eWebExtra OfficeMate Integration User`s Guide

eWebExtra OfficeMate Integration User`s Guide

Processing Online Appointment

Requests and Patient History Forms

3

Patient Info

Inbox Overview

In this chapter:

Patient Info Inbox Overview, 37

Processing Appointment Requests, 37

Processing Patient History Forms, 39

This chapter explains how to process appointment requests and patient forms that arrive in the Patient Info Inbox from your eWebExtra website.

After a patient submits an appointment request or fills out a form online, the

Patient Info Inbox receives and displays the item in a similar way to an e-mail inbox.

Keep the following in mind when using the Patient Info Inbox:

The Patient Info Inbox displays requests and forms for all offices.

Each row in the Patient Info Inbox represents an online appointment request or history form.

• The Inbox is refreshed at regular, frequent intervals. To manually refresh the list, click the Refresh button.

To keep the Patient Info Inbox window on top of all other windows on your screen, click Options, and select Always on Top.

• To open the OfficeMate Integration Home, click Tools and select Go to

OfficeMate Integration Home.

Processing

Appointment

Requests

After a patient submits an appointment request from your eWebExtra website, the request appears in the Patient Info Inbox for processing. The appointment will not appear in the OfficeMate Scheduler until you process the request from the Patient

Info Inbox.

®

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Processing Online Appointment Requests and Patient History Forms

Processing Appointment Requests

To process a pending patient appointment request, follow the instructions below:

1.

In the Patient Info Inbox, click the Appointment Requests tab.

2.

Double-click the request you want to process.

The Appointment Request for Patient window opens.

3.

Review the appointment request.

4.

Accept or decline the appointment by selecting the Accept Appointment

Request or Decline Appointment Request radio button.

5.

Choose to send or not send the patient an e-mail regarding the appointment request by selecting the Send Patient Email or Do Not Send Patient Email radio button.

When you select Send Patient Email, a pane opens in the bottom half of the window with the default e-mail text that you can modify.

6.

To print the appointment request details, click Print.

7.

To schedule the appointment, record the appointment in the OfficeMate

Scheduler.

NOTE

Eyefinity recommends recording the appointment in the

Scheduler before clicking Process Appointment Response because clicking Process Appointment Response permanently removes the request from the Patient Info Inbox.

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Chapter 3

Processing Online Appointment Requests and Patient History Forms

Processing Patient History Forms

8.

Click Process Appointment Response.

The Process Appointment Request dialog box opens reminding you to capture or record the patient’s name, contact information, and appointment details.

9.

Click OK.

The Process Appointment Request dialog box closes. The appointment request is removed from Patient Info Inbox. If you chose to send an e-mail, the e-mail is sent to the patient.

Processing

Patient History

Forms

After a patient submits a form from your eWebExtra site, the form appears in the

Patient Info Inbox for processing. Both new and existing patients can submit a form from your practice’s eWebExtra site. Any new or modified patient demographic data will not appear in OfficeMate until you process the form.

This section includes the following topics:

Patient Matching Overview, 40

Searching for a Patient Match, 41

Creating a New Patient, 42

Reviewing Patient Forms, 43

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Chapter 3

Processing Online Appointment Requests and Patient History Forms

Processing Patient History Forms

Patient Matching Overview

When a patient form arrives in the Patient Info Inbox, the eWebExtra OfficeMate

Integration automatically attempts to match the patient with a patient in the

OfficeMate database using all of the following criteria:

First three characters of the first name

Entire last name

• Date of birth

If there is an exact match of all criteria, an asterisk (*) appears in the Match column and the Review button displays.

If there is no automatic match, the Match column is blank and the Find Patient

Button displays.

40

This flowchart illustrates the process of matching forms to patients:

Asterisk (*) in

Match column?

NO YES

Click Find Patient

& search for patient

NO

Click

Create Patient

& create new patient

Patient exists in OfficeMate?

YES

Double-click the patient match

Click Review

Process form in

Review Patient Form window

Process form in

Review Patient Form window

Figure 3-1:

Process form in

Review Patient Form window

Matching Patients and Processing Patient Forms eWebExtra OfficeMate Integration User’s Guide

Chapter 3

Processing Online Appointment Requests and Patient History Forms

Processing Patient History Forms

Searching for a Patient Match

1.

