Program Information
PatientManager SC provides a digital medical record and scheduling solution that requires a minimal amount of duplicate data entry. The basic data that must be entered for each patient at the time of the initial visit includes Last Name, First Name, DOB, Social Security number, sex, and the name of the Referring physician for consultations or referrals for exams.
To take advantage of the addressing capabilities of the correspondence modules within the program, the patient and contact (when indicated) address information should be entered.
To take advantage of the communications options in many of the windows, the patient and contact (when indicated) phone information should be entered.
In summary, a one time entry of values for a maximum of twenty three fields in the patient information window will provide you with all the features Patient Manager provides.
Provisions for insurance coverage information entry in the Patient Information window enable the program to track Exam Authorizations
PatientManager SC general features include:
1. The ability to document every aspect of the physician patient interaction with a minimal amount of user typing.
2. The ability to generate disc drawings for serial followup based on parameters of cup%, ovalization and disc displacement.
3. The ability to generate color coded Indirect Ophthalmoscopy drawings.
4. Automated HCFA compliant EM Code generation. The program will compare the EM code and eye code for a given encounter and choose the code with the higher reimbursement value.
5. Surgical planning module.
6. The ability to generate Clinical Reports and correspondence with a log record of correspondence activities for each patient.
7. The ability to scan and import FA, VF, Ultrasonographic and other hard copy data into the patient record.
8. The ability to print/FAX spectacle, contact lens and prescription medication Rx forms.
9. Remote server access for simultaneous use by multiple MDs in multiple offices.
10. Practice Activity Reports - Exam Activity and Surgical activity reports may be generated for the practice or sorted by provider for annual, quarterly, monthly, weekly and daily timeframes. A "Special Activity Report" allows the user to isolate a variety of parameters and generate a practice report. PatientManager does not generate financial reports.
11. "Auto-Tracker" - a security feature that tracks user activity within the program - one of four levels of program security
12. Scheduling flexibility with the ability to choose specific tests for separate scheduling. (SC Version)
13. Recall module for documenting phone or written contact to patients re. pending appts.
14. Pre-Exam window - customizable window to place any tests that are done by your optometrist or tech prior to your exam.
15. Menu Entry - New entry method for use in exam entry - designed specifically to enhance use of the "Scribe" in the exam lane.
16. "Trend View" - permits easy viewing of sequential patient data history
PatientManager was developed to meet the needs of the Ophthalmologist in search of a way to reliably implement digital records into an existing or new practice. The program was developed so that information entry would be intuitive and adaptable to the individual practice style of the physician.
In the current practice environment, documentation has become a key component of practice growth and stability. Any program attempting to demonstrate the viability of digital medical records must demonstrate the ability to generate appropriate EM codes based on the history, exam, and decisionmaking documented by the examining physician. PatientManager passes that test. Each patient encounter is assessed by the program for level of History, Exam and Decisionmaking using the HCFA July 1997 EM Guideline.
PatientManager is organized in the following manner.
Upon opening the program the user is brought to the Patient Manager Window. This window can be thought of as the center from which the other modules radiate like spokes from the hub of a wheel. At the top of the window is the Patient Manager Function Center. Entering the first three letters of a patients last name brings up a list of matches from the patient roster.
A series of buttons next to each entry allows direct access to the following functions.
"H" and "W" buttons - Clicking on these buttons will autodial the patients home "H" or business "W" phone.
1. - Set Appointment. This button pulls the pending exam for the selected patient and allows the user to change the appointment date, time, procedures, and examining M.D. if indicated.
2. - Info. This button takes the user to the Patient information window.
3. - Last Exam. This button takes the user to the last exam performed.
4.- Pending Exam. This button takes the user to the pending exam. if scheduled.
5.- Patient History. This button takes the user to the chronological history of encounters for the selected patient with the most recent encounter at the top.
6. - Set Memo. This button creates a memo for the selected patient.
7. - Memo History. This button enables viewing of all memos for the selected patient.
