eClinicalWorks System Admin Users Guide V10 November 2014

eClinicalWorks System Admin Users Guide V10 November 2014
SYSTEM ADMINISTRATION GUIDE
V10 - November 2014
©
eClinicalWorks, 2014. All rights reserved
CONTENTS
List of New Features_____________________________________________________________11
List of Enhancements ____________________________________________________________12
List of Meaningful Use Indicators __________________________________________________13
ABOUT THIS GUIDE ________________________________________________ 14
Product Documentation __________________________________________________________14
Webinars__________________________________________________________________________ 14
eClinicalWorks Newsletter ____________________________________________________________ 14
Getting Support_________________________________________________________________15
Conventions____________________________________________________________________15
SECURITY _______________________________________________________ 17
Security Permissions_____________________________________________________________17
Assigning Security Access by User ______________________________________________________ 17
Assigning Security Access by Attribute __________________________________________________ 18
Role-Based Security _________________________________________________________________ 19
Enabling Role-Based Security _______________________________________________________ 19
Creating Roles for Security_________________________________________________________ 20
Assigning Role Membership________________________________________________________ 22
Configuring Role-Based Security Permissions __________________________________________ 23
Facility-Based Security _______________________________________________________________ 24
Using Facility-Based Security Settings ________________________________________________ 24
Rx Security ____________________________________________________________________26
Configuring Rx Security ______________________________________________________________ 26
Configuring Security for a Specific Facility_____________________________________________ 27
Selecting Staff Members __________________________________________________________ 27
Configure Categories ____________________________________________________________28
Creating Duplicate Categories for Different Users or Roles __________________________________ 28
Selecting the Items to Display in the Progress Notes Category _______________________________ 29
Displaying the Categories for a User or Role _____________________________________________ 29
Locked Users ___________________________________________________________________30
Security Templates ______________________________________________________________30
Configuring Security Templates ________________________________________________________ 30
Creating Security Templates _______________________________________________________ 31
Updating Security Templates _______________________________________________________ 32
Populating Security Template Permissions ____________________________________________ 32
Using Security Templates _____________________________________________________________ 33
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CONTENTS
Security Attributes ______________________________________________________________34
Security Attributes for V10 ___________________________________________________________ 34
Web View of Security Attributes _______________________________________________________ 38
Enabling the Web View for Security Attributes ________________________________________ 38
Viewing the Security Attributes Window _____________________________________________ 38
Assigning Security for Specific Patient Documents Folders __________________________________ 40
Specifying Co-Administrators __________________________________________________________ 40
Deny Access to All Security Attributes by Default _________________________________________ 41
Viewing Security Info ________________________________________________________________ 42
Changing Passwords _________________________________________________________________ 42
User Groups____________________________________________________________________43
Add a User Group___________________________________________________________________ 43
Selecting User Groups from the Work Queue Detail Window _____________________________ 44
MACHINE, USER, AND PRACTICE SETTINGS ________________________________ 46
Primary Facility _________________________________________________________________46
Local Settings __________________________________________________________________46
Showing the Printer Selection Dialog ________________________________________________ 48
Using Microsoft Word for Printing Claim Forms ________________________________________ 49
Copying Information to a Microsoft Excel File _________________________________________ 49
Enabling a Pager System __________________________________________________________ 50
Enabling the Manifest File Setting ___________________________________________________ 51
My Settings ____________________________________________________________________52
Global Settings _____________________________________________________________________ 52
Configuring My Favorites from My Settings ___________________________________________ 53
Copying My Settings______________________________________________________________ 55
My Providers Tab ___________________________________________________________________ 56
Specifying a Default Facility ________________________________________________________ 57
Configuring the Providers Displayed on the Resource Schedule ___________________________ 58
Configuring an Out-of-Office Date Range _____________________________________________ 59
User Settings Tab ___________________________________________________________________ 60
Configuring the Method of Provider Selection in Office Visits and Encounters Lookup _________ 62
Enabling the Server Object Setting __________________________________________________ 63
Enabling Pick Lists by Facility _______________________________________________________ 64
Specifying a Home Screen _________________________________________________________ 65
Configuring the Default Right Panel _________________________________________________ 66
Physician Reference Tab______________________________________________________________ 67
Views Tab _________________________________________________________________________ 68
Configuring Quick-Launch Buttons __________________________________________________ 69
Enabling the Device DI Window_____________________________________________________ 70
Show-Hide Tab _____________________________________________________________________ 74
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CONTENTS
Enabling the Outlook Tree View ____________________________________________________ 76
Displaying the Chart Panel on the Patient Hub_________________________________________ 77
Displaying the CPT Copyright Pop-Up when Logging In __________________________________ 78
Configuring Tabs Displayed in the Chart Panel _________________________________________ 79
Defaults Tab _______________________________________________________________________ 80
Selecting a Default Signature Pad ___________________________________________________ 82
Selecting a Default Timeout for Server Communications_________________________________ 82
Defaults 2 Tab______________________________________________________________________ 83
Configuring the View for Printed Medical Records______________________________________ 85
Selecting an Ink Editing Style _______________________________________________________ 86
Warnings Tab ______________________________________________________________________ 87
My Resources Tab __________________________________________________________________ 88
eClinicalWorks P2P Tab ______________________________________________________________ 89
Practice Defaults ________________________________________________________________89
Front Office Tab ____________________________________________________________________ 90
Mid-Office Tab _____________________________________________________________________ 93
Interface Tab_______________________________________________________________________ 96
Configuring Auto Mode Settings ____________________________________________________ 99
Creating a Login Disclaimer _______________________________________________________ 100
Enabling the Web Lookup for the Formulary Database _________________________________ 101
General Tab ______________________________________________________________________ 101
Configuring Time Stamp Settings___________________________________________________ 105
Enable Role-Based Security _______________________________________________________ 107
Enabling Mandatory Password Changes _____________________________________________ 108
Hard Reset of Password by Other User(s) Option on eClinicalWorks Administrator __________ 109
Search Capability and Pagination on Hard Reset Password Window_______________________ 110
Denying Access to All Security Attributes by Default ___________________________________ 111
Enable Facility-Based Security _____________________________________________________ 112
Enable Rx Security ______________________________________________________________ 113
Enabling Users to Populate My Favorites Lists ________________________________________ 114
Enabling the Association of Facilities with Multiple Groups______________________________ 115
Copying My Settings Options to Other Users _________________________________________ 116
Enabling and Partitioning the Enterprise Directory ____________________________________ 117
Labs Tab _________________________________________________________________________ 118
Styles Tab ________________________________________________________________________ 120
Performance Tab __________________________________________________________________ 122
Configuring Performance Settings __________________________________________________ 124
Portal Tab ________________________________________________________________________ 125
Options Tab_______________________________________________________________________ 125
Enabling Departments ___________________________________________________________ 128
Making Departments Mandatory on Appointments, Out of Office Visits, and Claims _________ 129
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Enabling Fax Inboxes by Department _______________________________________________ 130
Displaying FTPS Transfer Status ____________________________________________________ 131
Enabling the HelpHub____________________________________________________________ 132
Launching the HelpHub _______________________________________________________ 133
Enabling the Modern View for Devices ______________________________________________ 134
Enabling Jelly Bean User Access____________________________________________________ 136
Configuring Jelly Bean User Access ______________________________________________ 137
Scanning/Printing Tab ______________________________________________________________ 138
Enabling the Scanning of Documents into Temporary Subfolders _________________________ 139
eClinicalWorks Administrator ____________________________________________________140
Changing the eClinicalWorks Administrator __________________________________________ 140
Enabling Co-Administrators and Others to Hard Reset Passwords ________________________ 141
Hard Reset Password ___________________________________________________________142
Authentication Settings _________________________________________________________143
Configuring the Session Inactivity Timeout ______________________________________________ 144
Locking Accounts After a Number of Failed Login Attempts ________________________________ 144
Setting the Minimum Password Length ________________________________________________ 145
Updating a Password to the Maximum Length________________________________________ 146
Updating a Password to the Minimum Length at Login _________________________________ 147
Restrict Passwords Beginning with a Number or Special Character __________________________ 147
Password Contents _________________________________________________________________ 148
Requiring Alphanumeric Passwords_________________________________________________ 148
Enforcing Password History __________________________________________________________ 149
Requiring Password Changes _________________________________________________________ 150
Print/Fax/Lock Settings _________________________________________________________151
eClinicalWorks APU ID Location __________________________________________________153
Enable Tree View for Social History _______________________________________________154
Format Progress Notes __________________________________________________________154
Upload Images ________________________________________________________________154
Uploading an Electronic Signature__________________________________________________ 155
Uploading a Logo _______________________________________________________________ 156
Uploading a Facility _____________________________________________________________ 156
UpToDate Setup _______________________________________________________________157
Configuring UpToDate ______________________________________________________________ 157
PROVIDER AND STAFF SETUP_________________________________________ 158
Setting Up Providers____________________________________________________________158
Adding a Provider to the System ______________________________________________________ 158
Add Multiple DEA Numbers for a Provider ___________________________________________ 161
Editing the Provider DEA Number __________________________________________________ 162
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CONTENTS
Change a Provider Default DEA Number __________________________________________ 162
Edit Data for a Provider’s DEA Number ___________________________________________ 163
Updating Provider Information _______________________________________________________ 163
Deleting a Provider from the System _______________________________________________ 164
Marking Providers as Residents _______________________________________________________ 165
Marking Providers as Care Managers __________________________________________________ 166
Configuring Assigned Favorites for Providers ____________________________________________ 166
Viewing Patient Demographics Logs for Providers and Staff ________________________________ 169
Deactivating a Provider in the System__________________________________________________ 169
Configuring Mandatory Fields for Providers _____________________________________________ 170
Setting Up Referring Physicians ___________________________________________________171
Adding a Referring Physician to the System _____________________________________________ 171
Updating Referring Physician Information ___________________________________________ 172
Deleting a Referring Physician from the System_______________________________________ 173
Configuring Mandatory Fields for Referring Physicians ____________________________________ 173
Associating Referring Physicians with Insurance Carriers___________________________________ 174
Setting Up License Information ___________________________________________________176
Message Change for Locked and Inactive eCW Users _____________________________________ 176
Setting Up Provider Numbers ____________________________________________________177
Practicing Providers ________________________________________________________________ 177
Entering Provider Numbers _______________________________________________________ 177
Entering Provider Data ___________________________________________________________ 181
Entering Lab Data for Providers _________________________________________________ 183
Selecting Rx Styles by Provider__________________________________________________ 183
Entering Billing Information _______________________________________________________ 183
Setting Up Referring Providers _______________________________________________________ 185
Entering Information for Referring Providers _________________________________________ 185
Updating Information for Existing Referring Providers _______________________________ 186
Deleting Information for Existing Referring Providers ________________________________ 187
Configuring Provider Numbers by Facility _______________________________________________ 187
Configuring Insurance Provider Numbers by Facility ___________________________________ 187
Configuring a Group NPI by Service Date and Facility __________________________________ 188
Setting Up Staff________________________________________________________________190
Adding Staff Members to the System __________________________________________________ 190
Updating Staff Member Information ________________________________________________ 192
Deleting a Staff Member from the System ___________________________________________ 194
Deactivating a Staff Member in the System _____________________________________________ 194
Setting Up Favorite Staff Members ____________________________________________________ 194
Configuring Favorite Staff Members from Admin______________________________________ 195
Configuring Favorite Staff Members from the Staff Lookup Window ______________________ 196
Viewing Favorite Staff Members ___________________________________________________ 198
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CONTENTS
Setting Up Resources ___________________________________________________________198
Specifying a Staff Member as a Resource _______________________________________________ 198
Adding a Resource Not Associated with Staff Members ________________________________ 200
Updating Resource Information _________________________________________________ 201
Deleting a Resource from the System ____________________________________________ 201
DATABASE SETUP _________________________________________________ 202
Insurances ____________________________________________________________________202
Pharmacies ___________________________________________________________________202
Add Pharmacies ___________________________________________________________________ 202
Updating Pharmacies ____________________________________________________________ 205
Deleting Pharmacies_____________________________________________________________ 205
Setting Up Attorneys ___________________________________________________________206
Configure Attorneys ________________________________________________________________ 206
Adding Attorneys _______________________________________________________________ 206
Updating Attorneys _____________________________________________________________ 208
Deleting Attorneys ______________________________________________________________ 208
Employers ____________________________________________________________________208
Configuring Employers ______________________________________________________________ 208
Adding Employers_______________________________________________________________ 209
Attaching a Document to an Employer ______________________________________________ 211
Updating Employers __________________________________________________________ 212
Deleting Employers___________________________________________________________ 213
Viewing Documents Attached to Employers __________________________________________ 213
Setting Up Case Managers _______________________________________________________214
Configuring Case Managers __________________________________________________________ 214
Adding Case Mangers____________________________________________________________ 214
Updating Case Managers _________________________________________________________ 216
Deleting Case Managers__________________________________________________________ 216
Setting Up Guarantors __________________________________________________________217
Looking Up Guarantors _____________________________________________________________ 217
Adding Guarantors _________________________________________________________________ 218
Viewing Guarantor Accounts _________________________________________________________ 222
Updating Guarantors ____________________________________________________________ 224
Deleting Guarantors _____________________________________________________________ 225
Copying Guarantor Address Changes to Associated Patients________________________________ 226
Facilities ______________________________________________________________________227
Adding Facilities ___________________________________________________________________ 227
Adding Facility-Lab ID Numbers____________________________________________________ 233
Overriding the Default Sales Tax Percentage _________________________________________ 234
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CONTENTS
Entering the State Immunization ID ________________________________________________ 234
Entering Facility Start Date _______________________________________________________ 235
Excluding Charges at Specific Facilities from Statements ________________________________ 235
Setting Up Facilities for Ahlers Family Planning Reporting_______________________________ 237
Updating Facilities ______________________________________________________________ 238
Deleting Facilities _______________________________________________________________ 239
Facility Groups ____________________________________________________________________ 239
Adding Facility Groups ___________________________________________________________ 240
Updating Facility Groups ______________________________________________________ 241
Deleting Facility Groups _______________________________________________________ 241
Viewing Facilities with Multiple Associations _________________________________________ 241
Viewing Facilities Not Associated with a Group _______________________________________ 242
Adding ZIP Codes ______________________________________________________________243
Updating ZIP Codes ________________________________________________________________ 244
Deleting ZIP Codes ______________________________________________________________ 244
Management __________________________________________________________________244
Rx Management ___________________________________________________________________ 245
ICD Management __________________________________________________________________ 245
Document Management ____________________________________________________________ 245
Reconcile Interface Results __________________________________________________________ 247
Reconciling Transcription Information_______________________________________________ 247
Viewing Transcription Results for a Specific Patient _________________________________ 248
Viewing Transcription Results for a Specific Provider ________________________________ 248
Viewing Transcription Results for a Specific Facility _________________________________ 249
Reconciling Transcription Results Automatically ____________________________________ 249
Reconciling Transcription Results Individually ______________________________________ 249
Working with a Transcription Inbound Interface ______________________________________ 250
Working with Inbound Results Through an Interface ________________________________ 250
Exporting to Microsoft Outlook___________________________________________________251
Exporting Patients to Microsoft Outlook_____________________________________________ 251
Exporting Schedules to Microsoft Outlook ___________________________________________ 251
Exporting Referring Physicians to Microsoft Outlook ___________________________________ 252
ADMIN SETUP ___________________________________________________ 253
Product Activation in System Administration________________________________________253
Administrator Login ____________________________________________________________254
License Alert Restricted to Administrators and Co-Administrators Only _______________________ 255
Merge Patient _________________________________________________________________255
FaxServer _____________________________________________________________________256
FaxServer Setup ___________________________________________________________________ 256
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CONTENTS
Configuring Fax Inboxes by Department _____________________________________________ 258
Admin _______________________________________________________________________259
Active Directory ___________________________________________________________________ 260
Active Directory Authentication____________________________________________________ 260
Active Directory Authentication for SSO _____________________________________________ 260
Visit Type Codes ___________________________________________________________________ 261
Configuring Visit Type Codes ______________________________________________________ 261
Updating Visit Code Details ____________________________________________________ 265
Creating Vision Examination Visit Types _____________________________________________ 265
Creating Orthopaedic Visit Types___________________________________________________ 266
Using the Visit Code Option for Medication Reconciliation ______________________________ 267
Display Sections in Progress Notes Based on Visit Type_________________________________ 271
Visit Type Durations ________________________________________________________________ 274
Enabling Patient Pre-Registration _____________________________________________________ 275
Configuring Mandatory Fields for Patient Pre-Registration ______________________________ 275
Pre-Registering a New Patient _____________________________________________________ 277
Visit Status Codes __________________________________________________________________ 279
Configuring Visit Status Codes _____________________________________________________ 279
Updating a Status Code _______________________________________________________ 281
Deleting a Status Code ________________________________________________________ 281
Customizing Categories and Items_____________________________________________________ 282
Accessing the Admin Window _____________________________________________________ 282
Organizing Appointment Reason Keywords __________________________________________ 283
Lock _________________________________________________________________________285
Locking eClinicalWorks ______________________________________________________________ 285
Locking Your Workstation ___________________________________________________________ 285
Reporting Tasks________________________________________________________________285
System Messages ______________________________________________________________286
LOGS AND REPORTS _______________________________________________ 287
System Admin Logs_____________________________________________________________287
Viewing the User Log _______________________________________________________________ 288
Printing the User Log _________________________________________________________ 289
Viewing the Server Log______________________________________________________________ 289
Enabling Debug Logs _______________________________________________________________ 290
Viewing the Practice Management Scheduled Tasks Status Report __________________________ 290
Viewing the HIPAA Logs _____________________________________________________________ 291
System Admin Reports __________________________________________________________291
Producing an Oversight Physician Productivity Report_____________________________________ 292
Viewing the Authentication Security Log _______________________________________________ 293
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CONTENTS
APPENDIX A: BACKING UP DATA _____________________________________ 294
Backups ______________________________________________________________________294
Essential Backups __________________________________________________________________ 294
Recommended Backups _____________________________________________________________ 294
APPENDIX B: NOTICES _____________________________________________ 295
Trademarks ___________________________________________________________________295
Copyright _____________________________________________________________________295
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CONTENTS
List of New Features
Security Attributes for V10 ______________________________________________________________________ 34
Viewing the HIPAA Logs _______________________________________________________________________ 291
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List of Enhancements
Security Attributes_____________________________________________________________________________ 34
Web View of Security Attributes __________________________________________________________________ 38
Local Settings _________________________________________________________________________________ 46
Out-of-Office Date Range _______________________________________________________________________ 59
Displaying the CPT Copyright_____________________________________________________________________ 78
Hard Reset of Password by Other Users ___________________________________________________________ 109
Hard Reset Password Search ____________________________________________________________________ 110
Uploading a Logo _____________________________________________________________________________ 156
Add Multiple DEA Numbers for a Provider _________________________________________________________ 161
Add Staff Licensing Information _________________________________________________________________ 190
Product Activation ____________________________________________________________________________ 253
Administrator Login ___________________________________________________________________________ 254
Active Directory Authentication for SSO ___________________________________________________________ 260
Configuring Visit Type Codes ____________________________________________________________________ 261
Display Sections in Progress Notes Based on Visit Type _______________________________________________ 271
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CONTENTS
List of Meaningful Use Indicators
Configuring Tabs Displayed in the Chart Panel _______________________________________________________ 79
Add Staff Licensing Information _________________________________________________________________ 190
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ABOUT THIS GUIDE
This guide provides the office administrator with information needed to configure Security Settings; to set up
the Provider, Staff, and Databases; and, to manage eClinicalWorks® V10.
The Front Office Setup Guide, Electronic Medical Records Setup Guide, and Billing Setup Guide provide the setup
information for Front Office, EMR, and Billing features.
Product Documentation
The eClinicalWorks documentation supports the eClinicalWorks Electronic Medical Record (EMR), Practice
Management (PM), and/or additional software features.
eClinicalWorks Documentation is available from:


my.eclinicalworks.com Customer Portal https://my.eclinicalworks.com

click the Documents and Videos widget on the Knowledge tab to display the documents available in PDF
format

click the HelpHub widget on the Helpdesk tab to display the documents available in HelpHub
eClinicalWorks application - from the Help menu, click the HelpHub link
Webinars
For more information, take advantage of the free unlimited eClinicalWorks webinars — interactive seminars
conducted online. These courses are presented by product trainers who are experts with eClinicalWorks and all
of its capabilities. To sign up for an eClinicalWorks webinar, go to:
my.eclinicalworks.com Customer Portal https://my.eclinicalworks.com.
To view and register for the webinars, from the eCW Services tab, click the Training and Education filter, and
then click the Webinars widget.
eClinicalWorks Newsletter
To receive important, timely, and informative product notifications, subscribe to the eClinicalWorks Newsletter
e-mail list.
To subscribe to the newsletter:

click the link available on the Customer Portal: https://my.eclinicalworks.com
OR

click the link available on the eClinicalWorks website: http://eclinicalworks.com/
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ABOUT THIS GUIDE
GETTING SUPPORT
OR

click the direct link: eClinicalWorks newsletter
Getting Support
Send messages directly to eClinicalWorks Support through the eClinicalWorks Customer Portal:
https://my.eclinicalworks.com
You may also call or e-mail eClinicalWorks Support:
Phone: (508) 475-0450
E-mail: support@eclinicalworks.com
Conventions
This section list typographical conventions and describes the icons used to call out additional information and to
indicate item keys, new features, and enhancements to the application.


Typographical conventions:
Bold
Identifies options, keywords, and items in a description.
Italic
Indicates variables, new terms and concepts, foreign words, or emphasis.
Monospace
Identifies examples of specific data values, and messages from the system, or
information that you should actually type.
Icons are used to highlight new features and indicate enhanced features and item keys:
Icon
Description
Indicates an item key.
Identifies new features, suggested by clients, from the eCWIdeas website:
http://ecwideas.eclinicalworks.com.
Identifies a new feature.
Indicates an enhanced feature.
Points out helpful tips or additional information.
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ABOUT THIS GUIDE
Icon
CONVENTIONS
Description
Indicates that a feature meets a Meaningful Use requirement.
Note to Cloud/SaaS Users: When accessing the eClinicalWorks application via RDP (Remote Desktop
Protocol) as a backup, be advised that Microsoft Office applications such as Excel® and Word® will
not be supported.
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SECURITY
Security processes involve determining the providers and staff members that have access to certain areas of the
program or to the records of certain patients.
The following sections describe how to set up security:

Security Permissions

Security Attributes

Changing Passwords

User Groups
Security Permissions
Assign security permissions either by selecting a user or group of users and a set of security attributes, or by
selecting an attribute and the set of users who have permission to use it.
Normally, the admin assigns security access by role. From the Security Settings window, the admin can search
for users, then search for and select Security Items by name, Security Items by description, and Security Groups.
Assigning Security Access by User
When specifying security access by user, all available security attributes display for a single user.
To set security by user:
1. From the File menu, click Security Settings.
The Security Settings window displays.
2. Click the By User tab if it has not displayed by default.
A list of users displays in the left pane, arranged by category: Providers and Staff.
The remaining columns display the names and descriptions of the security items, and the name of the
group to which they belong. All of these lists are searchable from the field at the top of the column.
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Security
Security Permissions
3. Type the name of the user to narrow your search; then click a user’s name to select it.
The Permission column, at the far right, displays a check box for each of the security attributes in the list.
4. Check the boxes next to all of the attributes that you want to give this user permission to use.
Note: Descriptive tooltips display when users point to any security attribute.
IMPORTANT! Initially, all permission check boxes display as grayed out and not checked, but the
administrator usually grants all staff members access to most features. To grant access, select a staff
member and then check the relevant permission check boxes for that person. Repeat this selection
for each staff member.

For new staff members, check the Permission check box at the top of the list in the right column. This
selects all permissions; you can then remove check marks from those attributes that will not be granted
to the new staff member.

For existing staff members, the checked boxes in the right column indicate the permissions granted to
that staff member. Select or remove features, as necessary.
5. Click Save.
The specified security permissions are set for the selected user.
6. Repeat steps 3 - 5 for all users.
Assigning Security Access by Attribute
In addition to assigning security access by user, the administrator can select a security attribute and assign it to
all the users.
To assign security attributes:
1. From the File menu, click Security Settings.
The Security Settings window displays.
2. Click the By Security Attribute tab.
3. Select a Security Item from the list.
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Security
Security Permissions
Note: Descriptive tooltips display when users point to any security attribute.
In the Permissions column, a check next to each user’s name indicates the assigned security item.
4. Check the box next to each user for whom you want to add the selected security item.
IMPORTANT! Initially, all permission check boxes display grayed out and not checked, but all staff
members have access to most features. To grant or restrict access, select a staff member and then
check the relevant permission check boxes for that person. Repeat this selection for each staff
member.
5. Click Save.
6. Repeat the selection and save operations for all the attributes to be assigned.
IMPORTANT! Click Save each time that you assign a set of security attributes to a user and before
assigning another set of attributes to a different user.
Role-Based Security
In addition to selecting security settings for users individually and by template, you can also assign security
attributes by user roles. This is helpful if you have a large practice with many nurses, billing staff, and
physicians.
Enabling Role-Based Security
Before configuring any roles or assigning security permissions by role, the administrator must select Role-Based
Security from Practice Defaults to enable the role-based security feature:
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Security
Security Permissions
For more information, refer to Enable Role-Based Security.
Creating Roles for Security
You must create the various roles of the staff members at your office, before determining the security
permissions.
To create roles for security:
1. From the File menu, click Security Settings.
The Security Settings window displays, with the By Role tab selected by default.
2. Click the Configure Role button at the bottom of the window:
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Security
Security Permissions
The Configure Roles window displays, listing the existing roles that have already been added:
3. Enter the information as described in the following table:
To...
Add a Role
Then...
1.
2.
3.
4.
Update a Role
1.
2.
3.
4.
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In the Configure Roles window, click Add Role.
The Configure Role window displays.
Enter the name of the new role in the Role Name field.
Enter a description of this role in the Description field.
Click Save.
This role is added.
Check the box next to the role to be updated.
Click Update Role.
The Configure Role window displays.
Edit the role name and/or description.
Click Save.
This role is updated.
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Security
Security Permissions
To...
Delete a Role
Then...
1.
2.
3.
Check the box next to the role to be deleted.
Click Delete Role.
A confirmation window displays.
Click OK.
This role is deleted.
Assigning Role Membership
After your roles have been created, place your staff members in the appropriate roles.
To assign role membership:
1. On the Role Security Settings window, click the Role Membership button at the bottom of the window.
The Role Membership window displays.
The list of Roles displays in the left pane.
2. Click the name of one of the roles.
The list of staff members displays in the right pane.
3. Check the box for any staff member to be assigned to the selected role:
To select all staff for membership in the selected role, check the box at the top of the Role Member
column.
4. Click Save.
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Security
Security Permissions
Configuring Role-Based Security Permissions
After adding staff members to the appropriate roles, configure the permissions for each of these roles By Role
permission or By Security Attribute.
To configure security By Role:
1. On the Security Settings window with the Role tab selected, select one of the roles that were configured for
your practice.
The list of security attributes displays in the right pane, and the role you selected displays at the top of the
window:
2. Check the box next to each attribute to assign the selected role for each member.
3. Click Save.
To configure security By Security Attribute:
1. On the Security Settings window, click the By Security Attribute tab.
2. Select one of the attributes listed in the left panel.
The attribute you selected displays in the blue banner at the top of the window. The list of associated roles
configured for your system displays in the right panel.
3. To grant permissions to a role, perform one of the following actions:

To grant permission to a role for the selected attribute, check the Permission box(es) next to the
corresponding role.

To grant permission to all roles, check the box at the top of the Permission column.
4. Click Save.
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Security
Security Permissions
Facility-Based Security
Configure Security Settings based on the facility where each staff member works.
To set up Facility-Based security, you must first select Enable Facility-Based Security from Practice Defaults:
For more information, refer to Enable Facility-Based Security.
You can now configure facility-based security settings.
Using Facility-Based Security Settings
When Facility-Based Security is enabled, the system adds a By Facility tab and a By User (Facility) tab to the
Security Settings window. Administrators use these tabs to grant or restrict the users' access to certain
facilities.
The default view enables administrators to assign access by facility. This is the same method as the assigning of
permissions for security attributes.
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Security
Security Permissions
To designate facility-based security by facility:
1. On the Security Settings window (with Facility-Based Security enabled), click the By Facility tab.
The By Facility options display, listing all the practice’s facilities in the left pane.
2. Click one of the facilities.
The user names of all staff assigned to the selected facility display in the right pane:
3. Click the names of those staff members given security access to the selected facility, then click Save.
The system saves the selected security permissions by facility. Users are not able to access information
(such as encounters, claims, etc.) associated with facilities they do not have permission to access.
To designate facility-based security by user:
1. On the Security Settings window (with Facility-Based Security enabled), click the By User (Facility) tab.
The By User (Facility) options display, listing all the practice’s users in the left pane and the facilities in the
right pane.
2. Click the name of a staff member in the left pane.
3. Click the Permissions check box in the right column for each facility at which the staff member will be
granted security permissions.
Note: Grant the user access to patient records in all facilities by clicking the check box at the top of
the Permissions column.
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Security
Rx Security
Rx Security
The Rx Security feature enables providers to specify the staff members who are allowed to print and fax
prescriptions for their patients.
Administrators enable this feature from Practice Defaults:
For more information, refer to Enable Rx Security.
Configuring Rx Security
The Rx Security window displays in two sections: one for staff and one for providers.
To configure Rx Security:
1. From the File menu, click Security Settings.
The Security Settings window displays.
2. Click Rx Security.
The Rx Security window displays.
3. To select the provider, click the More (...) button next to the Provider field:
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Security
Rx Security
The staff and provider sections populate with all the users at this practice, except the selected provider.
4. Click Save.
Configuring Security for a Specific Facility
To configure security for a specific facility:
1. From the Rx Security window, select the facility:

Click More (...) next to the Filter by Facility field and click the facility to select it.
OR

Check the All Facilities box and click the facility.
2. Click Save.
Security is configured for the selected facility.
Selecting Staff Members
To select staff members:
1. From the Rx Security window, select the staff members and providers:

Check the boxes next to all the staff members and providers that have permission to print, fax, or
transmit prescriptions for the selected provider.
OR

Check one or both of the Select All boxes if to select all staff members and/or providers simultaneously.
2. Click Save.
Rx Security is configured for the selected provider(s). Users that attempt to print, fax, or transmit a
prescription for a provider they do not have permission for, receive the following message: You are not
authorized to perform this function.
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Security
Configure Categories
Configure Categories
Configure the items to display for each Progress Notes category by user, role, and/or facility.
To configure the items displayed for each Progress Notes category:
1. From the File menu, click Security Settings.
The Security Settings window displays.
2. Click Configure Categories from the bottom of the window:
The Configure Categories window displays:
3. Enter the information as described in the table:
Feature
Description
Category
From the Category drop-down list, select a Progress Notes category to
configure.
Filter By
From the Filter By drop-down list, choose to configure categories by user
or by role.
Facility
From the Facility drop-down list, select a specific facility.
4. Click one of the following radio buttons:

All Licensed Providers - Configure categories for providers with licenses.

All Other Staff - Configure categories for all non-provider staff members.
Creating Duplicate Categories for Different Users or Roles
To create duplicate categories for different users or roles:
1. From the Configure Categories window, check the box next to one item in the left pane to duplicate.
2. Click Copy.
The Copy Category window displays:
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Security
Configure Categories
3. Enter the name of the new category (the copy) in the Name field (e.g., if Dr. Sam Willis wanted to copy the
practice’s OB/GYN category so that he could have his own personalized items, you would enter something
like OB/GYN - Dr. Willis, SW - OB/GYN, etc.).
4. Click OK.
The selected category is copied.
Selecting the Items to Display in the Progress Notes
Category
To choose the items to display in the selected Progress Notes category:
From the Configure Categories window, select the Items to display.

