eWebExtra OfficeMate Integration User`s Guide

eWebExtra OfficeMate Integration User`s Guide

Setting Up the eWebExtra

OfficeMate Integration

2

eWebExtra

OfficeMate

Integration

Setup Overview

In this chapter:

eWebExtra OfficeMate Integration Setup Overview, 7

Connecting the Patient Info Inbox to OfficeMate, 8

Setting Up the Standard Schedule and Patient Forms, 16

Completing the Advanced Settings, 18

This chapter explains how to set up the eWebExtra OfficeMate Integration.

The OfficeMate Integration Home allows you to control which providers, locations, and reasons for visit are visible to a patient when the patient requests appointments or fills out forms on your eWebExtra website. It also allows you to specify which insurance carriers are supported by those locations and providers.

Setting up the eWebExtra OfficeMate Integration consists of the following steps:

1.

Connecting the Patient Info Inbox to OfficeMate. This step includes: a.

Installing the eWeb Schedule Sync application on the server that stores your OfficeMate data. The eWeb Schedule Sync is an application that runs in the background and updates the eWebExtra OfficeMate

Integration with provider availability.

NOTE

Only install the eWeb Scheduler Sync file on the server that stores your OfficeMate data. Installing the eWeb Scheduler

Sync file on workstations will cause scheduling conflicts.

b.

Installing the Patient Info Inbox on all the OfficeMate workstations you will use for scheduling. The Patient Info Inbox application uploads your providers and offices to the eWebExtra OfficeMate Integration.

2.

Setting up and publishing the standard schedule and patient forms. In a few moments after publishing, two navigation links appear on your eWebExtra site: Appointment Request and Patient Forms. Patients can click these links to submit appointment requests and patient forms online.

®

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Connecting the Patient Info Inbox to OfficeMate

3.

Completing the advanced settings, which includes:

 Setting up practice locations.

Setting up reasons for visits.

Setting up and assigning insurance carrier schedule categories.

 Setting up and assigning schedule templates.

 Setting up e-mail notification addresses.

NOTE

You do not need to complete all of the setup steps at once. The

OfficeMate Integration Home saves all completed changes.

Connecting the Patient

Info Inbox to

OfficeMate

This section tells you how to install the Schedule Sync and Patient Info Inbox applications so that OfficeMate and the Patient Info Inbox can exchange data.

Installing the Schedule Sync Application, 8

Installing the Patient Info Inbox, 11

Connecting the Patient Info Inbox to OfficeMate, 13

Opening the OfficeMate Integration Home from the Patient Info Inbox, 15

Installing the Schedule Sync Application

This section tells you how to set up the Schedule Sync application. The Schedule

Sync application is a program that runs in the background and syncs the schedule on your eWebExtra website with the OfficeMate Appointment Scheduler every ten minutes.

All changes made to the availability of providers and locations in OfficeMate is reflected in your online schedule on your eWebExtra site after the eWebExtra

OfficeMate Integration is published. The Schedule Sync application prevents patients from requesting appointments for time slots that are unavailable.

NOTES

Only install the eWeb Scheduler Sync file on the server that stores your OfficeMate data. Installing the eWeb Scheduler Sync file on workstations will cause scheduling conflicts.

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Setting Up the eWebExtra OfficeMate Integration

Connecting the Patient Info Inbox to OfficeMate

To install the Schedule Sync application on the server, follow the instructions below:

1.

From the OfficeMate Integration Home page, click First Time Install.

2.

On the Patient Info Inbox Setup page, click the eWeb Scheduler Sync hyperlink and save the Windows installer package to the server.

3.

Run the eWeb Schedule Sync file you downloaded in the previous step.

The eWebExtra Schedule Sync Setup Wizard opens.

4.

Click Next.

5.

Install the Schedule Sync in this folder: C:\Program

Files\Eyefinity\eWebExtra Schedule Sync\.

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6.

Click Next and follow all the instructions in the wizard to install the Schedule

Sync application.

7.