8. - Test History. This button takes the user to a window showing the history of nonbillable lab tests ordered & performed on this patient with the most recent test ordered at the top.
9. - Med Rx History. This button opens a window showing the log of all prescription medications prescribed. Although the same information is available by going to a specific exam, this window presents a serial display of the Rx as well as the date and mode prescribed. (Mode- ie phone or hard copy) This can be helpful for documenting phone Rxs and other prescription Rx activity occurring outside the usual exam date parameters.
10. - CL History. This button enables viewing of all contact lens related activity for the selected patient. Trial fittings, orders and dispensing information are specified.
11. - Correspondence History. This button enables viewing of all correspondence related activity for the selected patient via the Correspondence Log. The date of execution of the correspondence and the type of correspondence as well as the mode of correspondence (Print or FAX) are described.
12 - Custom Letter - opens the Custom Letter window to enable either selection of an existing custom letter from the list of titles, or creation of a new custom letter.
13. Trend View - opens the Trend View dialog window for the selected patient.
Immediately below the Patient Manager Function Center is the Create Records Center where new patient records are created. This permits differentiation of patient records by exam sites and patient origin. For example, nursing home care facilities, office facilities and other sites where patients are examined or treated would be specified. Provisions for making patient appointments over the phone are also provided.
To the right of the Patient Manager Window there is a vertical row of buttons under the heading "Connections". These buttons navigate the user to the other modules within the program.
1- Appointment Manager - This module defaults to a view of office visits scheduled for the current day. Included are views of the four possible separately schedulable Test Class Schedules that you can designate. Additionally available at the touch of a button is a view of inpatient exams scheduled for the current day - such as nursing home, and hospital visits. This window also gives the user access to the monthly office scheduling window, permitting the setting and viewing of day to day schedule information for both office and surgical activities.
2- Surgery Manager - The Surgery Manager window is the center from which all activities relating to surgical procedures done outside your office are accessed. When a patient is designated as a Surgery Patient using the Surgery Designation button located in the Treatment Plan Window, a separate record is created in which presurgical activities can take place. This record is called the "Surgery Page". All paperwork, including booking, patient notification, and IOL ordering can be printed or faxed. A List with IOL and other patient information can be generated for your use in the OR.
3- Report Manager - The Report Manager is the portal for generating reports and correspondence regarding individual and groups of patients. Intuitive interface design permits addressing to the patient, the referring MD or any contact.
4- Memo Center - the portal for viewing provider memos
5- Dilation - accesses the Dilation list - a convenient way to track dilating patients during the course of the day.
6- Check Out - The checkout process is necessary to complete the current patient visit, finalize scheduling of the next visit, and review the patients account.
7- Patient Recall - In the SC version of the PatientManager software, this module prints materials germane to the patient recall process.
8- Drawings / Scans - This module accesses the importation procedures for scans of hardcopy test results and digital photos. Drawings made by the examiner at the time of the exam or hardcopy test results from tests performed at the time of the exam may be labeled with the record number that is provided in the exam window and the various test windows. A staff member can collect these drawings or hardcopy test results and scan them to the specific record at the end of the day. Patient Manager can accept external drawings, disc drawings, fundus drawings, Visual Field hardcopy results, Biometry printouts, B Scan printouts, and Angiogram hard copy photos. Each of the three custom exams that can be assigned can accept scanned data as well.
9- Contact Book - This module accesses all contact information
10- Set Calendar - This module accesses all provider scheduling functions. The features that are available will depend on the software version that is installed. In the SC version, office, Test Class, and surgery schedules are accessed. In the MR version, only surgery scheduling is supported.
11- Master Find - a general finder sub application with many parameters by which to search through the program patient records. The end result of these searches is a patient list.
12- Setup Manager - the portal for setting the numerous options and data files required by the PatientManager program.
13- Unsigned Records - allows quick access to the current list of unsigned exam records for the selected provider.