Check the box(es) next to the item(s) in the left pane to display.
OR

Check the All Categories box to select all the items at one time.
Displaying the Categories for a User or Role
To display the selected categories for a user or role:
1. From the Configure Categories window, select the roles or users:

Check the box(es) next to the user(s) or role(s) in the right pane.
OR

Check the All box to select all the users or roles simultaneously.
2. Click Apply.
The system applies the selected configuration.
3. Repeat the steps until all categories are configured for all users.
4. Click OK.
The Configure Categories window closes, and the system saves the changes.
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Security
Locked Users
Locked Users
Users are locked out of the system if they enter incorrect login information too many times. The number of
failed login attempts required for a user to be locked is determined by the administrator from File > Settings >
Authentication Settings - Authentication Failure Lockout.
The administrator can unlock any locked user accounts from the Security Settings window.
To unlock a locked user:
1. From the File menu, click Security Settings.
The Security Settings window displays.
2. Click Locked Users.
The Locked Users window displays.
3. Click the check box next to the user(s) you want to unlock.
4. Click Unlock User(s):
The selected users are unlocked.
Security Templates
If you have many staff members who need the same settings, such as billers or nurses, you can streamline the
process of assigning security settings. You can create and save a template, and then copy the template settings
to each applicable staff member.
Configuring Security Templates
Configure the Security Templates before applying them to staff members.
To configure security templates:
1. Click Configure Template at the bottom of the Security Settings window.
The Configure Security Template window displays, listing the templates that have already been created:
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Security Templates
From this window, you can add, update, or delete templates or work with template permissions.
Creating Security Templates
You can create Security Templates for each type of staff member to use.
To create a security template:
1. From the Security Settings window, click Configure Template.
Note: This button is available only when working with User-Based security settings, under the By
User tab. When using Role-Based security settings, this feature is redundant and therefore not
available.
2. Click the Add button on the Configure Security Template window to create a new template.
The blank Configure Security Template dialog displays:
3. Type the name of the new template.
4. Type a brief description of the new template.
5. Click Save:
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Security
Security Templates
The new template is added to the list:
Updating Security Templates
You can update the name and description of an existing Security Templates as needed.
To update a security template:
1. From the Security Settings window, click Configure Template.
The Configure Security Template window displays.
2. Click one of the templates in the list to select and highlight it.
3. Click the Update button to update the selected template.
4. Enter the name for this template in the Template Name field.
5. Enter a description of this template in the Description field.
6. Click Save.
The selected template is updated.
Populating Security Template Permissions
After creating a Security Template, populate it with permissions before applying it to staff members.
To populate security template permissions:
1. From the Security Settings window, click Configure Template.
Note: This button is available only when using User-Based security settings, under the By User tab.
When using Role-Based security settings, this feature is redundant and therefore not available.
The Configure Security Template window displays.
2. Click Template Permission.
The Template Permission window displays.
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Security
Security Templates
3. Specify permissions for the templates in the same manner as you would for a user, either By Template or
By Security Attribute:
4. Click Save.
The system saves the permissions for each of the templates.
Using Security Templates
After you have created and configured a Security Template, you can apply it to all applicable users.
Note: This button is available only when using the User-Based security settings, under the By User tab.
When using Role-Based security settings, this feature becomes redundant, so the system renders it
unavailable.
To apply a Security Template to a user:
1. From the Security Settings window, click Copy Template.
The Copy Template window displays:
2. Click the drop-down arrow for the Copy From field, and select the template you want to use.
3. Click the drop-down arrow for the Copy To field, and select the user to be assigned the template.
4. Click Save.
The system copies the specified template to the selected user.
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Security
Security Attributes
Security Attributes
Enhanced Feature
Federal regulations and your own practice standards provide guidelines about the staff members who should
have access to segments of Patient information. For example, access to the Patient Progress Notes is essential
to the providers, and is likely not required for the receptionist. In addition to these restrictions, eClinicalWorks®
reserves some functions for the administrator and co-administrators only.
Each person who signs on to eClinicalWorks® should have permissions set only for the security items they need,
to do their job.
Clear the Permission check box (not checked), to disable the functionality.

The text is grayed out on a menu; a Permission Denied message displays; or, the item may not display at all
(for example, the Admin band is hidden for non-administrators.)
Check the Permission box to grant that user permission for the security item.

Work with your administrator to be sure that the right people in your practice have permission to view or
change information.
Security Attributes for V10
New Feature
The following table describes the Security Attributes that have been added or enhanced for V10:
Security Attribute
Description
Allow access to Cancel All
Appointments for the Day
With the security attribute Allow Access to Cancel All Appointments for the
Day enabled:

To cancel all appointments for the day, right-click the appointment
from the Resource Schedule and click Cancel all for this day.

To move appointments to the bump list, right-click an appointment
and then click Bump Appointment:
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Security Attributes
Security Attribute
Allow Access to OB
Flowsheet Access Log
Description
This attribute enables access to the OB Access Log button in the OB
Flowsheet.
To view OB Access Log:
1.
Click the OB Access Log on the OB Flowsheet.
The OB Access Log window displays:
2.
Use one of the options to filter the logs:

Click the Past Preg drop-down arrow, and then select a past
pregnancy date.
The OB Access logs display.
OR

Click the Group By drop-down arrow, and then select a category
- None, Encounter Date, Action, User Name, IP Address, or
Section.
An additional field displays for all categories other than None.
Click the drop-down arrow in the additional field to select a subcategory.
The logs display by the sub-category.
OR

Enter tab data in the Search TabData field.
The logs matching the tab data display.
Allow access to Pt Labs/
Imaging
This attribute allows access to Labs, Diagnostic Imaging, and Procedures
from the Chart Panel.
Allow Access to Specialty
Forms
To access security access forms, enable the security attribute Allow Access
to Specialty Forms, right-click an appointment from Resource Schedule
and select View Specialty Forms from the drop-down list:
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Security
Security Attributes
Security Attribute
Description
Allow Move Document to
Another Patient
This attribute enables or disables the moving of documents from one
patient to another using the Move to Another Patient option in Patient
Documents.
Allow to Unlock OB
Flowsheet Items
This attribute enables access to the Unlock button in locked OB Flowsheet
sections. This attribute enables users to unlock tabs in an OB Flowsheet.
Users have the ability to unlock a pregnancy based on this security
attribute. Users are able to unlock a pregnancy if there is no active
pregnancy, and if there is no closed pregnancy after that.
Allow user to edit multiple
DEA
This attribute enables the user to add/edit/delete multiple DEAs.
Allow Wristband Label
Printing
Enables the printing of wristband labels from the Patient Hub.
Approval Queue
This attribute enables users to access the Approval Queue for labs,
diagnostic images, and procedures.
Billing Configuration


This attribute enables access to the UPS address configuration
This attribute enables access to the ERA CAS Configuration window
and Global CAS Configuration window.
Blast eMsg
This attribute enables access to the Blast eMsg button in the Registry
window.
Configure Preferred
Providers By Facility
This attribute enables the configuration of preferred providers by facility.
Create New Patient
This attribute enables the user to create new patients
Customize links on
Progress Notes based on
visit type
This attribute enables the Customize button in the Visit Type Codes
window.
Delete Telephone
Encounters
With this security attribute enabled, the user may delete Telephone
Encounters.
Enable Advice Button for
Coumadin Flowsheet
This attribute enables the user to add to the Recommended Dose column
on the Anti-Coagulation Flowsheet window.
Immunization - Quick
Order Due Immunization
This attribute controls the Quick Order button in the Immunization
Schedule window.
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Security
Security Attributes
Security Attribute
Description
Immunization - Set Default
for Immunization
This attribute controls the Immunization Series default setup accessed
from EMR > Immunizations/Therapeutic Injections > Immunization Series
Default Setup.
Interface Reconciliation Quick-Launch Notification
This attribute controls the Reconcile menu option from the L Quick-Launch
button.
Mass eMsg
This attribute enables access to the Send Mass eMsg button in the
Registry window.
Patient Care Plan Access
This attribute controls the Care Plan Progress Notes. Version 10 extends
this attribute to the Care Plan Manager. Only users with this attribute
enabled can access the Care Plan Manager.
Permission to configure
state specific controlled
drug list
This attribute enables access to configuring State-Specific Controlled Drugs
(EMR menu > Miscellaneous Configuration Options > Configure State
Specific Controlled Drugs).
Show Toolbar on Progress
Notes Screen
The attribute enables the user to see the hidden Progress Notes sections
icon in the toolbar of any Progress Notes window, and to open the section
from the toolbar. This feature is related to Visit Type Customization.
Telephone Encounters
This attribute enables user access to Telephone Encounters and Web
Encounters.
Templates
The security attribute Templates no longer controls the Chart Group Visit
option under View Progress Notes in the Office Visits window. If users do
not have access to the Templates security attribute, they can still access
the Chart Group Visit option.
Update Patient Insurance
This attribute enables the user to update a previously added insurance to
the Patient Information (Demographics) window.
For a comprehensive list of all available security attributes, refer to the Security Attributes and Logs Guide.
For information about some additional features related to security attributes, refer to:

Web View of Security Attributes

Assigning Security for Specific Patient Documents Folders

Specifying Co-Administrators

Deny Access to All Security Attributes by Default

Viewing Security Info
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Security
Security Attributes
Web View of Security Attributes
Enhanced Feature
A Web View is available for user-based, role-based, and facility-based Security Attributes. Users can display
security attributes by group name in the Web View.
Note: This feature is enabled by item key. Contact eCW Support and refer to the Item Key
Code 1669_AOOA.
Enabling the Web View for Security Attributes
To enable Web view for security attributes:
1. From the File menu, point to Settings, and then click Practice Defaults.
The Practice Defaults window displays.
2. Click the Role-Based or User-Based radio button as required.
3. Click Enable Facility-Based Security to enable security attributes by facility.
4. Click OK.
Viewing the Security Attributes Window
To view of Security Attributes window:
1. From the File menu, click Security Settings.
The Security Attributes window displays.
2. Click the By User or By Security Attribute tab, as applicable.
3. Enter the following information in a field to filter results:
By User tab:
Field
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Information
User Name
Enter name to search attribute settings by users.
Security Item Name
Enter name of the security attribute to filter that attribute.
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Security Attributes
Field
Information
Security Item Description
Enter description of the security attribute.
Security Group Name
Enter a group name to search attributes by group name.
eClinicalWorks configures the group names on the back end.
Permission


Clear Search
Enter Yes to search for enabled security attributes for users.
Enter No to search disabled security attributes for users.
Click to clear the Search fields.
By Role Name tab:
Field
Information
Role Name
Enter a name to search attribute settings by roles.
Security Item Name
Enter a name of the security attribute to filter that attribute.
Role Desc
Enter a description of the role.
Security Group Name
Enter a group name to search attributes by group name.
eClinicalWorks configures the group names on the back-end.
Permission


Clear Search
Enter Yes to search the enabled security attributes for users.
Enter No to search the disabled security attributes for users.
Click to clear the Search fields.
By Facility Name/By Facility (User Name) tab:
Field
Information
Facility Name
Enter the name of the facility to view attributes by facility.
User Name
Enter the name of the user to filter results by users.
Permission


Enter Yes to search the enabled security attributes.
Enter No to search the disabled security attributes.
To expand providers, staff, roles, or security item name groups, click the Plus (+) icon.
To collapse providers, staff, roles, or security item name groups, click the Minus (-) icon.
Note: Functionality for the buttons in the bottom bar remains the same as in Classic View.
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Security Attributes
Assigning Security for Specific Patient Documents Folders
Enable security attributes to control access to specific Patient Documents folders. These attributes must be
enabled by eClinicalWorks, and may incur some costs.
For more information, contact eClinicalWorks Support.
Specifying Co-Administrators
A co-administrator has most of the same security access as the administrator. You can have permanent coadministrators or assign the role only when the administrator is away.
To specify a co-administrator:
1. From the File menu, click Security Settings.
The Security Settings window displays.
2. Click the By User tab.
A list of users displays in the left pane.
3. Select the user to specify as a co-administrator from the left pane.
A list of available security attributes displays in the right panes.
4. Check the box for the Manage Security item.
5. Click Save.
The system sets the selected user as a co-administrator.
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Security Attributes
A list of current co-administrators displays on the eClinicalWorks Administrator window. For more
information, refer to Changing the eClinicalWorks Administrator.
Deny Access to All Security Attributes by Default
Some of the security attributes in the eClinicalWorks system deny access to certain features, while other
attributes permit access.
To ensure that the default for your practice denies access to features unless the practice specifically grants
access, the Practice Default option provides this security measure.
To deny access to all features by default:
1. From the File menu, point to Settings, and then click the Practice Defaults option.
The Practice Defaults window displays.
2. Click the General tab.
The General options display.
3. In the Security Setting section, check the Deny access… box:
4. Click OK.
Users are denied access to all security attributes by default. All users must log out and log back in to view
these changes.
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Security
Security Attributes
Viewing Security Info
A Security Info button displays on various windows if the user does not have permission to access or modify the
information contained there.
Click Security Info to display information about the specific security attribute restricting your access:
Changing Passwords
Change your current password from the File menu.
To change your password:
1. From the File menu, click Change Password.
The Change Password window displays.
2. Enter your current password in the Old Password field.
3. Enter the new password in the New Password field.
4. Re-enter your new password in the Confirm New Password field.
5. Click OK:
A confirmation window displays.
6. Click OK.
Your password is changed.
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Security
User Groups
User Groups
Users with permission for the Administrators security attribute can create User Groups for doctors and staff
members. User groups assign functions, such as work queues, to groups of staff members.
For more information about assigning user groups to work queues, refer to the following documents, available
on the my.eclinicalworks.com Customer Portal, under Knowledge > Documents & Videos > Billing:

Rule Engine Users Guide - Claim Edits Rules - Provides information about creating and processing Claim Edits
rules using the Rule Engine available through the eClinicalWorks application.

Rule Engine Users Guide - Workflow Rules - Describes how to write Workflow Rules to define the
parameters needed by the system to group claims into work queues for analysis and action by assigned
CBO (Central Billing Office) users and to enable CBO managers or administrators to track CBO user
productivity as they work on claims in each queue.
Add a User Group
Users with permission for the Administrators security attribute can create User Groups for doctors and staff
members.
To add user groups:
1. From the File menu, click User Groups.
The User Groups window displays.
2. Click Add:
A second User Groups window displays.
3. Enter the name of the new user group in the Group Name field.
4. Enter a description of the new group in the Group Description field.
5. Search for a username:

Enter the username to search against the list of groups in the Search field.
OR
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Security
User Groups

Enter the first letter of a username to search for all users with that initial.
6. Check the boxes next to the users to add them to the group.
As each box is checked, the associated names and user types display in the right panel.
7. To remove names from the right panel, check the box(es) next to the name(s) and click Remove:
8. Click OK to save the group.
The new group displays in the User Groups window.
9. Click Close to exit.
Selecting User Groups from the Work Queue Detail Window
To select the User Groups from the Work Queue Detail window:

From the Categories section:

Select the queue category.
OR


Click Add in the Categories section to create a new category.
From the Queues section:

Select the queue and click Update.
OR

Click Add in the Queues section to create a queue.
The Work Queue Detail window displays:
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MACHINE, USER, AND PRACTICE SETTINGS
Administrators may customize many types of settings through the File menu.
Click the category below to learn more about machine, user, and practice settings:

Primary Facility

Print/Fax/Lock Settings

Local Settings

eClinicalWorks APU ID Location

My Settings

Enable Tree View for Social History

Practice Defaults

Format Progress Notes

eClinicalWorks Administrator

Upload Images

Hard Reset Password

UpToDate Setup

Authentication Settings
Primary Facility
The practice primary facility information must be added to the system from the Facility Information window.
To update your primary facility’s information:
1. From the File menu, point to Settings, and then click Primary Practice.
The Facility Information window displays.
2. Update the information as you normally would for any facility.
For more information about updating facility information, refer to Facilities.
Local Settings
Local settings are specific to each machine.
The Local Settings window contains the following options:
Setting
Specifying a Default
Appointment Facility
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Description
To select the facility used by default when creating appointments from this
computer, click More (…).
For more information, refer to the Front Office Setup Guide.
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Machine, User, and Practice Settings
Setting
Local Settings
Description
Fax Inbox Folder
To select the folder on this computer to store incoming faxes, click More (...).
For more information, refer to the Front Office Setup Guide.
Enable DYMO®
Label Printing
Check this box to enable the use of DYMO® label printers from this computer.
For more information, refer to the Front Office Setup Guide.
DYMO® Printer
Template File
To select the file used as a template for printing DYMO® labels from this
computer, click More (...).
For more information, refer to the Front Office Setup Guide.
Lab Specimen
Label Template File
To select the file used as a template for printing lab specimen labels from this
computer, click More (...).
For more information, refer to the Electronic Medical Records Users Guide.
Lab Specimen
Label Template File
with Bar Code
To select the file used as a template for printing lab specimen labels with
barcodes from this computer, click More (...).
For more information, refer to the Electronic Medical Records Users Guide.
Audiometer:
Get Data from
Tremetrics Device
Check this box to enable Tremetrics® audiology devices on this computer.
For more information, refer to the Electronic Medical Records Users Guide.
Show Printer Selection
Dialog
Check this box to enable the selection of printers whenever you print from the
eClinicalWorks application on this computer. If this box is not checked, then
eCW automatically uses the default printer for this computer.
For more information, refer to Showing the Printer Selection Dialog.
Use Microsoft Word
for Printing check
boxes
Check the box(es) next to the type(s) of claim forms to export into Microsoft®
Word before printing from this computer.
For more information, refer to Using Microsoft Word for Printing Claim Forms.
Show Multiple
Bookings Warning
Check this box to display a warning when a user tries to add multiple bookings
for the same provider at the same time on this computer.
For more information, refer to the Front Office Setup Guide.
Refresh Interval For
Resource Schedule
Enter the number of minutes between automatic refreshes of the Resource
Scheduling window on this computer.
For more information, refer to the Front Office Setup Guide.
Show All Visits / Show
Only Billable Visits
Click one of these radio buttons to determine whether all visits or only billable
visits will display on the Resource Scheduling window on this computer.
For more information, refer to the Front Office Setup Guide.
Copy Data To:
Excel File
Check this box to export information to a Microsoft Excel file instead of the
default text file when a user clicks the Copy button in the eClinicalWorks
application on this computer.
For more information, refer to Copying Information to a Microsoft Excel File.
Enable JTECH®
InstaCall™ Pager
Check this box to enable the use of a JTECH® pager system on this computer.
For more information, refer to Enabling a Pager System.
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Machine, User, and Practice Settings
Setting
Local Settings
Description
Titmus® Data Option
check boxes
Check the box(es) in this section to configure the patient information included
on Sperian® Titmus® stereogram tests.
For more information, refer to the Electronic Medical Records Users Guide.
Manifest File Setting
Check this box if the practice is using multiple versions of the eClinicalWorks
application on this computer, thereby preventing the system from accessing
the required DLL (.dll) files appropriately.
For more information, refer to Enabling the Manifest File Setting.
Showing the Printer Selection Dialog
Enable the printer selection dialog from Local Settings for each computer.

With this option enabled, users may select which printer they want to use before printing a document.

With this option not enabled, the default printer for this computer is used whenever you click a Print
button in the eCW application.
To show the printer selection dialog:
1. From the File menu, point to Settings, and then click Local Settings.
The Local Settings window displays.
2. Check the Show Printer Selection Dialog box:
3. Click OK.
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Machine, User, and Practice Settings
Local Settings
The printer selection dialog displays whenever a document is printed from the eClinicalWorks® application
on this computer.
Using Microsoft Word for Printing Claim Forms
You can export claim forms to Microsoft Word to make adjustments before printing. Enable this option from
Local Settings for each machine.
To use Microsoft Word for printing claim forms:
1. From the File menu, point to Settings, and then click Local Settings.
The Local Settings window displays.
2. Check the box(es) in the Use Microsoft Word for Printing section for the forms to use with Microsoft Word:
3. Click OK.
The system exports the selected claim forms to Microsoft Word before printing them from this computer.
Copying Information to a Microsoft Excel File
To copy information from the eClinicalWorks application, click one of the Copy buttons to export into a
Microsoft Excel file instead of the default text file.
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Machine, User, and Practice Settings
Local Settings
To copy information to a Microsoft Excel file:
1. From the File menu, point to Settings, and then click Local Settings.
The Local Settings window displays.
2. Check the Excel File box:
3. Click OK.
The system exports information copied from the eClinicalWorks application on this computer into a
Microsoft Excel file.
Enabling a Pager System
Use the available pager system with eClinicalWorks to alert waiting patients and key personnel when it is their
turn to be seen.
To use the pager system, install it on the computer and enable it from Local Settings under the File menu.
For more information about using the pager system, refer to the Front Office Users Guide.
To show a multiple bookings warning:
1. From the File menu, point to Settings, and then click Local Settings.
The Local Settings window displays.
2. Check either the Enable Patient Paging box or the Enable Provider Paging box in the Pager pane:
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Machine, User, and Practice Settings
Local Settings
3. Select a vendor from the drop-down list in the Select Vendor field.
4. Click OK.
The pager system is enabled on this computer.
For more information about pagers, refer to the Devices Users Guide.
Enabling the Manifest File Setting
A setting is available for practices that use multiple versions of the eClinicalWorks application on one computer.
When this multiple version use occurs, the system may not access the required DLL (.dll) files appropriately, so
enabling this setting corrects this problem.
To enable the manifest file setting:
1. From the File menu, point to Settings, and then click Local Settings.
The Local Settings window displays.
2. Check the Manifest File Setting box:
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Machine, User, and Practice Settings
My Settings
3. Click OK.
The manifest file setting is enabled on this computer.
My Settings
The settings available in My Settings are specific to the current logged-in user.
For more information about the types of settings to configure, refer to:

Global Settings

Defaults Tab

My Providers Tab

Defaults 2 Tab

User Settings Tab

Warnings Tab

Physician Reference Tab

My Resources Tab

Views Tab

eClinicalWorks P2P Tab

Show-Hide Tab
Global Settings
Access the following settings from any tab:
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Machine, User, and Practice Settings
Setting
My Settings
Description
Configure My Assigned
Favorites
Click this button to configure your favorite staff members.
For more information, refer to Configuring My Favorites from My Settings.
Copy My Settings
Click this button to copy your settings to another user.
For more information, refer to Copying My Settings.
Configuring My Favorites from My Settings
Configure My Favorites from the My Settings window, as well as the Provider and Staff windows.
To enable this feature, refer to Enabling Users to Populate My Favorites Lists.
Note: This feature is enabled by item key. Contact eCW Support and refer to the item key
0024_UK.
To configure My Assigned Favorites using My Settings:
1. From the File menu, point to Settings, and then click My Settings.
The My Settings window displays.
2. Click Configure My Assigned Favorites:
The Configure My Favorites window displays:
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Machine, User, and Practice Settings
My Settings
3. Select the role of the users to add in the Role drop-down list.
4. Select a facility from the Location drop-down list.
5. Select the options specified in the table below to perform the corresponding function:
Function
Option
To copy favorites from
another user
Select the name of that user in the Copy from drop-down list.
The system copies the names of that person’s favorites to the My
Favorites list.
To copy names from the
list in the grid
1.
2.
Highlight a name.
Click => to move the name to the My Favorites list.
To remove names from the
My Favorites list
1.
2.
Highlight a name in the My Favorites list.
Click <= to remove the name.
6. Click Save to complete the selection of Assigned To favorites.
Repeat the necessary steps to select names for Assigned To favorites from additional roles.
Log out and log back in to view the changes.
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Machine, User, and Practice Settings
My Settings
Copying My Settings
Copy the My Settings for one provider to other providers.
To copy My Settings:
1. From the File menu, point to Settings, and then click My Settings.
The Settings window displays.
2. Click Copy My Settings:
The Copy My Settings window displays:
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Machine, User, and Practice Settings
My Settings
3. In the From Provider section, search for the practice and/or facility from which you want to copy the
settings.
The providers at the selected practice display in the bottom-left pane.
4. Highlight the provider from which you want to copy settings in the bottom-left pane.
5. In the To Provider section, search for the practice and/or facility to which you want to copy the settings.
The providers at the selected practice display in the bottom-right pane.
6. Highlight the provider to which you want to copy settings in the bottom-right pane.
7. Click Copy Settings.
A confirmation window displays.
8. Click OK.
The system copies the settings from the selected provider to the other selected provider. Log out and log
back in to view the changes.
My Providers Tab
Each user can specify the default appointment facility and the providers displayed on the Resource Schedule
from My Settings.
The table below describes the options available from this tab:
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Machine, User, and Practice Settings
Setting
My Settings
Description
Default Appointment
Facility
Click this button to configure your favorite staff members.
For more information, refer to Specifying a Default Facility.
My Schedule Settings
Click this button to copy your settings to another user.
For more information, refer to Configuring the Providers Displayed on the
Resource Schedule.
Out of Office
Select a date range during which you will be out of the office using these
drop-down calendars.
Specifying a Default Facility
Specify the default appointment facility for each user from My Settings.
To specify a default facility for a user:
1. From the File menu, point to Settings, and then click My Settings.
The Settings window opens with the My Providers tab displayed by default.
2. Click More (...) next to the field at the top of the window:
The Facility List window displays.
3. Highlight the facility to use and click OK.
The system closes the Facility List window and adds the selected facility to the top field on the Settings
window.
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Machine, User, and Practice Settings
My Settings
4. Click OK.
The default facility is specified for the current logged-in user. Log out and log back in to view the changes.
Configuring the Providers Displayed on the Resource Schedule
Configure the providers to display on the Resource Schedule for each user from My Settings.
To configure the providers displayed on the Resource Schedule:
1. From the File menu, point to Settings, and then click My Settings.
The Settings window opens with the My Providers tab displayed by default.
2. Select the facility that to configure providers for from the Primary Service Location drop-down list:
A list of the providers available at the selected location displays in the left pane.
3. Check the box(es) next to the provider(s) to display for this user on the Resource Schedule.
4. Click =>.
The system adds the selected providers to the right pane.
5. Clear any providers in the right pane so they will not display to this user.
6. Click OK.
The specified providers display on the Resource Schedule for the selected facility. Log out and log back in
to view the changes.
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Machine, User, and Practice Settings
My Settings
Configuring an Out-of-Office Date Range
Enhanced Feature
The Out-of-Office date range can be configured from the My Settings window under the My Providers tab.
When this feature is enabled, it will prompt the user with an alert message that a staff member is out of the
office, when that user tries to assign documents, referrals, Telephone Encounters, labs, actions, and Progress
Notes to the staff member who is out.
Users can assign Telephone Encounters to staff members and or providers who are out of the office. Although
the system lets the user assign the Telephone Encounter to out-of-office staff, it prompts the user with an alert
message that the staff member is out of office.
1. On the File menu, point to Settings option and then click My Settings.
The Settings window displays.
2. Click the My Providers tab.
3. Select the period of time for which the staff member/provider will remain out of office.
To clear the dates, use the Clear button:
4. Click OK.
Note: The system makes these changes only for the logged-in user.
Note: To remove this out-of-office date range, clear the boxes in the From and To drop-down
calendars, or click Clear.
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Machine, User, and Practice Settings
My Settings
5. Log out and log back in for the changes to take effect.
6. In the Telephone Encounter window, assign the encounter to the out-of-office staff member.
7. Click OK.
The system displays a prompt showing the dates the staff member will be out of the office, asking if you
still want to assign the encounter to that person.
8. To proceed, click Yes.
The encounter is assigned.
User Settings Tab
Several user-based settings enable users to customize eClinicalWorks from the File menu, click the Settings
drop-down list, and select My Settings.
For more information, refer to:

Configuring the Method of Provider Selection in Office Visits and Encounters Lookup

Enabling the Server Object Setting

Enabling Pick Lists by Facility

Specifying a Home Screen

Configuring the Default Right Panel
The table provides a description of the options available from this tab:
Setting
Description
pop-up Drug Interaction
Window
Click a radio button to determine the severity of a drug interaction before
the Interaction window pops up.
For more information, refer to the Electronic Medical Records Setup
Guide.
Provider/Resource
Selection in Office Visits
and Encounters Lookup
Click a radio button to determine the method of selecting providers and
resources on the Office Visits and Encounters windows.
For more information, refer to Configuring the Method of Provider
Selection in Office Visits and Encounters Lookup.
Enable Centralized
Resource Scheduling
(Facility Based)
Click a radio button to enable or disable facility-based scheduling on the
Resource Scheduling window.
For more information, refer to the Front Office Setup Guide.
Apply My Facility to Filter
Encounters
Click a radio button to determine whether the system will filter
encounters automatically by the default facility selected on the My
Providers tab.
For more information, refer to the Electronic Medical Records Setup Guide
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Machine, User, and Practice Settings
Setting
My Settings
Description
ICD Association for the
Procedure Codes Entered
in EMR Billing
Click a radio button to determine which ICD codes are automatically
associated with the procedure codes entered on the Billing window in
Progress Notes.
For more information, refer to the Electronic Medical Records Setup
Guide.
Copy Treatment Notes for
an Assessment in Carets
Click a radio button to determine whether the system carries Treatment
notes from the previous visit forward to the current encounter when using
the caret feature. The system carries all other information forward with
the caret feature when this option is disabled.
For more information, refer to the Electronic Medical Records Setup
Guide.
Automatically get the
Diagnosis in the Outgoing
Referral
Use the radio buttons and check box in this section to determine whether
diagnoses populate automatically in outgoing referrals.
For more information, refer to the Front Office Setup Guide.
View eCliniForms Toolbar
in Progress Notes
Check this box to display the eCliniForms toolbar on the Progress Notes
window.
For more information, refer to the Electronic Medical Records Setup
Guide.
Enable UpToDate in
Progress Notes Right Panel
Check this box to enable the UpToDate® clinical reference tool in the right
Chart Panel.
For more information, refer to the Electronic Medical Records Setup
Guide.
Interval in Minutes to
Refresh Fax Inbox
Enter the number of minutes between automatic refreshes of the Fax
Inbox in this field.
For more information, refer to the Front Office Setup Guide.
Latest Fax in Fax Inbox
Arrives at
Click a radio button to determine where new faxes display in the Fax
Inbox.
For more information, refer to the Front Office Setup Guide.
Enable Signature Pad in
Fax Preview Window
Click a radio button to enable or disable the signature pad for use on the
Fax Preview window.
For more information, refer to the Front Office Setup Guide.
Enable ServerXMLHTTP
Object
Click a radio button to manage communication between the
eClinicalWorks client and server.
For more information, refer to Enabling the Server Object Setting.
pop-up instruction window
when ordering Labs/Xrays/
Procedures
Click a radio button to determine whether to add pop-up instructions to
lab, imaging, and procedure orders.
For more information, refer to the Electronic Medical Records Setup
Guide.
Load PickList by Facility
Click a radio button to determine whether staff members can use
different pick lists at different locations.
For more information, refer to Enabling Pick Lists by Facility.
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Machine, User, and Practice Settings
My Settings
Setting
Description
Display style for Structured
data elements in Progress
Notes
Select a display style for Structured Data on the Progress Notes window
using this drop-down list.
For more information, refer to the Electronic Medical Records Setup
Guide.
My home window
Click a radio button to determine the window that displays by default
when the eClinicalWorks application opens.
For more information, refer to Specifying a Home Screen.
Default Right Panel
Configure the tab selected by default when the right Chart Panel opens.
For more information, refer to Configuring the Default Right Panel.
Automatically add
previously associated
assessment when Rx is
continued or refilled from
Right panel (Medication
Summary Screen)
Click a radio button to determine whether assessments that were
previously associated with a prescription are automatically added to a
patient’s Progress Notes when continuing or refilling a prescription from
the right Chart Panel.
For more information, refer to the Electronic Medical Records Setup
Guide.
Configuring the Method of Provider Selection in Office Visits
and Encounters Lookup
Configure the method of selecting a provider on the Office Visits and Encounters Lookup windows for each user
from My Settings.
To configure the method of selecting a provider on the Office Visits and Encounters Lookup windows:
1. From the File menu, point to Settings, and then click My Settings.
The Settings window displays.
2. Click the User Settings tab.
The User Settings options displays.
3. Click one of the following radio buttons in the Provider/Resource Selection in Office Visits and Encounters
Lookup row:
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
Pick list - To select the provider, click More (...) and select from the list of providers.