After the installation is complete, click Finish to exit the wizard.

The Schedule Sync application is now running on your server and will continuously sync the availability of providers and locations in the

OfficeMate Scheduler with your online schedule on your eWebExtra site after the eWebExtra OfficeMate Integration is published.

8.

To proceed with setting up the Patient Info Inbox, go to “Installing the Patient

Info Inbox” on page 11

.

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Connecting the Patient Info Inbox to OfficeMate

Installing the Patient Info Inbox

The Patient Info Inbox is the application that receives and displays notifications of patient appointment requests and patient forms. You can set up as many Patient

Info Inboxes as needed.

NOTES

You must install the Patient Info Inbox on the same computer that has OfficeMate installed.

• After installing the Patient Info Inbox, you can add it to the Add-Ins drop-down menu in OfficeMate. For more information on setting up add-ins, see the OfficeMate User’s Guide.

To install the Patient Info Inbox, follow the instructions below:

1.

On the Patient Info Inbox Setup page, click the Patient Info Inbox hyperlink and save the Windows installer package to your computer.

2.

Run the Patient Info Inbox file you downloaded in the previous step.

The eWebExtra Patient Info Inbox Setup Wizard opens.

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Connecting the Patient Info Inbox to OfficeMate

3.

Click Next.

4.

Install the Patient Info Inbox in this folder: C:\Program

Files\Eyefinity\Patient Info Inbox\.

5.

Click Next and follow all the instructions in the wizard to install the Patient

Info Inbox.

6.

After the installation is complete, click Finish to exit the wizard.

7.

To proceed with setting up the eWebExtra OfficeMate Integration, go to

“Connecting the Patient Info Inbox to OfficeMate” on page 13 .

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Connecting the Patient Info Inbox to OfficeMate

Connecting the Patient Info Inbox to OfficeMate

The Patient Info Inbox requires a database connection with OfficeMate in order to be able to share information about patients, locations, schedules, and providers.

You establish the connection with a Practice ID and API Access Key.

Any providers and locations that you want to be visible to a patient when the patient requests appointments or fills out forms on your eWebExtra website must first be set up in OfficeMate.

To connect OfficeMate to the Patient Info Inbox, follow the instructions below:

NOTE

Repeat this procedure for each Patient Info Inbox you are running.

1.

On the Patient Info Inbox Setup page, locate the Practice ID and API

Access Key. Copy or write down this information.

NOTE

If you think that security has been compromised, or you want a new API Access Key, click Generate New Key and your new key will appear in the API Access Key field.

2.

Open the Patient Info Inbox by clicking the Windows Start button, selecting

All Programs, and selecting Patient Info Inbox.

The Patient Info Inbox Login window opens.

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Connecting the Patient Info Inbox to OfficeMate

3.

Type your OfficeMate user ID and password in the User ID and Password text boxes and click Log In.

If you are logging in for the first time, a dialog box appears, notifying you that the API Key needs to be configured.

4.

Click OK to close the dialog box.

The Patient Info Inbox opens.

5.

From the Patient Info Inbox window, click Tools and select API Key

Configuration.

The API Access Key Configuration Form page opens.

6.

Paste or type the Practice ID and API Access Key values that you copied

in step 1 into the corresponding text boxes on the API Access Key

Configuration Form page.

7.

Click Configure.

14

The Patient Info Inbox and OfficeMate are now configured to exchange data with each other.

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Connecting the Patient Info Inbox to OfficeMate

8.

From the Patient Info Inbox window, click Tools and select Upload

Providers and Locations.

NOTE

Repeat this step each time you change providers or locations in

OfficeMate.

A dialog box opens confirming that Providers and Locations are updated.

9.

Click OK to close the dialog box.

Opening the OfficeMate Integration Home from the Patient

Info Inbox

After you install the Patient Info Inbox, you can open the OfficeMate Integration

Home directly from the Patient Info Inbox.

1.

Open the Patient Info Inbox.

2.

Click Tools and select Go to OfficeMate Integration Home.

