Administrative Set-Up

The “Admin Tab” is where setup and configuration occurs in simplifyMD.

Navigation Tree (left hand side)Content Page (middle of the window)

•Changing Admin password -The first time you select the Administrative button the administrative window will be displayed prompting you to change your password.

User Summary

Advanced Administrator-Controls all the admin menu/edit options.

Only an advanced administrator can give advanced administrator privileges to another user.

Standard Administrator-The standard administrator’s view of the navigation tree is limited with configure settings and appliance maintenance sections being hidden.

Password-Create Password

Password Confirmation-Confirm Password Entry

Time Out-Time before User Timed Out (System Default is 60 Minutes)

Active Editor- Default for All Users

Advanced Editor-Allows User to upload and edit Templates and Forms

Entering Practice Information

Updating Practice information

Select the “add more” link

Select the edit button to update or edit

 

 

Care Units

Care Units-Care units are the areas or Rooms in the facility where patients can be seen or held.

Begin with a Waiting Room for each location. 

Name-Enter a name for the room.

Office-The location the room is in

Care Unit Type – Select from the Dropdown Menu

Create new -to save

Care Unit Types

 

 

 

 

Create Care Unit Types

 

To add a new care unit type

Select- the “Create New” button.

Once the Create Care Unit Type window is displayed add the new “Care Unit Type” in the name field.

 

Message Subjects

Message subjects are message titles. Basic one-liners used to indicate a task or specific reason for a patient request when creating messages being created in a patient chart or for creation of messages from one user to another where a task is being assigned or requested.

There is a message subject column in the task center that can be sorted on the column header.

New message subjects may be customized under configure settings.

To create a new message subject go to the navigation tree.

Select the message subject link, located under configure settings.

Default Messages Body

Default message body will appear each time you select the message subject .

Enter the new message subject title.

Enter the description- note rules for use

Enter default message body

Select “create”

Appointment Type

Review The Digital Chart Room system appointment type list.

Appointment types may be edited and created.

To add or edit appointment types, select appointment types from navigation tree.

Note: If you are interfacing a practice management system with The Digital Chart Room, appointment types will be imported from the PM System via the Interface engine.

Appointments will be made in the practice management system only.

Employee Labels

Employee Labels

When adding a user enter each user under their user group or label

 

Example:

Physician staff- enter physicians, P.A.’s, or nurse practitioners

Clinical staff-Nurses and Medical assistants

Business staff-secretaries and billing

User Groups

Organizational Labels

Labeled Groups

Include by Members

Favorites

Labeled Groups- Organize physicians to display the schedule

And to group users into messaging groups

Team Labels-

Are used to create teams that will share document related tasks and messages

Create UsersDocument signer-Assign to physician, PA, NP

Document Auditor-Assign to users to allow upload and edit of templates/forms

Assign Clinical Affiliations for physician and clinical staff

The pin number is used for the electronic signature feature

 

NOTE: Add DOB to the demographic profile, and an email address on contact Information to allow users to reset their passwords.

Clinical-Same method as physician staff

 

Business-Same as clinical staff, no clinical affiliation necessary for business user

Select the user summary to add advanced/standard administrator, and advanced editor privileges.

 

 

 

 

Patient Labels

Select- Set up labels patient labels

Select- create new

Enter- patient label

Examples of patient labels:

Coumadin, Hypertension, H1N1 2010, etc.

Patient Label Search- patient finder tab

Create Drawers

Drawers hold your digital files. There may be a drawer for patient charts, another for invoices, insurance, credentialing and employee records.

Select- Set up your filling cabinet

Select- Edit drawers

Select-New drawer

Enter -Drawer name in the display name field

Description field- to add information that will give the reasons why the drawer was created and what it will contain.

Select- create to save the drawer

Create TabsCreate Tabs-Replicate your existing chart tabs

Select “edit document tab” which will allow you to create or edit a tab

TN-Assign the tab number (DO NOT USE ANY NUMBERS IN THE 500’S).

Display Name- Tab name

Description Field: Add details as to which drawer the tab is listed in and its uses.

Show in Barcode Generators List: Set to yes if you want to create a barcode cover page aid with bulk scanning

PBG: Position in barcode

Default this number to coincide with the tab number, i.e. tab number 100, make the PBG 1, etc.

Color Code-User Preference

Drawer Check Box: Select to assign the tab to a drawer

Default Signer: Leave blank

Allow Replacing Default Signer-(advanced workflow) set the radio button to default to no

New Document Active Days Count-Set to User Preference, Document Icon will display on the Tab during this time span.

Enable Messaging- Set to Yes

Viewable in PHR- Client Preference

Position-Leave Blank

Click Create

Tab Creation ContinuedSecond page of tab creation

Select- sig/notify

Set tab preferences for:

Auto Generate Signature Request- Set to yes if tab requires documents filed to be signed by physician, (See filing center-auto generate signature request)

Set to no if documents filed in the tab do not require physician signature.

Allow Signature-Set to yes so documents filed in the tab can be signed. (Yes is recommended)

Set to no if documents filed in the tab will never require a signature. (i.e. archived EOB’s, etc.)

Leave next two fields blank:

allow notifications-

notifications expire-

Advanced workflow additional training required.

What is a Face Sheet?

The Face Sheet is a snapshot of patient information. It is a view of the patients’ health record, in sections of widgets that be arranged in the order of appearance per user preference.update patient information in the widgetsMerge tags will put information on templates and forms

The top of the chart includes patient picture, patient profile, and important notes.These items are defaulted for every face sheet.

Important Notes-Internal notes that do not become part of the patient’s chart. Use this section to communicate or reference useful information regarding the patients status, i.e. hard of hearing, requires translator, etc.

Create a Face Sheet Style

Select- face sheet styles

Default Face Sheet Style-internal, external, and PHR

Select-create new

Enter face sheet style name

Select- widgets

NOTE: Patient picture, patient profile, and important notes are defaulted as number 1, 2, 3.

Enter additional widgets by user preference

Assign face sheet style on user summary for each user.

 

Rearranging Face Sheet Widgets

After you have completed your selections, select “reposition sections” to view the order of the widgets.

To change the order of your widgets on your face sheet, just select the widget you want to move then drag and drop.

Click on a patient chart to view settings.

Additional Customizations

Select –Set up additional customizations

Simple Chart Selector

Select Filing Center-groups

Select the “create new” button

Add the display name for the new filing center.

Create Simple Chart

Click simple chart

Create new

Enter the simple chart name

Select the simple chart selector rules- fill out the criteria per the physician preference

Assign the simple chart on the user summary

What is the Filing Center?

The filing center is the entrance to The Digital Chart Room.

Think of the filing center as the front door of your Digital Chart Room. This is where all documents are directed to the patients charts via scans, faxes, or documents which have been placed in the filing center via the drop box.

Filing Center Details

Filing Center Functions Default and Custom Scan

Filing Center FiltersView the contents of the filing center

Filing Center SortsView the contents sorting

Create HTML Templates

This is a link that will take you to the Tools Tab

Allow creation of HTML templates and forms

Template creator

Need advanced editor and template manager labels

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