Drop-down - Select the provider from a drop-down list:
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My Settings
4. Click OK.
The method of selecting a provider from the Office Visits and Encounters Lookup windows is configured.
Log out and log back in to view the changes.
Enabling the Server Object Setting
The Enable ServerXMLHTTP Object setting on the User Settings tab on the My Settings window governs the
communication between the eClinicalWorks client and server.
IMPORTANT! The default setting is Yes and must not be changed by the user.
To enable communication between the eCW client and server:
1. From the File menu, point to Settings, and then click My Settings.
The My Settings window displays.
2. Click the User Settings tab.
The User Settings options display.
3. Click Yes in the Enable ServerXMLHTTP Object row:
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Machine, User, and Practice Settings
My Settings
4. Click OK.
The communication between the eCW client and server is configured. Log out and log back in to view the
changes.
Enabling Pick Lists by Facility
Users can configure pick list categories by facility, enabling them to use different pick lists at different locations.
To enable pick lists by facility:
1. From the File menu, point to Settings, and then click My Settings.
The My Settings window displays.
2. Click the User Settings tab.
The User Settings options display.
3. Click Yes in the Load Pick List by Facility row:
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My Settings
4. Click OK.
Pick Lists by facility are enabled. Log out and log back in to view the changes.
Note: After this feature has been enabled, when this user logs in to eClinicalWorks, the Facility List
window displays so the user can select the current facility.
Specifying a Home Screen
Users can specify the window that displays by default when they log into the eClinicalWorks application. The
following windows are available as home screens:

Provider Schedule

Claims

Office Visits

Labs/Imaging

Resource Schedule

Payments

Telephone Encounters
To specify a home window:
1. From the File menu, point to Settings, and then click My Settings.
The My Settings window displays.
2. Click the User Settings tab.
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My Settings
The User Settings options display.
3. Choose the home screen from the My Home Screen drop-down list:
4. Click OK.
The user’s home screen is specified. Log out and log back in to view the changes.
Configuring the Default Right Panel
Configure the tab to select by default on the right Chart Panel from the My Settings window.
To configure the default tab on the right Chart Panel:
1. From the File menu, point to Settings, and then click My Settings.
The My Settings window displays.
2. Click the User Settings tab.
The User Settings options display.
3. Select a tab from the Default Right Panel drop-down list:
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Machine, User, and Practice Settings
My Settings
4. Click OK.
The default tab for the right Chart Panel is configured. Log out and log back in to view the changes.
Physician Reference Tab
Set up the physician reference tools from My Settings.
The table provides a description of the options available from this tab:
Setting
Description
Installation Information
The installation status of various physician reference tools display in this
section.
For more information, refer to the Electronic Medical Records Setup
Guide.
Default Library Settings
Select the default libraries for several areas of the system from the dropdown lists in this section.
For more information, refer to the Electronic Medical Records Setup
Guide.
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Machine, User, and Practice Settings
My Settings
Views Tab
Configure the view for Claims Lookup, and select either the Modern or Classic view for printing and faxing
prescriptions, the Manage Prescriptions window, and the Rx Edit window, and select to display the CDSS and/or
Classic alerts from My Settings.
The table provides a description of the options available from this tab:
Setting
Description
Left Panel Icons
Select the appropriate radio button to enable either the Modern or the Classic
view of the icons that display in the left panel.
Claims Lookup
Click the radio buttons and check boxes to configure the information that
displays on the Claims Lookup window.
For more information, refer to the Billing Setup Guide.
Rx List View for Print
and Fax
Click the appropriate radio button to use the Modern View or Classic View when
printing or faxing prescriptions.
For more information, refer to the Electronic Medical Records Setup Guide.
Alerts
Click a radio button to indicate whether CDSS Alerts, Classic Alerts, or both will
be available on the Progress Notes window.
For more information, refer to the Electronic Medical Records Setup Guide.
Manage Rx
Click the appropriate radio button to use the Modern View or Classic View for
the Manage Prescriptions window.
For more information, refer to the Electronic Medical Records Setup Guide.
Rx Edit
Click the appropriate radio button to use the Modern View or Classic View for
the Rx Edit window.
For more information, refer to the Electronic Medical Records Setup Guide.
Patient Labs, DI, and
Procedure Hx
Click the appropriate radio button to use the Modern View or Classic View for
patient Labs, Diagnostic Imaging, and Procedures windows.
For more information, refer to the Electronic Medical Records Setup Guide.
Cumulative Lab
Report
Click the appropriate radio button to use the Modern View or Classic View for
the Cumulative Lab Report window.
For more information, refer to the Electronic Medical Records Setup Guide.
Formulary Rx Screen
Click the appropriate radio button to use the Modern View or Classic View for
the Formulary Rx window.
For more information, refer to the Electronic Medical Records Setup Guide.
Lab/DI/Procedure
Order Screen
Click the appropriate radio button to use the Modern View or Classic View for
the Labs, Diagnostic Imaging, or Procedures order windows.
For more information, refer to the Electronic Medical Records Setup Guide.
Device DI window
Enables the display of the intermediary Classic View of the device window, when
an administrator has enabled the Modern View from Practice Defaults.
For more information, refer to the section Enabling the Outlook Tree View.
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Machine, User, and Practice Settings
Setting
My Settings
Description
CCMR Care Plan
View
Select the appropriate radio button to indicate that the CCMR Care Plan view
should appear as either a pop-up or in place in the window.
Progress Notes popup windows
Use the sliding scale to indicate the size of the pop-up windows that will display
on the Progress Notes window. The scale can be set up to 70% of the size of the
Progress Notes window.
Apply Medication
Summary Modern
View in
Check the boxes in this section to indicate which windows will display the
Medication Summary in the Modern View.
For more information, refer to the Electronic Medical Records Setup Guide.
Quick-Launch
Buttons
Check the boxes in this section to indicate which Quick-Launch buttons will
display in the upper-right of the eClinicalWorks application.
For more information, refer to Configuring Quick-Launch Buttons.
Configuring Quick-Launch Buttons
Configure the Quick-Launch buttons (also known as jelly beans) that display in the upper-right of the application
window, from the Views tab of the My Settings window. These quick-launch buttons display the count for such
items as labs, referrals, and messages in the respective jelly beans. To hide the count, disable the Quick-Launch
button settings.
Note: The system determines the options displayed in this section by the interfaces available to your
practice.
To configure the Quick-Launch buttons:
1. From the File menu, point to Settings, and then click My Settings.
The Settings window displays.
2. Click the Views tab.
The Views options display.
3. Clear the Quick-Launch Button boxes for which you want to hide the count:
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My Settings
4. Click OK.
The count is disabled for the selected Quick-Launch buttons. The user must log out and log back in to see
the changes.
An X displays in the jelly bean for any disabled Quick-launch button:
Enabling the Device DI Window
New Feature
If the administrator enabled the Modern View for a device window at the practice level, an individual can
choose either to use just the Modern View of the device window or to use the Modern View through the Classic
View of the device window.
For more information about enabling the Modern View, refer to Enabling the Modern View for Devices.
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Machine, User, and Practice Settings
My Settings
To enable the Device DI window:
1. From the File menu, point to Settings, and then click My Settings.
The My Settings window displays.
2. Click the Views tab.
The View options display.
3. Click the Classic View radio button for the Device DI Screen option:
4. Click OK.
The intermediary Classic View of the device window is enabled.
If the provider selected the Classic View option from My Settings, the Classic View of the window displays
when they click the device name from the Patient Hub:
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Machine, User, and Practice Settings
My Settings
A pop-up window displays when the Modern View is selected by the user, indicating which SDK version is
required in order to enable the devices window:
When the provider clicks the device button from the Classic View of the device window, the Modern View
of the window displays:
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Machine, User, and Practice Settings
My Settings
If the provider selects the Modern View option for the Device DI window, and then clicks the Orders link
from the Progress Notes, the Modern View displays. eClinicalWorks does not display the intermediary
window—it displays the Modern View of the window for the device:
For more information about using the Modern View for the devices window, refer to the Devices List.
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Machine, User, and Practice Settings
My Settings
Show-Hide Tab
Use the Show/Hide tab to display or conceal available options to customize eClinicalWorks from My Settings.
For more information, refer to:

Enabling the Outlook Tree View

Configuring Tabs Displayed in the Chart Panel

Displaying the Chart Panel on the Patient Hub

Selecting a Default Signature Pad

Displaying the CPT Copyright Pop-Up when
Logging In

Selecting a Default Timeout for Server
Communications
The table provides a description of the options available from this tab:
Setting
Description
Outlook Tree View
Click the appropriate radio button to show or hide the Outlook® Tree
View, which is an alternate method of navigating through the various
windows in the application.
To access this view, click the gray heading with a downward-facing
arrow at the top of all windows:
For more information, refer to Enabling the Outlook Tree View.
Handwritten Signature (Applies
to Progress Notes printing,
faxing, and locking)
Click the appropriate radio button to show or hide provider
signatures when printing, faxing, or locking Progress Notes.
For more information, refer to the Electronic Medical Records Setup
Guide.
Dispense, Duration, and Refill
Info in Select Rx Screen for
Standard Drugs
Click the appropriate radio button to show or hide dispense,
duration, and refill information about the Select Rx window.
For more information, refer to the Electronic Medical Records Setup
Guide.
Progress Notes Top Panel
Click the appropriate radio button to show or hide the Patient
Dashboard at the top of the Progress Notes window by default.
For more information, refer to the Electronic Medical Records Setup
Guide.
Progress Notes Right Panel
Click the appropriate radio button to show or hide the right Chart
Panel on Progress Notes by default.
For more information, refer to the Electronic Medical Records Setup
Guide.
Patient Hub Chart Panel (Right
Pane)
Click the appropriate radio button to show or hide the right Chart
Panel on the Patient Hub by default.
For more information, refer to Displaying the Chart Panel on the
Patient Hub.
Providers Initials in Progress
Notes - Visits Drop-down
Click the appropriate radio button to show or hide provider initials in
the Encounters drop-down list on the Progress Notes window.
For more information, refer to the Electronic Medical Records Setup
Guide.
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Machine, User, and Practice Settings
My Settings
Setting
Description
Discontinued Drugs
Click the appropriate radio button to show or hide discontinued
medications.
For more information, refer to the Electronic Medical Records Setup
Guide.
Display Insurance Group at Line
Item Level Payment Posting
Click the appropriate radio button to show or hide Insurance Groups
at the line-item level when posting payments.
For more information, refer to the Billing Setup Guide.
Invalid CPT Codes
Click the appropriate radio button to show or hide Current
Procedural Terminology (CPT®)* codes that are marked Invalid.
For more information, refer to the Electronic Medical Records Setup
Guide.
Dosage Information for Custom
Drugs Linked to Drug Libraries
Click the appropriate radio button to show or hide dosage
information for custom medications linked to drug libraries with NDC
codes.
For more information, refer to the Electronic Medical Records Setup
Guide.
Single Button for Prescription
Based on Patient’s Default
Pharmacy
Click the appropriate radio button to show or hide a single button for
transmitting prescriptions to a patient’s default pharmacy.
For more information, refer to the Electronic Medical Records Setup
Guide.
Examination Categories (Tree)
Click the appropriate radio button to show or hide categories by
default on the Examination window in Progress Notes.
For more information, refer to the Electronic Medical Records Setup
Guide.
CPT Copyright pop-up when
logging into the application
Click the appropriate radio button to show or hide the CPT copyright
pop-up window when logging in to the eClinicalWorks application.
For more information, refer to Displaying the CPT Copyright Pop-Up
when Logging In.
Custom dosages in Rx Edit
Screen
Click the appropriate radio button to show or hide custom dosages
on the Rx Edit window.
For more information, refer to the Electronic Medical Records Setup
Guide.
Reconcile menu from QuickLaunch Notification (L Jelly
Bean)
Click the appropriate radio button to show or hide the menu.
Tabs to display in Progress Note
Chart Panel
Check the boxes in this section to configure the tabs that display in
the right Chart Panel.
For more information, refer to Configuring Tabs Displayed in the
Chart Panel.
*.
©Copyright
CPT only © 2012 American Medical Association. All rights reserved.
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Machine, User, and Practice Settings
My Settings
Enabling the Outlook Tree View
The Outlook Tree View is an alternate method of navigating through the various windows in the application. To
access this view, click the gray heading with a downward-facing arrow at the top of any window:
To enable the Outlook Tree View:
1. From the File menu, point to Settings, and then click My Settings.
The My Settings window displays.
2. Click the Show/Hide tab.
The Show/Hide options display.
3. Click the Show radio button in the Outlook Tree View row:
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My Settings
4. Click OK.
The Outlook Tree View is enabled. Log out and log back in to view the changes.
Displaying the Chart Panel on the Patient Hub
Show or hide the Chart Panel (the right panel on the Patient Hub window) from My Settings.
To display the Chart Panel on the Patient Hub:
1. From the File menu, point to Settings, and then click My Settings.
The My Settings window displays.
2. Click the Show/Hide tab.
The Show/Hide options display.
3. Click the Show radio button in the Patient Hub Chart Panel (Right Pane) row:
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Machine, User, and Practice Settings
My Settings
4. Click OK.
The Chart Panel on the Patient Hub window displays. Log out and log back in to view the changes.
Displaying the CPT Copyright Pop-Up when Logging In
Enhanced Feature
The system provides the option to display a pop-up to explaining the CPT* copyright information whenever a
user logs in to the eClinicalWorks application. The option is available from the Show-Hide tab on the My
Settings window.
To display the CPT copyright pop-up when logging in to eClinicalWorks:
1. From the File menu, point to Settings, and then click My Settings.
The My Settings window displays.
2. Click the Show/Hide tab.
The Show/Hide options display.
3. Click the Show radio button in the CPT Copyright pop-up… row:
*.
©Copyright
CPT only © 2012 American Medical Association. All rights reserved.
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Machine, User, and Practice Settings
My Settings
4. Click OK.
The CPT copyright pop-up window displays whenever you log in to the eClinicalWorks application. Log out
and log back in to view the changes.
Configuring Tabs Displayed in the Chart Panel
Meaningful Use
Configure the tabs to display on the Chart Panel for each user, from My Settings.
Note: This section is related to Meaningful Use Measure OBJ: 170.304 (e) - Implement one clinical
decision support rule.
For more information, refer to the Meaningful Use Training Scenarios Guide.
To configure the tabs displayed in the Chart Panel:
1. From the File menu, point to Settings, and then click My Settings.
The My Settings window displays.
2. Click the Show/Hide tab.
The Show/Hide options display:
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Machine, User, and Practice Settings
My Settings
3. Check the boxes above the tabs to display in the Tabs to display in Progress Note Chart Panel section:
Note: The CDSS tab is enabled by default, and cannot be disabled.
Note: A minimum of two tabs are required for display, and a maximum of five tabs may be selected.
4. Click OK.
The tabs displayed in the Chart Panel are configured. Log out and log back in to view the changes.
Defaults Tab
To customize eCW, users set preferred default options from the Defaults tab under My Settings.
The table provides a description of the options available from this tab:
Setting
Description
Default Superbill
Select your default Superbill from this drop-down list.
For more information, refer to the Electronic Medical Records Setup Guide.
Default Lab Requisition
Form
Select your default lab requisition form from this drop-down list.
For more information, refer to the Electronic Medical Records Setup Guide.
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Setting
My Settings
Description
Default Imaging
Requisition Form
Select your default diagnostic imaging requisition form from this drop-down
list.
For more information, refer to the Electronic Medical Records Setup Guide.
Default UOM in Growth
Charts
Select your default unit of measurement for growth charts from this dropdown list.
For more information, refer to the Electronic Medical Records Setup Guide.
Default Style in Progress
Notes
Select your default style for Progress Notes from this drop-down list.
For more information, refer to the Electronic Medical Records Setup Guide.
Default Signature Pad
Select your default signature pad from this drop-down list.
For more information, refer to Selecting a Default Signature Pad.
Default Timeout for
Server Communication
Enter the number of seconds without communication with the server before
a timeout occurs in this field.
Entering 0 results in an infinite timeout.
For more information, refer to Selecting a Default Timeout for Server
Communications.
Default Progress Note
Templates
Click a radio button to select whether the system chooses a Generic or
Patient Specific templates by default when accessing Progress Notes
templates.
For more information, refer to the Electronic Medical Records Setup Guide.
Default Number of Visits
for Outgoing Referrals
Enter the default number of visits when you are creating outgoing referrals.
For more information, refer to the Front Office Setup Guide.
Default Payment
Method in Co-pay Screen
Click a radio button to determine the default payment method selected
when entering co-payments from patients during Check In/Check Out.
For more information, refer to the Front Office Setup Guide.
Default New Patients
Primary Service Location
Select your default primary service location when adding new patients to
the system from this drop-down list.
For more information, refer to the Front Office Setup Guide.
Default Option for View
All Reports
To select your default view, click the View All Reports link on the Labs/DI/
Procedures window from this drop-down list.
For more information, refer to the Electronic Medical Records Setup Guide.
Default window for Lab/
DI Review
Select the appropriate radio button to display reviewed reports or all
reports, including those that have not been reviewed. Use the drop-down
arrow to display the options for sorting the reports in the display.
Default Lookup Options
Select your default lookup, sort by, and output options from these dropdown lists for the following reports:

Cumulative eReport

View All Reports - By Patient
For more information, refer to the Electronic Medical Records Setup Guide.
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Machine, User, and Practice Settings
My Settings
Selecting a Default Signature Pad
Users can select the type of signature pad they want to use by default from My Settings.
To select a default signature pad:
1. From the File menu, point to Settings, and then click My Settings.
The Settings window displays.
2. Click the Defaults tab.
The Defaults options display.
3. Select the type of signature pad to use as you default signature pad from the Default Signature Pad dropdown list:
4. Click OK.
The default signature pad for this user is specified. Log out and log back in to view the changes.
Selecting a Default Timeout for Server Communications
Each user can customize the number of seconds before a timeout occurs when eClinicalWorks is
communicating with the server.
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Machine, User, and Practice Settings
My Settings
To configure the default timeout for server communications:
1. From the File menu, point to Settings, and then click My Settings.
The Settings window displays.
2. Click the Defaults tab.
The Defaults options display.
3. Enter the number of seconds before a timeout occurs in the Default Timeout for Server Communication
field:
Entering 0 results in an infinite timeout.
4. Click OK to save your changes and close this window.
The default timeout for server communications is configured for this user. Log out and log back in to view
the changes.
Defaults 2 Tab
A number of additional default options are available from the Defaults 2 tab:
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Machine, User, and Practice Settings
My Settings
This table provides a description of the options available from the Defaults 2 tab:
Setting
Description
Print Medical Record
Click a radio button to default to either the Modern View or the Classic View
when you print medical records.
For more information, refer to Configuring the View for Printed Medical
Records.
Choose Ink
Click a radio button to use the Modern View, the Classic View, or Version 4
when you ink documents.
For more information, refer to Selecting an Ink Editing Style.
Default tab for acuities
under vision examination
Click a radio button to determine your default tab for acuities on the Vision
Examination window.
For more information, refer to the Electronic Medical Records Setup Guide.
Default Tab for Notes
under Treatment Screen
in Progress Notes
Click the appropriate radio button to indicate that the default tab under the
Treatment window will display as either Notes or Clinical Notes.
Default Facility for
ordering labs from virtual
visits
Check this box to use your primary service location as the default facility for
Virtual Visits.
For more information, refer to the Electronic Medical Records Setup Guide.
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Machine, User, and Practice Settings
My Settings
Setting
Description
Expand/Collapse of
Treatment Notes
Select one of the choices to indicate which display of Treatment notes will
be the default.
Expand/Collapse of HPI
Notes
Select one of the choices to indicate which display of HPI notes will be the
default.
Expand/Collapse of
Assessment Notes
Select one of the choices to indicate which display of Assessment notes will
be the default.
Default View for
Immunizations
Select the appropriate radio button to enable the default display for the
Immunizations window as the patient’s injection history, immunization
schedule, or flu schedule.
Default for Drug Dosages
lookup
Select the appropriate radio button to set the default display for a lookup of
drug dosages.
Auto-hide Top Panel and
Right Panel in
Select one or more of the listed choices to automatically hide the top panel
and right panel when the respective windows display.
“Done” for Print, Fax,
and Transmit
Select either Modern or Classic view as the display when print, fax, and
transmit are completed.
Configuring the View for Printed Medical Records
Set printed medical records to display in either the Modern View or the Classic View from the Defaults 2 tab on
the My Settings window. Users may print Medical Records from the Patient Hub in the selected default style.
To configure the view for printed medical records:
1. From the File menu, point to Settings, and then click My Settings.
The My Settings window displays.
2. Click the Defaults 2 tab.
The Defaults 2 options display.
3. Click a radio button in the Print Medical Record row:
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My Settings
4. Click OK.
The view for printed medical records is selected. Log out and log back in to view the changes.
Selecting an Ink Editing Style
Configure the style of ink editing from the Defaults 2 tab of the My Settings window.
Note: Classic inking is NOT compatible with Windows XP operating system or newer (e.g., Windows
Vista®, Windows 2007®, Windows 2008®). The Modern Inking style works with all Windows operating
systems.
Note: The Modern method of inking documents requires .NET Framework 2.0. Practices without this
software should select the Classic method of inking documents.
If .NET Framework 2.0 is not installed on the system and the Modern method of ink editing is selected, a
warning message displays when users attempt to ink a document and prompts them to install .NET
Framework 2.0 and try again.
To select an ink editing style:
1. From the File menu, point to Settings, and then click My Settings.
The My Settings window displays.
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My Settings
2. Click the Defaults 2 tab.
The Defaults 2 options display.
3. Click the appropriate radio button in the Choose Ink row:
4. Click OK.
The ink editing style is selected. Log out and log back in to view the changes.
Warnings Tab
Suppress various warning messages individually after they pop-up, or collectively from the My Settings window.
To suppress warning messages:
1. From the File menu, point to Settings, and then click My Settings.
The My Settings window displays.
2. Click the Warnings tab.
The Warnings options display.
3. Clear the check box(es) next to the warning(s) to suppress:
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My Settings
4. Click OK.
The selected warnings are suppressed.
Note: When a warning pop-up window does display, you can suppress that warning from displaying
in the future.
In the pop-up window, check the box: Don’t display this warning again.
My Resources Tab
Users can select the resources to display on the Resource Schedule from a list of the resources available at a
selected location.
To configure the resources to display on the Resource Schedule:
1. From the File menu, point to Settings, and then click My Settings.
The Settings window displays.
2. Click the My Resources tab.
The My Resources options display:
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Practice Defaults
3. From the Location drop-down list, select the facility for which you want to configure providers.
A list of the resources available at the selected location displays in the left pane.
4. Check the box(es) next to the resource(s) to display for this user on the Resource Schedule.
5. Click =>.
The selected resources are added to the right pane.
6. Clear the check box(es) for the resources in the right pane to not display for this user.
7. Click OK.
The specified resources display on the Resource Schedule for the selected facility.
This user must log out and log back in to see the changes.
eClinicalWorks P2P Tab
Configure the eClinicalWorks P2P (Physician to Physician) Portal settings from My Settings. This feature is
separate from the main eClinicalWorks application, and must be activated to be used.
For more information, refer to the eClinicalWorks P2P Users Guide.
Practice Defaults
Practice Defaults enables administrators to configure options for all users and computers at your practice.
To access Practice Defaults, open the File menu, click Settings, then click Practice Defaults.
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Practice Defaults
For more information about Practice Defaults, refer to:

Front Office Tab

Styles Tab

Mid-Office Tab

Performance Tab

Interface Tab

Portal Tab

General Tab

Options Tab

Labs Tab

Scanning/Printing Tab
Front Office Tab
From the Front Office tab, the administrator sets the defaults for the medical front office:
This table provides a description of the options available from this tab:
Setting
Defaults for New
Patient
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Description
Click More (...) next to the Sex field to select a default gender for new patients.
Select a default state for new patients from the State drop-down list.
For more information, refer to the Front Office Setup Guide.
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Setting
Patient Picture
Settings
Practice Defaults
Description
Click one of the following radio buttons to determine the source for patient
pictures:

Use Context - The URL context on the server is used when a picture is
loaded. This is the default option; but if you experience problems loading
pictures, use the FTP option.

Use FTP - A call to the FTP (File Transfer Protocol) database is made each
time a picture is loaded. This is slower than the Context option, but more
reliable.

No Picture - Patient pictures are not loaded throughout the application.
For more information, refer to the Front Office Setup Guide.
Prefix Defaults
Settings
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Enter the default account prefix into the Use this field.
Check the Do Not Send Account Prefix With Claim Numbers box to prevent this
account number prefix from being included with Claim Numbers.
For more information, refer to the Front Office Setup Users Guide.
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Setting
Practice Defaults
Description
Referral Visit Details
Select the items in this section:

Include: Claims with No Encounters / Out of Office Visits
Check the boxes in this section to include information on claims with no
encounters or claims with out-of-office visits in outgoing referrals
automatically.
For more information, refer to the Front Office Setup Guide.

Automatically Populate the Diagnosis in Outgoing Referral
Check this box to copy diagnoses from current encounters to the
Diagnosis/Reason tab on the Referral (Outgoing) window.
For more information, refer to the Front Office Setup Guide.

Provider Can Set Preference for Diagnosis in Outgoing Referral
Check this box to enable a My Setting option where individual users can
set their own preferences.
For more information about this setting, refer to Enabling the Server
Object Setting and the Front Office Setup Guide.

Allow to Update Visits for Addressed Incoming Referral
Check this box to permit updates in addressed referrals.
For more information, refer to the Front Office Setup Guide.

Attach Progress Notes by Default in Outgoing Referral
Check this box to attach Progress Notes for the current encounter to
outgoing referrals automatically.
For more information, refer to the Front Office Setup Guide.

Attach Medical Summary by Default in Outgoing Referral
Check this box to attach patients’ Medical Summaries to outgoing referrals
automatically.
For more information, refer to the Front Office Setup Guide.

Don’t Show Referral Required in the Appointment Dialog…
Check this box to disable the Referral Required flag that displays on the
Appointment window when there are referrals available for a patient.
For more information, refer to the Front Office Setup Guide.

Default End date to (...) Days for a New Referral
Enter a number of days to establish an end date for a referral to remain
valid and active. The default will be one year if the field is left blank.
For more information, refer to the Front Office Setup Guide.
Visits
Check this box to enable the configuration of Pay To, Rendering, and
Supervising providers for claims when creating appointments.
For more information, refer to the Front Office Setup Users Guide.
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Practice Defaults
Setting
Description
Patient Demographics
Click the radio button for this item to convert the first character of each word
on the Patient Information window to upper case. All remaining letters of each
word will be converted to lower case automatically.
To override this feature, enter all characters in a field in uppercase (e.g.,
entering USA in the Country field).
The Patient E-mail field is the only text field not affected by this feature.
For more information, refer to the Front Office Setup Users Guide.
Patient Lookup
Click one of these radio buttons to determine whether all patients or only
active patients display by default on the Patient Lookup window.
For more information, refer to the Front Office Setup Guide.
Resource Schedule
Default Color (8:00
AM - 5:00 PM)
Click the More (...) button to display the available colors. Click the color that
you want to use as the default color for the EMR Resource Schedule.
For more information, refer to the Front Office Setup Guide.
Mid-Office Tab
The administrator configures the defaults for the middle office from Practice Defaults:
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Practice Defaults
This table provides a description of the options available from this tab:
Setting
Description
Office Visits
Rx, Labs, Immunizations,
and Referrals (Outgoing)
Check the boxes next to the criteria to highlight a patient’s name in
green on the Office Visits window.
For more information, refer to the Electronic Medical Records Setup
Guide.
Show TMHP (Texas
Medicaid & Healthcare
Partnership) Family Planning
Data window in Office Visits
Check this box to include the TMHP (Texas Medicaid and Healthcare
Partnership) family planning data window in Office Visits.
For practices in Texas that have patients covered by Medicaid, family
planning data must be submitted in a specific format. The TMHP (Texas
Medicaid and Healthcare Partnership) family planning data window
facilitates entering this information.
For more information, refer to the Electronic Medical Records Setup
Users Guide.
Immunizations
Check the appropriate boxes or add/select the appropriate data to
enable the practice settings for immunizations:

Do not check Billable for Immunizations given outside
Check this box to mark new immunizations as Billable by default.
For more information, refer to the Electronic Medical Records Setup
Users Guide.

Check Billable for New Immunizations by default
Check this box to mark immunizations given outside the practice as
Non-Billable by default.
For more information, refer to the Electronic Medical Records Setup
Users Guide.

Default Dosage Unit in Dosage Calculator
Enter the default dosage (in mg/kg format) for the dosage calculator
here.
For more information, refer to the Electronic Medical Records Setup
Users Guide.

Use … an as Administration Code for Immunization
Click More (...) to select the default Administration Code for
immunizations.
For more information, refer to the Electronic Medical Records Setup
Users Guide.
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Setting
Practice Defaults
Description
Vitals
Enter the appropriate figures for each of the items in the Vitals section:

Frequencies
Enter the frequencies used at this practice for hearing tests here.
For more information, refer to the Electronic Medical Records Setup
Users Guide.

Decibels
Enter the decibels used for hearing tests at this practice here.
For more information, refer to the Electronic Medical Records Setup
Users Guide.

Check Billable by Default if a CPT code is associated with a Vital
Check this box if your practice bills for collecting vitals and has
associated a CPT* code with collecting them.
For more information, refer to the Electronic Medical Records Setup
Users Guide.
Medical Summary
Click one of the following radio buttons:

Practice - All users in this practice have the same view and print
options for the Medical Summary—configured here.

User - Enables individual users to configure their own view and print
options directly from the Medical Summary.
Next click Configure in the appropriate section to select the default view
and print options for medical summaries.
For more information, refer to the Electronic Medical Records Setup
Guide.
ICD-10
Enter the ICD-10 effective date for your practice in this field.
Vision Rx Options
Select the default expiration dates for spectacles and contacts from
these drop-down lists.
For more information, refer to the Electronic Medical Records Setup
Guide.
Assessments
Select the category to display by default whenever the Assessments
window is opened in Progress Notes.
For more information, refer to the Electronic Medical Records Setup
Guide.
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Practice Defaults
Setting
Description
Current Medication
Check and select the appropriate values to enable settings for current
medications:

Automatically carry forward current medications when Progress
Notes is viewed for the first time
Check this box to carry medications forward automatically to a
patient’s Current Medications whenever Progress Notes display for
the first time.
For more information, refer to the Electronic Medical Records Setup
Users Guide.

Do not carry forward current medications if future encounter is
more than… days
To prevent medications from being carried forward after a certain
number of days, select the number of days from this drop-down list.
For more information, refer to the Electronic Medical Records Setup
Users Guide.

Prompt user to confirm before carry forward
Check this box to ask users before carrying medications forward to
new encounters.
For more information, refer to the Electronic Medical Records Setup
Guide.
Rx
Calculate Stop Date for Rx Prescription
Check this box to remove medications from a patient’s Current
Medications automatically after the Stop Date for that medication has
been reached.
For more information, refer to the Electronic Medical Records Setup
Guide.
PickList By Facility
Check this box to enable users to configure which Progress Notes items
display for each category by facility, without linking the configuration to
a provider.
For more information, refer to the Electronic Medical Records Setup
Guide.
Smart Form Settings
Check this box to display all the Structured Data elements filled in on the
Smart Forms in the Progress Notes.
For more information, refer to the Electronic Medical Records Setup
Guide.
Medication Reconciliation
Select the Classic or Modern View as the default for the medication
reconciliation display.
*.
CPT only © 2012 American Medical Association. All rights reserved.
Interface Tab
The administrator configures the defaults for the eClinicalWorks user interface from Practice Defaults:
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Practice Defaults
This table provides a description of the options available from this tab:
Setting
Exemptions
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Description
Check this box if your facility has a state exemption from sending the
sequence number with Medicaid eligibility requests, so that requests are
not rejected because the sequence number is not included.
For more information, refer to the Billing Setup Guide.
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Setting
Practice Defaults
Description
Auto Mode Settings
Check the appropriate boxes to enable the default settings for this
category:

Enable Rx History checking from New Appt & Telephone Encounter
Screens
Check this box to enable automatic prescription history checking
with RxHub when a new appointment or telephone encounter is
created for a patient.
For more information, refer to Configuring Auto Mode Settings.

Enable for Eligibility Check from New Appt & Telephone Encounter
Screens
Check this box to enable automatic prescription checks with RxHub
when a new appointment or telephone encounter is created for a
patient.
For more information, refer to Configuring Auto Mode Settings.
Disclaimer Settings
To create a disclaimer that displays whenever anyone attempts to log
into the eClinicalWorks application, check the Show Disclaimer for
Provider’s Consent for Rx History on Log On box and then enter the
disclaimer text in the blank filed below the check box.
For more information, refer to Creating a Login Disclaimer.
Web Lookup Settings
Check the appropriate boxes to enable the default settings for Web
lookups:

Enable Real Time Lookup for ePrescription Enabled Pharmacies
Check this box to enable a real-time lookup for e-Prescriptionenabled pharmacies.
For more information, refer to the Electronic Medical Records Setup
Guide.