The OfficeMate Integration Home login page opens.

NOTE

Eyefinity recommends that you bookmark the login page so that you can access the OfficeMate Integration Home more quickly in the future.

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Setting Up the Standard Schedule and Patient Forms

3.

Type your eWebExtra OfficeMate Integration Username and Password and click Login.

The OfficeMate Integration Home opens.

Setting Up the

Standard

Schedule and

Patient Forms

Once you have installed the Patient Info Inbox and eWeb Schedule Sync, you are ready to set up the standard schedule and patient forms.

1.

From the OfficeMate Integration Home page, click Standard Setup.

The Standard Schedule Setup page opens.

2.

To include the standard schedule on the website, click the Schedule checkbox.

3.

If you want to have patient forms available on the website, select the Patient

Forms checkbox.

4.

Provide up to four email addresses where you would like to receive appointment request notifications. You must enter at least one email address. All appointment requests are also sent to the Patient Info Inbox.

NOTE

If you would like appointment request notifications to go to more than four email addresses, create an email distribution list and enter it here.

5.

If you chose to include the schedule on the website, select the locations and providers that will use the standard schedule. If you did not choose to include the schedule, go to step 7.

6.

Select the appointment minute increments to use on the standard schedule.

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Setting Up the Standard Schedule and Patient Forms

7.

Click Complete Setup to add the standard schedule and/or patient forms to your website.

In a few moments after completing the setup, new navigation links appear on your eWebExtra site: Appointment Request and/or Patient Forms.

Patients can click these links to submit appointment requests and patient forms online.

8.

You can change the order of the navigation links from your eWebExtra Site

Builder.

NOTE

After you complete the eWebExtra OfficeMate Integration, be sure to update the Patient Info Inbox, as needed.

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Completing the

Advanced

Settings

Chapter 2

Setting Up the eWebExtra OfficeMate Integration

Completing the Advanced Settings

After you have completed the standard setup, you can click the Advanced

Settings links to set up additional eWebExtra OfficeMate Integration features.

Setting Up Practice Locations, 18

Setting Up Reasons for Visit, 20

Setting Up Insurance Carrier Schedule Categories, 23

Setting Up and Assigning Schedule Templates, 27

Setting Up E-mail Notification Addresses, 36

Setting Up Practice Locations

This section tells you how to set up the office locations that you uploaded from

OfficeMate so that they display correctly when a patient requests appointments or fills out forms on your eWebExtra website.

NOTE

If you add or remove offices from OfficeMate, update the Patient Info

Inbox with the current offices. For more information on updating

offices, go to “Connecting the Patient Info Inbox to OfficeMate” on page 13

.

Follow the instructions below to set up office locations for the eWebExtra

OfficeMate Integration:

1.

From the OfficeMate Integration Home page, click the Show advanced

settings... hyperlink.

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2.

Click the Practice Locations hyperlink.

The Practice Locations page opens.

3.

For each location, select the correct time zone for that location from the

Location Time Zone drop-down menu.

NOTE

If your server is in one time zone but an office is in another, select the time zone of the office.

4.

For each location, type the office name you want patients to see in the

Display Name text box. This is the name that will be displayed on your eWebExtra website and the Patient Info Inbox.

5.

Click Save.

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Setting Up Reasons for Visit

This section tells you how to set up Reasons for Visit. Patients choose from these reasons when requesting appointments from your eWebExtra website.

To set up the Reasons for Visit, follow the instructions below:

1.

From the OfficeMate Integration Home page, click the Show advanced

settings... hyperlink.

2.

Click the Reasons for Visit hyperlink.

The Reasons for Visit page opens.

3.

To add a new reason, perform the following steps.

a.

Click the Add a Reason for Visit hyperlink.

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The Add New Reason page opens.

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Completing the Advanced Settings

b.

Type a reason in the Reason for Visit text box.

c.

Click Save.

4.

To change the name of a Reason for Visit, perform the following steps.

a.

