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Brightree MyForms™July 2016 Release
Release date July 11-2016
© 2016 Brightree
Legal Notices
Copyright © 2016 by Brightree LLC, USAProprietary and ConfidentialAll Rights Reserved.
DisclaimerAll information presented herein is solely intended to train employees of Brightree customers on the use of the Brightree application and to illustrate how Brightree can be integrated into a typical company’s operations. Statements and examples used in the presentation are not intended to contradict or in any way override the written or verbal instructions of the customer (“Licensee”). The Licensee is responsible for establishing its own practices and procedures and making each of their employees familiar with them, including those related to the use of the Brightree application. Nothing in this training material should be construed to be instructing any Licensee employee to violate any Federal, State, or other jurisdictional law or regulation; or to violate any aspect of the Licensee’s established practices and procedures.
The information contained in this document is the copyrighted property of Brightree LLC. No part of this document may be reproduced, republished, translated, stored in a retrieval system, or transmitted in any form, or by any means, mechanical, photocopying, recording, or otherwise, without the prior written consent of Brightree LLC. Brightree LLC may take any action permitted by law to enforce its rights hereto.
The information contained in this document is subject to change without notice. The enclosed materials are not a contract and create no rights upon the reader or obligations of any kind on Brightree LLC. Brightree LLC reserves the right to make changes to any products or services described in this document at any time without notice. Brightree LLC shall not be liable for the actions or inactions of the reader in reliance upon the information contained in this document.
TrademarksBrightree is a registered trademark of Brightree LLC. Any other product and company names used herein are the property of their respective owners.
VersionThis documentation was prepared in conjunction with the latest release of Brightree, but may be utilized with future releases until such time that more current materials are published.
CommentsAny comments or suggestions regarding the information herein are welcome and should be emailed to the attention of:[email protected]
© 2016 Brightree
Inbox Enhancements
Direct Scan
Drag and Drop File Upload
Direct Push to BDM
Insurance Push
Simple Intake
Workflow Enhancements
My Work View
Ownership Options
Team Show/ Hide Option
Final Work State Enhancement
Appointment Designation
Multi-Select Search
Marketing Rep / Outside Agent Security Limit
Electronic Signature Enhancements
Showroom Security
Topaz Signature Device Support
© 2016 Brightree
Direct Scan
Directly Scan from your scanner into the MyForms Application
Edit Images
Documents appear in the Inbox ready to file or push to BDM
© 2016 Brightree
Auto-feeder and duplex options
Defaulted to 200dpi
License for Windows only (will not work on Mac)
After scanning, user must click "Upload to Inbox" to transfer to MyForms/Conduit.
They can click "Return to Inbox" to exit scanning screen and refresh their Inbox.
This goes through the same process as inbound email, inbound fax, uploaded documents and will detect our barcodes.
© 2016 Brightree
Drag and Drop File Upload
Rapid upload of files to your Inbox
All MyForms bar coded documents read and filed
Select Multiple files
Limits:
20 files of up to 50 MB each
Each is a unique message
Hover over “Red X” for reason for failure
© 2016 Brightree
Direct Push to BDM
Direct push any document from the inbox to your BDM Account
Type or Select any destination folder / type
Enable BDM bar code identification
Notification Bubble
© 2016 Brightree
Direct Push to BDM
Direct push any document from the inbox to your BDM Account
Type or Select any destination folder
Enable BDM bar code identification (may be slow to arrive in BDM)
Notification Bubble
Still has BDM 5mb limit
© 2016 Brightree
Add / Edit Insurance in My Forms
Interface follows Brightree format
Updates the patient record just like in Brightree
Link-Back for insurance verification
Operates from Simple Intake of Refile and on “Client Info” page
© 2016 Brightree
Automatic Push to Brightree
When patient data is updated in MyForms on either…
Client page in workflow
Client record
In Simple Intake or Refile
Automatic Push to MyForms
Only at initial MyForms launch
Note:
If patient record in Brightree is updated in Brightree, you must manually pull the data in MyForms to the workflow
After the first launch of MyForms, data must then be pulled form the patient record manually
© 2016 Brightree
Workflow
Pushes to client record, patient record and sales order
Verify that the insurance is checked “Included” on the workflow
Cannot include if it is linked already to an existing sales order (must use link-back “Edit Sales Order Info”)
© 2016 Brightree
Client Record
Pushes to Patient record
Shows Inactive Policies
Does push to existing workflows (where you can include)
© 2016 Brightree
Viewer Interface
All fields are available
Pushes to Patient record and Sales Order
Link-Back to verify benefits page
All fields are live push
© 2016 Brightree
The intake process occurs while looking at the documents in the viewer
Intake is on one screen using a 1-2-3-4-5 Numbered process
Sales order and linked patient notes can be automatically created
All shared data added is automatically pushed to the patient record
Insurance information added reveals a Link-Back to the Brightree insurance verification page.
© 2016 Brightree
It is where the referral starts…
Inbound fax, email and uploaded files are processed in the Inbox
It searches Brightree patients directly
Brightree Patients can be created here directly
Patient data is entered here in structured process
Insurance is added / edited here
Direct LinkBack to insurance verification in Brightree
Physician is added to the order
Workflow and Brightree Sales Order are created
Sync’d Patient Note is created
All inbound documents are qualified, indexed and filed to BDM
Tasks created for individual document review
Supports Wrangle and traditional fax processing
Soon all work in MyForms will be able to be completed in the viewer
© 2016 Brightree
© 2016 Brightree
© 2016 Brightree
© 2016 Brightree
• The intake process is on one screen using a 1-2-3-4-5 Numbered process
• Client information added / updated directly to the patient record
• Insurance information added / updated directly to the patient record• Exceptions:
• Clinician• Marketing Rep (Sales Order
only)• Practitioner• Evaluation Date
• LinkBack to Brightree Insurance verification page.