Enable Web Lookup for formulary database
Check this box to enable the Web lookup for the formulary
database.
For more information, refer to Enabling the Web Lookup for the
Formulary Database.
Rx History Drug
Reconciliation
To enable proactive drug reconciliation, check the Enable Proactive Drug
Reconciliation for box and select the number of days from the drop-down
list.
For more information, refer to the Electronic Medical Records Setup
Guide.
RxHub Consent
Check this box to specify that eCW can transmit prescription data, which
is required before it can be incorporated into the RxHub Activity Report.
For more information, refer to the Electronic Medical Records Setup
Guide.
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Machine, User, and Practice Settings
Practice Defaults
Configuring Auto Mode Settings
Auto Mode settings govern the automatic checks of a patient's external Rx history and eligibility with RxHub
from the New Appointment window and the Telephone Encounters window. Enable the Auto Mode settings
from Practice Defaults. The RxHub feature must be enabled for the practice to use the Auto Mode settings.
To configure Auto Mode settings:
1. From the File menu, point to Settings, and then click the Practice Defaults option.
The Practice Defaults window displays.
2. Click the Interface tab.
The Interface options display.
3. Check the Enable Rx History check… box to enable automatic prescription history checking with RxHub
when a new appointment or telephone encounter is created for a patient.
4. Check the Enable Rx Eligibility check… box to enable automatic prescription checks with RxHub when a new
appointment or telephone encounter is created for a patient:
5. Click OK.
Auto mode settings are configured. All users must log out and log back in to view these changes.
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Practice Defaults
Creating a Login Disclaimer
Practices are able to add a disclaimer to the Login window. This disclaimer is designed to obtain providers’
consent for prescription history.
Note: This feature is enabled by item key. Contact eCW Support and refer to the Item Key Code
0609_DMG.
To add a disclaimer to the Login window:
1. From the File menu, point to Settings, and then click the Practice Defaults option.
The Practice Defaults window displays.
2. Click the Interface tab.
The Interface options display.
3. Check the Show disclaimer for Provider’s… box to enable the disclaimer.
4. Enter the text to display as a disclaimer in the Disclaimer Settings field:
5. Click OK.
The specified text displays as a disclaimer on the initial Login window the next time any users attempt to
log in. Users will have to click I Agree to complete the login process.
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Practice Defaults
Enabling the Web Lookup for the Formulary Database
When performing formulary checks, use the Surescripts central hub database to check the formulary. Enable
the Web Lookup for the formulary database from Practice Defaults.
To enable the Web Lookup for the formulary database:
1. From the File menu, point to Settings, and then click the Practice Defaults option.
The Practice Defaults window displays.
2. Click the Interface tab.
The Interface options display.
3. Check the Enable Web Lookup for formulary database box:
4. Click OK.
The Web Lookup for the formulary database is enabled. All users must log out and log back in to view
these changes.
General Tab
The system administrator configures general settings for the eCW application from Practice Defaults:
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Practice Defaults
This table describes the options available from this tab:
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Setting
Time Stamp Settings
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Practice Defaults
Description
Check the appropriate boxes to enable the default settings for time
stamps:

Use Server Time Stamp
Check this box to utilize the time on the server in all Notes field
time stamps.
For more information, refer to Configuring Time Stamp Settings.

Display Time Zone in Server Time Stamp
Check this box to have the server's time zone (EST, PST, etc.) added
to the time stamp if you have chosen to use the server time in
Notes field time stamps.
For more information, refer to Configuring Time Stamp Settings.

Lock Server Time Stamp
Check this box to prevent text from being entered manually in any
Notes fields outside of the Progress Notes.
Check this box to remove the Time Stamp button from Notes fields.
Use the Action Taken button to add notes.
Click Action Taken to open a pop-up window and make your entry.
After this window closes, the system adds the text entered in the
Notes field following a time stamp. This text cannot be modified in
the future.
For more information, refer to Configuring Time Stamp Settings.
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Practice Defaults
Setting
Description
Security Setting
Check the appropriate boxes to enable the defaults for security settings:

Security
Click one of the radio buttons to select either User-Based or RoleBased security settings.
For more information, refer to Enable Role-Based Security.

Password change is mandatory for hard reset when log in
Check this box to enable individual users to determine their new
password whenever a Hard Reset is performed.
For more information, refer to Enabling Mandatory Password
Changes.

Deny access if the permissions are not configured for user/security
attribute
Check this box to deny access to all security attributes by default
until specific security access is granted.
For more information, refer to Denying Access to All Security
Attributes by Default.

Enable Facility Based Security
Check this box to enable Facility-Based Security.
For more information, refer to Enable Facility-Based Security.

Enable Rx Security
Check this box to enable Rx Security.
For more information, refer to Enable Rx Security.
Assigned to Favorites

Show Last Appt Date in
Patient Lookup Screen
Check this box to display patients’ last appointment dates on the Patient
Lookup window.
For more information, refer to the Front Office Setup Guide.
Allow Facility to be
associated with Multiple
Facility Groups
Check this box to enable a facility to be added to more than one Facility
Group.
For more information, refer to Enabling the Association of Facilities with
Multiple Groups.
Copy My Settings
To copy your My Settings options to another provider, select a provider
from the Provider drop-down list.
To copy your My Settings options to another staff member, select a staff
member from the Staff Member drop-down list.
For more information, refer to Copying My Settings Options to Other
Users.
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Allow Providers/Staff to select their own My Assigned Favorites
Check this box to enable users to populate their own My Favorites
list.
For more information, refer to Enabling Users to Populate My
Favorites Lists.
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Practice Defaults
Setting
Description
Enterprise Directory
To enable the Enterprise Directory, check the Enable Enterprise Directory
box.
After you check the Enable Enterprise Directory box, check the Partition
Patients at Enterprise Level box to partition patients at different
Enterprise levels.
For more information, refer to Enabling and Partitioning the Enterprise
Directory.
Residency/Educational
Facility



Show Confirmatory sign off in Progress note
Check this box to display a confirmatory sign-off on the Progress
Notes window for Residency/Educational facilities.
For more information, refer to the Electronic Medical Records Setup
Guide.
Include Review notes in Confirmatory sign off
Check this box to include review comments for Residency/
Educational facilities on Progress Notes.
For more information, refer to the Electronic Medical Records Setup
Guide.
Assign unassigned encounter to
Click one of the radio buttons in this section to automatically assign
unassigned encounters to the selected provider.
For more information, refer to the Electronic Medical Records Setup
Guide.
Configuring Time Stamp Settings
Practices have two options for the time stamp on Notes fields throughout the system—either the local time or
the time on the server. If a practice uses the server time and the server is in a different time zone from some of
the local systems, all time stamps in Notes will use the server time.
To set the Time Stamp settings:
1. From the File menu, point to Settings, and then click the Practice Defaults option.
The Practice Defaults window displays.
2. Click the General tab.
The General options display:
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3. Check one or more of the following boxes:
Option
Function
Use server time stamp
Check this box to utilize the time on the server in all Notes field
time stamps.
Display time zone in server
time stamp
If you have chosen to use the server time in Notes field time
stamps, check this box to have the server's time zone (EST, PST,
etc.) added to the time stamp.
Lock server time stamp
To prevent text from being entered manually in any Notes fields
outside of the Progress Notes, select this option.
Select this option to remove the Time Stamp button from Notes
fields. The Action Taken button must be used to add notes.
Click the Action Taken button to open a pop-up window where the
user can enter text. After this window closes, the entered text is
added to the Notes field following a time stamp. This text cannot be
modified in the future.
4. Click OK.
Time stamp settings are configured. All users must log out and log back in to view these changes.
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Enable Role-Based Security
Before the administrator can configure any roles or assign security permissions, the role-based security feature
must be enabled from Practice Defaults.
To enable role-based security:
1. From the File menu, point to Settings, and then click the Practice Defaults option.
The Practice Defaults window displays.
2. Click the General tab.
The General options display.
3. In the Security Setting section, click Role Based:
You can select user-based or role-based security setting.
4. Click OK.
Role-based security is enabled. All users must log out and log back in to view these changes.
For more information about using role-based security, refer to Role-Based Security.
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Enabling Mandatory Password Changes
Administrators can enable individual users to determine their new password whenever a Hard Reset is
performed.
To enable the mandatory changing of passwords:
1. From the File menu, point to Settings, and then click the Practice Defaults option.
The Practice Defaults window displays.
2. Click the General tab.
The General options display.
3. Check the Password change is mandatory… box:
4. Click OK.
A password change is mandatory when a Hard Reset is performed.
After this setting is enabled and a Hard Reset is performed for a user, the next time they log in they will be
prompted to change their password:
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Hard Reset of Password by Other User(s) Option on
eClinicalWorks Administrator
Enhanced Feature
Configure the Other User(s) option to enable the users added to this list to hard reset passwords.
To configure the Other User(s) list:
1. From File menu, point to Settings and click eClinicalWorks Administrator.
The eClinicalWorks Administrator window displays.
2. Click Add:
The Users List window displays.
3. Select the user to be added to the Other User(s) list:
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4. Click OK.
The eClinicalWorks Administrator window displays.
5. Check the box next to Allow “Hard Reset Password” by Other User(s):
6. Click Close.
The users in the Other User(s) list can hard reset passwords.
Search Capability and Pagination on Hard Reset Password
Window
Search Capability has been added to the Hard Reset Password window (accessed from File menu > Settings
option) enabling users to perform real-time searches for the staff and providers:
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The Prev and Next pagination buttons enable users to navigate through the list:
Denying Access to All Security Attributes by Default
Some of the new security attributes in the eClinicalWorks system deny access to certain features to which other
attributes permit access. To ensure that the default for your practice denies access to features unless the
practice specifically grants access, a Practice Default option provides this security measure.
To deny access to all features by default:
1. From the File menu, point to Settings, and then click the Practice Defaults option.
The Practice Defaults window displays.
2. Click the General tab.
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The General options display.
3. In the Security Setting section, check the Deny access… box:
4. Click OK.
Users are denied access to all security attributes by default. All users must log out and log back in to view
these changes.
Enable Facility-Based Security
Enable the facility-based security settings from Practice Defaults.
To enable facility-based security settings:
1. From the File menu, point to Settings, and then click the Practice Defaults option.
The Practice Defaults window displays.
2. Click the General tab.
The General options display.
3. Check the Enable Facility Based Security box:
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Note: To use Facility-Based Security, select the User Based option.
Please note that Facility-Based Security is incompatible with Role-Based Security.
4. Click OK.
Facility-based security is enabled, adding a By Facility tab to the Security Settings window. All users must
log out and log back in to view these changes.
For more information about using this feature, refer to Facility-Based Security.
Enable Rx Security
The Rx Security feature enables staff members to print and fax prescriptions for providers. This feature must be
enabled from Practice Defaults.
To enable Rx Security:
1. From the File menu, point to Settings, and then click the Practice Defaults option.
The Practice Defaults window displays.
2. Click the General tab.
The General options display.
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3. Check the Enable Rx Security box:
4. Click OK.
Rx Security is enabled, adding an Rx Security button to the Security Settings window. All users must log out
and log back in to view these changes.
For more information about using this feature, refer to Rx Security.
Enabling Users to Populate My Favorites Lists
The system can prevent users from populating their own My Favorites lists.
To grant permission to users to configure their Assign To favorites:
1. From the File menu, click the Security Settings option.
The Security Settings window displays.
2. Check the Admin My Assign Favorites box for the providers, staff, or roles that to be able to configure their
Assign To favorites.
3. Click OK.
The Security Settings window closes.
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4. From the File menu, point to Settings, and then click the Practice Defaults option.
The Practice Defaults window displays.
5. Click the General tab.
The General options display.
6. Check the Assigned To Favorites box:
7. Click OK.
If users have permission to configure Assigned favorites, they can add or remove favorites while making
assignments. All users must log out and log back in to view these changes.
For more information about using this feature, refer to Configuring My Favorites from My Settings.
Enabling the Association of Facilities with Multiple Groups
Users may associate facilities with multiple Facility Groups. To use this feature, enable it from Practice
Defaults.
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To enable the association of facilities with multiple groups:
1. From the File menu, point to Settings, and then click the Practice Defaults option.
The Practice Defaults window displays.
2. Click the General tab.
The General options display.
3. Check the Allow Facility to be associated… box:
4. Click OK.
The facilities are associated with multiple Facility Groups. All users must log out and log back in to view
these changes.
Copying My Settings Options to Other Users
Users can copy their own My Settings options to other users in their practice.
To copy My Settings options to other users:
1. From the File menu, point to Settings, and then click the Practice Defaults option.
The Practice Defaults window displays.
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2. Click the General tab.
The General options display.
3. To copy your Settings options to another provider, select the provider’s name from the Provider drop-down
list.
4. To copy your Settings options to another staff member, select the staff member’s name from the Staff
Member drop-down list:
5. Click OK.
The My Settings options for the current logged-in user are transferred to the selected provider and/or staff
member. All users must log out and log back in to view these changes.
Enabling and Partitioning the Enterprise Directory
Enable and partition the Enterprise Directory from the General tab of the Practice Defaults window.
For more information, refer to the Enterprise Directory Users Guide.
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Labs Tab
The administrator sets the preferred method for managing and displaying lab request and lab results for the
office from Practice Defaults:
The table provides a description of the options available from this tab:
Setting
Description
All orders must be associated
with assessment(s) while
ordering
Check this box to require that users associate at least one assessment
with a lab to order it.
For more information, refer to the Electronic Medical Records Users
Guide.
Change appointment provider
to ordering provider when
transferring lab from future to
current visit
Check this box to mark the appointment provider for an encounter
automatically as the ordering provider on any labs that are
transferred from a future to a current visit.
For more information, refer to the Electronic Medical Records Users
Guide.
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Setting
Practice Defaults
Description
Allow ONLY selection of
specimen source and
description in lab review
Check this box to enable altering of only the Specimen Source and
Description fields when reviewing labs.
For more information, refer to the Electronic Medical Records Users
Guide.
Show ONLY outstanding and
unreviewed Future Orders in
order window
Check this box to display only outstanding and unreviewed future
orders on the View Orders window (accessible from the Appointment
and Office Visits windows).
For more information, refer to the Electronic Medical Records Users
Guide.
Select Specimen Collection for
current labs while transmitting
Check this box to have the Specimen Collection box checked by
default on labs.
For more information, refer to the Electronic Medical Records Users
Guide.
Select the logged in provider as
the default provider while
ordering labs from virtual visits
Check this box to assign the logged-in provider as the default
provider for labs ordered during Virtual Visits.
If the logged-in user is not a provider, then the provider selected as
the PCP on the Patient Information window is the default provider.
For more information, refer to the Electronic Medical Records Users
Guide.
Mark In House lab as received if
results are entered manually
Check this box to mark labs performed in house as Received
automatically whenever results are entered manually on the Lab
Results window.
For more information, refer to the Electronic Medical Records Users
Guide.
Do not allow transfer of
reviewed future orders to
current visit
Check this box to disable transferring of the reviewed future orders
to current visits.
For more information, refer to the Electronic Medical Records Users
Guide.
Show notes on Progress notes
for Past Results
Check this box to display notes from past lab results on Progress
Notes whenever the same lab is ordered.
For more information, refer to the Electronic Medical Records Users
Guide.
Show Lab Results on Progress
Notes
Check the Show Lab Results on Progress Notes box to display lab
results directly on the Progress Notes window.
After checking this box, users may check the following boxes:

Show Labs/DI/Procedure notes - Display notes for lab,
diagnostic imaging, and procedures on the Progress Notes
window (in the Treatment section, under the associated lab).

Show only In-House labs results - Displays ONLY results for InHouse labs. Results for labs that are sent out to a lab company
do not display.

For more information, refer to the Electronic Medical Records
Users Guide.
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Setting
Description
Assign results to referring
provider
Check this box to automatically assign lab results to the Referring
Provider for encounters.
For more information, refer to the Electronic Medical Records Users
Guide.
Enable Result Based Billing
interface
Check this box to enable Result-Based Billing.
When lab results are received, CPT* and ICD codes associated with
the lab are attached to the results.
For more information, refer to the Billing Setup Guide.
Send copies of lab results to
providers in the CC list
Check this box to automatically forward lab results to internal
providers in the CC list.
For more information, refer to the Electronic Medical Records Users
Guide.
Lab/DI Default Company
Select the default lab and diagnostic imaging companies for tests
from the Lab Company and DI Company drop-down lists in this
section.
For more information, refer to the Electronic Medical Records Users
Guide.
Default Bill To Physician
Account
Select one of the following options from the Lab Company and DI
Company drop-down lists in this section:

Never - The Bill to Physician box is clear by default.

Always - The Bill to Physician box is checked by default.

Self-Pay/No Insurance - The Bill to Physician box is checked
when the patient is marked as Self-Pay or has no insurance.
To use these settings on future labs as well, check the Save Setting
for Future Orders box.
For more information, refer to the Billing Setup Guide.
Lookup Date Range For Viewing
Enter the number of days in the Lab Cumulative Report and View All
Reports by Patient fields to configure the number of days contained
in each report.
For more information, refer to the Electronic Medical Records Setup
Guide.
Maximum number of reports
for the same test in Cumulative
Report
Enter the maximum number of reports for the same test to include in
a single cumulative report in this field.
For more information, refer to the Electronic Medical Records Setup
Guide.
*.
CPT only © 2012 American Medical Association. All rights reserved.
Styles Tab
Select style choices from the Practice Defaults window:
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The table provides a description of the options available from this tab:
Setting
Description
Default Rx Style
Select the default styles for printing and faxing prescriptions from the
Print Rx and Fax Rx drop-down lists.
To include a cover page on prescriptions, check the Include Cover Page
box and select a default cover page from the Rx Cover Page drop-down
list.
For more information, refer to the Electronic Medical Records Setup
Guide.
Default Rx Signature
Settings
Click a radio button to determine which provider’s signature is included
on locked Progress Notes.
For more information, refer to the Electronic Medical Records Setup
Guide.
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Setting
Practice Defaults
Description
Controlled Rx Settings (Fax
Rx)
Check the Do not allow faxing of controlled Rx box to prevent the faxing
of all controlled medications.
To prevent the faxing of certain schedules of controlled medications,
check the appropriate box(es) in the Do not allow faxing of following CSA
Schedule Drugs section.
For more information, refer to the Electronic Medical Records Setup
Guide.
Default Print Style Sheet
Select the default appointment card and receipt styles from the
Appointment Card and Receipt drop-down lists.
For more information, refer to the Front Office Setup Guide.
Default Prescription Note
Enter the text that you want to display by default in the Notes field for
prescriptions.
For more information, refer to the Electronic Medical Records Setup
Guide.
Performance Tab
The options on this tab are designed to help large practices that experience performance slowdowns when
users search for large amounts of data in their Lookup windows:
The table provides a description of the options available from this tab:
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Setting
Description
Claims Lookup
Enter the maximum number of days the service dates difference is
allowed between the Start Date and End Date fields on the Claims
Lookup window.

If your database is large in terms of patient records and claims, a
smaller maximum difference between Start and End dates will
create more specific and faster searches of your claims and
accounts.

Enter 0 to remove restrictions on search date ranges.
For more information, refer to Configuring Performance Settings.
Billing Summary Report
Enter the maximum number of days the service date difference is
allowed between the Start Date and End Date fields on the Billing
Summary Lookup window.

If your database is large in terms of patient records and claims, a
smaller maximum difference between Start and End dates will
create more specific and faster searches of your claims and
accounts.

Enter 0 to remove restrictions on search date ranges.
For more information, refer to Configuring Performance Settings.
Accounts Lookup
Enter the maximum number of days difference allowed between
the Start Date and End Date fields on the Accounts Lookup window.

If your database is large in terms of patient records and claims, a
smaller maximum difference between Start and End dates will
create more specific and faster searches of your claims and
accounts.

Enter 0 to put no restrictions on search date ranges.
For more information, refer to Configuring Performance Settings.
Fax/Scan Document Size
Enter the maximum file size (in megabytes) for faxed and scanned
documents in Patient Documents.
For more information, refer to Configuring Performance Settings.
Load Default Data
Click one of the following radio buttons for each row:

Yes - All data is loaded before you search.

No - Data is only loaded after you enter search criteria.
For more information, refer to Configuring Performance Settings.
Min Character to Initiate a
Search
Enter the minimum number of characters that must be entered into a
Search field before the system begins loading data search results. The
larger this number is, the more specific and faster your searches will be.
For more information, refer to Configuring Performance Settings.
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Configuring Performance Settings
Performance enhancement options include maximum allowed service dates differences, maximum file size
limits, default data loading options, and minimum character limits to initiate real time searches.
To enter performance-enhancing settings:
1. From the File menu, point to Settings, and then click Practice Defaults.
The Practice Defaults window displays.
2. Click the Performance tab.
The Performance options display:
3. To define a maximum difference between the Start Date and End Date fields on the Claims Lookup,
Accounts Lookup, and Billing Summary Report windows, enter the appropriate number of days in the
Claims Lookup, Billing Summary Report, and/or Accounts Lookup fields.
If your database is large in terms of patient records and claims, a smaller maximum difference between
Start and End dates will create more specific and faster searches of your claims and accounts.
Leave 0 as the default to put no restrictions on searches.
4. To define a maximum file size (in megabytes) for faxed and scanned documents in Patient Documents,
enter the number of megabytes (MB) in the Fax/Scan Document Size section.
5. You can also enable the way the system loads data for your searches in other Lookup windows using the
Load Default data settings:

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Click No to enter search data before the system loads data.
Depending on the size of your database, clicking Yes can slow your searches for an unacceptable
amount of time. If your database is large or searches seem slow, click No.
6. In the Min character to initiate a search group box, enter the minimum number of characters that must be
entered into a Search field before the system begins loading search results. The larger this number is, the
more specific and faster your searches will be.
7. Click OK.
Performance settings are configured. All users must log out and log back in to view these changes.
Portal Tab
The Portal tab contains settings related to the Patient Portal. This feature is separate from the main
eClinicalWorks application and must be purchased from eClinicalWorks.
For more information, refer to the Patient Portal Users Guide.
Options Tab
You can enable many optional features from the Options tab on the Practice Defaults window.
The table provides a description of the options available from this tab:
Setting
Description
Enable CHDP
(PM-160 Form)
Enables the CHDP (Child Health and Disability Prevention) (PM-160)
form.
For more information, refer to the Billing Setup Guide.
Display MRN
(External System) on Patient
Demographic Screen Title
Bar
Displays any MRN information (entered on the Patient Information Additional Info window) in the title bar of the Patient Information
window.
For more information, refer to the Front Office Setup Guide.
Enable Departments
Enables users to select a department on the Appointment, Out of Office
Visits, and Claims windows.
For more information, refer to Enabling Departments.
Department is mandatory
on appointment/out of
office visits/claim windows
The Department field is marked as mandatory on the Appointment, Out
of Office Visits, and Claims windows.
For more information, refer to Making Departments Mandatory on
Appointments, Out of Office Visits, and Claims.
Lock patient payment after
printing the receipt
Whenever a receipt is printed for a payment, the associated payment is
locked and cannot be edited.
For more information about printing receipts, refer to the Front Office
Setup Guide.
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Setting
Description
Enable PCP/Referring
Providers selection from a
Browse List instead of Drop
Down combo
Disables the ability to select PCPs/Referring Providers from a drop-down
list on the Patient Information window. Users must click More (...) and
then select a provider from the window that displays.
For more information, refer to the Front Office Setup Guide.
Validate patient’s Additional
Info in Demographic section
itself
Enables a validation check on the Patient Information - Additional Info
window upon attempting to exit.
For more information, refer to the Front Office Users Guide.
Disable Encounter Count on
Provider’s Calendar
Disables the encounter count on providers’ calendars.
For more information, refer to the Electronic Medical Records Setup
Guide.
Enable appointment
creation for Inactive/
Deceased patients
Enables the creation of appointments for patients that are marked as
Inactive or Deceased.
For more information, refer to the Front Office Setup Guide.
Enable Quick Registration
Feature
Enables the Quick-Registration feature.
For more information, refer to the Front Office Setup Guide.
Enable using Asynchronous
method for sending
ePrescriptions
e-Prescriptions are stored on the eClinicalWorks server and then sent to
pharmacies. Without this option enabled, e-prescriptions are sent to the
pharmacy directly from the eClinicalWorks application.
For more information, refer to the Electronic Medical Records Setup
Guide.
Set default to Both in the
search option of Guarantors
window
The in drop-down list defaults to the Both option on the Guarantors
window, instead of Guarantors.
For more information, refer to the Front Office Setup Guide.
Enable copying the
guarantor address to all the
associated members
Whenever a change is made to a guarantor’s address, the option is given
to copy this address to all patients associated with this guarantor.
For more information, refer to the Front Office Setup Guide.
Allow Login Provider to send
ePrescriptions (New Rx only)
with their details
The system will enable logged-in providers to send e-Prescriptions with
their details for other providers’ patients. This only applies to new
prescriptions.
For more information, refer to the Electronic Medical Records Setup
Guide.
Allow PN Assigned To
Provider to send
ePrescriptions (New Rx only)
with their details
The system enables Progress Notes Assigned To providers that are
logged in to send e-Prescriptions with their details for other providers’
patients. This only applies to new prescriptions.
For more information, refer to the Electronic Medical Records Setup
Guide.
Enable ePayment
transactions (Credit Card,
Debit Card, ACH [Check])
Enables the Intuit® interface to process payments.
For more information, refer to the Billing Setup Guide.
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Machine, User, and Practice Settings
Setting
Practice Defaults
Description
Include Provider Signature
in the Outgoing Referral
Print/Fax
Automatically includes provider signatures on printed and faxed
outgoing referrals.
For more information, refer to the Front Office Setup Guide.
Show Medication Reviewed
in progress notes for
verified current medications
Displays that a medication is reviewed on the Progress Notes window if
the Medication Verified box is checked on the Current Medications
window.
For more information, refer to the Electronic Medical Records Setup
Guide.
Due to pre-printed
prescription paper set
Comments max limit to 200
Chars.
Limits the Comments field on the Print Rx window to 200 characters.
This is to ensure that prescription comments do not exceed the predefined boundaries of paper forms.
For more information, refer to the Electronic Medical Records Setup
Guide.
Enable InScope Option on
Quick Registration Screen
Enables the selection of the In Scope radio button during Quick
Registration.
For more information, refer to the Front Office Setup Guide.
Enable Fax inbox by
departments
Enables the creation of fax inboxes for specific departments, instead of
just facilities.
For more information, refer to Enabling Fax Inboxes by Department.
Show ePrescription Register
Old Screen
Displays the Classic View for the Register ePrescriber window.
For more information, refer to the Electronic Medical Records Setup
Users Guide.
Show FTPS Progress Dialog
Display the progress dialog during FTPS transfers.
For more information, refer to Displaying FTPS Transfer Status.
Show HelpHub in external
browser window
Enables the HelpHub to open in an external Internet browser window.
For more information, refer to Enabling the HelpHub.
Show electronic signature
on print/fax lab order form
Automatically includes provider signatures on printed and faxed lab
orders.
For more information, refer to the Electronic Medical Records Setup
Users Guide.
Enable generated letters to
automatically save in
patient’s chart (patient
documents)
Automatically saves letters in the Patient Documents for the patient for
whom it is generated.
For more information, refer to the Front Office Setup Users Guide.
Enable Ohio Pharmacy
Board related functionality
Enables features required for the Ohio Pharmacy Board.
For more information, refer to the Electronic Medical Records Setup
Guide.
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Setting
Description
Enable Modern Screen for
Devices
Enables the Modern View of the window for devices. This feature
requires additional setup on each individual machine.

For more information about completing the setup:

refer to Enabling the Modern View for Devices

refer to the eClinicalWorks On-Demand Product Activation
Guide

contact your system administrator

For more information about using the Modern View, refer to the
Devices List.
Enable Jelly Bean Access
Filter (Tomcat restart
required)
Enables the administrator to specify users who have access to other
users’ Assigned To queues in each jelly bean.
For more information, refer to Enabling Jelly Bean User Access.
Enabling Departments
Enable departments from the Options tab on the Practice Defaults window.
To enable departments:
1. From the File menu, point to Settings, and then click Practice Defaults.
The Practice Defaults window opens with the Front Office tab displayed.
2. Click the Options tab.
The Options settings display.
3. Check the Enable Departments box:
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4. Click OK.
Departments are enabled.
Making Departments Mandatory on Appointments, Out of
Office Visits, and Claims
Enable departments from the Options tab on the Practice Defaults window.
To make departments mandatory on appointments, out of office visits, and claims:
1. From the File menu, point to Settings, and then click Practice Defaults.
The Practice Defaults window opens with the Front Office tab displayed.
2. Click the Options tab.
The Options settings display.
3. Check the Department is mandatory on appointment/out of office visits/claim screens box:
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4. Click OK.
A department must be entered whenever creating an appointment, out-of-office encounter, or claim.
Enabling Fax Inboxes by Department
Enable different fax inboxes for each department from the Options tab on the Practice Defaults window.
For more information about configuring fax inboxes by department, refer to Configuring Fax Inboxes by
Department.
To enable fax inboxes by department:
1. From the File menu, point to Settings, and then click Practice Defaults.
The Practice Defaults window opens with the Front Office tab displayed.
2. Click the Options tab.
The Options settings display.
3. Check the Enable Fax inbox by departments box:
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4. Click OK.
Different fax inboxes may be configured for each department.
Displaying FTPS Transfer Status
Enable the display of the progress status of FTPS transfers from the Options tab on the Practice Defaults
window.
To display FTPS transfer status:
1. From the File menu, point to Settings, and then click Practice Defaults.
The Practice Defaults window opens with the Front Office tab displayed.
2. Click the Options tab.
The Options settings display.
3. Check the Show FTPS Progress Dialog box:
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4. Click OK.
The progress status of FTPS transfers displays.
Enabling the HelpHub
The HelpHub is an online help system within the eClinicalWorks application. To display the HelpHub in an
internal view when launched from the Help menu, clear the selection for the option Show Help Hub in External
Browser window in Practice Defaults. If this option is checked, the HelpHub is launched in an external browser.
Note: The HelpHub is a proprietary eClinicalWorks help system that includes an authentication process. If
a user attempts to paste an unauthenticated browser window into the Web address, the HelpHub will
not open.
To enable the HelpHub to display in the external browser:
1. From the File menu, point to Settings, and then click Practice Defaults.
The Practice Defaults window opens with the Front Office tab displayed.
2. Click the Options tab.
The Options settings display.
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3. Check the box for Show HelpHub in external browser window box:
4. Click OK.
The HelpHub is enabled for launching from the Help menu in an external browser.
For more information, refer to Launching the HelpHub.
Launching the HelpHub
After enabling the HelpHub as described in the section above, launch it from the Help menu in an external
browser.
The HelpHub is best viewed using Mozilla® Firefox® and Google™ Chrome™.
To view HelpHub in Internet Explorer®, add the following site to Internet Explorer® Trusted Sites: https://
ecwhelphub.eclinicalweb.com/webhelp
Note: Link above is for configuration purposes only and will not launch HelpHub directly.
To launch the HelpHub:
1. Click the Help menu to display a drop-down list.
2. From the drop-down list, click the HelpHub option:
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The HelpHub displays:
Enabling the Modern View for Devices
New Feature
Click Enable modern screen for devices from the Options tab on the Practice Defaults window. This feature
requires additional setup on each individual machine.
Using the Product Hub: Product Activation tool, the administrator activates the devices supported by the
eClinicalWorks application. Not all devices are available on demand.
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For more information about the list of supported devices, refer to the Devices Users Guide from the
my.eclinicalworks.com Customer Portal https://my.eclinicalworks.com.
If the practice administrator enables the Modern View at the practice level, an individual user can set
eClinicalWorks to use just the Modern View of the device window or to use an intermediary Modern View
through the Classic View device window (using the Classic View window to display the Modern View window).
If the provider selects the Modern View option for the Device DI window, eClinicalWorks does not display the
intermediary window; it displays the Modern View of the window for the device.
For more information about enabling the Device DI window, refer to Enabling the Device DI Window.
With the Modern View of the device window enabled, the user can use structured data, trend analysis, reports,
and log comparison, etc.

