Dashboard... 9 Action Items... 11

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Section 2 – Vālant EMR

Dashboard

The dashboard is the default landing page of the core Vālant EMR.

The dashboard provides a comprehensive status of the day to day activities within the practice.

The dashboard is broken up into five sections:

 Action Items - Quick reference list of items that require attention.  Reminders Due - Lists pending reminders throughout the practice.  Today's Appointments - Lists the scheduled appointments for the day.

o (This is only available on the Provider's dashboard. This is not available for Staff Members)

 Documentation Status - Graphical status view of documented sessions.

o (This is only available on the Provider's dashboard. This is not available for Staff Members)

 Navigation Tree - Links to various sections of the Vālant EMR.

Refresh Button - Refreshes all views on the dashboard.

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Section 2.1 – Action Items Overview

Action Items

The Action Items, which is located on the Dashboard, is a quick reference list of

items that require attention.

The blue font of the headers indicates that the item is a hyperlink to the list that is associated with the header.

Clicking on a header will open a new tab to allow for quick reference to other portions of the EMR.

Tabs can be closed by clicking on the "X" on the right edge of the tab.

These features are used throughout the Vālant EMR.

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Patients Missing Demographic Information

Used to navigate to the Patients Tabs to address patients with missing demographic information.

Patients Tab

The Patients Tab is used to add a patient or filter for a patient or group of

patients on criteria other than just the name or patient ID for editing.

The Patients Tab can be accessed from the following locations:

 Navigation Tree > Persons and Institutions > Patients  Dashboard > Patients missing demographic information  Patient's Chart > Easy Nav Button > Patients

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Name Filter on the Patients Tab

The Name Filter Text Field is a quick way to find a specific patient on the

Patients Tab.

The Name Filter Field is located in the upper left corner of the Patients Tab.

 Navigation Tree > Persons and Institutions > Patients

The Name Filter Field will search the Patient ID, First Name, and Last Name Columns of the Patients Tab.

To narrow the search results by the patient's name, simply begin typing in the Name Filter Text Box.

 The patient list will narrow while the user types a string of text. No delay in typing is necessary.

o The string of text can be anywhere in the name of the patient or the patient

ID.

o There are no wildcard search characters.

Address Filter on the Patients Tab

The Address Filter Text Field is a quick way to find a specific patient on the

Patients Tab.

The Address Filter Field is located in the upper left corner of the Patients Tab.

The Address Filter Field will search the Street 1 field of the patient's Demographics Tab. To narrow the search results by the patient's address, simply begin typing in the Address Filter Text Box.

o The string of text can be anywhere in the text of the Street 1 field. o There are no wildcard search characters.

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Social Security Number (SSN) Filter on the Patients Tab

The SSN Filter Text Field is a quick way to find a specific patient on the Patients

Tab.

The SSN Filter Field is in the upper right corner of the Patients Tab.  Navigation Tree > Persons and Institutions > Patients

The SSN Filter Field will search the SSN field of the patient's Demographics Tab.

To narrow the search results by the patient's social security number, simply begin typing in the SSN Filter Text Box.

o The string of text can be anywhere in the text of the SSN field. o There are no wildcard search characters.

Birthdate Filter on the Patients Tab

The Birthdate Filter is a quick way to find a specific patient on the Patients Tab.

The Birthdate Filter is located in the upper right corner of the Patients Tab.

The Birthdate Filter will search the Birthdate field of the patient's Demographics Tab. The following guidelines will help to narrow the search results by the document's creation date:

 A specific date can be selected in the Birthdate: field by clicking on the calendar icon and then selecting the desired date.

 A date can also be typed in the field as well.

o The date does not have to be in mm/dd/yyyy format, but it needs to be "/" or "-"

separated. (Ex.: 1/2/13 will work.)

o A suggested search date will appear as the user types. The user can hit Enter if the desired date automatically appears as an option.

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New Patient

To quickly create a new patient in order to create an appointment, please do the following:  On the Dashboard, click on New on the Navigation Tree

 Select New Patient, which will open the Patients Tab

 In the bottom, middle section of the Patients Tab, select the Demographics Tab  The Items that are highlighted in Yellow are required fields to create a new patient.

o First Name, Last Name, and Gender are the only fields that are required to

create a new patient.

 Populate the First Name, Last Name, and Gender and then click the Save button.

o At this point, an appointment can be scheduled for the patient via the Calendar, which can be found under (Tools > Appointments).

o Obviously, if additional demographic information is available, feel free to enter it at anytime.

 The Patient ID will be auto-generated at this time and the Patient ID: field will now be populated and greyed out.