Click the Modify hyperlink next to the reason you want to modify.

The Edit Reason page opens.

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b.

Type the new name in the Reason for Visit text box c.

Click Save.

NOTE

You cannot modify the Other (Please specify below) reason.

When a patient requests an appointment, a blank text box displays below this reason so that the patient can type his or her own reason.

5.

To change the display order, click the arrow buttons in the Display Order column.

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Setting Up Insurance Carrier Schedule Categories

This section tells you how to set up insurance carriers so that they display correctly on your eWebExtra website.

Understanding Insurance Carrier Schedule Categories, 23

Assigning Schedule Categories to Insurance Carriers, 23

Understanding Insurance Carrier Schedule Categories

Each insurance carrier that a patient can select must be assigned to a schedule category. A schedule category determines which appointment times a patient with a specific insurance carrier sees when he or she requests an appointment.

By default, each carrier is assigned to Schedule Category 1. You can assign a different number to a specific carrier or a group of carriers. You can assign up to four schedule categories.

NOTES

For example, if you only want patients with VSP and Medicaid to make appointments for Mondays and Tuesdays:

Assign Category 2 to VSP and Medicaid.

When creating a schedule template, assign Category 2 to

Monday and Tuesday. For more information on creating and assigning schedule template, go to

“Setting Up and Assigning

Schedule Templates” on page 27

.

Assigning Schedule Categories to Insurance Carriers

Follow the instructions below to assign schedule categories to insurance carriers:

1.

From the OfficeMate Integration Home page, click the Show advanced

settings... hyperlink.

2.

Click the Insurance Carriers hyperlink.

The Insurance Carriers page opens.

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3.

To add an insurance carrier, perform the following steps.

a.

Click the Add Insurance Carrier hyperlink.

The Add New Carrier page opens.

b.

Type the insurance carrier name in the Insurance Carrier Name text box.

c.

Select a category from the Schedule Category drop-down menu. d.

Click Save.

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4.

To modify an insurance carrier, perform the following steps.

a.

Click the Modify hyperlink next to the carrier you want to modify.

The Edit Carrier page opens.

b.

Type the new name in the Insurance Carrier Name text box.

c.

Select a category from the Schedule Category drop-down menu.

d.

Click Save.

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5.

To delete an insurance carrier, click the Delete hyperlink next to the carrier you want to delete.

6.

To assign a Schedule Category to an insurance carrier, select the category from the Schedule Category drop-down menu next to the carrier.

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Setting Up and Assigning Schedule Templates

This section tells you how to set up provider and location schedules that are displayed to patients on your eWebExtra website.

Opening the Provider and Location Schedules Page, 27

Assigning and Publishing Schedule Templates, 27

Creating a New Schedule Template, 29

Modifying an Existing Schedule Template, 30

NOTE

To display the correct schedules on your eWebExtra website, make sure that all locations, providers, and provider schedules are set up correctly in OfficeMate.

Opening the Provider and Location Schedules Page

1.

From the OfficeMate Integration Home page, click the Show advanced

settings... hyperlink.

2.

Click the Provider and Location Schedules hyperlink.

The Provider and Location Schedules page opens.

Assigning and Publishing Schedule Templates

You need to assign a schedule template to each provider that practices at each location that you want available to patients online. You can use the pre-loaded templates, or you can create and assign your own templates.

Each schedule template determines when a patient can schedule appointments based on his or her insurance and reason for the appointment. eWebExtra OfficeMate Integration User’s Guide

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Follow the instructions below to assign a template to each provider at each location:

1.

Open the Provider and Location Schedules page. For more information on opening the page, go to

“Opening the Provider and Location Schedules

Page” on page 27 .

2.

For each row, select a template from the Template drop-down menu.

NOTE

If you do not see a template you want, you can create a new template or modify an existing one. For more information on creating new templates, go to

“Creating a New Schedule

Template” on page 29

. For more information on modifying a

schedule template, go to “Modifying an Existing Schedule

Template” on page 30

.