For more information about all the devices supported by eCW, refer to the Devices List, available from the
my.eclinicalworks.com Customer Portal: https://my.eclinicalworks.com.

For more information about using the Modern View for devices, refer to the Devices Users Guide.
To enable the Modern View for devices:
1. From the File menu, point to Settings, and then click Practice Defaults.
The Practice Defaults window opens with the Front Office tab displayed.
2. Click the Options tab.
The Options settings display.
3. Check the Enable modern screen for devices box:
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4. Click OK.
5. Log out and log back in to view the changes.
The Modern View of the devices window is enabled.
Note: This feature requires additional setup on each individual machine.
For more information, refer to the section Enabling the Outlook Tree View.
Enabling Jelly Bean User Access
To enable jelly beans user access:
1. From the File menu, point to Settings, and then click Practice Defaults.
The Practice Defaults window opens.
2. Click the Options tab.
3. Check the box next to Enable jelly bean access filter (Tomcat restart required).
4. Click OK:
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The jelly bean access filter is enabled.
Configuring Jelly Bean User Access
To configure jelly beans user access:
1. From the EMR menu, point to Miscellaneous Configuration Options, and then click Configure Categories.
The Configure Categories window opens:
2. Select jelly bean User Access from the Category drop-down list.
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Set the fields as described in the following table:
Field
Filter By
Information
The drop-down list options are:

User:

Select the All Licensed Providers radio button:
•
Click the All radio button to select all Providers
•


All jelly beans
Select individual providers by checking the box next to the
provider name
Select the All Other Staff radio button:
•
Click the All radio button to select all Staff
•
Select individual staff members by checking the box next to the
staff member’s name
Role:

Check the box next to All to select all roles

Select individual roles by checking the box next to the role
The options are:
Check the box next to All jelly beans to select all jelly beans

Check the box next to a jelly bean to select a jelly bean or select multiple
jelly beans to set access

Facility
The options are:
Check the box next to All to select all facilities

Select the Facility from the Facility drop-down list

3. Click Apply.
4. Click OK.
User access to the jelly beans is configured.
Scanning/Printing Tab
The Practice Defaults window contains the options used to scan documents and print various sections of the
Progress Notes.
The table provides a description of the options available from this tab:
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Setting
Description
Enable scanning documents
into temp sub folder based
on system user profile
Check this box to enable the saving of scanned documents to temporary
subfolders on your machine. This is useful to prevent the merging or
deleting of documents if multiple users are scanning documents into the
system at the same time.
For more information, refer to Enabling the Scanning of Documents into
Temporary Subfolders.
Show print dialog after done
button is clicked on the
Billing window
Check this box to display the print dialog automatically after the users
clicks Done from the Billing window of the Progress Notes.
For more information, refer to the Electronic Medical Records Setup
Guide.
Select defaults for print all
window
Check the boxes in this section to select the information to transmit by
default when a users prints, faxes, or transmits a prescription.
The Transmit section refers to the time a user clicks Send Rx. This button
must first be enabled for each user from My Settings.
For more information about enabling this feature, refer to Show-Hide
Tab.
For more information, refer to the Electronic Medical Records Setup
Guide.
Enabling the Scanning of Documents into Temporary
Subfolders
To save scanned documents in temporary subfolders on your machine, enable the Enable scanning documents…
option in Practice Defaults. This is useful to prevent the merging or deleting of documents when multiple users
are scanning documents into the system at the same time.
Note: This feature is enabled by item key. Contact eCW Support and refer to the Item Key Code
0667_DMH.
To enable the scanning of documents into temporary subfolders:
1. From the File menu, point to Settings, and then click Practice Defaults.
The Practice Defaults window displays.
2. Click the Scanning/Printing tab.
The Scanning/Printing options display.
3. Check the Enable scanning documents… box:
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4. Click OK.
The scanning of documents into temporary subfolders is enabled. All users must log out and log back in to
view these changes.
eClinicalWorks Administrator
The current administrator can change or assign an eClinicalWorks administrator a co-administrator from the File
menu.
For more information about the eClinicalWorks Administrator, refer to:

Changing the eClinicalWorks Administrator

Enabling Co-Administrators and Others to Hard Reset Passwords
Changing the eClinicalWorks Administrator
The current eClinicalWorks administrator can set a new administrator.
To change the eClinicalWorks administrator:
1. From the File menu, point to Settings, and then click eClinicalWorks Administrator.
The eClinicalWorks Administrator window displays.
2. Click Change:
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3. Select the name of the person who will become the new administrator, then click Close.
Note: Only the current administrator can change the name in this field.
The selected user is now the administrator.
Note: To create co-administrators, grant the user permission to the Administration security attribute.
For more information, refer to Specifying Co-Administrators.
Enabling Co-Administrators and Others to Hard Reset
Passwords
Co-administrators and other users can perform a hard reset on passwords only if granted permission from the
eClinicalWorks Administrator window.
To give co-administrators and others permission to hard reset passwords:
1. From the File menu, point to Settings, and then click eClinicalWorks Administrator.
The eClinicalWorks Administrator window displays.
2. Click the name(s) of the co-administrators or other users who will be allowed to hard reset passwords.
3. Check the Allow Hard Reset Password by Co-Administrators box
And / Or
Check the Allow Hard Reset Password by Other User(s) box:
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Hard Reset Password
4. Click Close.
The hard resetting of passwords by co-administrators is enabled.
Hard Reset Password
The system administrator can use the Hard Reset Password feature to reset a user's password. Only the
administrator has access to this function.
Grant co-administrators permission to use this feature from the eClinicalWorks Administrator window.
For more information, refer to Enabling Co-Administrators and Others to Hard Reset Passwords.
To reset a password:
1. From the File menu, point to Settings, and then click Hard Reset Password.
The Reset Password window displays:
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2. Select All, Providers, or Staff from the Users List drop-down to filter the displayed users.
3. Check the box next to the user(s) for whom the password will be reset.
4. Enter and confirm the new password.
5. Click OK.
The selected user’s password is reset.
Note: If the steps in Enabling Mandatory Password Changes were performed, the password entered
is irrelevant; users that are Hard Reset will be prompted to enter their own new password the next
time they log in.
Authentication Settings
Authentication settings provide the administrator with a way to determine how the eCW system enables a user
to log in and work on the eClinicalWorks application.
For more information about authentication settings, refer to:

Configuring the Session Inactivity Timeout

Requiring Alphanumeric Passwords

Locking Accounts After a Number of Failed
Login Attempts

Enforcing Password History

Setting the Minimum Password Length

Requiring Password Changes
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Configuring the Session Inactivity Timeout
Configure the system to time out after a certain period of inactivity from the Authentication Settings window.
To set the session inactivity time out:
1. From the File menu, point to Settings, and then click Authentication Settings.
The Authentication Settings window displays.
2. Check the Session activity time out box:
3. Enter the time, in HH:MM:SS format, in the field here.
4. Click OK.
The system will time out and lock the program after the specified period of inactivity.
Locking Accounts After a Number of Failed Login Attempts
Administrators may configure the system to lock out users who fail their login attempt a certain number of
times from the Authentication Settings window.
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To lock accounts after failed login attempts:
1. From the File menu, point to Settings, and then click Authentication Settings.
The Authentication Settings window displays.
2. Check the Authentication failure lock out box:
3. Enter the number of failed attempts before the system locks the user out.
4. Click OK.
The system locks a user out of eCW if the user exceeds the set amount of failed attempted logins.
Note: The system administrator account does not lock as the administrator is the only user who can
unlock an account.
For more information, on unlocking an account, refer to Locked Users.
Setting the Minimum Password Length
Set the minimum length that passwords are required to be in your system from the Authentication Settings
window.
To set the minimum password length:
1. From the File menu, point to Settings, and then click Authentication Settings.
The Authentication Settings window displays.
2. Check the Password Minimum Length box:
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3. Enter the number of characters for the minimum length.
4. Click OK.
The minimum password length is set.
Note: If a user currently has a login with a password that is less than the minimum length set by the
administrator, then they will receive a prompt on their next login, asking them to change their
password to meet the minimum requirement.
Updating a Password to the Maximum Length
You can establish a maximum length for any login password.
To set the maximum password length:
1. From the File menu, point to Settings, and then click Authentication Settings.
The Authentication Settings window displays.
2. Check the Password Maximum Length box.
3. Enter the number of characters you want to establish as the maximum length of a user password.
4. Click OK.
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The maximum password length is set.
Updating a Password to the Minimum Length at Login
When users attempt to log in with a password that does not meet a minimum length requirement, they will be
prompted to change their password to one that meets the minimum length.
To update a password at login if it does not meet the minimum characters requirement:
1. The user clicks Yes to change the password. If users click No, they will not be logged in to eClinicalWorks.
2. Enter the current password in the Old Password field.
3. Enter the new password in the New Password field, ensuring that the minimum characters requirement has
been met.
4. Re-enter the new password in the Confirm New Password field.
5. Click OK.
The new password is saved and the user is logged in to the system.
Note: If the administrator's password is less than the minimum length, it does not have to be
changed at the next login.
Restrict Passwords Beginning with a Number or Special
Character
You can restrict passwords to ensure that they do not begin with a number or special character.
To restrict passwords in this manner:
1. From the File menu, point to Settings, and then click Authentication Settings.
The Authentication Settings window displays.
2. Check the Restrict Password Beginning with Number or Special Character box.
3. Click OK.
Passwords beginning with numbers or special characters will not be allowed.
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Password Contents
You can establish a setting to require that passwords contain upper and lower case alpha characters, both alpha
and numeric characters, and special characters.
To restrict passwords in this manner:
1. From the File menu, point to Settings, and then click Authentication Settings.
The Authentication Settings window displays.
2. Check the box named Password must contain upper case (A-Z) and lower case (a-z), numbers (0-9), and
special characters.
3. Click OK.
All user passwords must now contain a combination of the specified characters.
Requiring Alphanumeric Passwords
To require user passwords that contain both letters and numbers, enable the Require Alphanumeric Password
option on the Authentication Settings window.
To require alphanumeric passwords:
1. From the File menu, point to Settings, then click Authentication Settings.
The Authentication Settings window displays.
2. Check the Require Alphanumeric Password box:
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3. Click OK.
Users are required to have passwords that contain at least one letter and at least one number.
Enforcing Password History
Password history prevents users from using previous passwords as their new password during mandatory
restriction period. You can restrict the use of the same password by frequency or by time elapsed.
Set the enforce password history feature from the Authentication Settings window.
To enforce password history:
1. From the File menu, point to Settings, and then click Authentication Settings.
The Authentication Settings window displays.
2. Check the Enforce password history box:
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3. To enforce password history based on the number of past passwords:
a. Click the Restrict last… Password(s) radio button.
b. Enter the number of previous passwords that cannot be used (e.g., if you entered 3 here, then a user
cannot reuse any of their last three passwords).
4. To enforce password history based on length of time:
a. Click the Restrict password(s) set in last… Month(s) radio button.
b. Enter the number of months to prevent users from using passwords from (e.g., if you entered 3 here,
then a user cannot use any of the passwords they have used in the past three months).
5. Click OK.
The system now prevents users from reusing the last X number of the passwords they have used in the
past.
Requiring Password Changes
Set up the system to require users to change their passwords on a set schedule. Set up this schedule from the
Authentication Settings window.
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Print/Fax/Lock Settings
To require password changes:
1. From the File menu, point to Settings, and then click Authentication Settings.
The Authentication Settings window displays.
2. Check the Require password change… box:
3. Enter the number of days between mandatory password changes for users in the after every… days field.
4. Enter the number of days before the mandatory password change that the system will notify a user of the
impending change in the Alert to change password… field.
5. Click OK.
Users are required to change their password on a set schedule, determined by the numbers entered.
Print/Fax/Lock Settings
The application includes user-specific preference settings for the Progress Notes printing, faxing, and locking
capabilities.
To use the default print/fax/lock style set up when printing/faxing/locking Progress Notes, click the Print/Fax/
Lock button in Progress Notes.
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Print/Fax/Lock Settings
Use the default print style set up when printing Progress Notes from the Print Medical Record window. To print
medical record items, click Medical Record on the Patient Hub.
The available Print, Fax, and Lock settings are specific to the current logged-in user.
To set the Print/Fax/Lock settings:
1. From the File menu, point to Settings, and then click Print/Fax/Lock Settings.
The Print, Fax, and Lock Settings window displays:
2. Click one of the following tabs:

Print Settings - Configure styles available when printing Progress Notes.

Fax Settings - Configure styles available when faxing Progress Notes.

Lock Settings - Configure styles available when locking Progress Notes.
3. Check the box(es) in the Hide column for any styles you do not want to be available.
The hidden style(s) will not display in the Print/Fax/Lock style options in Progress Notes.
4. Click the radio button in the My Default Style column to select the style to be used as the default.
The Progress Notes will print/fax/lock in the selected default style when the user clicks the Print/ Fax/Lock
button in Progress Notes. The Medical Record will print in the selected default style when the user clicks
Print in the Medical Record window for a selected encounter.
5. Click Save.
Users must log out and then log in again for the changes to take effect.
Note: After Progress Notes are locked, the print/fax setting remains in the same format as the locked
note regardless of the settings specified for printing or faxing.
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eClinicalWorks APU ID Location
eClinicalWorks APU ID Location
Following installation, the system issues an Auto-Practice Upgrade (APU) ID to all practices using
eClinicalWorks. eCW uses this assigned number to identify the practice for installation, upgrade, and support
purposes. This number is located within the installed eCW application.
To display the APU ID for the practice:
1. From the eClinicalWorks Help menu, click About eClinicalWorks:
The About eClinicalWorks window displays:
2. Click APU Info:
The practice APU ID number displays:
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Enable Tree View for Social History
Enable Tree View for Social History
Enable a tree view for the folders on the Social History window of the Progress Notes from the File menu.
Note: This feature is also enabled by item key. Contact eCW Support and refer to the Item Key
Code 1357_DMJ.
Note: Users must have access to the Enable Tree View for Social History security attribute to access this
setting.
IMPORTANT! This is a one-time setting. After the admin enables the feature, it cannot be disabled, and
this option is removed from the File menu.
For more information, refer to the Electronic Medical Records Setup Guide.
Format Progress Notes
Providers have user-specific options available to format the font style, font color, and indent style of their
Progress Notes. These formats apply only to the Progress Notes Print and Fax options.
The formatting options available are specific to the currently logged-in user. An additional option enables the
administrator to apply a selected format to all providers in the practice.
For more information, refer to the Electronic Medical Records Setup Guide.
Upload Images
The administrator can upload scanned images of physician signatures and practice logos used for printing
letters or faxing and printing prescriptions and Progress Notes.
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Upload Images
For more information about uploading images, refer to:

Uploading an Electronic Signature

Uploading a Logo

Uploading a Facility
Uploading an Electronic Signature
After all providers capture their signature, the administrator can upload images of those signatures. The
providers can use these images when printing letters or when faxing and printing prescriptions.
To upload an electronic signature:
1. From the File menu, point to Settings, then click Upload Images.
The Upload Images window displays.
2. Click the Signature tab:
3. Click the More (...) button next to the Provider field and select a provider from the list.
The selected provider’s name appears in the Provider field.
4. Click Browse (…) next to the Signature field to search for that provider’s signature image file.
The selected image file displays in the Preview window.
5. Click Upload.
The selected image file is uploaded as the electronic signature for that provider.
For more information, refer to the Electronic Medical Records Setup Guide.
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Upload Images
Uploading a Logo
Upload a logo into the system, for the practice to include when printing letters and when printing or faxing
Progress Notes.
To upload a logo:
1. From the File menu, point to Settings, and then click Upload Images.
The Upload Images window displays.
2. Click the Logo tab:
The Logo options display.
3. Click Browse (…) next to the Logo field to browse for your practice's logo image file.
The selected image file displays in the Preview window.
4. Click Upload.
The selected image file is uploaded as the logo for your practice, which is used in the Progress Notes.
Uploading a Facility
Upload a logo into the system, for the practice to include when printing letters and when printing or faxing
Progress Notes.
To upload a facility:
1. From the File menu, point to Settings, and then click Upload Images.
The Upload Images window displays.
2. Click the Facility tab:
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UpToDate Setup
3. Click the More (...) button to display a list of the facilities in your practice.
4. Select the facility for which you want to upload images.
5. Click the Browse button next to the Header field to search for the image you want to use for the header.
6. Click the Browse button next to the Footer field to search for the image you want to use for the footer.
7. Click Upload.
The selected, facility-specific images will display as the header and, if applicable, the footer in letters,
printouts and fax transmissions of progress notes from the selected facility.
UpToDate Setup
eClinicalWorks is integrated with UpToDate®, an evidenced-based clinical reference website:
www.uptodate.com
Note: To use the UpToDate interface, a subscription is required. After you obtain subscription services to
UpToDate, contact eClinicalWorks Support to activate the feature.
Configure login information for UpToDate for any provider from the File menu.
This feature must first be enabled. For more information about enabling this feature, refer to User Settings Tab.
Configuring UpToDate
For more information about using UpToDate, refer to the Electronic Medical Records Setup Guide.
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PROVIDER AND STAFF SETUP
This section describes how to enable settings for the providers and staff in your practice. The settings enable
you to add and maintain providers, referring physicians, staff and resources.
For more information about provider and staff setup, refer to:

Setting Up Providers

Setting Up Provider Numbers

Setting Up Referring
Physicians

Setting Up Staff

Setting Up License Information

Setting Up Resources
Setting Up Providers
Providers must be added to your system, with their information entered into the Providers file. eClinicalWorks
uses this information for billing and record keeping.
Adding a Provider to the System
To establish providers in your system, enter their information into the Providers file.
To add a new provider:
1. From the Admin band on the left navigation pane, click Providers.
The Providers window displays:
2. Click Add to display the Personal Info window:
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3. Enter information in the required fields:

Last Name

Username

First Name

Password

Primary Service Location

Confirm Password
4. Enter any other information that your practice could use.
Import the following fields for treatment, billing, and claims:

Degrees/Credentials

Medicare Group # or PIN # (obsolete if using
ANSI format)

Taxonomy Code (click the caret icon to the
right of this field)

Medicaid Group # or PIN # (obsolete if using
ANSI format)

Specialty

Mammography Certification Number
(obsolete if using ANSI format)

Provider Initials

Champus Group # or PIN #
(obsolete if using ANSI format)

Social Security Number

Blue Shield Group # or PIN #
(obsolete if using ANSI format)

DEA number

Tax ID Suffix or Provider Site ID (obsolete if
using ANSI format)

Provider Tax ID (Enter with no dashes)

Specialty License

NPI (for Individual NPI numbers)

State License

UPIN

Anesthesia License

EMC Provider ID (used for certain
clearinghouses)

Taxonomy Code

E-mail

Provider Initials

Prescriptive Auth #

Network Affiliation

Security
To look up the Taxonomy Code for your specialty category, go to www.wpc-edi.com/codes/taxonomy
5. Select the new provider's gender, using the Male or Female radio buttons.
Note: The gender selection determines the icon that displays with the provider's name on the
Practice band.
6. To copy the visit type durations from an existing provider, select the provider whose durations you want to
use from the Copy visit type duration from provider drop-down list.
7. Click Save.
The new provider is added to the database.
For more information, refer to Updating Provider Information and Deleting a Provider from the System.
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Add Multiple DEA Numbers for a Provider
Enhanced Feature
The practice may add multiple DEA numbers for a provider by first enabling the Security Attribute Allow user to
edit multiple DEA. For more information, contact eClinicalWorks Support.
To add multiple DEA numbers:
1. With the security attribute enabled, from the File menu, click Provider Numbers.
The Providers window displays.
2. Click Configure DEA:
The Configure DEA No window displays.
3. Enter the DEA Number, DEA Active Date, and DEA Term Date, then click Add to List:
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4. (Optional) Check the box next to Mark as default DEA to assign the new DEA number as the default for the
provider.
5. Going forward, when working with a provider who has multiple DEA numbers, you will select that
Provider’s appropriate DEA number when printing, faxing, or e-Prescribing a prescription:
Editing the Provider DEA Number
You can edit the information you entered for a provider’s DEA number(s). You can change a provider’s default
DEA number, and you can change the data that is included in the record for a provider’s DEA number.
Change a Provider Default DEA Number
To change a provider’s default DEA number from the DEA Configuration window:
1. From a provider’s DEA Configuration window, click the Default column on the line item that you wish to
make the default.
The Mark as Default DEA dialog box displays.
2. Click Yes to make the selected DEA number the default for that provider:
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Going forward, the selected DEA number will display as the default for the provider.
Edit Data for a Provider’s DEA Number
To edit the details of a provider’s DEA number from the DEA Configuration window:
1. From a provider’s DEA Configuration window, double-click the line item that you wish to edit.
The Edit Record dialog box displays.
2. Check the box to make the selected DEA number the default for that provider.
3. Click any of the other fields to change the description, DEA Number, active date, or term date.
4. Click Submit to enable the changes:
Updating Provider Information
Update existing providers’ information from the Providers window. When updating, configure a list of favorite
provider and staff names to display in the Assigned To drop-down lists throughout the eClinicalWorks® system.
For more information about provider and staff favorites, refer to Setting Up Favorite Staff Members.
To update an existing provider’s information:
1. From the Admin band on the left navigation pane, click Providers.
The Providers window displays.
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Setting Up Providers
Click the name of the provider to update.
Note: There are two methods of filtering the providers:

Click one of the blue letter tabs at the top of the window to filter the list by all providers whose
last name begins with that letter.

Use the Search By drop-down list and field to search for a specific last name, NPI number, or
specialty.
The Personal Info window displays.
3. Modify the information in any of the fields as necessary.
4. To change this provider’s username and/or password:
a. Click Change Password at the bottom of the window.
The Change Password window displays:
b. To modify the username, enter the text in the UserName field.
c. Enter this provider’s old password in the Old Password field.
d. Enter the new password in the New Password field.
e. Re-enter the new password in the Confirm New Password field.
f.
Click Save.
The username and/or password is modified.
5. Click Save.
The modifications to this provider’s information are saved.
Deleting a Provider from the System
Providers that were entered erroneously and those that have duplicate accounts can be deleted from the
system.
Note: The system does not allow the deletion of providers if they have any assigned encounters,
Telephone Encounters, labs, diagnostic imaging tests, documents, claims, or actions.
To delete a provider:
1. From the Admin band on the left navigation pane, click Providers.
The Providers window displays.
2. Click the name of the provider (the blue link) to be deleted.
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The Personal Info window displays.
3. Click Delete.
A confirmation window displays.
4. Click OK.
The selected provider is deleted.
Marking Providers as Residents
Mark providers as residents as part of the Residency/Educational Facilities feature.
To enable this feature, refer to the Electronic Medical Records Setup Guide.
To mark a provider as a resident:
1. From the Admin band on the left navigation pane, click Providers.
The Providers window displays.
2. Click the name of the provider to mark as a resident.
The Provider information window displays.
3. Check the Resident box:
4. Click Save.
The selected provider is marked as a resident.
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Marking Providers as Care Managers
You can indicate that providers are Care Managers.
To mark a provider as a care manager:
1. From the Admin band on the left navigation pane, click Providers.
The Providers window displays.
2. Click the name of the provider to mark as a care manager.
The Provider information window displays.
3. Check the Care Manager box:
4. Click Save.
The selected provider is marked as a care manager.
Configuring Assigned Favorites for Providers
Providers use assigned favorites to create a list of the staff members they most commonly work with, in order
to speed up data entry and assignments.
Users cannot configure the favorites list when creating new providers in the system; the feature is available
only when updating existing providers.
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To configure assigned favorites:
1. From the Admin band on the left navigation pane, click Providers.
The Providers window displays:
2. Click the name (the blue link) of the provider for whom you will configure assigned favorites.
The Personal Info window displays.
3. Click Configure My Assigned Favorites:
The Configure My Favorites window displays:
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Note: Configure My Assigned Favorites does not display when adding new providers; it is available
only when updating existing providers. The new provider information must be entered and saved
prior to configuring favorites.
4. Select the options described in the table, as required:
Function
Option
To filter the list by the role
of users
Select the role from the Role drop-down list
To filter the list by the
primary facility of users
Select the facility from the Location drop-down list.
To copy favorites from
another user
Select the name of that user in the Copy from drop-down list.
The system copies the names of the selected user’s favorites to the
My Favorites list.
To add users to the My
Favorites list
1.
2.
To remove names from the
My Favorites list
To remove names from the My Favorites list:
1.
2.
Highlight a user in the My Favorites list.
Click <=.
The selected user is removed from the My Favorites list.
To change the order of
favorite staff members:
1.
2.
Highlight a user in the My Favorites list.
Click the up or down arrow button to move the selected staff.
Note: Roles are applicable only if they are set up by the practice. For
more information about setting up roles, refer to Role-Based Security.
Highlight the user in the left pane.
Click =>.
The selected user is added to the My Favorites list.
Repeat steps until all users have been added.
5. Click Save.
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The My Favorites list for this provider is saved as specified.
Viewing Patient Demographics Logs for Providers and Staff
View patient demographics logs for providers and staff members from the Provider or Staff information
windows.
To view provider and staff patient demographics logs:
1. From the Admin band on the left navigation pane, click Providers.
The Providers or Staff window displays.
2. Click the blue name link for the provider or staff member.
The Provider or Staff information window displays.
3. Click View Provider Log or View Staff Log:
The Patient Demographics Log for the selected provider or staff member displays. For more information,
refer to the Security Attributes and Logs Guide.
Deactivating a Provider in the System
Administrators can deactivate providers that are no longer with the practice, while preserving all the
information associated with them and preventing users from selecting the providers.
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Note: New claims cannot be created for deactivated providers. Do not deactivate providers until all their
claims have been created and billing has been completed for their services.
To deactivate a provider that has left the practice:
1. From the Admin band on the left navigation pane, click Providers.
The Providers window displays.
2. Click the name (the blue link) of the provider to be deactivated.
The Personal Info window displays.
3. Click Inactive from the Status drop-down list at the bottom of the window.
4. Click Save.
The selected provider is marked as inactive.
Configuring Mandatory Fields for Providers
Users may designate certain fields as mandatory when adding providers to the system.
To configure mandatory fields for providers:
1. From the File menu, point to the Mandatory Fields option, and then click Configure Provider Mandatory
Fields.
The Mandatory Fields window displays:
2. To enable the same UPIN for use with more than one provider, check the Allow duplicate UPIN box.
3. To designate any fields as mandatory, check the appropriate box(es).
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4. Click OK.
The referring physician mandatory fields are configured.
Setting Up Referring Physicians
To establish referring physicians in your system, you must set up their personal information, provider numbers,
and insurance information.
For more information about referring physicians, refer to:

Adding a Referring Physician to the System

Configuring Mandatory Fields for Referring Physicians

Associating Referring Physicians with Insurance Carriers
Adding a Referring Physician to the System
Add referring physicians to the system so users can select them for referrals.
To add a referring physician:
1. From the Admin band in the left navigation pane, click Referring Physicians.
The Referring Physicians window displays:
2. Click Add.
The Personal Info window displays:
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3. Enter information in the required fields:

Last Name

First Name

Primary Service Location

Referring physician’s NPI number
4. Enter any other information that your practice may use.
5. Select one of the following entity types from the Entity Type drop-down list:

Person - This referring physician is an individual person.

Non-Person Entity - This referring physician is not an individual person (e.g., an organization)
6. If this provider is associated with a network, select the appropriate network from the Network Affiliation
drop-down list.
7. Click Save.
The referring physician is added to the system.
For more information about updating and deleting referring physician information, refer to:

Updating Referring Physician Information

Deleting a Referring Physician from the System
Updating Referring Physician Information
Update referring physicians in the system from the Referring Physicians window.
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To update personal information for referring physicians:
1. From the Admin band in the left navigation pane, click Referring Physicians.
The Referring Physicians window displays.
2. Click the name (the blue link) of the referring physician whose information to update.
Note: There are two methods of filtering the providers:

Click one of the blue letter tabs at the top of the window to filter the list by all providers whose
last name begins with that letter.

Use the Search By drop-down list and field to search for a specific last name, NPI number, or
specialty.
The Personal Info window displays.
3. Modify the information in any of the fields as necessary.
4. Click Save.
The selected referring physician’s information is updated as specified.
Deleting a Referring Physician from the System
Delete referring physicians that are no longer needed from the system.
Note: Referring physicians cannot be deleted if they are used in a referral or a claim.
To delete referring physicians from the system:
1. From the Admin band in the left navigation pane, click Referring Physicians.
The Referring Physicians window displays.
2. Click the name (the blue link) of the referring physician whose information to delete.
The Personal Info window displays.
3. Click Delete.
A confirmation window displays.
4. Click OK.
The selected referring physician’s information is deleted.
Configuring Mandatory Fields for Referring Physicians
Set certain fields as mandatory when adding referring physicians to the system.
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To configure mandatory fields for referring physicians:
1. From the File menu, point to Mandatory Fields to open a drop-down list, then click Configure Referral
Mandatory Fields.
The Referral Mandatory Fields window displays.
2. To designate any fields as mandatory, check the appropriate box(es).
3. Click OK:
The referring physician mandatory fields are configured.
Associating Referring Physicians with Insurance Carriers
You can associate referring physicians with the insurances they accept so that when a provider creates a
referral, the provider can select the referring physician based on the insurance that the patient uses.
To associate referring physicians with insurance carriers:
1. From the File menu, click Referring Physicians/Insurances.
The Referring Physicians Insurance window displays:
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2. To select a referring Physician to link with insurance carriers:
a. Click More (...) next to the Referring Physician field.
The Providers window displays with Referring Providers selected by default from the Provider Type
drop-down list.
For more information about all the options available from this window, refer to Setting Up Provider
Numbers.
b. Highlight a referring physician and click OK.
The Providers window closes and the selected physician’s name populates in the Referring Physician
field.
3. To search for a specific insurance company:
a. Select the criteria to use for this search from the By drop-down list.
b. Enter the text to use for your search in the Lookup Insurance field.
The list is filtered by your search criteria.
4. Check the boxes next to all the insurance carriers that the selected referring physician accepts.
5. Click Save.
The accepted insurance carriers for this referring physician are saved.
6. Repeat steps 2 - 5 until all referring physicians have been configured.
Note: Click Print to create a printout of the associated insurances for the selected referring physician.
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Setting Up License Information
Each provider in your practice is licensed to use the eClinicalWorks software. Authorization to use
eClinicalWorks is granted with a license key that is unique to each provider. Licenses are updated automatically
by the eClinicalWorks Support team.
View provider license information from the Help menu.
To view license information:
1. From the Help menu, click License Info.
The License Information window displays:
2. Select the provider whose license information to view from the Provider drop-down list.
The provider's full name and license start and expiration dates display in the corresponding fields.
Message Change for Locked and Inactive eCW Users
Enhanced Feature
The license alert pop-up is restricted to Administrators and Co-Administrators only.
The EMR & Integrated Practice Management System pop-up displays when a login is attempted by a locked or
inactive user:
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Setting Up Provider Numbers
Enter provider numbers and the billing information for each provider who will submit insurance claims.
For more information about provider numbers, refer to:

Practicing Providers

Setting Up Referring Providers

Configuring Provider Numbers by Facility
Practicing Providers
Configure provider numbers, data, and billing information for providers at your practice.
For more information about practicing providers, refer to:

Entering Provider Numbers

Entering Provider Data

Entering Billing Information
Entering Provider Numbers
Provider and group insurance numbers must be entered into the system for all providers (practicing and
referring) that are used in billing.
Note: This information can also be entered when setting up insurance companies. For more information
about entering provider numbers from this location, refer to the Billing Setup Guide.
To enter provider numbers:
1. From the File menu, click Provider Numbers.
The Providers window displays:
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Setting Up Provider Numbers
To filter the list by provider type, select the type from the Provider Types drop-down list.
For more information about referring providers on this window, refer to Setting Up Referring Providers.