 New required fields will appear (Example: Street 1:, City:, State:, Zip:, Main Phone:, and Birth date)

o These fields can be completed and saved when the patient comes in for their appointment after filling out their admission forms.

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Demographics Tab

The Demographics Tab of the Patients Tab is used to provide basic

demographics information for the patient.

The Demographic Tab is located here:

Navigation Tree > Persons and Institutions > Patients > Select a Patient > Contacts Tab

The Demographics Tab on the Patients Tab contains the following data entry Fields:

First - The First Name of the Patient. MI - The Middle Initial of the Patient. Last - The Last Name of the Patient.

Suffix - The unspecified field to the right of the Last Name allows the staff to record the

patient's suffix such as Jr., Sr., or III.

Preferred Name - The name that a patient would like to be called.

 The patient may prefer a nickname such as Jen or a prefix be used, such as Mrs. Smith. Street 1 - The Mailing Address of the patient.

Street 2 - The Apartment or Suite number that correlates to the patient's address. City - The City in which the patient resides.

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Main Phone - The most commonly used phone number to contact the patient.

 The drop-down box to the right of the Ext. box will allow the staff to specify whether the phone is a Home, Work, Mobile, Fax, Pager, or Other phone.

Ext. - This field will allow the staff to specify an extension for the phone number if applicable. Phone Type Drop Down - This drop-down box will allow the staff to specify whether the phone

is a Home, Work, Mobile, Fax, Pager, or Other phone.

Birthdate - The Birthdate of the patient in the mm/dd/yyyy format.  The date can be manually entered or selected from the calendar

icon.

SSN - The Social Security Number of the patient. Marital Status - The Marital Status of the patient.

 The EMR supports the following statuses: Divorced, Legally Separated, Married, Other, Partnered, Single, Widowed.

Sex - The Gender of the patient.

Copay - The out-of-pocket expense that is the patient's responsibility.

Coinsurance - The percentage that the patient pays after the insurance deductible has been met or exceeded.

New Patient Date - The date that the patient was first seen.

 The field will default to today's date, but the calendar can be used to back date the New Patient Date if necessary.

Last Visit - The date that the patient was last seen.

Auto Bill Patient - This checkbox specifies that the patient is responsible for payment in case the deductible has not been met or an item is not covered by insurance.

Signature on File - This checkbox indicates that the insurance company is authorized to pay

the clinic directly.

Info Release Authorized - This checkbox indicates that the patient's signature is on the release

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Inactive - This checkbox determines whether the patient is active or inactive in the EMR.  This does not delete the patient. It merely removes the patient from the search results.  Inactive patients will appear in the search results by selecting the Show inactive patients

checkbox.

 The patient can be reactivated again by unchecking the box and saving the changes via the Save button.

o The checkbox is located in the upper right corner of the Patients Tab. Other Fields:

Patient ID - This is an auto generated field and therefore it is greyed out.

 The Patient ID or Chart Number is often referred to as the "3x3", which is pronounced "three by three".

 The Patient ID will consist of the first three letters of the patient's last name and the first three letters of the patient's first name.

Guarantor - The Guarantor is the person that is responsible for payment.  This field can be left blank if the patient themselves is the Guarantor.

 The options that are available in this drop-down box are created in Persons and

Institutions > Guarantors

 Although this is not a free text field, typing the name of the guarantor will assist in the search process

 The scroll bar on the right side of the drop-down box can aid with searching as well. Assigned Provider - The Provider that is assigned to the patient.

Assigned Facility - The primary Facility where the patient is most commonly seen. Patient Type - The Patient Type is used to group patients together by demographics (Example: Adult, Adolescent, etc.).

 The options that are available in this drop-down box are created in Reference Data >

Patient Types

Patient Notification - This drop-down box selects the pop-up notification that appears when

the patient is selected.

 The options that are available in this drop-down box are created in Reference Data >

Patient Notifications

o Example: Do Not Schedule - History of No Show

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Insurance 1 Tab

The Insurance 1 Tab of the Patients Tab is used to provide insurance information for the patient.

Note: If applicable, a similar tab will appear for Insurance 2, 3, etc.

The Insurance 1 Tab is located here:

 Navigation Tree > Persons and Institutions > Patients > Select a Patient > Insurance 1 Tab

 This tab can also be access by selecting Options > Insurance > Add Insurance 1 (If no insurance has been added for the patient, yet.)

The Insurance 1 Tab on the Patients Tabs contains the following data entry Fields:

Insurance Drop-down Menu - The Name of insurance company.

Type Drop-down Menu - Used to specify if the type is a Group, Non-Group, or Supplement plan.