28

3.

Click Publish to publish a provider’s schedule at a location on your eWebExtra website. This schedule will be available online after you publish the eWebExtra OfficeMate Integration. For more information on publishing the eWebExtra OfficeMate Integration, go to

“Setting Up the Standard

Schedule and Patient Forms” on page 16

.

NOTE

To remove a provider’s schedule, click Unpublish next to the schedule you want to remove. eWebExtra OfficeMate Integration User’s Guide

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Completing the Advanced Settings

Creating a New Schedule Template

You may want to create a new and uniquely-named template for each provider and location combination that requires a unique schedule. You create a new schedule template by basing it on an existing template. You can use any existing template as a base template.

1.

Open the Provider and Location Schedules page. For more information on opening the page, go to

“Opening the Provider and Location Schedules

Page” on page 27 .

2.

Click the Create New Template hyperlink in the Template column for the provider and location for which you want to create the template.

The New Schedule Template page opens.

3.

Select a template to base the new template on from the Schedule template

model drop-down menu.

4.

Type a name for the new template in the New schedule name text box.

5.

Click Save.

The new template is assigned to the provider and location for which you created the template. The new template name also appears in the Template drop-down menu for all providers at all locations.

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Modifying an Existing Schedule Template

Modifying a template modifies that template for all providers and locations to which the template is applied. You may want to create a new and uniquely-named template for each provider and location combination that requires a unique schedule.

1.

Open the Provider and Location Schedules page. For more information on opening the page, go to

“Opening the Provider and Location Schedules

Page” on page 27 .

2.

Select a template from the Template drop-down menu.

3.

Click the Edit Template hyperlink.

The selected template opens with the Reasons for Visit tab active.

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4.

Select the check box in the Display column for each Reason for Visit you want to appear on your eWebExtra website.

5.

Select the duration (in minutes) allowed per appointment for each type of visit in the Duration column.

6.

Click Next.

The Reasons for Visit Schedule tab opens.

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7.

Select the radio button for the Reason for Visit for which you want to create a schedule.

8.

In the Appointment Scheduler, click the time slots that you want to be available for the selected Reason for Visit.

9.

Repeat steps 7–8 for each Reason for Visit you want to add to the template.

NOTE

To assign a Reason for Visit during the same time slot as another Reason for Visit, click the white grid space next to the existing Reason for Visit.

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10.

To edit a specific Reason for Visit appointment time slot, click the time slot and modify the time slot as needed.

11.

After scheduling all of the Reasons for Visit, Click Next.

The Insurance Carriers tab opens.

12.

Select the check box in the Display column for each insurance carrier you want visible to a patient when the patient requests appointments or fills out forms on your eWebExtra website.

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13.

Click Next.

The Insurance Carriers Schedule tab becomes active.

14.

Select the radio button for the Category for which you want to create a schedule.

15.

In the Appointment Scheduler, click the time slots that you want to be available for the selected Category.

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16.

Repeat steps 14–15 for each Category you want to add to the template.

NOTE

To assign a Category during the same time slot as another

Category, click the white grid space next to the existing

Category.

17.

To edit a specific Category appointment time slot, click the time slot and modify the time slot as needed.

18.

After scheduling all Categories, click Save.

The Provider and Location Schedules page opens. If the template has already been published, the changes take effect immediately.

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Setting Up E-mail Notification Addresses

This section tells you how to add e-mail addresses so that notifications of submitted appointment requests can be sent directly to office staff.

Adding e-mail addresses is optional. All appointment requests are sent to the

Patient Info Inbox, regardless of whether e-mail addresses are set up or not.

To add e-mail addresses to the eWebExtra OfficeMate Integration, follow the instructions below:

1.

From the OfficeMate Integration Home page, click the Show advanced

settings... hyperlink.

2.

Click the Email Notification Addresses hyperlink.

The Email Notification Addresses page opens.

3.

Type up to ten e-mail addresses in the text boxes.

4.

After adding e-mail addresses, click Save.

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