To search for a specific provider, enter that provider’s name in the Search Provider field in the Last
name, First name format.
2. Highlight the provider.
3. Click View Provider Numbers.
The Provider Insurance Data window displays:
4. Select the options that are specified in the table, as required:
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Option
Function
To sort this list either by
insurance groups or by
individual insurance carriers
Select the option from the View By drop-down list.
To add a new insurance
carrier to the list
1.
2.
To delete an insurance
carrier from the list
1.
2.
3.
With Individual Insurances selected from the View By dropdown list, click Add.
The Insurances window displays.
Double-click the insurance carrier.
The selected insurance carrier is added to the bottom of the
Provider Insurance Data section.
With Individual Insurances selected from the View By dropdown list, highlight the insurance carrier to delete.
Click Delete.
A confirmation window displays.
Click Yes.
The selected insurance carrier is deleted from the list.
5. Enter provider numbers for an insurance carrier or group:

Highlight the insurance carrier or group for which you will enter numbers and click Update.
OR

Double-click the insurance carrier or group for which to enter numbers.
The Provider Billing Data for Insurance window displays:
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6. Enter information in the following fields as appropriate:
Field
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Information
Provider
Displays the name of the selected provider.
Insurance
Displays information about the selected insurance that has
been entered in the system.
Copy Tax ID
Populates the Group and Provider Number fields with the
provider's 9-digit Tax ID number entered in their Personal
Information.
Provider Number and ID
Enter the physician's number with the insurance company and
the ANSI code for the insurance type here. These are
mandatory fields.
Group Number and ID
Enter the physician's number with the insurance group and the
ANSI code for the type here. These are mandatory fields.
Effective Date
Enter the date on which the Provider and Group numbers
became effective in the mm/dd/yyyy format.
Tax IDs - Use Provider’s Defaults
Check this box to use the Tax ID information entered in this
provider’s Personal Information for the fields here.
Tax ID, Type, and Site ID
Enter the Tax ID, Tax ID Type, and Site ID for this provider in
these fields.
Billing Address
Click Select to assign a billing address for this provider from the
Facility Lists window.
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Field
Information
Copy Information to All Providers
Click this button to copy the information on this window to all
providers for this insurance company or group.
Use HCFA Defaults
Check this box to populate the fields in this group box with the
numbers in the Provider Number and Group Number fields.
HCFA 24J & ID Type, HCFA 33
PIN#, and HCF 33 GRP# & ID Type
If you do not choose to use the defaults, clear the Use HCFA
Defaults box and enter the appropriate numbers in these fields.
Use Electronic Claim Defaults
Check this box to populate the fields in this group box with the
numbers in the Provider Number and Group Number fields.
EMC Provider ID (BA0-2),
Commercial # (BA0-15), and
Provider Number (CA0-28)
If you do not select to use the defaults, clear the Use Electronic
Claim Defaults box and enter the appropriate numbers in these
field.
7. Click OK.
The provider numbers for this insurance carrier or group are saved.
8. Repeat steps 5 and 6 until all the provider numbers have been entered for all applicable insurance carriers
and groups.
Entering Provider Data
Enter additional miscellaneous data for providers from the Provider Numbers window.
To enter provider data:
1. From the File menu, click Provider Numbers.
The Providers window displays.

To filter the list by provider type, select the type from the Provider Types drop-down list.

To search for a specific provider, enter that provider’s name in the Search Provider field in the Last
Name, First Name format.
2. Highlight the provider for whom to enter additional data.
3. Click Provider Data.
The Provider Data window displays:
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4. Enter information in the following fields as necessary:
Option
Function
Supervising Provider
Select the default supervisor for this provider from this drop-down
list.
Default Assistant
Select the default assistants for this provider from the drop-down
lists in this section.
Claim Prefix
Enter a claim prefix for this provider in this field.
Default Assigned To
(Outgoing Referral)


Default Assigned To
(Incoming Referral)


Exempted for sending Seq
No during Medicaid
Eligibility (State Approved)
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Select the staff member to which outgoing referrals created by
this provider will be assigned from this drop-down list.
OR
Click More (...) to the right of this drop-down list to select a
staff member from the Staff Lookup window.
Select the staff member to whom incoming referrals created by
this provider will be assigned from this drop-down list.
OR
Click More (...) to the right of this drop-down list to select a
staff member from the Staff Lookup window.
If this provider is not required to send a Seq No during Medicaid
eligibility, check this box.
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5. Click OK.
The additional data for this provider is saved.
Entering Lab Data for Providers
Enter lab data for providers from the Provider Additional Data window.
For more information, refer to the Electronic Medical Records Setup Guide.
Selecting Rx Styles by Provider
Select the Rx styles for providers from the Provider Additional Data window.
For more information, refer to the Electronic Medical Records Setup Guide.
Entering Billing Information
Billing information must be entered for every provider for whom to make insurance claims.
To enter billing information for a provider:
1. From the File menu, click Provider Numbers.
The Providers window displays.

To filter the list by provider type, select the type from the Provider Types drop-down list.

To search for a specific provider, enter that provider’s name in the Search Provider field in the Last
name, First name format.
2. Highlight the provider whose billing information to enter.
3. Click Billing Information.
The Provider Insurance Data window displays:
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Any information currently in this provider’s Personal Information is automatically populates here (this
typically includes the UPIN Number, Provider NPI, Provider Group NPI, and/or Taxonomy Code).
4. Enter the following information:
a. Enter the UPIN in the UPIN Number field, if necessary.
b. Enter the state-based healthcare numbers for Kentucky, Carolina, and/or New York as necessary.
c. Enter this provider’s NPI in the Provider NPI field, if necessary.
d. Enter this provider’s Group NPI in the Provider Group NPI field, if necessary.
5. If necessary, enter this provider’s Florida Medicaid type:

Enter the type in the Medicaid, FL Provider Type field.
OR

Click More (...) next to the Medicaid, FL Provider Type field and select the code from the Provider Type
window.
6. Enter this provider’s taxonomy code:

Type the code In the Taxonomy Code field.
OR
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Click More (...) next to the Taxonomy Code field and select the code from the Taxonomy Codes window.
7. Select whether this provider is a person or a non-person entity from the Entity Type drop-down list.
8. Click OK.
The provider’s billing information is saved.
Setting Up Referring Providers
Enter information about referring providers by selecting Referring Providers from the Provider Type drop-down
list on the Providers window.
For more information about referring providers, refer to Entering Information for Referring Providers.
Entering Information for Referring Providers
Add provider numbers and other basic demographic information to the system for referring providers.
To enter information for a referring provider:
1. From the File menu, click Provider Numbers.
The Providers window displays.
2. Select Referring Providers from the Provider Type drop-down list.
All referring providers currently in the system display.
3. Click Add.
The Referring Physician window displays:
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4. Enter information in the fields as necessary.
Fields with a red asterisk next to their name are mandatory. For more information about marking fields as
mandatory, refer to Configuring Mandatory Fields for Referring Physicians.
For more information about the information entered in these fields, refer to Adding a Referring Physician to
the System.
5. Click OK.
The information entered for this referring physician is recorded.
Updating Information for Existing Referring Providers
Update information for referring providers from the Providers window.
To update information for existing referring providers:
1. From the File menu, click the Provider Numbers option.
The Providers window displays.
2. Select Referring Providers from the Provider Type drop-down list.
All referring providers currently in the system display.
3. Highlight a provider and click Update.
The Referring Physician window displays.
4. Update the information in the fields as necessary.
For more information about the information entered in these fields, refer to Adding a Referring Physician to
the System.
5. Click OK.
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The information entered for this referring physician is updated.
Deleting Information for Existing Referring Providers
Delete existing referring providers from the Providers window.
To delete existing referring providers:
1. From the File menu, click the Provider Numbers option.
The Providers window displays.
2. Select Referring Providers from the Provider Type drop-down list.
All referring providers currently in the system display.
3. Highlight a provider and click Delete.
A confirmation window displays.
4. Click Yes.
The selected referring provider is removed from the system.
Configuring Provider Numbers by Facility
Specify insurance provider numbers by facility.
For more information about provider numbers by facility, refer to:

Configuring Insurance Provider Numbers by Facility

Configuring a Group NPI by Service Date and Facility
Configuring Insurance Provider Numbers by Facility
The Provider Numbers configured by Facility/ Payer ID override the values entered in the individual or group
insurance windows during the claim creation and submission process.
To specify insurance provider numbers by facility:
1. From the File menu, point to Data by Facility, and then click Provider Numbers by Facility.
The Provider Numbers by Payer ID/Facility window displays.
2. Open the Provider Billing Data for Insurance By Payer ID & Facility window

Click Add.
OR

Highlight the payer ID to specify service dates for and click Update.
The Provider Billing Data for Insurance By Payer ID & Facility window displays.
3. Select a provider from the Provider drop-down list.
4. Click More (...) next to the Payer field to select the payer:
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Note: The configured Provider Numbers are applied to all the insurances with the specified Payer ID.
5. If this number is for a specific facility, clear the All check box next to the Facility field and click More (…) to
select a facility.
6. To configure these provider numbers for a specific service date range, clear the All Service Dates box in the
Effective Service Dates section and specify a date range for this number in the fields in the mm/dd/yyyy
format.
7. Click OK when complete to save your changes.
Configuring a Group NPI by Service Date and Facility
A practice can have a group NPI. This group NPI takes precedence over the individual NPI numbers of the
providers in the practice for claim submission. Configure the Group NPI numbers by Service Date and Facility.
This is useful for practices that have merged or split and must use certain NPI numbers for certain date ranges
and facilities.
To configure a group NPI by service date and facility:
1. From the File menu, point to Data by Facility, and then click Group NPI Rules.
The Group NPI Rules window displays:
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2. Create an NPI group:

Click New to create a group NPI.
OR

Highlight an existing rule and click Update to modify a group NPI.
The Create Group NPI window displays:
a. Enter or edit the group name in the Rule Name field.
b. Enter or edit the 10-digit group NPI in the Group NPI field.
3. If this Group NPI is effective only for a certain Service Date range, clear the All Service Dates box and enter
a date range in the mm/dd/yyyy format in the Effective Service Dates fields.
4. To select and add providers to the group from the Providers List window:

Click Add in the List of provider(s) associated section.
OR

Check the All Practicing Providers box to select all providers.

To delete a provider name, highlight the provider in this pane and click Remove.
5. To select and add facilities to the group from the Facilities List window:
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Click Add in the List of facility(s) associated section.
OR


Check one of the following boxes as necessary:
•
All Non Practicing Facilities - Select all facilities where medical services are not performed.
•
All Practicing Facilities - Select all facilities where medical services are performed.
•
All Facilities - Select all facilities in the database.
To delete a facility, highlight the facility in this pane and click Remove.
6. To select and add facilities to the group from the Facilities List window:

Click Add in the List of insurance(s) associated section.
OR

Check the All Insurances box to select all insurance providers.

To delete an insurance company, highlight a company in this pane and click Remove.
7. Click OK to save your changes and close this window.
Repeat steps 2 - 7 to add or update additional NPI groups.
Setting Up Staff
Add and delete Staff from the Staff window.
For more information about staff members, refer to:
Adding Staff Members to the System
Adding Staff Members to the System
Enhanced Feature
Meaningful Use
To set up your staff members, enter their information in the Staff file.
To add new staff members:
1. From the Admin band on the left navigation pane, click Staff.
The Staff window displays:
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2. Click Add.
The Personal Info window displays:
3. Enter the required fields:

Last Name

Username

First Name

Password

Primary Service Location

Confirm Password
4. To specify this staff member as a resource, check the Is a resource box.
For more information about resources, refer to Setting Up Resources.
5. Check the Licensed Healthcare Professional or Credentialed Medical Assistant box:
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Note: If the box is checked for a staff member, and the staff member has completed a Meaningful
Use Objective, then that patient falls into the denominator and numerator of the appointment
provider. If the box is not checked for that staff member, and they complete the objective, then the
patient is not included in the numerator.
6. Enter other information that your practice may use.
7. Click Save.
The staff member is saved.
For more information about updating and deleting staff members, refer to the following sections:

Updating Staff Member Information

Deleting a Staff Member from the System
Updating Staff Member Information
Update existing staff members’ information from the Staff window. When updating, configure a list of favorite
provider and staff names to display in the Assigned To drop-down lists throughout the eClinicalWorks system.
For more information about provider and staff favorites, refer to Setting Up Favorite Staff Members.
To update an existing staff member’s information:
1. From the Admin band on the left navigation pane, click Staff.
The Staff window displays:
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2. Click the name (the blue link) of the staff member whose information to update.
The Personal Info window displays.
3. Modify the information in the fields as necessary.
4. To change this staff member’s username and/or password:
a. Click Change Password at the bottom of the window.
The Change Password window displays:
b. Enter the information as described in the following table:
Field
Description
UserName
To modify the username, enter the text in the UserName field.
Old Password
Enter this staff member’s old password in the this field.
New Password
Enter the new password in the New Password field.
Confirm New Password
Re-enter the new password in the Confirm New Password field.
c. Click Save.
The username and/or password is modified.
5. Click Save.
The modifications to this staff member’s information are saved.
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Setting Up Staff
Deleting a Staff Member from the System
Delete staff members that were entered erroneously or that have duplicate accounts from the system.
IMPORTANT! Deleting staff members is not recommended, unless the staff member has never been
assigned to a task. Deactivation is a safer alternative for staff members who have handled assignments.
For more information, refer to Deactivating a Staff Member in the System.
To delete an existing staff member:
1. From the Admin band on the left navigation pane, click Staff.
The Staff window displays.
2. Click the name (the blue link) of the staff member whose information to update.
The Personal Info window displays.
3. Click Delete.
A confirmation window displays.
4. Click OK.
The selected staff member is deleted.
Deactivating a Staff Member in the System
Set the staff members that are no longer with the practice as inactive, to preserve all the information
associated with them, but prevent them from being selected by users.
To deactivate a staff member that has left the practice:
1. From the Admin band on the left navigation pane, click Staff.
The Staff window displays.
2. Click the name (the blue link) of the staff member whose information to update.
The Personal Info window displays.
3. Select Inactive from the Status drop-down list at the bottom-right of the window.
4. Click Save.
The selected staff member is marked as inactive.
Setting Up Favorite Staff Members
Assigned favorites enable staff members to create a list of other staff members they most commonly work with
to speed up data entry and assignments.
For more information about favorite staff members, refer to:

Configuring Favorite Staff Members from Admin

Configuring Favorite Staff Members from the Staff Lookup Window
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Setting Up Staff
Viewing Favorite Staff Members
Configuring Favorite Staff Members from Admin
Assigned favorites may be configured for a staff member only when updating their information, not when
initially entering them into the system.
To configure assigned favorites:
1. From the Admin band on the left navigation pane, click Staff.
The Staff window displays:
2. Click the name (the blue link) of the staff member for whom to configure assigned favorites.
The Personal Info window displays.
3. Click Configure My Assigned Favorites.
The Configure My Favorites window displays:
Note: Configure My Assigned Favorites does not display when adding new staff members; it is
available only when updating existing staff members. The new staff members’ information must be
entered and saved prior to configuring favorites.
4. Select the options described in the table, as appropriate:
Function
To filter the list by the role
of the users
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Option
Select the role from the Role drop-down list.
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Function
Option
To filter the list by the
primary facility of users
Select the facility from the Location drop-down list.
To copy favorites from
another user
Select the name of that user in the Copy from drop-down list.
The names of the selected user’s favorites are copied to the My
Favorites list.
To add users to the My
Favorites list
1.
2.
Highlight the user in the left pane.
Click =>.
The selected user is added to the My Favorites list.
Repeat steps a - b until all users XXX added.
To remove names from the
My Favorites list
1.
2.
Highlight a user in the My Favorites list.
Click <=.
The selected user is removed from the My Favorites list.
5. Click Save.
The My Favorites list for this staff member is saved as specified.
Configuring Favorite Staff Members from the Staff Lookup
Window
Users can specify their favorite staff members directly from the Staff Lookup window.
To configure favorite staff members:
1. From the Staff Lookup window, search for and highlight the provider or staff member to add to or remove
from your favorites.
Note: To access the Staff Lookup window, click More (...) next to any Staff field throughout the
system.
2. Add this provider or staff member to your favorites:

Click Add To My Favorites.
OR

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Click Remove From Favorites to remove the selected provider or staff member from your favorites:
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Setting Up Resources
Viewing Favorite Staff Members
On the Staff Lookup window, check the My Favorites box to remove all providers and staff members not in your
favorites from the list:
Setting Up Resources
A resource is anyone on your staff except a physician, who can be scheduled for patient visits. Examples of
resources are lab technicians and nurses. These staff members are set up with their own schedules and are
available during an appointment search.
Patient encounters may be created for resources, although any claims created for these encounters should be
made for an actual provider.
For more information about resources, refer to:

Specifying a Staff Member as a Resource

Adding a Resource Not Associated with Staff Members
Specifying a Staff Member as a Resource
Specify staff members as resources if they need their own schedule for seeing patients. The following
procedure describes how to set up resources for a generic role/room/process in your practice.
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Setting Up Resources
To specify a staff member as a resource:
1. From the Admin band on the left navigation pane, click Staff.
The Staff window displays:
2. Click the name (the blue link) of the staff member whose information to update.
The Personal Info window displays:
3. Check the Is a resource box.
4. Click Save.
This staff member is specified as a resource, indicated on the Staff window by a Yes in the Resource
column.
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Adding a Resource Not Associated with Staff Members
A resource can also be set up without being attached to a staff member. This action enables the scheduling of
patients for appointments with this resource, but does not set up a user in the system under the resource
name.
To add a new resource not associated with a staff member:
1. From the Admin band on the left navigation pane, click Resources.
The Resources window displays:
2. Click Add.
The Resource Details window displays:
3. Enter the information as described in the following table:
Feature
Description
Resource Name
Enter a name for this resource.
Location
Select a primary facility for this resource from the Location
drop-down list.
Phone
Enter the telephone number for this resource.
Resource Code
Enter a resource code for this resource.
Default Appointment Provider
If this resource always bills under the same provider, select the
default appointment provider for this resource from the dropdown list.
4. Click Save.
This resource is added.
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Updating Resource Information
Update the resource’s information from the Admin band.
To update an existing staff member’s information:
1. From the Admin band on the left navigation pane, click Resources.
The Resources window displays:
2. Click the name (the blue link) of the resource whose information to update.
The Resource Info window displays.
3. Click Save.
The modifications to this resource’s information are saved.
Deleting a Resource from the System
Delete resources that are no longer needed from the system.
IMPORTANT! eClinicalWorks does not recommend deleting resources, unless the resource has never
been assigned to a task. Instead, deactivate the resource; it is a safer alternative for resources who
handled assignments.
To delete an existing resource:
1. From the Admin band, click Resources.
The Resources window displays.
2. Click the name (the blue link) of the resource whose information to update.
The Resource Info window displays.
3. Click Delete.
A confirmation window displays.
4. Click OK.
The selected resource is deleted.
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Insurances
DATABASE SETUP
There are several databases within the eClinicalWorks® application that contain specific types of information.
The administrator must populate these databases with all the information used in the operation of your
practice.
For more information, refer to the following sections:

Insurances

Setting Up Guarantors

Pharmacies

Facilities

Setting Up Attorneys

Adding ZIP Codes

Employers

Management

Setting Up Case
Managers

Exporting to Microsoft Outlook
Note:

Users may add Pharmacies, Case Managers, and Attorneys from the Additional Info section in
the Patient Information window.

Add Employers and Guarantors to the database from the Patient information window.
Insurances
From the File menu, the administrator can add, update, copy and export insurance information for the practice.
For more information, refer to the Billing Setup Guide.
Pharmacies
The pharmacy database contains information related to the pharmacies used by your practice’s patients. For
more information, refer to Add Pharmacies.
Note: It is common practice to import or link e-Prescription-enabled pharmacies to the pharmacies in
practice’s database using the Linking Pharmacy option from the Tools menu, selecting ePrescription.
Add Pharmacies
Add pharmacies to the database so users can select them for their patients.
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To add pharmacies to the database:
1. From the File menu, click Pharmacies.
The Pharmacies window displays:
Note: A black and red E icon displays in the E column for pharmacies that are e-Prescription-enabled.
A check mark displays in the M column for mail-order pharmacies.
2. Click New.
The New Pharmacy window displays:
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3. Enter the information or enable the option as described in the following table:
Field
Description
Name
Enter the name of this pharmacy.
Mail Order Pharmacy
Check this box if this is a mail-order pharmacy.
Address, Address2, City,
State, and ZIP Code
Enter the address of this pharmacy.
Phone
Enter the telephone number for this pharmacy.
Fax
Enter the fax number for this pharmacy in the Fax field.
Note: Use the first Fax number field for the dial-out access number, if
your practice uses one, and use 1 if the number is in a different area
code.
E-mail
Enter the e-mail address for this pharmacy.
NCPDP ID
Enter the National Council for Prescription Drug Programs ID for the
facility.
ePrescribe Enabled
Check this box if this pharmacy is enabled for e-Prescription.
4. Click OK.
The pharmacy is added to the database.
For more information about updating and deleting pharmacies, refer to the sections Updating Pharmacies
and Deleting Pharmacies.
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Updating Pharmacies
Update pharmacies in the database from the Pharmacy window.
To update a pharmacy in the database:
1. From the File menu, click Pharmacies.
The Pharmacies window displays.
2. To look up a specific pharmacy:
a. Select the criteria to use to search from the drop-down list at the top of the window.
b. Enter the search text in the Lookup Pharmacy field.
AND/OR
c. Enter the city of the pharmacy for which you are searching in the City field.
The list of pharmacies displays the results filtered by your search criteria.
3. Highlight the pharmacy to update and click Update.
The Update Pharmacy window displays.
4. Modify the information as necessary.
5. Click OK.
The selected pharmacy is updated.
Deleting Pharmacies
Administrators may delete pharmacies from the database.
To delete a pharmacy from the database:
1. From the File menu, click Pharmacies.
The Pharmacies window displays.
2. To look up a specific pharmacy:
a. Select the criteria to use to search from the drop-down list at the top of the window.
b. Enter the search text in the Lookup Pharmacy field.
AND/OR
c. Enter the city of the pharmacy you are searching for in the City field.
The list of pharmacies displays the results filtered by your search criteria.
3. Highlight the pharmacy to delete and click Delete.
A confirmation window displays.
4. Click Yes.
The selected pharmacy is deleted.
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Setting Up Attorneys
From the File menu, the administrator can add, edit, and delete attorneys.
For more information about how to manage attorneys in eClinicalWorks, refer to Configure Attorneys.
Configure Attorneys
Add attorneys to the database from the File menu.
For more information about updating and deleting attorneys, refer to the following sections:

Adding Attorneys

Updating Attorneys

Deleting Attorneys
Adding Attorneys
To add an attorney:
1. From the File menu, click Attorneys.
The Attorneys window displays.
2. Click Add Attorney:
The Add Attorney window displays:
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3. Enter the information as described in the following table:
Field
Description
First Name, Last Name
Enter the name of this attorney in the First Name and Last
Name fields.
Office
Enter the name of this attorney’s office.
Address Line 1, Address Line 2,
City, State, and ZIP
Enter the address of this attorney’s office.
Tel, Fax, Contact Details, and
Contact Information
Enter the contact information for this attorney.
Notes
Enter any miscellaneous notes about this attorney.
4. Click OK.
This attorney is added to the system.
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Updating Attorneys
Update attorney information in the database from the File menu.
To add an attorney:
1. From the File menu, click Attorneys.
The Attorneys window displays.
2. Highlight the attorney whose information to update and click Update Attorney.
The Update Attorney window displays.
3. Modify any information as necessary.
4. Click OK.
The selected attorney’s information is updated as specified.
Deleting Attorneys
Delete attorneys from the database from the File menu.
To delete an attorney:
1. From the File menu, click Attorneys.
The Attorneys window displays.
2. Highlight the attorney to delete and click Delete Attorney.
A confirmation window displays.
3. Click Yes.
The selected attorney is deleted.
Employers
The Employer dictionary permits faster and more consistent data entry of employer information if your practice
has multiple patients from the same employer.
The following section describes the employer setup, Configuring Employers.
Configuring Employers
For information about configuring employers, refer to the following sections:

Adding Employers

Attaching a Document to an Employer
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Viewing Documents Attached to Employers

Adding Employers
Add employers to the system from the File menu.
Note: In addition to the steps shown here, to add employers, updated, and deleted employers from the
Patient Information window, click the More (...) next to the Employer Name field.
To add employer information:
1. From the File menu, click Employers.
The Employers window displays:
2. Click Add.
The Add Employer window displays:
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3. Enter the information as described in the following table:
Field
Description
Name
Enter the name of this employer.
Address Line 1,
Address Line 2
Enter the street address for this employer.
City
Enter the city where this employer is located.
State
Select the state that this employer is located in from the State drop-down
list.
ZIP
Enter the ZIP Code for this employer’s location.
Tel
Enter a telephone number for this employer.
Fax
Enter a fax number for this employer.
Notes
Enter any miscellaneous notes concerning this employer.
Contact Person
Enter a designated contact person for this employer.
E-mail Address
Enter the e-mail address of the contact person for this employer.
For more information about employers, refer to Attaching a Document to an Employer.
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Attaching a Document to an Employer
Attach documents to employers from the Document Attributes window.
To attach a document to this employer:
1. From the Add Employer window, click Attach Document:
The Documents window displays:
2. Click Add.
The Document Attributes window displays:
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a. Enter a name for this document in the Name field.
b. Enter any comments concerning this document in the Comments field.
c. Click More (...) next to the File field to browse for and select the appropriate document file.
The full path to the selected file displays in the gray field beneath the File field.
3. Click OK.
The selected file is added to the Document List.
Note: On the Employers window, a paper clip icon to the left of the employer’s name indicates
attached documents.
4. Click OK.
The employer is added to the system.
Updating Employers
Update employers in the database from the Employers window.
To update an employer’s information:
1. From the File menu, click Employers.
The Employers window displays.
Note: A paper clip icon in the left column indicates that an employer has at least document attached
to their information.
2. To search for a specific employer, enter their name in the Lookup Employers field.
3. To add, update, delete, or view documents attached to an employer from here:
Highlight the employer whose document(s) to view.
a. Click View Document.
The Documents window displays.
b. Add, Update, Delete, or View the documents using the buttons in the upper-right of the window.
4. Highlight the employer to update and click Update.
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The Update Employer window displays.
5. Modify the information as necessary.
6. Click OK.
The selected employer is updated.
Deleting Employers
Administrators can delete employers from the system. However, eClinicalWorks does not allow the deletion of
employers that are currently associated with patients.
To delete an employer from the system:
1. From the File menu, click Employers.
The Employers window displays.
2. Highlight the employer to be deleted and click Delete.
A confirmation window displays.
Note: If this employer is currently associated with a patient, a pop-up window displays to notify that
you cannot delete this employer.
3. Click Yes.
The selected employer is deleted.
Viewing Documents Attached to Employers
On the Employers window, a paper clip icon next to an employer’s name indicates that documents are attached
to that employer’s record. Users can view these documents directly from the Employers window.
To view documents attached to employers:
1. From the File menu, click Employers.
The Employers window displays.
2. Click to highlight an employer with a document attached and click View Document:
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Setting Up Case Managers
The Documents window displays:
3. Highlight the document to view and click View.
The selected document displays.
Setting Up Case Managers
From the File menu, the administrator can add, edit, and delete case managers.
To set up case managers, refer to Configuring Case Managers.
Configuring Case Managers
To create cases for patients, users must select a case manager. Case managers are set up and maintained from
the File menu in eClinicalWorks.
For more information, refer to the sections:

Adding Case Mangers

Updating Case Managers

Deleting Case Managers
For more information about Case Management, refer to the Front Office Users Guide.
Adding Case Mangers
Add case managers to the database from the File menu.
To add a case manager:
1. From the File menu, click Case Managers.
The Case Manager window displays.
2. Click Add:
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Note: To display all cases here, check the Show All box.
The Case Manager window displays:
[
3. Enter the information as described in the following table:
Feature
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Description
First Name
Enter the first name of this case manager.
Last Name
Enter the last name of this case manager.
DOB field
Enter the date of birth of this case manager in mm/dd/yyyy format.
Address Line 1
Enter the first line of the case manager’s address.
Address Line 2
Enter the second line of the case manager’s address (office number, PO
Box).
City
Enter the city.
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Feature
State
Description


Click the drop-down list to select the state.
OR
Select the Same as Patient option.
ZIP
Enter the ZIP code.
Tel
Enter the case manager’s telephone number, with area code.
Fax
Enter a fax number for the case manager.
E-mail
Enter an e-mail address for the case manager.
Contact Preference
To select this case manager’s preferred method of contact, click one of the
radio buttons in this section e-mail, fax, or phone.
Notes
Enter any miscellaneous notes about this case manager in the Notes field.
4. Click OK.
This case manager is added to the system.
Updating Case Managers
Update database information about existing case managers from the File menu.
To update a case manager:
1. From the File menu, click Case Managers.
The Case Manager window displays.
2. Highlight the case manager whose information will be updated and click Update.
The Case Manager window displays.
3. Modify any information as necessary.
4. Click OK.
The selected case manager’s information is updated as specified.
Deleting Case Managers
Delete case managers from the database from the File menu.
To delete a case manager:
1. From the File menu, click Case Managers.
The Case Manager window displays.
2. Highlight the case manager to delete and click Delete.
A confirmation window displays.
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3. Click Yes.
The selected case manager is deleted from the database.
Setting Up Guarantors
From the File menu, the system administrator can look up, add, edit, and delete guarantors.
For more information about guarantors, refer to:

Looking Up Guarantors

Viewing Guarantor Accounts

Adding Guarantors

Copying Guarantor Address Changes to Associated Patients
Looking Up Guarantors
Look up Guarantors and patients from the File menu.
To look up a guarantor:
1. From the File menu, click Guarantors.
The Guarantors window displays.
2. Select one of the following criteria from the by drop-down list:
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
Name - Search by the name of a guarantor/patient.

SSN - Search by the Social Security Number of a guarantor/patient.

DOB - Search by the date of birth of a guarantor/patient.

Account No - Search by the account number of a guarantor/patient.

Phone No - Search by the phone number of a guarantor/patient.
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3. Select the database(s) to search from the in drop-down list:

Guarantors - Search in the guarantor database.

Patients - Search in the patient database.