ID Number - Used to specify the ID or ACCOUNT number from the patient's insurance card. Group Number - Used to specify the Group number from the patient's insurance card.

Authorization 1 Drop-down Menu - Used to select the authorization that applies to the patient.  This list pulls from Persons and Institutions > Patients > Select a Patient > Authorizations

Tab

Authorization 2 Drop-down Menu - The second authorization may be filled if a second authorization applies.

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Accept Assignment Checkbox - Always have box checked for participating physician's agreement to accept the allowed charge as payment in full.

 This checkbox must be checked in order to accept the amount Medicare approves as

payment in full for the service.

 A provider must still pay the difference between the Medicare-approved amount,

and the amount Medicare and the Plan pay (percentage co-payment).

Crossover or Dual Coverage Checkbox - Claim for a Medicare or Medicaid beneficiary;

Medicare is the primary payer and automatically transmits claim information to Medicaid as the secondary payer.

Auto Bill Insurance Checkbox - This feature enables automatic entry of payments on a remittance advice to credit an individual's account.

Subscriber Drop-down Menu - This is the name of the insured.

Relation to Subscriber Drop-down Menu - This is used to specify the relationship of the patient to the subscriber.

Undo Button: - Undo the latest change to the page. Save Button: - Save the changes to the page.

Options Button on the Patients Tab - Used to add additional details about the patient. Easy Nav - Used to access other parts of the EMR pertaining to the selected patient.

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Contacts Tab on the Patients Tab

The Contacts Tab of the Patients Tab is used to provide additional contact information for the patient.

The Contacts Tab is located here:

Navigation Tree > Persons and Institutions > Patients > Select a Patient > Contacts Tab

The Contacts Tab on the Patients Tab contains the following data entry Fields:

Phone 2 Field - Patient's secondary phone number

Ext. Field - The extension (optional) for the patient's secondary phone number

Type Drop-down Box - The type of phone number (home, cell, etc.) that the patient's secondary phone number is

Phone 3 Field - Patient's tertiary phone number

Ext. Field - The extension (optional) for the patient's tertiary phone number

Type Drop-down Box - The type of phone number (home, cell, etc.) that the patient's tertiary phone number is

Phone 4 Field - Patient's quaternary phone number

Ext. Field - The extension (optional) for the patient's quaternary phone number

Type Drop-down Box - The type of phone number (home, cell, etc.) that the patient's quaternary phone number is

Home Email Field - The patient's home email address. Work Email Field - The patient's work email address.

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Emg. Contact Field - The name of the patient's emergency contact.

Emg. Contact Phone - The phone number of the patient's emergency contact.

Emg. Contact Note - Miscellaneous information about the patient's emergency contact.

Referral Source Drop-down Box - Used to select who/where referred the patient. Drop down is populated from Navigation Tree > Persons and Institutions > Outside Providers

Primary Care Provider Drop-down Box - Used to select the Primary Care Provider of the patient. Drop down is populated from Navigation Tree > Persons and Institutions > Outside Providers Other Provider Drop-down Box - Used to select a miscellaneous care provider of the patient. Drop down is populated from Navigation Tree > Persons and Institutions > Outside Providers Pharmacy Field - The name of the patient's preferred pharmacy.

Pharmacy Phone - The phone number of the patient's preferred pharmacy.

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Balances Tab on the Patients Tab

The Balances Tab of the Patients Tab is used to provide a quick financial overview for the patient.

The Balances Tab is located here:

Navigation Tree > Persons and Institutions > Patients > Select a Patient > Balances Tab

The Balances Tab on the Patients Tab contains the following data entry Fields:

Account Balance Field:

 The overall balance for the patient which is the sum of monies owed by insurance and the patient.

 This field pulls from 'Billing -> View/Edit Charges'. The total balance is shown just below the patient filter and is the total of all uncollected charges owed by the patient and the insurance companies. This includes copay, coinsurance, other patient responsibility, and all insurance responsibility.

Insurance Balance Field:

 The currant balance owed by the insurance company for claims submitted for this patient..

 This field pulls from 'Billing -> View/Edit Charges'. The insurance balance is shown just below the patient filter and is a sum of the total insurance billed minus any

outstanding copay. Pre-payment Credit Field:

 Credit in patient account not yet applied to a charge.

 This field pulls from 'Billing -> View/Edit Charges'. The Pre-pay balance is shown just below the patient filter and is the total of all un-applied pre-payments made by the patient.

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Patient Balance Field:

 The balance owed by the patient.