In the Patient Info Inbox, click the Patient Forms tab.

The Patient Forms tab becomes active and displays any pending patient forms.

NOTE

To update the list of patient forms, click Refresh.

2.

If an asterisk (*) displays in the Match column, click Review and go to

“Reviewing Patient Forms” on page 43

; otherwise, go to step 3.

3.

Click Find Patient.

The Patient Search window opens.

If there are no existing patient records in OfficeMate with the same name, a dialog box opens, prompting you to perform another search or create a new patient.

4.

If the dialog box for no records found in OfficeMate opens, click OK to close the dialog box.

5.

Search for a patient match by typing variations or shortened versions of the patient name in the Last Name and First Name fields and clicking Search.

All patient names in OfficeMate that meet the search criteria are displayed.

6.

If you still cannot find a patient match, go to

“Creating a New Patient” on page 42 ; otherwise, go to step 7.

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Processing Online Appointment Requests and Patient History Forms

Processing Patient History Forms

7.

If you see that the patient already exists in OfficeMate, click the patient in the search results and click Select, or simply double-click the patient.

The Review Patient Form window opens.

8.

To continue processing the patient form, go to “Reviewing Patient Forms” on page 43 .

Creating a New Patient

1.

Search for a patient match in the OfficeMate database. For more

information, go to “Searching for a Patient Match” on page 41 .

2.

In the Patient Search window, click Create Patient.

The Create Patient Confirmation dialog box opens, reminding you that you are about to create a new patient record.

3.

Click YES to create a new patient.

A confirmation box opens confirming that a new patient was created in

OfficeMate.

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4.

Click OK.

Processing Online Appointment Requests and Patient History Forms

Processing Patient History Forms

The Review Patient Form window opens with the Insurance tab active.

5.

To continue processing the patient form, go to “Reviewing Patient Forms” on page 43 .

Reviewing Patient Forms

After you match a patient in the Patient Info Inbox to a patient in OfficeMate or create a new patient, you are able to review and process the patient’s form.

NOTES

Patient medical history is not displayed during processing. After you submit the form for processing, medical history is included in the PDF that is created and attached to the patient’s record. It is expected that the provider will enter this information in

ExamWRITER.

• In order to open the Review Patient Form window, you must first complete one of the following procedures:

“Searching for a Patient Match” on page 41

“Creating a New Patient” on page 42

To review and process a patient form after linking it to a patient, follow the instructions below:

1.

If you have just created a new patient, the Review Patient Form window opens with the Insurance tab active. Click Back or the Demographic tab to make the Demographic tab active.

2.

With the Demographic tab active, select the check boxes for the patient data you want to appear on the patient form and in the OfficeMate database.

 To select only information from the patient form, click the Select All

(Patient Forms data) hyperlink.

To select only information from the OfficeMate database, click the Select

All (OfficeMate data) hyperlink.

NOTES

The social security number recorded by the patient online is not transferred to OfficeMate; you must manually change or add the social security number.

Any demographic information not displayed in the Review

Form window, including information for Meaningful Use, is not transferred to OfficeMate; you must manually add this information to OfficeMate.

If you decide the patient you selected is not the correct patient, you can click Find New Patient to return to the

Patient Search window.

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Processing Patient History Forms

3.

Click Next or the Insurance tab.

The Insurance tab becomes active and displays the insurance data the patient recorded on the online patient form.

4.

Manually record the patient’s insurance information in the patient’s record in

OfficeMate, since insurance information is not automatically transferred into

OfficeMate.

5.

Click Next or the Finalize tab.

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The Finalize tab becomes active.

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Processing Online Appointment Requests and Patient History Forms

Processing Patient History Forms

6.

Click Submit to finalize patient form processing.

A dialog box opens, confirming that patient form processing is about to be completed and that the form will be removed from the Patient Info Inbox.

7.

Click OK on all confirmation dialog boxes to complete form processing.

The Review Patient Form window closes. The Patient Info Inbox does the following:

 Creates a PDF of the patient form.

 Attaches the PDF of the patient form to the patient record via eDocuments.

Removes the patient from the Patient Info Inbox.

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Processing Online Appointment Requests and Patient History Forms

Processing Patient History Forms

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eWebExtra OfficeMate Integration User’s Guide

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