Both - Search in both the guarantor and patient databases.
4. Enter the text to search for in the Lookup field.
Accounts that match your criteria display in real time as you type.
Adding Guarantors
To list a guarantor in the Guarantors Lookup window, add the guarantor information to eClinicalWorks.
Note: Administrators may also add Guarantors from the Patient Demographics window.
To add a guarantor:
1. From the File menu, click Guarantors.
The Guarantors window displays.
2. Click New:
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The Guarantor Information window displays:
3. On the General tab, select the type of guarantor you are adding from the Type drop-down list.
4. Enter the following information:
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Guarantor
Information Field
Information
Name (Last Name/Company
Name)
Enter the last name of an individual or a company name in the Name
field.
First Name
Enter an individual's first name.
MI
Enter an individual's middle initial.
Guarantor Account No.
The system assigns this number automatically when adding a new
guarantor.
If the guarantor is a patient in your practice, that person's account
number automatically displays in the Control No. field.
DOB
If the guarantor is an individual, enter that person's date of birth in
mm/dd/yyyy format.
SSN
If the guarantor is an individual, enter that person's Social Security
Number.
Telephone
Enter the guarantor's telephone number.
E-Mail
Enter the guarantor's e-mail address.
Gender
If the guarantor is an individual, select Male or Female to indicate
that person's gender.
5. Click the Address Tab.
The Address options display:
6. Enter the following information:
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IMPORTANT! If you do not have the complete address information for this guarantor, do not enter
anything into these fields. If this information is incomplete, errors occur on claims that include this
guarantor.
a. Enter the guarantor's street address and mailing street address (if the mailing address differs from the
street address) in the Address Line 1, Address Line 2, City, State, and ZIP fields.
b. To add a country code, click More (...) next to the Country field and select the code.
7. Click the Employment tab.
The Employment options display:
8. Enter the following information:
a. Click More (…) next to the Employer Name field to select an employer from the list.
b. Enter the guarantor’s employer address in the Address Line 1, Address Line 2, City, State, and ZIP fields.
c. Enter the guarantor’s work phone number in the Work Phone and Ext fields.
d. Check the OK to leave message at work box if the guarantor allows calls at work.
9. Click the Other tab.
The Other window displays:
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a. Enter any miscellaneous notes concerning this guarantor here.
b. Click OK.
This guarantor’s information is saved.
Note: Set Guarantor Information fields as mandatory from the Patient menu > Configure
Demographics Mandatory fields. An asterisk (*) indicates a mandatory field; the user cannot finish
adding the guarantor without completing the mandatory fields.
Viewing Guarantor Accounts
View the accounts that a guarantor is responsible for directly from the Guarantors window.
For more information about updating and deleting guarantors, refer to the following sections:

Updating Guarantors

Deleting Guarantors
To view a guarantor’s account:
1. From the File menu, click Guarantors.
The Guarantors window displays:
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2. Highlight the guarantor whose accounts to view and click View Account.
The Guarantor Account Balances window displays:
3. To view the account of a patient for whom this individual is a guarantor, highlight the patient and click View
Pt Account.
The Patient Inquiry Detail window displays.
For more information, refer to the Billing Users Guide.
4. To view the Guarantor Statements Log, click Statements:
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Note: To expand or collapse the entries for a specific date, click the gray arrow (<>) icon to the left
of the date heading. To expand or collapse all the entries simultaneously, click the Expand All or
Collapse All radio button.
Note: To view the details for a specific transaction, click the blue date link to the left of that
transaction.
5. To view account details for this guarantor:
a. Click the Guarantor Account Inquiry tab.
b. Set the filters at the top of the tab and click Lookup to search for specific claims.
c. (Optional) To copy the information to a text or Excel file, click Copy.
d. (Optional) To view the claim for a specific encounter, highlight the encounter and click View Details.
Updating Guarantors
Update guarantor information from the Guarantors window.
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To update a guarantor:
1. From the File menu, click Guarantors.
The Guarantors window displays:
2. Highlight the guarantor whose information to update and click Update.
The Guarantor Information window displays.
3. Update this guarantor’s information as necessary.
4. Click OK.
The selected guarantor’s information is updated as specified.
Deleting Guarantors
Delete existing guarantors from the Guarantors window.
To delete a guarantor:
1. From the File menu, click Guarantors.
The Guarantors window displays:
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2. Highlight the Guarantor to delete and click Delete.
A confirmation window displays.
3. Click Yes.
The selected guarantor is deleted.
Copying Guarantor Address Changes to Associated Patients
When changing a guarantor’s address, copy the new address to all patients that have the guarantor.
Note: This feature is enabled by item key. Contact eCW Support and refer to the Item Key
Code 0171_UK.
For more information about enabling this feature, refer to the Options Tab.
To copy guarantor address changes to associated patients:
1. From the File menu, click Guarantors.
The Guarantors window displays.
2. Highlight a guarantor and click Update.
The Guarantor Information window displays.
3. Click the Address tab.
The Address options display.
4. Alter the information and click OK.
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The Copy New Address To Associated Members window displays:
5. Check the box(es) next to that patient(s) to which you want to copy this new address.
6. Click Copy.
This new address is copied to all selected patients.
Facilities
The system administrator can add facilities, enter the corresponding start date, exclude charges at specific
facilities from statements, and set up facilities for Ahlers Family Planning, all from the File menu.
The following sections describe how to administer facilities:

Adding Facilities

Facility Groups
Adding Facilities
Add a facility’s information to the system as described in this section.
For more information about Facilities, refer to the following sections:

Adding Facility-Lab ID Numbers

Excluding Charges at Specific Facilities from
Statements

Overriding the Default Sales Tax Percentage

Setting Up Facilities for Ahlers Family Planning
Reporting

Entering the State Immunization ID

Updating Facilities

Entering Facility Start Date

Deleting Facilities
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To add a facility:
1. From the File menu, click Facilities.
The Facility List window displays:
2. Click New.
The Facility Information window displays:
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3. Enter facility information and enable options as described in the following table:
Field
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Description
Name
Enter the facility’s name.
Type
Select one of the following types of facilities from the Type drop-down
list:

Practicing Facility

Consulting Facility

Hospital Group
Resource Color
To select the background color that displays for this facility on the
Resource Scheduling window click More (...) next to the Resource Color
option.
Code
Enter an abbreviation of the name in the Code field. The system uses this
code to identify the facility in many windows throughout the system.
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Field
Description
Primary Practice
Check the Primary Practice box if this is the primary facility for your
practice.
Address Line 1, Address
Line 2
Enter the street address for this facility.
City
Enter the city where this facility is located.
State
Select the state where this facility is located from the State drop-down
list.
Zip
Enter the ZIP Code for this facility location.
Tel
Enter a telephone number for this facility in the ###-###-#### format
Fax
Enter a fax number for this facility in the ###-###-#### format.
E-mail
Enter the e-mail address for this facility.
Notes
Enter any miscellaneous notes concerning this employer.
Start Date
Enter the date that you began using this facility with eClinicalWorks in
the Start Date field in the mm/dd/yyyy format.
Service Location
Qualifies
Check this option if this facility qualifies for a Health Professional
Shortage Area (HPSA) incentive and enter this facility’s HPSA modifier in
the HPSA Modifier field.
HPSA Modifier
Enter this facility’s HPSA modifier (only available if the Service Location
Qualifies box is checked).
Exclude Charges from
Patient/Guarantor
Statements
Check this option to exclude charges at this facility from being included
on statements.
For more information about this feature, refer to Excluding Charges at
Specific Facilities from Statements.
Messenger CallerID
Number
Enter an eClinicalMessenger Caller ID number.
Messenger Operator
Number
Enter an eClinicalMessenger Operator Number here.
4. Click the Billing Address tab.
The Billing Address options display:
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Note: Billing Address information is important for insurance claims, payments, and patient
statements.
5. Enter facility billing information and enable options as described in the following table:
Field
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Description
Address Line 1, Address Line
2, City, State, and Zip
Enter the facility’s billing address.
Tel
Enter a billing-related telephone number (if applicable) for this
facility in the ###-###-#### format.
Fax
Enter a billing-related fax number (if applicable) for this facility in
the ###-###-#### format.
E-mail
Enter the e-mail address related to billing, if applicable) for this
facility.
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Field
Practice Type
Description
1.
2.
From the drop-down list, select the type of practice operating
from this facility.
Click one of the radio buttons below the Practice Type dropdown list to specify whether this practice is medical in nature,
chiropractic, or other.
Federal Tax ID
Enter the federal tax ID for this facility.
Check Payable To
Enter how checks to this facility should be made payable.
6. Click the Facility IDs tab.
The Facility IDs options display:
7. Enter Facility ID option information and enable options as described in the following table:
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Field
CLIA ID Number
Description
If this facility performs in-house labs, enter the CLIA ID.
Note: The CLIA number is the Facility Lab ID # from the Department of
Public Health. The CLIA numbers are waived for practices that do not do
their lab work in-house.
Revenue Code
Enter a revenue code for this facility here, if applicable.
Taxonomy Code
To select a taxonomy code for this facility, click More (...) next to the
Taxonomy Code field and select a code from the Taxonomy Codes
window.
Facility Type
To select a type for this facility, click More (...) next to the Facility Type
field and select a type from the Facility Type ID Codes window.
Mammography
Certification Number
Enter the certification number if this facility performs mammograms.
NPI
Enter the NPI number for this facility here.
Place of Service Code
(POS)
Select the Place of Service code from the drop-down list.
Facility/Lab ID Numbers
Add Lab ID numbers for this facility.
For more information, refer to Adding Facility-Lab ID Numbers.
Merchant ID
Enter the merchant ID.
Bill Type
Enter the bill type for this facility here, if applicable. This information is
used on UB claims.
Imm. Registry export
State Immunization Id
Enter a state immunization registry ID number here. The system uses this
information exporting immunization information to the state registry.
Location Id
Enter a location ID in this field. Location IDs are required for facilities
exporting immunizations to the Florida state immunization registry.
Sales Tax
The sales tax percentage for this facility displays.
Override Sales Tax for
this facility
Override the sales tax for this facility.
For more information, refer to Overriding the Default Sales Tax
Percentage.
Note: A POS code is required for all insurance claims.
Adding Facility-Lab ID Numbers
Add Lab ID numbers for this facility from the Facility IDs tab on the Facility Information window.
To add Facility/Lab ID Numbers:
1. From the Facilities Information window, Facility IDs tab, click Add.
The system adds a blank row to the Facility/Lab ID Numbers (Payer Specific) section.
2. Enter the information as described in the following table:
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Field
Description
Payer ID column
Enter the ID for this payer.
Payer Name column
Enter the name for this payer.
Facility ID column.
Enter the ID for this facility.
3. Click in the small column to the right of the ID Type column.
The Provider ID Type Codes window displays.
4. Highlight the ID Type Code and click OK.
The selected ID Type Code is added to the ID Type field.
Note: The ID Type is always LU except for MA Medicare and BCBS submitted through the Emdeon
and McKesson Clearinghouses. The MA Medicare ID Type is 1J and BCBS is 1B.
5. Repeat steps 1 - 4 until all Facility/Lab ID Numbers are added.
Note: Medicare and Blue Shield normally issues the Facility/Lab ID Numbers at the bottom of the
window to facilities such as hospitals, nursing homes, and surgical day centers.
Overriding the Default Sales Tax Percentage
Specify the sales tax percentages for each facility in the Facility Information window.
To override the default sales tax percentage:
1. From the Facilities Information window, Facility IDs tab, check the Override Sales Tax for this Facility box.
A blank % (percent) field displays to the right of this check box.
2. Enter the Sales Tax percentage for this facility in the % field.
3. All claims for this facility that include a Sales Tax Current Procedural Terminology (CPT®)* will be based on
the percentage entered here.
Entering the State Immunization ID
Specify the state immunization ID for the facility from the Facility Information window.
1. From the Facilities Information window, Facility IDs tab, enter the state immunization ID for this facility in
the State Immunization ID field.
2. Click OK.
The state immunization ID is added to the system.
*.
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Entering Facility Start Date
Enter a Start Date for each facility. The system uses this information for reporting purposes.
To enter a facility start date:
1. From the File menu, click Facilities.
The Facility List window displays.
2. Click New to create a new facility, or highlight an existing facility and click Update.
The Facility Information window displays.
3. Enter the date the practice began to use this facility with eClinicalWorks (in mm/dd/yyyy format) in the
Start Date field.
4. Click OK.
The Start Date is recorded for this facility.
Excluding Charges at Specific Facilities from Statements
The option is available to exclude charges at specific facilities from Patient and Guarantor Statements. This is
useful for practices that collect all charges up front, and whose patients do not want statements to be sent to
them with charges indicating treatment (e.g., minors at a family planning clinic).
Practices using this feature should create a Facility Group that does not include any facilities that exclude
charges — use this Facility Group to create statements.
To exclude charges at a facility from statements:
1. Enable the exclusion of charges for the facility:
a. From the File menu, click Facilities.
The Facilities List window displays.
b. Highlight the facility for which you want to exclude charges and click Update.
The Facility Information window displays.
c. Check the Exclude Charges from Patient/Guarantor Statements box:
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d. Click OK to save your changes and close this window.
2. Create a Statement Facility Group with all facilities except the one(s) for which to exclude charges.
3. Perform the following steps when creating Patient/Guarantor Statements:
a. Access the Billing band and select Accounts Lookup.
The Accounts Lookup window displays.
b. Select Facility Group from the Facility drop-down list.
c. Click More (…) next to the Facl. Grp field.
The Facility Groups window displays.
d. Highlight the Statement Facility Group set up in step 2, and click OK to close the Facility Groups
window.
e. Check the Consider claims from facilities… box to display the total of all charges for the patient(s) in the
Pt Balance column, including any charges at the excluded facility:
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Facilities
Enable any of the other filters as appropriate, and click Lookup.
The accounts that fit the specified criteria display in the bottom pane. If the user does not select the
correct Facility Group, the system displays a pop-up warning to correct this in order to print statements.
IMPORTANT! Checking this box determines only how the total is viewed on this window. It does
not affect the balances included on the actual statements themselves (e.g., the system includes
all charges in the total displayed on the Accounts Lookup window, but excludes the charges from
printed and transmitted statements).
Setting Up Facilities for Ahlers Family Planning Reporting
Enter the corresponding clinic numbers for all facilities at which Ahler’s Family Planning is used.
Note: The Ahlers Family Planning report feature is enabled by an item key. Contact eCW Support
and refer to the Item Key Code 0018_UK.
To set up a facility for Ahlers Family Planning reporting:
1. From the File menu, click Facilities.
2. Highlight the facility for which you want to set the clinic number and click Update.
The Facility Information window displays.
3. Click the Facility IDs tab.
4. Click Add in the Facility/Lab ID Number section of the window.
A blank row displays:
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5. Enter AHLER in the Payer ID, Payer Name, and ID Type field.
6. Enter the clinic number (the client provides the Clinic number) in the Facility ID column.
The facility is set up for Ahler’s Family Planning Reporting.
Updating Facilities
Update facility information in the system from the Facility List window.
To update a facility:
1. From the File menu, click Facilities.
The Facility List window displays.
2. To look up a specific facility:
a. To select the search criteria, click the by drop-down list.
b. Enter your search text in the Look Up Facility field.
The list of facilities is filtered by your search criteria.
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3. To filter this list by facility type, select the type from the Facility Type drop-down list.
4. Highlight the facility to be updated and click Update.
The Facility Information window displays.
5. Modify the information as necessary.
6. Click OK.
The selected facility is updated as specified.
Deleting Facilities
Delete unnecessary facilities from the system. Users cannot delete the primary facility or facilities that have
encounters, refunds, or payments associated with them.
To delete a facility:
1. From the File menu, click Facilities.
The Facility List window displays.
2. To look up a specific facility:
a. To select the search criteria, click the by drop-down list.
b. Enter the text to use to search in the Look Up Facility field.
The list of facilities is filtered by your search criteria.
3. To filter this list by facility type, select the type from the Facility Type drop-down list.
4. Highlight the facility to delete and click Delete.
A confirmation window displays.
Note: If any encounters, refunds, or payments are associated with this facility, a pop-up window
states that this facility cannot be deleted. The number of encounters, refunds, and/or payments
associated with this facility displays in this window.
5. Click Yes.
The selected facility is deleted.
Facility Groups
You can set up facility groups, enabling groupings based on practice preferences for reporting purposes. You
can run Claims IPE for facility-filtered claims. Several windows provide the Search by Facility option or the
Facility Group option throughout the application.
For more information about facility groups, refer to:

Adding Facility Groups

Viewing Facilities with Multiple Associations
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Adding Facility Groups
Create facility groups from the File menu.
To add a facility group:
1. From the File menu, click Facility Groups.
The Facility Groups list window displays:
2. Click Add.
The Facility Groups information window displays:
3. Enter information in the fields specified in the table:
Field
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Information
Group Name
Enter a short name for this group (up to 15 characters).
Group Description
Enter a description of this group.
Fax Number
Enter a fax number for this group.
Phone Number
Enter a phone number for this group.
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Field
Fax Billing Summary box
Information
Check the box to fax the daily billing summary automatically to the
number specified in the Fax Number field.
This fax is sent at 11:00 PM every night.
Note: The FaxServer version must be 4.7.12 or later to support
this feature.
4. Click OK.
The facility group is added.
Updating Facility Groups
Update the Facility groups from the Facility Groups list window
To update a facility group:
1. From the File menu, click Facility Groups.
The Facility Groups list window displays.
2. Highlight the facility group to update and click Update.
The Facility Groups information window displays.
3. Modify the information as necessary.
4. Click OK.
The selected facility group is updated as specified.
Deleting Facility Groups
Delete facility groups from the Facility Groups window.
To delete a facility group:
1. From the File menu, click Facility Groups.
The Facility Groups window displays.
2. Highlight the facility group to be deleted and click Delete.
A confirmation window displays.
3. Click OK.
The selected facility is deleted.
Viewing Facilities with Multiple Associations
You can view the facilities that have multiple associations with any facility group from the Facility Groups
window.
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To view facilities with multiple associations:
1. From the File menu, click Facility Groups.
The Facility Groups window displays.
2. Click Multiple Associations:
The eClinicalWorks Viewer displays with a read-only list of Facilities having multiple associations with the
displayed Facility Group.
Viewing Facilities Not Associated with a Group
View the facilities that are not associated with any facility group from the Facility Groups window.
To view facilities not associated with a facility group:
1. From the File menu, click Facility Groups.
The Facility Groups window displays.
2. Click Non-Associated Facilities:
The eClinicalWorks Viewer displays with a read-only list of Facilities not associated with the displayed
Facility Group.
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Adding ZIP Codes
Adding ZIP Codes
Specify cities and states with associated ZIP codes in the system. After you enter a ZIP code into the system,
entering that ZIP code in a patient’s demographics automatically populates the city and state.
For more information about adding and updating ZIP codes, refer to the following sections:

Updating ZIP Codes

Deleting ZIP Codes
To add ZIP codes to the database:
1. From the File menu, click ZIP Codes.
The ZIP Codes List window displays:
2. Click New.
The ZIP Code window displays:
3. Enter the city for this ZIP code in the City field.
4. Select the state for this ZIP code in the State field.
5. Enter the appropriate ZIP code in the ZIP Code field.
6. If applicable, enter the TMHP county code for this ZIP code in the TMHP County Code field.
7. Click OK.
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The ZIP code is added to the database.
Updating ZIP Codes
Update the ZIP codes in the database from the ZIP Codes List window.
To update ZIP codes to the database:
1. From the File menu, click ZIP Codes.
The Zip Codes List window displays.
2. To look up a specific ZIP Code, enter that code in the Look Up ZIP Code field.
3. Highlight the ZIP Code to be updated and click Update.
The Update Zip Code Information window displays.
4. Modify any information as necessary.
5. Click OK.
The selected ZIP code is updated as specified.
Deleting ZIP Codes
Delete duplicate ZIP codes, or codes that are no longer needed, from the system.
To delete ZIP codes from the database:
1. From the File menu, click the ZIP Codes option.
The ZIP Codes List window displays.
2. To look up a specific ZIP code, enter that code in the Look Up ZIP Code field.
3. Highlight the ZIP code to delete and click Delete.
A confirmation window displays.
4. Click OK.
The selected ZIP code is deleted.
Management
From the File menu, the administrator can manage prescriptions, ICD codes, documents, supervising providers,
questionnaires, schedule and referring physician information in Microsoft® Outlook®; add custom prescription
databases; and export patients.
For more information about management, refer to:
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
Rx Management

Reconcile Interface Results

ICD Management

Exporting to Microsoft Outlook

Document Management
Rx Management
The Administrator can search through the database of prescriptions in the system and, if necessary, delete any
using the Rx Management feature.
For more information, refer to the Electronic Medical Records Setup Guide.
ICD Management
You can manage ICD codes (add, update, or delete them) using the ICD Management feature. This feature is
identical to the ICD codes feature, accessed from the Billing menu.
To manage ICD codes:
1. From the File menu, point to Management, and then click ICD Management.
The ICD-9 Codes window displays.
2. Add, update, or delete ICD codes in the same manner as the ICD codes feature.
For more information about the ICD codes feature, refer to the Electronic Medical Records Setup Guide.
Document Management
Create and link custom document folders to document categories from the File menu.
To add custom document folders and link them with document categories:
1. From the File menu, point to Management, and then click Document Management.
The Document Management window displays.
2. Click Add.
The system adds a blank row to the bottom of the list of folders.
3. Type the name of this folder in the Folders column for this new row.
4. Click in the Attach To column to display a More (...) button.
Note: Custom folders display in black, while non-custom folders display in pink. Users cannot link
non-custom folders with categories.
5. Click More (...):
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The Attach Document To window displays:
6. Select the document category to which you want to link this folder from the Document Category dropdown list.
7. To link this folder with a lab category:
a. Click More (...) next to the Lab Category field.
The Category List window displays:
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b. Select Labs or DI from the Category drop-down list, depending on the type of lab category to link with
this folder.
c. Highlight the lab category to link with this folder.
d. Click OK.
The selected lab category is added to the Attach Document To window.
Note: The Lab Category option is not available when selecting the Chart Documents option from
the Document Category drop-down list.
8. Click OK.
The selected folder is linked with the specified categories.
Note: Users must log out and log back in for these changes to take effect.
Reconcile Interface Results
Reconcile transcription information and lab results from the Interface Reconciliation window.

Reconcile lab results automatically or manually through the Interface Reconciliation window.

To verify that the system added the transcription results to the correct patients, reconcile the results with
the patient’s demographic data, and encounter ID.
Reconciling Transcription Information
eCW receives transcription information from outside vendors and attaches it to the patient’s Progress Notes.
Before posting the information from the interface to the Progress Notes, the eCW application checks for
matching patient last names, first names, dates of birth, provider information, and encounter IDs. When the
system finds matching information, it then posts the transcription information into the patient's Progress Notes
for that encounter.
If the system does not find any matching information, a Failed message displays. Users can then reconcile the
information and view the reason the task failed.
This reconciliation is available in Web/Manual reconciliation.
Note: The Web reconciliation feature is enabled by item key. Contact eCW Support and refer
to the Item Key Code 1524_UK.
To reconcile transcription results (transcription inbound messages) through Web reconciliation:
1. From the File menu, click Reconcile Interface Results.
The Interface Reconciliation window displays.
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Note: Users must have access to the Interface Reconciliation View security attribute to access this
feature.
Users who have access to the Interface Reconciliation Electronic security attribute will have access to
the Reconcile button.
2. Click one of the following tabs:

To be Reconciled - Displays only transcription results that have not been reconciled.

Reconciled - Displays only transcription results that have already been reconciled.

Action Taken - Displays transcription results that have had actions taken on them.

All - Displays all results:
3. To select the date range:
a. Click the More (…) button next to the Received Between field.
A pop-up calendar displays.
b. Click the start date for this date range.
c. Click the More (…) button next to the And field.
A pop-up calendar displays.
d. Click the ending date for this date range.
Viewing Transcription Results for a Specific Patient
To view results for a specific patient:
1. Click the More (…) button next to the Patient field.
The Patient Lookup window displays.
2. Double-click the name of the patient.
The Patient Lookup window closes, and the selected patient name populates in the Patient field.
Viewing Transcription Results for a Specific Provider
To view results for a specific provider:
1. Open the Providers window.

Select the provider from the Provider drop-down list.
OR

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Click the More (…) button next to the Provider field.
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The Providers window displays.
2. Double-click the name of the provider.
The Providers window closes and the selected provider name populates in the Provider field.
Viewing Transcription Results for a Specific Facility
To view results for a specific facility:
1. Open the Facility List window:

Select the facility from the Facility drop-down list.
OR

Click the More (…) button next to the Facility field.
The Facility List window displays.
2. Double-click the name of the facility.
The Facility List window closes and the selected facility name displays in the Facility field.
Reconciling Transcription Results Automatically
To reconcile transcription results automatically:
1. From the Interface Reconciliation window, check either of the following boxes:

Transcription Documents - displays successfully imported transcription information

Dictation - displays failed transcription results
After setting all options, the results that match the selected criteria display. Error logs display in the last
column.
2. To reconcile all current transcription results automatically in batches, click the Reconcile button under the
To be Reconciled tab.
Note: On the To be Reconciled tab, High Priority messages, which are marked with a red
exclamation mark, indicate that the provider has not reconciled the results and must open
the message and complete reconciliation. (This moves the message to the Reconciled tab).
This feature is enabled by an item key. Contact eCW Support and refer to the Item Key
Code 0372_DMJ.
Reconciling Transcription Results Individually
To reconcile the transcription results individually:
1. From the Interface Reconciliation window, click a transcription result row.
The Failed Result window displays. The problem is noted in red text.
2. Manually attempt to reconcile:
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
Patient Match Not Found - the patient name for the transcription information does not match any
patient names in the eCW application. Select the correct patient from your database to resolve this
problem.

Provider Match Not Found - the provider name for the transcription information does not match any
provider names in the eCW application. Select the correct provider from your database to resolve this
problem.
3. After the problem is resolved, click the Reconcile button.
Note: When attempting to reconcile the results manually, click the Timestamp button and enter
notes. Click Browse to select pre-built notes.
The reconciled transcription information is moved from the To be Reconciled tab to the Reconciled tab.
To print this window, click the Print button.
Working with a Transcription Inbound Interface
In a Progress Notes transcription inbound interface, when a vendor sends transcribed HL7 messages to the
practice, the eCW application places all information in the Notes section of the Assessments in Progress Notes.
eCW supports not only the Assessment section for transcription interface but also the following:

HPI

Social History

Examination

Surgical History

Treatment

Hospitalization

ROS

Allergies

Procedures,

Chief Complaints

Family History,

Medical History
eCW places the Information captured from the Progress Notes transcription inbound interface into the
appropriate section of the Progress Notes:
Note: This is applicable only to the transcription interface. Since the setup requires back-end
configurations, contact Support for more information.
Working with Inbound Results Through an Interface
When a vendor sends HL7 results in an embedded PDF, eClinicalWorks posts an HTML document under
Documents that has a link for the PDF.
When the user clicks this link, the PDF file displays.
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Exporting to Microsoft Outlook
Exporting to Microsoft Outlook
From the File menu, users can export patient, schedule, and referring physician information into Microsoft
Outlook.
For more information about exporting, refer to:

Exporting Patients to Microsoft Outlook

Exporting Schedules to Microsoft Outlook

Exporting Referring Physicians to Microsoft Outlook
Exporting Patients to Microsoft Outlook
Export the entire contents of the patient database into Microsoft Outlook from the File menu.
To export the patient database to Microsoft Outlook:
1. From the File menu, point to Export, and then click Patients to Microsoft Outlook.
The Export to Outlook window displays:
2. Click Export.
The patient database is exported to Microsoft Outlook.
Exporting Schedules to Microsoft Outlook
Provider schedules can be exported into Microsoft Outlook from the File menu.
To export a provider’s schedule to Microsoft Outlook:
1. From the File menu, point to Export, and then click Schedule to Microsoft Outlook.
The Export Schedule window displays:
2. Select the provider whose schedule you want to export from the Provider drop-down list.
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3. To export the selected provider’s schedule for a specific facility, select the facility from the Facility dropdown list.
4. Select the date range of the schedule to export using the From and To drop-down calendars.
5. Click Export.
The selected provider’s schedule is exported to Microsoft Outlook.
Exporting Referring Physicians to Microsoft Outlook
The entire contents of the referring physician database can be exported to Microsoft Outlook from the File
menu.
To export the patient database to Microsoft Outlook:
1. From the File menu, point to Export, then click Export Referring Physicians to Microsoft Outlook.
The Export to Outlook window displays.
2. Click Export:
The referring physician database is exported to Microsoft Outlook.
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ADMIN SETUP
Administration setup involves merging patient accounts, configuring the FaxServer, customizing categories and
items that display in the application, and organizing appointment reason keywords.
For more information about administrative setup, refer to:

Product Activation in System Administration

Administrator Login

Merge Patient

Lock

FaxServer

Reporting Tasks

Admin

System Messages
Product Activation in System Administration
Enhanced Feature
eClinicalWorks products are activated from the Product Hub: Product Activation window.
To access the Product Activation window:
1. From the Admin band, click the Product Activation icon.
The eClinicalWorks Product Hub: Product Activation window displays, showing:

A check mark at the top left corner of the product row, indicating that the product is activated

The product icon, graphically identifying the product or application

An Activate button, used to begin the activation process for the product

A Settings link (if the product has already been activated), used to update or change the settings for a
product

A URL link, available for certain products, such as Patient Portal
2. Click the Activate button for the product you want to activate and follow the on-screen instructions to
begin.
OR
Proceed with other work for a product by clicking the URL or the settings button for a particular product:
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3. When finished, exit the eClinicalWorks Product Hub: Product Activation window.
Updates are complete.
Administrator Login
Enhanced Feature
To log in as an administrator:
1. Click the Admin icon on the Administration band.
2. Enter the administrator username and password into the appropriate fields, and then click the Login
button:
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License Alert Restricted to Administrators and CoAdministrators Only
The license alert pop-up is restricted to Administrators and Co-Administrators only.
Note: This feature is enabled by item key. Contact eCW Support and refer to the Item Key
Code 1619_IOAOO.
License Alert window:
Merge Patient
If two or more accounts are accidentally created for the same patient, the user can merge them together.
When a user merges two duplicate patient accounts, their encounters, Progress Notes, labs, vitals, patient
documents, and medications combine into one patient account. The system deletes the patient demographics
from the first selected patient and retains the patient demographics of the second selected patient.
To merge duplicate patient accounts:
1. From the File menu, click Merge Patient.
The Merge Patients window displays:
a. Click Sel next to the Merge this Patient field to select the duplicate account.
b. Click Sel next to the With this Patient field to select the original account.
2. (Optional) Click either of the Info buttons to review these patients’ demographic information and confirm
that they are the same patient.
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3. Click Merge.
The first account selected is merged into the second account.
IMPORTANT! Do not merge accounts unless you are absolutely sure they are for the same patient.
After two accounts merge, they cannot be separated!
FaxServer
The FaxServer is the feature of the eClinicalWorks® system that actually sends prescription, referral, or other
types of faxes from your practice to a pharmacy or another practice.
For more information about the FaxServer feature, refer to FaxServer Setup.
FaxServer Setup
Set up the FaxServer with information that enables the transmission of faxes on the network.
For information about configuring fax inboxes by department, refer to Configuring Fax Inboxes by Department.
To set up the FaxServer:
1. From the Fax menu, click Fax Server.
The Fax Server window displays.
2. The General tab displays by default.
The General options display:
3. Enter the FaxServer configuration information as described in the table below:
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Field
Information
Version
The version number of the FaxServer software.
Host Name
The name of the computer on which the FaxServer software is installed.
Host IP
The IP address of the host computer.
Start Time
The date and time that the FaxServer began operating.
End Time
The date and time that the FaxServer stopped operating.
VNC Viewer


The location and file name of the VNC Viewer software on the local
computer.
To connect to the FaxServer host computer, click Connect.
Graceful
Shutdown
Enables a controlled shutdown of the FaxServer.
The FaxServer sends faxes in the queue before shutting down.
Restart
Shuts down the FaxServer and discards faxes in the queue.
Enable Receive
Enables the FaxServer to process incoming faxes.
Cancel
Closes the window without making changes.
4. To enter global FaxServer information, click the Global Properties tab:
Field
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Information
Cover Page
Enter Yes or No to indicate whether faxes from your practice include a cover sheet.
The cover sheet is installed on the FaxServer.
Prefix
The external access number for the telephone system at your practice (usually 8 or
9). This number populates the prefix field for fax numbers.
Resolution
The print resolution of the scanned fax image. Enter High or Low.
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Field
Information
Retry Count
The number of times the FaxServer attempts to send a fax. eCW recommends
three to four retry attempts.
Retry Interval
The number of seconds between each retry attempt. eCW recommends 60
seconds.
Auto Upgrade
Enter Yes or No to indicate whether to perform automatic upgrades of the
FaxServer.
Version
FaxServer version number.
5. Click Save.
The information entered on the General and Global Properties tabs is saved.
6. Click the Fax Inbox tab.
The Fax Inbox options display:
7. Click in the Inbox column of the facility to specify a fax inbox folder.
A More (...) button displays to the right of the selected row.
a. Click More (...).
The Browse for Folder window displays.
b. Highlight the appropriate folder and click OK.
The selected folder’s path displays in the Inbox column for the selected facility.
8. Click OK.
The Fax Server window closes and your changes are saved.
Configuring Fax Inboxes by Department
To configure fax inboxes for a specific department, enable them first.
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For more information, refer to Enabling Fax Inboxes by Department.
To configure fax inboxes by department:
1. From the Fax menu, click Fax Server.
The Fax Server window displays.
2. Click the Fax Inbox tab.
The Fax Inbox options display.
3. Click the Department tab.
The Department options display:
4. Click the Inbox field for the department.
A More (...) button displays to the right of the selected row.
5. Click the More (...) button.
The Browse for Folder window displays.
6. Navigate to the folder for this fax inbox and click OK.
The Browse for Folder window closes and the Inbox field populates with the selected path.
7. Click OK.
The fax inbox is configured.
Admin
From the Admin window, the administrator can set the Visit Types, customize various categories and items that
display in the application, and organize appointment reason keywords.
For more information about administration, refer to:
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
Active Directory

Visit Status Codes

Visit Type Codes

Customizing Categories and Items

Visit Type Durations
Active Directory
With this feature enabled, the system authenticates a user's credentials to the defined directory upon login,
rather than to the eCW database. When accessing the Admin section in eCW, the user will no longer need to
log in.
To use the Active Directory, eClinicalWorks Support sets up this configuration at the back end.
After establishing this setting at the back end, users no longer need to log in as Admin.
Note: Contact eClinicalWorks Support for more information about enabling Active Directory.
Active Directory Authentication
This feature enables Active Directory (AD) Authentication. Once implementation is complete, users can log in to
the eClinicalWorks application using the Active Directory domain credentials as long as the Active Directory
username exists in eCW.
eClinicalWorks verifies the Active Directory username and password of the second user on the same machine,
and access is enabled for that user.
For more information, refer to Active Directory Authentication for SSO.
Note: This feature is enabled by item key. Contact eCW Support and refer to the Item
Key Code 1590_IO.
Active Directory Authentication for SSO
Enhanced Feature
The Active Directory (AD) Authentication has been implemented in the eCW user login window for Single Sign
on (SSO). Users can log in to the eClinicalWorks application using the Active Directory domain credentials, as
long as that username exists in eCW. Once the user is logged in to Windows, he/she can double-click the eCW
icon and the application will log them in. The user who logged in to Windows will auto-log in to eCW.
When AD authentication is enabled for SSO:

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Users will no longer need to log in each time they access the Admin section under the Admin band.
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Path: Admin band > Admin tab

The Change Password option on the Provider and Staff demographics window is disabled.
Path: Admin band > Provider tab or Staff Admin tab > Personal Info window

Except for the Session Activity Timeout, all other options on the Authentication Settings window are
disabled.
Path: File menu > Settings > Authentication Settings

The Hard Reset Password option is disabled on the eClinicalWorks Administrator window.
Path: File menu > Settings > eClinicalWorks Administrator > Allow Hard Reset
Password By option
Note: This feature is enabled by item key. Contact eCW Support and refer to the Item
Key Code 1637_IOAOO.
Visit Type Codes
Visit types define the length of time for scheduled appointments and the format for the Progress Notes
attached to the visit. Visit type codes identify each of the visit types.
For more information about visit type codes, refer to:

Configuring Visit Type Codes

Creating Vision Examination Visit Types

Creating Orthopaedic Visit Types
Configuring Visit Type Codes
Enhanced Feature
Visit type codes define the types of patient visits. The system uses the visit type codes in various parts of the
application, such as for booking appointments, displaying various types of Progress Notes, defining visit type
rules for provider and resource schedules, and other functions in several other parts of the application. Users
with Admin permissions can configure visit type codes.
To configure a Visit Type Code:
1. From the Admin band in the left navigation pane, click Admin.
The Admin login window displays.
a. Enter the administrator username and password, then click Login.
The Admin window displays.
b. Click the User Admin heading in the left pane, and select the Visit Type Codes option from the dropdown list.
The Visit Type Codes window displays:
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2. Click Add to add a new Visit Type Code.
The Visit Codes window displays:
a. Enter a Visit Type Code in the Name field.
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The code name field has a character limit of 10 letters, so you may want to use an abbreviation or
acronym as a code name. For example, a code name for a visit Office Visit could be OV.
b. Enter a description of the Visit Type Code in the Description field.
c. Enter Progress Notes in the Chart Title field.
3. Click Pick Color to assign a unique color to the Visit Type Code.
This helps to identify the visit types for appointments in the Resource Schedule window.
The color chart displays.
a. Move your cursor over the color blocks, and click a color to select it.
b. Click Close to save the color choice and return to the Visit Codes window.
•
The Visit Type Code color is the outline color for the appointment.
•
The Visit Status color is the fill color of the appointment slot on the schedule.
For more information, refer to Configuring Visit Status Codes.
4. From the Visit Type field, select a specific visit type from the available options:

Regular Visit

Operational Procedures

Physical Visit

Interventions
Note: Each Visit Type is associated with a Progress Note type.
For more information about visit types and the types of Progress Notes, please refer to the EMR
Navigation and Progress Notes sections of the Electronic Medical Records Users Guide.
5. Enter the visit duration (in minutes) in the Visit Type Duration field.
The visit end time in the Appointment window is automatically adjusted using this duration, depending on
the Visit Type chosen.
A visit type with the visit duration set to zero (0), will not display in the Visit Type selection
options available for appointments.
For more information, refer to Visit Type Durations.
Note: The visit duration specified during the setup of visit codes is applicable only to providers and
not to resources. To specify the same for resources, refer to Visit Type Durations.
6. In the next section, check the boxes that apply to the Visit Type:

OBGYN History - Check this option to include the OB/GYN History section in the Progress Notes for this
visit type.
For more information, refer to the Progress Notes Customization section of the Electronic Medical
Records Users Guide.

