see below)

5. Cash Charges Tab

The Cash Charges Tab lists all sales made using the Cash Charges Tool.

    1. Date of Sale
    2. Total Amt
    3. Ins Owes – OBSOLETE
    4. Patient Paid –
    5. Ins Paid
    6. Ins Adj
    7. Pt Owes
    8. Balance
    9. Action – More Info – View/edit details of the specific transaction

6. APT Payments

View edit payments accepted and applied using the Accept Payment Tool (APT)

Column b – j show the payment details including total a,mount accepted and total amount applied from the payment. Expanding this row shows the itemized breakdown (columns k – o) of how the payment was applied.

    1. Filters
    2. Hide/Unhide Details
    3. DOP – Date of Payment. Date the payment was accepted
    4. Payment Type
    5. Amount – Total amount of payment
    6. Paid Amount – total of the funds from the payment that have been applied to patient charges
    7. Payer
    8. Guarantor
    9. Edit payment
    10. Print payment receipt
    11. Delete payment – A payment cannot be deleted if any of the transaction has been used to pay patient charges.
    12. DOS – Date of service payment was applied to
    13. Date of payment
    14. CPT Code – code payment was applied to
    15. Amount – money that payment was applied to
    16. Delete payment – Deleting a payment here will return Amount to the patient account credit balance.

To apply payments from an entry with a blanace, click the Dollar Bill icon. You are presented with a selection of non-zero dollar charges for the selected patient and anyone they are the guarantor for.

APT Payments can be applied to the patient and anyone the are linked to as being the guarantor for.

7. Payment History

Payment applied using the more info tool, insurance check entry tool, or Auto Posted are listed on this tab

    1. Date of Service
    2. Date of Payment
    3. CPT
    4. Amount
    5. Payment Type
    6. Payer (if Insurance payment)
    7. Guarantor (If patient/guarantor payment)
    8. Notes
    9. View/edit details
    10. Delete payment

8. Guarantor Payments

Lists all payments that were applied to patient account using funds from a transaction made by someone other than the patient. Deleting the payment on this tab will return the funds to the guarantors credit balance.

9. Cards on File

    1. Cards on file – Only one can be active at a time.
    2. Add – Add a new card on file record
    3. Actions – Edit or delete a card on file.
    4. Guarantors – Any guarantors linked to other patient accounts show up here. If the Guarantor information is entered without linking to a patient, the information is not conveyed in this table.

1. Accept Payments Tool

Take a single payment from a patient and apply it to multiple outstanding charges. Payments made with the APT that are not applied to a charge are added to the Patient Account Credit balance.
*The APT applies payments using the oldest funds available first.

  1. Who Paid – Lists all payers and guarantors.
  2. Description – Will always be Payment
  3. Pay/Adj/Code – Cash, Check, or credit card
  4. Open Balances – the sum of all selected charges from the box below
  5. Charge selection – all charges with non-zero balance set to ‘Patient Responsibility’. Chacking the box will apply payments to the charges from oldest to most recent
  6. Patient Account Balance – Available funds from prepay/credits on the patient account
  7. Check # Auth – A field to enter CC transaction info or check number
  8. Amount – Total of transaction
  9. Notes – Open text field
  10. Save button – Apply the payments from 1 – 10 to the selected charges
  11. Apply From Balance – If applying from a balance then only charges need to be selected. Boxes 1-4 & 6 – 10 not necessary.
More on the Accept Payment Tool
  • If you accept payment greater than the sum from field 4, the balance is applied to Patient Account Balance
  • If you accept a payment without selecting any charges, funds will be allocated to Patient Account Balance
  • After you save or Apply From Balance, you will be asked if you want to print a reciept.
  • All the details from boxes 1 – 10 will be listed when you examine individual claims using the More Info Tool.
  • If the Patient or selected guarantor has an active card on file, ‘Use Card on File’ will be an option to charge the detialed payment.

2. Cash Charge Tool

    1. CPT/Billing Codes – Enter the code for the product or service
    2. Enter the number of units
    3. Enter a dollar value discount if applicable
    4. Save will add the record the the transaction box below. There is no limit of items that can be saved into the transaction box.
    5. The code you entered above appears here.
    6. If there is a fee already associated with the CPT code it will appear here. You can also double click on the fee and change it by typing in an amount or by clicking the arrows up or down.
    7. Units can be entered in when entering in the CPT code before you save or can be changed by double clicking. It can be changed by typing in a new unit quantity or by using the arrows up or down.
    8. Total automatically adds up to subtotal before any tax if applicable. Charge x Units= Total
    9. Any discount (in dollar amount) will be deducted from the subtotal if put in here.
    10. Tax will automatically be calculated if it was configured to have tax but if you need to add tax manually double click on the box and enter in value.
    11. Remove line item from transaction box
    12. Finish- will save it to your “Cash Charges” tab in Manage Payments.
    13. Finish and pay- will save it to “Cash Charges” tab in Manage payments and will bring up the Accept Payment Tool to apply payment to the cash charge.

    Related Page: Apply Payments

PROCESS Patient Check In – Clinic Dashboard

Judy Barnes

The clinic dashboard is a place where the information and common functions used at the front desk of a clinic are easily accessible. When a scheduled patient comes in changing the Status (using the drop down menu) to In Clinic will check the patient in and notify the Front desk if a Co-Pay is due. The copay can then be collected and entered by clicking yes or on the Action column and following the dropdowns for entry, including printing a receipt. It will also reveal if the patient has any outstanding Documents which have not been completed. At this time, the staff will direct the patient in options for completing the documents either asking them to complete using the patients own smart device (phone),or on a device supplied by the clinic which will allow the patient to securely access their own patient portal.

PROCESS Manage Patient Information

Matthew Richard

To access the Patient Database/ Rolodex, click on Patients from the left side Menu.

This will bring up the following screen:

To search for an existing patient in the database, type in their last name and select the Filter button. If you need a more detailed search fill in the additional search fields and select the Filter button. The list will generate alphabetically. Click into the Pencil in the far left column to access the patient record/file, General Information screen.

Access any tab within the patient file by clicking on that tab.

To enter a NEW PATIENT into the database: Click on Patients, the Manage Patients screen will appear. In the upper RIGHT corner click on the word Create which
will bring up the Create Patient screen. Fill out this screen in its entirety and select the SAVE button. Once you select SAVE the new patient is added to the
Database. To complete the screens within this new patients file, Select Patients from the left side menu, Manage Patient screen will appear, type in the patients
Last name, select Filter, open patient by clicking on the pencil in the left side column. Navigate to any tab within the patient by clicking on the tab and it will open.

NOTE: A NEW PATIENT can also be added to the database from the Clinic Dashboard. Click on NEW PATIENT at the far right side of the screen. The same
CREATE PATIENT screen will appear to fill out their information and SAVE. Once Saved, access through the Patients tab on the left and follow the above
Instructions.