© 2016 Brightree
© 2016 Brightree
© 2016 Brightree
• Key dates added at intake for better tracking of the critical dates and to benchmark order transit times
© 2016 Brightree
• Workflow and Sales order can be created at the same time
• Sales Order is created automatically when Insurance information is added or verified
• Patient Note can be created automatically and is sync’d to the workflow
• Organizes the work process
• Saves steps and time
© 2016 Brightree
• Qualify Documents before they are filed
• Documents are auto-indexed to BDM when completed
• Continue processing the inbound message or go to the workflow and complete the next steps required for the order to proceed
****NEW****
• Assign a “Floater” task for review of the document
• Comments included in messaging
• THIS REPLACES THE NOTIFICATION
• Allows the task to more closely ties to the workflow and sales order
© 2016 Brightree
Definition of a Fax Wrangler:
A staff member(s) who watches the inbox and “wrangles” (routes) the inbound documents (and scanned paper mail) to a specific user or group of users by creating a workflow and filing the documents into that workflow
Subsequent requested documents have bar codes and route themselves
More and more companies utilize a fax wrangler process
Companies who adopt fax wrangler methods either…
Have a designated fax wrangler ( generally larger companies)
Have everyone act as a fax wrangler who watches each inbox
© 2016 Brightree
Method One: Low Wrangler Decision Method
File referring documents to a placeholder
Referrals and other documents come to the Inbox directly by fax, email and uploaded paper mail
Fax Wrangler watches the inbox
The wrangler files the inbound initiating documents as a SINGLE document in a pre-set placeholder titled “Inbound Referral for XXXXX”(enter referral type here)
No QA is performed
That puts the document in the workflow where there is a qualified person who has a task to separate and QA those as individual documents into their specific document types/ placeholders
Subsequent requested documents have bar codes and route themselves to those qualified individuals
The wrangler keeps the box empty and clean
© 2016 Brightree
Method Two: High Wrangler Decision Method
File referring documents to a placeholder
Referrals and other documents come to the Inbox directly by fax, email and uploaded paper mail
Fax Wrangler watches the inbox and files the inbound initiating documents into SEPARATE unique documents
QA is performed either by the wrangler or by the assigned staff member in the correct job type
That puts the unique, separated document in the workflow where they are the qualified person or… there is a qualified person who has a task collect / QA those individual documents according to the rules set on the document templates and workflow
Subsequent requested documents have bar codes and route themselves to those qualified individuals
The wrangler(s) keeps the box empty and clean
© 2016 Brightree
Ownership Stripes
Stripes indicate work assignment
Gold: “My Work Queue”
Blue: “I own”
No Stripe: Not assigned to me or my work queue
© 2016 Brightree
“My Work” View (New View)
View only your work tasks and work states
Own All Work
In a workflow to manage the entire work process for your job type(s)
Own / Assign Future Specific Tasks
Own or assign specific tasks in future work states
© 2016 Brightree
Administrators can now hide teams that are no longer to be used
Select Show or Hide Teams in Team section of Admin by allowing workflows to be created
Teams can only be deleted when there is no work (active or not) that is related to that team
© 2016 Brightree
Final Work State
The final Work State completes the workflow
Changes the workflow to “Complete”
Sets all work that was not completed to “Not needed”
Will not complete the workflow with an open Floater task (NEW)
© 2016 Brightree
Appointment Designation
Appointments can be set as Evaluation or Delivery Dates when they are scheduled
These dates are used for reporting in My Forms and pushed to Brightree
Scheduled Delivery Date
Actual Delivery Date
A prompt to confirm the correct date has now been added to allow that date/ time to be set manually (NEW!)
© 2016 Brightree
Multi-Select Search
Clinicians
Physicians
Practitioners
Insurance
Branches (NEW)
© 2016 Brightree
Marketing Rep / Outside Agent Security Limit
Allow additional users access to MyForms without risk of them having visibility beyond their own work or into Brightree
Users with this security limit have full MyForms abilities:
Create, track and manage only their own work
Make referrals and submit documents by starting workflows
Perform complete intakes
Securely message and MyForms user in your company
Report on any work that they are assigned to
Accomplish tasks and create tasks just like any MyForms user
Outside work can be started, completed or reported on by users without the user having access to work not related to them
© 2016 Brightree
Users with Marketing Rep / Outside Agent Security Limit are prevented from:
Accessing any area of MyForms where they are not designated as the Marketing Rep
Accessing Brightree
Reporting on anything not related to their specific work
© 2016 Brightree
Marketing Rep / Outside Agent Security Limit
Potential Users:
Outside Sales Reps
Hospital Liaisons
Trusted referral sources
Pack and Ship Referrals
Closets
Anyone who could more closely interact with your company if they had access to the MyForms platforms without compromising security or HIPAA guidelines
© 2016 Brightree
Showroom Security
During Multi-sign, prevent clients/patients and other roles from accessing MyForms
Forces a password entry out of Multi-sign before resuming full function use
© 2016 Brightree
Topaz Signature Device Support
Use any Topaz supported device
If Topaz device is detected you will be prompted to install the topaz software if not already present
Topaz option on signature
Dialog box matches on-screen experience