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Physical Therapy - Check this option to include the Physical Therapy Assessment section in the Progress
Notes for this visit type.
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For more information, please refer to the Physical Therapy section in the Progress Notes Workflow
section of the Electronic Medical Records Users Guide.

Requires Claim - Check this option to make the visit Billable. When this box is not checked, and the
user creates an appointment with this visit type, the system displays the message:
Are you sure to make the visit Non Billable?

Requires Copay - Check this option to select the Change co-pay for this visit segment of the
Appointment window for this visit type, and enter zero (0) as the default amount automatically:

Pregnancy Visit - Check this option to display the OB/GYN Flowsheet as the Progress Notes for this visit
type. The user will have the option to alternate between the OB/GYN Flowsheet and the general
Progress Notes.
For more information, please refer to the OB/GYN Flowsheets section of the Electronic Medical Records
Users Guide.

Vision Visit - Check this option to include the Vision Examination section in the Progress Notes.
For more information, please refer to the Creating Vision Examination Visit Types.

Orthopaedic Visit - Check this option to display the Orthopaedic Chart as the Progress Notes for this
visit type. The user will have the option to alternate between the OB Flowsheet and the general
Progress Notes.
For more information, please refer to the Creating Orthopaedic Visit Types.
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
Care Plan Visit - Check this option to include appointments with this visit type in a care plan.

Dental Visit - Check this option to mark encounters with this visit type as a dental visit.
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7. Check the Active or Inactive radio buttons in the Status segment to assign a status to the Visit Type.

Active - Displays the visit in the Visit Type field for selection from the Appointment window.

Inactive - Does not display the visit in the Visit Type field for selection from the Appointment window.
8. Check the Do not display Appointments with this visit type in ‘Progress Notes’ visits Drop Down pick list if
you do not want the encounter with this visit type to display in the Progress Notes encounter drop-down
list.
For information about the Synchronize this Visit Type to Patient Portal box, refer to the Patient Portal Users
Guide.
9. Click:

Save to store the changes and information

Delete to delete the Visit Type Code

Clear All to remove the information from all the fields in the Visit Type Code
Updating Visit Code Details

To update or view details of a specific Visit Type Code, click the blue heading for that Visit Type Code.

To view only those Visit Type Codes beginning with a specific letter, click one of the blue letters at the top.

To scroll down, use the scrollbar.

To view additional pages of Visit Type Codes, click Next or Prev.
Creating Vision Examination Visit Types
This version adds a Vision Examination section to the Progress Notes window. The encounter must be marked
as a Vision Visit Type in the Admin options for this section to display.
To mark a Visit Type as a Vision Visit:
1. From the Admin band in the left navigation pane, click Admin.
The Admin Login window displays.
2. Enter your username and password in the Username and Password fields and click Login.
The Admin window displays.
3. Click the User Admin heading in the left pane.
The User Admin options display in the left pane.
4. Click the Visit Type Codes option.
The Visit Type Codes window displays.
5. Click Add to add a new Visit Type Code.
OR
Click the blue heading to update an existing Visit Type Code.
6. Check the Vision Visit box:
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7. Click Save.
The selected Visit Type Code is marked as a Vision Visit type.
For more information about using this feature, refer to the Electronic Medical Records Users Guide.
Creating Orthopaedic Visit Types
Specify the Visit Type as an Orthopaedic Visit in order to access the Orthopaedic Chart.
To create Orthopaedic Visit Types:
1. From the Admin band in the left navigation pane, click Admin.
The Admin Login window displays.
2. Enter your username and password in the Username and Password fields and click Login.
The Admin window displays.
3. Click the User Admin heading in the left pane.
The User Admin options display in the left pane.
4. Click the Visit Type Codes option.
The Visit Type Codes window displays.
5. Click Add to add a new Visit Type Code, or click the blue heading to update an existing Visit Type Code.
6. Check the Orthopaedic Visit box:
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7. Click Save.
The selected Visit Type Code is marked as an Orthopaedic Visit Type.
For more information about using this feature, refer to the Electronic Medical Records Users Guide.
Using the Visit Code Option for Medication Reconciliation
Use a visit code option for medication reconciliation on the Visit Type Codes window. With the option enabled,
all current medications, including the medications from the last visit and present visit, display under the
Medication Summary, Overview tab in the Right Chart Panel for that visit, and in Current Medications in
Progress Notes.
To enable Medication Reconciliation:
1. From the Admin band, click the Admin icon.
2. Log in with your username and password.
For more information, refer to Administrator Login.
The Admin window displays.
3. Click the User Admin heading in the left pane and select the Visit Type Codes option from the drop-down
list.
The Visit Type Codes window displays:
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4. Click Add to add a new Visit Type Code.
The Visit Codes window displays.
5. Check the box next to Allow Rx reconciliation further than this Office Visit:
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6. Click Save.
The Current Medication > Current Rx > Medication Summary in Progress Notes displays all current
medications for the current and the last visit. The Medication Summary under the Overview tab on the
Right Chart Panel in the current encounter also reflects the same information.
The scenario below describes this functionality:
In the first visit, the patient does not have any Current Medications, but the doctor prescribes two
medications for her from the Treatment window:
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In the second visit, which is flagged as Allow Rx reconciliation further than this Office visit, the doctor
prescribes her another medication from the Treatment window:
In the third visit, the Current Medication section > Cur Rx > Medication Summary, and the Chart Panel >
Medication Summary displays the medication added in the last visit (the second visit), as well as
medication added from visit before the last visit (the first visit).
Current Medication section > Cur Rx > Medication Summary:
Chart Panel > Overview tab > Medication Summary:
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Display Sections in Progress Notes Based on Visit Type
Enhanced Feature
Customize sections that display for Physical and Regular Visit Types from the Admin - Visit Type window. This
option is not available for Operational Procedures or Interventions visits.
To customize sections that display for Physical or Regular Visit Types:
1. From the Visit Codes window, click the Visit Type drop-down arrow, and select Physical or Regular Visit.
2. Click Customize:
The Progress Notes Section’s Visibility window displays.
Note: Enable the Customize button for users that can access the security attribute Customize links on
Progress Notes based on visit type.
The options in this window vary by the type of visit selected - Physical or Regular, and also by the additional
boxes checked in the Visit Type window, such as OBGYN History, Physical Therapy, etc.
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The Regular Visit Progress Notes Section’s Visibility window:
Physical Visit Progress Notes Section’s Visibility window:
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3. Check the boxes for the sections that should display in the Progress Notes.
To hide a section, clear the check box for that section.
4. Click Close.
5. Click Save.
6. Open the Progress Notes for a customized Regular or Physical visit type.
Selected sections display based on the customization of the visit type.
Additional Information on Visit Type Customization:

With the security attribute Show Toolbar on Progress Notes Screen enabled for a user, that user can see
the hidden Progress Notes section icon in the toolbar of any Progress Notes window, and can open that
section from the toolbar:
For example, if the user did not select Social History from the Visit Type customization, then Social
History will not display in the Progress Notes.
However, if the user selected the assessment from Visit Type customization, the user can then open the
Assessments section in the Progress Notes and click the Social History icon from the toolbar, provided
they have access to the security attribute.
The Social History window then displays, and the user can enter the appropriate information. Entering
any information in the window makes the Social History section visible in the Progress Notes, regardless
of whether the user has hidden the section in Visit Type customization.
Note: Any sections that were hidden in Visit Type customization will not be merged or copied to
the Progress Notes when you merge or copy templates to Progress Notes.
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Visit Type Durations
The Visit Type Duration defines the length of time for provider or resource appointment scheduling and the
format for the Progress Notes attached to the visit.
IMPORTANT! Set the Visit Type durations for each provider to display the Visit Type in the appointment
schedule.
To set up Visit Type durations:
1. From the Admin band in the left navigation pane, click Admin.
The Admin login window displays.
2. Enter the administrator username and password.
The Admin window displays.
3. Click the User Admin heading in the left pane and select the Visit Type Durations option from the subheadings list.
The Visit Type Duration window displays:
4. To set Visit Type Durations for a specific Provider or Resource, click either Provider Visit Types or Resource
Visit Types.
The corresponding Provider Visit Types or Resource Visit Types list displays.
5. Select a provider or resource from the list.
The system applies the configured Visit Type Durations configured to only the selected provider or
resource.
6. Enter the duration, in minutes, in the Duration field for each visit type.
Based on these values, and depending on the visit type chosen, the system automatically adjusts the visit
End Time in the Appointment window.
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A visit type with the visit duration set to zero (0), will not display in the Visit Type
selection options available for appointments.
7. Click Save to store the changes.
Visit Type Durations can also be configured from the Visit Type Code window.
For more information, refer to Configuring Visit Type Codes.
Enabling Patient Pre-Registration
The Patient Pre-registration feature is enabled from Patient Portal settings.
To enable pre-registration:
1. From the Admin band, click Patient Portal Settings.
2. Click Feature Settings in the Patient Portal Settings menu to display the Activate the Features window.
3. Click Yes to Enable Patient Pre-Registration:
The practice can now collect specific registration information from new patients prior to their appointment.
Note: Demographic fields in the New Patient Registration form must be configured after this feature
has been activated.
For more information, refer to the Patient Portal Users Guide.
Configuring Mandatory Fields for Patient Pre-Registration
A new patient can pre-register with the practice before coming in for an initial visit. This step enables the
practice to collect, review, and validate registration information prior to the patient's initial visit to the practice.
Note: The staff member assigned to this role must have the Patient Pre-Registration Security Setting
enabled to perform this task.
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To configure the New Patient Registration form:
1. From the Patient Portal Settings menu, click New Pt Registration.
The Configure Demographic Fields in the New Patient Registration form displays.
The Portal displays three columns in this window: Field Name, Display Field, and Mandatory Field:

Field Name - Shows all the data elements that may be collected from a new patient.

Display Field - Consists of check boxes that indicate whether the field will be displayed in the practice's
version of the Portal.

Mandatory Field - Indicates whether a field is required to be filled by the patient.
The Portal requires several fields to be displayed or filled; these are shown in gray and are not accessible
for modification.
2. Select the items to be included in the registration form by checking the appropriate boxes to display fields.
3. Select the appropriate check boxes to indicate that fields are mandatory.
4. If a box, other than one required by default in the Portal, has already been checked, click it once to clear
the check mark – and the requirement.
5. When all elements have been chosen for the practice, click the Save button:
The settings will be enabled following synchronization.
For more information about patient pre-registration through the Patient Portal, refer to the Patient Portal
Users Guide.
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Pre-Registering a New Patient
Once patients have submitted their pre-registration information, the practice can access it from eCW by using a
Quick-Launch button.
To access the pre-registered patient’s information:
1. Click the P Quick-Launch button (yellow P jelly bean) at the top of the window:
A list of new pre-registered patients displays.
2. Check the box in the first column for one of the new patients to select that patient from the list:
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A detail window displays, showing the patient’s registration information:
Since the information provided by the patient consists of only pre-registration data, you may need to
collect additional information at the front desk when the patient arrives for the initial visit.
3. Review the information in the window to determine whether it is valid and whether any other information
has to be collected.
4. Click the Import New Patient Info button to import the patient information.
The information may also be printed for review.
If the system finds no match with the data of a patient already in the system, it imports the new patient’s
information, populating the new patient’s Patient Information window.
However, if there is a match between the data being imported and the data of a patient already in the
system, a window displays showing that conflict.
For example, a match on the patients’ Social Security Numbers is a serious conflict, so the practice
administrator should click the Close button and not import the new patient data until the conflict has been
resolved.
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To resolve the conflict:
1. Click View Patient Info to see the existing patient’s Patient Information window to verify that the data does,
in fact, match that entered by the new patient.
2. If there is a match, clear the matching data elements by clicking their check boxes.
Only data elements that remain checked will be imported.
3. Click Proceed With Creating a New Patient Record in the System to create a new patient account in spite of
the conflict.
Once all conflicts have been addressed and the new patient’s pre-registration information has been
imported, that information appears in the new patient’s Patient Information window.
For more information, refer to the Patient Portal Users Guide.
Visit Status Codes
Visit Status Codes indicate the status of a current encounter on the Resource Scheduling window.
For more information about visit status codes, refer to Configuring Visit Status Codes.
Configuring Visit Status Codes
Users who have Admin permissions may create Visit Status codes from the Admin band.
The Visit Status codes define the status of the patient’s visit, and may include such names as Arrived, Pending,
Checked In, Cancelled, Rescheduled, etc. You can use the default set of visit statuses, add a new status, or
update a status.
Map the Visit Status with the eCW Visit Codes. The system uses these for an internal routine function required
by the Resource Schedule. When mapped to eCW Visit Status Codes, these codes aid in tracking and reporting
visits in eCW. Failing to map the codes can affect the Office Visits window and Reports. It is especially
important to map the Arrived and Checked Out statuses, which enable the system to calculate visit durations.
For more information about mapping Visit Status codes, refer to Mapping Visit Status Codes in the Front Office
Users Guide.
To create a Visit Status code:
1. From the Admin band in the left navigation pane, click Admin.
The Admin login window displays.
2. Enter the administrator username and password.
The Admin window displays.
3. Click the User Admin heading in the left pane and select the Visit Status Codes option from the drop-down
list.
The Visit Status Codes window displays:
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
To display the Visit Status sorted by name, click the blue letters from the alphabetical tabs at the top of
the window.

To flip to the next or previous page, click Next or Previous.
4. To create a Visit Status code, click Add.
The Visit Status Details window displays.
a. Enter a short name in the Code field.
b. Enter a full description in the Status field.
5. To assign a unique color to the Visit Status code, click Pick Color. This helps in identifying the status of the
appointments in the Resource Schedule window.
The color chart displays.
a. Move your cursor over the color blocks, and click a color to select it.
b. Click Close to save your color choice and return to the New Visit Status window.
•
The Visit Status color is the fill color of the appointment slot on your schedule.
•
The Visit Type color, described previously, is the outline color.
6. Click Billable or Non Billable to associate the appropriate flag with the appointment status.
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IMPORTANT! A visit status removes the Progress Notes from the patient's chart and does not
include an indication that the encounter needs a claim.
If a user clicks Non Billable, the system displays the following message when a user selects this visit status
from the appointment window:
The selected code ‘…’ is non-billable. Do you want to continue? The user has to click ‘Yes’
or ‘No’ to proceed.
If the user clicks Yes, the system removes the appointment from the Resource Schedule window.
7. Check the Visit Status code Trigger Demographic Mandatory Field check box to ensure that the system
validates that the patient’s demographic information contains all mandatory fields.
Note: This feature is available only to users who have permission for the Patient Pre-Registration
Security Attribute.
For more information, refer to Security Attributes.
8. Click Save to store the changes.
IMPORTANT! Map the Visit Status with the eCW Visit Codes. The system uses these for an internal
routine function required by Resource Schedule. Failing to map the codes can affect the Office Visits
window and Reports.
For more information about mapping Visit Status codes, refer to Mapping Visit Status Codes in the
Front Office Users Guide.
Updating a Status Code
You can update or view details of a specific Visit Status at any time.
To update a status code:
1. From the Admin band in the left navigation pane, click Admin.
The Admin login window displays.
2. Enter the administrator username and password.
The Admin window displays.
3. Click the User Admin heading in the left pane and select the Visit Status Codes option from the drop-down
list.
The Visit Status Codes window displays.
4. To update or view details of a specific Visit Status, click the blue Visit Code from the Visit Status Codes
window.
5. Click Clear All to remove all the Codes and Status fields in the Visit Status Details window.
6. Click Save to store your changes.
Deleting a Status Code
Unused status codes can be deleted.
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To delete a status code:
1. From the Admin band in the left navigation pane, click Admin.
The Admin login window displays.
2. Enter the administrator username and password.
The Admin window displays.
3. Click User Admin in the left pane and select Visit Status Codes from the drop-down list.
The Visit Status Codes window displays.
4. Click the blue Visit Status code.
The Visit Status Details window displays.
5. Click Delete to remove the Visit Status Code.
6. Click Yes when prompted to delete the status code.
The Visit Status code is deleted.
Customizing Categories and Items
Many categories and items that display throughout the system can be managed and customized from the
Admin window. Add, delete, and rename, and reorder Categories, Items, and Properties, all from the Admin
window. Users can set many other customizations elsewhere in the system.
For more information, refer to:

Accessing the Admin Window

Organizing Appointment Reason Keywords
Accessing the Admin Window
To access the Admin window:
1. From the Admin band in the left navigation pane, click Admin.
The Admin login window displays.
2. Enter the same username and password you use to log in to the application.
3. Click Login.
The Admin window displays.
In the left pane of the Admin window, a tree view of all the customizable categories and items displays.
Folder icons indicate categories. Items are indicated by page icons:
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IMPORTANT! Deleting or renaming certain items from the Admin window may cause the application
to function improperly. Do not attempt to customize any areas not mentioned without receiving
explicit instructions from eClinicalWorks Support.
For more information about reason keywords, refer to Organizing Appointment Reason Keywords.
Organizing Appointment Reason Keywords
When creating appointments, reorder the keywords accessed from the More (…) button next to the Reason
field.
To reorganize Appointment Reasons keywords:
1. From the Admin band in the left navigation pane, click Admin.
The Admin login window displays.
2. Enter the Admin username and password and click Login.
The Admin window displays.
3. From the Admin window, click the Notes category.
a. From the Notes category, click the Appointment Reasons category.
A list of Appointment Reasons keywords displays.
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b. Pass your mouse over the Categories menu to display a list of options.
c. Click Change Items Order:
The Change Properties Order window displays.
d. Highlight the item in the Properties field that you want to display first from the Appointment window
Reasons keywords field.
e. Click > to move the highlighted item to the Selected Order field:
4. Repeat steps a-e until all the properties have been moved from the Properties field to the Selected Order
field.
5. Click < to move a selected item from the Selected Order field back to the Properties field.
IMPORTANT! All the items must be moved to the Selected Order field or the changes made will not
be reflected on the Reasons keywords window.
6. Click Save.
The items are reorganized into the order specified in the Selected Order field.
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Lock
Lock
Lock the eClinicalWorks application and your workstation to ensure security.
For more information about locking, refer to:

Locking eClinicalWorks

Locking Your Workstation
Locking eClinicalWorks
To lock the eClinicalWorks application:
1. From the Lock menu, click the Lock eClinicalWorks option.
The login window for your eClinicalWorks displays.
2. To log in again, enter your username and password.
Locking Your Workstation
To lock your workstation:
1. From the Lock menu, click the Lock Workstation option to lock your computer.
The login window for your computer displays.
2. To log in again, enter your username and password.
Reporting Tasks
The system administrator downloads APL reports from the eClinicalWorks FTP server or from the local server,
for use with the eClinicalWorks system.
To download
APL reports…
Do this…
Directly from eClinicalWorks
The system administrator clicks Download eCW Reports from the
eClinical FTP Server option from the Help menu.
The APL reports are downloaded to your local FTP server.
From the local server
From the Help menu, click Download eCW Reports from Local FTP
Server.
The reports download to your local system. Use these reports to
generate reports with data from your eClinicalWorks system.
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System Messages
If an upgrade is available for the eClinicalWorks application, when logging in to the application, a pop-up
window notifies you of the upgrade and prompts users to upgrade.
If you click No, a new message displays describing the discrepancy between the client and application server
and the potential risks of not upgrading.
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LOGS AND REPORTS
The System Administrator has access to a number of logs and reports that provide information about user
activity and changes to the system.
For information about logs, refer to System Admin Logs; and, for information about reports, refer to System
Admin Reports.
System Admin Logs
System Admin logs contain information relating to changes made to the eClinicalWorks system by users. This
built-in feature provides a detailed audit trail of user activity and other changes to patient information within
the system.



The following sections describe the logs available to the administrator to track this activity:

Viewing the User Log

Enabling Debug Logs

Viewing the Server Log

Viewing the HIPAA Logs

Viewing the Practice Management Scheduled
Tasks Status Report
For information about the following logs that are useful to the front office staff, refer to the Front Office
Setup Guide:

Appointment Log

Fax Log

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Letter Log
For information about the following logs related to referral appointments and patient information, refer to
the Security Attributes and Logs Guide:



Referral (Outgoing) Appointment Log

Patient Information Log
For information about the logs related to a patient encounter, refer to the Electronic Medical Records Setup
Guide:

Encounters Log

e-Prescription Logs

Telephone/Web Encounter History Log

Progress Notes Log

Prescription Log
For information about the descriptions of the many billing-related logs, refer to the applicable sections of
the Billing Setup Users Guide.
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Viewing the User Log
The User Log displays a record of when users log into and out of the system. This view defaults to the current
date.
To accommodate for workstation and server times that may be in different time zones, additional columns
added to the User Logs window display users’ workstation logout and login times. This feature incorporates
logs based on both server and workstation.
To view the logs:
1. From the Admin band in the left navigation pane, click User Logs.
The User Logs window opens, displaying the User Logs for today’s date:
2. Click the Date drop-down.
3. Select a date.
4. Click Go.
The following information displays:
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
Name - Displays the name of the user.

Status - Displays whether the user logged in or logged out.

Computer Name - Displays the name of the computer used to access eClinicalWorks.

Computer IP - Displays the IP address of the computer used to access eClinicalWorks.

Login Time on Server - Displays the date and time when the user logged in to the local system.

Logout Time on Server - Displays the date and time when the user logged out of the workstation.
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
Login Time on User Station - Displays the date and time when the user logged in to the local system.

Logout Time on User Station - Displays the date and time when the user logged out of the workstation.

Version - Displays the version of eClinicalWorks accessed.
Printing the User Log
Users can print a hard copy of the user log.
To print the log, click Print.
Viewing the Server Log
View the date-specific server log files using the following steps.
To access Server Logs:
1. From the Help menu, point to the Logs option, and then click Server Log.
The ErrorLog window displays:
2. To view the server logs for a specific date:
a. Select the date from the Dates drop-down calendar.
b. Click Go.
The Server logs for the selected date display.
Note: To refresh the information displayed in this window, click the Refresh button.
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Enabling Debug Logs
Debug logs can be enabled from the Help menu.
To enable Debug Logs:
From the Help menu, point to the Logs option, and then click Enable Client Debug Logs.
Debug logs are enabled.
Viewing the Practice Management Scheduled Tasks Status
Report
You can run a report on the status of the Practice Management scheduled tasks in your practice.
To generate a scheduled tasks status report:
1. From the Reports menu, click PM Scheduled Tasks Status.
The PM Scheduled Tasks Status window displays:
2. To create a date range for the report, select the dates from the drop-down calendars in the From Date and
To Date filters.
3. Select the status of the tasks you are interested in reviewing from the drop-down list in the Status filter.
4. Click Run Report.
The list of reports that meets the criteria you selected displays in the grid and provides the details of each
report. The Status column lists the state of each task.
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Viewing the HIPAA Logs
New Feature
The schedule jobs HippaLogs and HippaLogsWkEnd are configured to parse the logs from an XML form to
readable data. eCW stores these logs as raw XML data and generates access logs for Progress Notes and
patient demographics.
The HippaLogs job is triggered on a daily basis and parses number of rows from XML form to readable format.
The HippaLogsWkEnd job is triggered if there is any backlog from the week.
The log tables are archived once they reach a size of 4GB in a MySQL® environment (not for MSSQL®). The
weekend job HippaLogsWkEnd also looks at these archived tables to check whether any data needs to be
parsed:
System Admin Reports
For more information about system administration reports, refer to:
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
Producing an Oversight Physician Productivity Report

Viewing the Authentication Security Log
System Admin Reports
Producing an Oversight Physician Productivity Report
Generate a report on the productivity of oversight providers from the Reports menu.
Note: This feature is enabled by item key. Contact eCW Support and refer to the Item Key Code
0593_UK.
To produce the Oversight Physician Productivity report:
1. From the Reports menu, click Oversight Physician Productivity.
The Provider Productivity window displays.
2. To look up a productivity report, select the oversight provider and a date range, then click Load.
The report displays the Provider name along with Total Encounters, Reviewed Encounters, and % Reviewed:
3. Click the Provider name.
A detailed report for the oversight provider displays the Patient ID, Patient name, Date, and Reason for the
encounter:
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Viewing the Authentication Security Log
The Security Log enables administrators to view information concerning accounts that XXX locked/unlocked,
session-activity timeouts, and any changes made by the administrator on the Authentication window.
‘
Note: This feature is enabled by item key. Contact eCW Support and refer to the Item Key Code
0403_UK.
Note: Authentication Security Logs are viewable only by the system administrator.
1. From the Reports menu, click View Security Logs.
The Security Log Report window displays:
2. Select the date range of the log to view using the From Date and To Date fields.
3. To view the logs for a specific user, select them from the Staff drop-down list.
OR
Click More (...) next to the Staff field. Leave the Staff field blank to view a log of all users.
4. Click Authentication Log.
The Security Log Report displays with the specified information.
Note: The Authentication Failure Lockout must be enabled for the log to generate. To configure this
setting, go to the File menu > Settings > Authentication Settings, check the Authentication failure lock
out box, and enter the number of failed attempts before a user is locked out.
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APPENDIX A: BACKING UP DATA
Backups
Make regular scheduled backups as described in the following sections.
Essential Backups
Make the following backups on a daily basis:

Database - Back up the entire mobiledoc directory.
This location of the directory is:
<drive>\eClinicalWorks\mySQL\data directory
For example, if the installation is on the C: drive, back up the following:
C:\eClinicalWorks\mySQL\data\mobiledoc

Scanned Documents and Images - Scanned documents and images are placed on a FTP site on your
eClinicalWorks® server. The FTP site should have two folders:

Scanned documents - Placed in the root level of the FTP site.

Images - Placed in the Patients folder.
Your FTP site is located within the FTP folder in the <drive>\eClinicalWorks directory.
For example:
C:\eClinicalWorks\FTP

OB Database (for OB/GYN practices only)
The OB Database is located under OBDB folder in the < drive> \eClinicalWorks folder.
For example:
C:\eClinicalWorks\obdb
Recommended Backups
eClinicalWorks also recommends a monthly backup of the entire eClinicalWorks server installation:
Back up the following directories each month:

<Install Drive>\eClinicalWorks

Program Files\ eClinicalWorks

C:\ecw
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APPENDIX B: NOTICES
Trademarks
eClinicalWorks®
eClinicalWorks P2P®
Messenger®
JTECH® InstaCall™
JTECH® is a registered trademark used for Pagers
and Components Therefor and owned by Jtech
Communications, Inc., JTECH Incorporated.
InstaCall™ is a trademark of Jtech
Communications, Inc., JTECH Incorporated.
Sperian® Titmus®
The name TITMUS is registered as a trademark by
the company Sperian Protection Optical Inc.
eClinicalWorks Improving Healthcare Together,
eClinicalCare, eClinicalWorks Scribe, and
eClinicalTouch are trademarks of eClinicalWorks,
LLC.
Surescripts®
eClinicalWorks, eBO, eClinicalMobile, Messenger,
eClinicalWeb, eClinicalWorks P2P, and eEHX, are
registered trademarks of eClinicalWorks, LLC.
All other trademarks or service marks contained
herein are the property of their respective
owners.
All other trademarks or service marks contained
herein are the property of their respective
owners.
AHA Coding Clinic™
Surescripts is a registered trademark.
Tremetrics®
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AHA Coding Clinic® is a registered trademark of
the American Hospital Association for its coding
products.
CPT Copyright Notice
Current Procedural Terminology (CPT®*)
Fee schedules, relative value units, conversion
factors and/or related components are not
assigned by the AMA, are not part of CPT, and
the AMA is not recommending their use.
CPT is a registered trademark of the American
Medical Association.
Dragon® Medical
Dragon a registered trademark of Nuance
Communications.
DYMO®
CPT copyright 2012 American Medical
Association. All rights reserved.
The AMA does not directly or indirectly practice
medicine or dispense medical services. The AMA
assumes no liability for data contained or not
contained herein.
DYMO, the DYMO logo, DYMO Stamps, DYMO
File, LabelWriter and Address Fixer are
trademarks or registered trademarks of Sanford,
L.P. or its affiliate.
Intuit®
Intuit is a registered trademark of Intuit, Inc.
*.
CPT copyright 2012 American Medical Association. All rights
reserved.
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