 This field pulls from 'Billing -> View/Edit Charges'. The patient balance is shown just below the patient filter and is the total of all uncollected charges owed by the patient. This includes copay, coinsurance, and other patient responsibility.

Current Field:

 The current balance owed by the patient. This is considered to be an aging balance of less than 30 days.

 This field is automatically calculated based upon balances which appeared on a Patient

Statement that was Marked as Printed.

Over 30 Days Past Due Field:

 The balance owed by the patient with aging that exceeds 30 days, but is less than 60.  This field is automatically calculated based upon balances which appeared on a Patient

 The balance owed by the patient with aging that exceeds 120 days.

 This field is automatically calculated based upon balances which appeared on a Patient

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Authorizations Tab on the Patients Tab

The Authorizations Tab of the Patients Tab is used to manage insurance authorizations for the selected patient.

The Authorizations Tab is located here:

Navigation Tree > Persons and Institutions > Patients > Select a Patient > Authorizations Tab

The Authorizations Tab on the Patients Tab contains the following data entry Fields:

Show Expired Authorizations Checkbox - Displays expired authorizations.

New Authorization Button - Used to add a new authorization for a patient.

View/Edit Authorization Button - Used to add view or edit an authorization for a patient.

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New Authorization Button on the Authorizations Tab

The Add Authorization Window is used to create a new insurance authorization for a patient.

The Add Authorization window contains the following data entry Fields and Tabs:

Authorization Code Field - The code provided by the patient's insurance company that identifies the authorization.

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Start Date Field - The start date of the authorization.

Expiration Date Field - The expiration date of the authorization.

Allowed Visits Field - The number of visits granted by the authorization.

Visits Used Field - The number of visits already used by the patient on this authorization. Do not use for billing Checkbox - This disables the authorization from being used when billing the patient.

Transaction Codes Tab - A required tab that contains the transaction codes that the authorization is approved for.

Providers Tab - A required tab that contains the providers that the patient can see under this authorization.

To add a New Authorization, please do the following:  Click on the New Authorization Button.

 Fill out all information prompted for on the Add Authorization Window.  Click OK.

 Click Save.

To view or edit an existing Authorization, please do the following:

 Select the desired authorization from the Authorization Tab of the Patients Tab.  Click on the New Authorization Button.

 Change the desired information on the Edit Authorization Window.  Click OK.

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Other Details Tab on the Patients Tab

The Other Details Tab of the Patients Tab is used to designate special patient information used on a HCFA claim form.

The Other Details Tab is located here:

Navigation Tree > Persons and Institutions > Patients > Select a Patient > Other Details Tab

The Other Details Tab on the Patients Tab contains the following data entry Fields:

Condition related to employment (Box 10a) Checkbox - This checkbox indicates that the condition is a result of their employment

Condition related to auto accident (Box 10b) Checkbox - This checkbox indicates that the condition is a result of an automobile accident

Auto Accident State Field - The state in which the auto accident took place for the patient Condition related to other accident (Box 10c) Checkbox - This checkbox indicates that the condition is a result of an accident other than automobile

Onset Date (Box 14) Field - The onset date of the patient's current illness (First symptom), injury (Accident), or pregnancy (LMP)

Similar Illness Date (Box 15) Field - The date of any similar or same illness to the patient's current condition

Unable to Work Dates (Box 16) Fields - The dates in which the patient was unable to work in their current occupation

Referring Provider (Box 17) Drop-down Box - The name of the provider who referred the patient Hospital Dates (Box 18) Fields - The dates in which the patient was hospitalized related to the

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Notes Images Tab on the Patients Tab

The Notes/Images Tab of the Patients Tab is used to store basic information about the patient.

The Notes/Images Tab is located here:

Navigation Tree > Persons and Institutions > Patients > Select a Patient > Notes/Images Tab

The Notes/Images Tab on the Patients Tab contains the following data entry Fields:

Notes Field - This text boxed is used to store basic information about the patient.  Example: "Need a new insurance card.", "Tenancy for no-shows", "DO NOT

SCHEDULE"

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Add a Patient's Picture to the Vālant EMR

The Overview Tab of the Patient's Chart allows for a picture of the patient to be displayed. Some clinics have used this field to display an a driver's license or an insurance card.

To add a Patient's Picture to the Patient's Chart, do the following:

 Open a Patient Chart

 Click on the Silhouette icon in the upper left corner of the Overview Tab on the Patient's Chart.

 In the Patient Image screen, browse to the file by clicking on the Browse button.  The maximum size of the file is 1,000 KB or 1 MB.

 Browse to the Patient's image file and select it.

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Misc. Tab on the Patients Tab

The Misc. Tab of the Patients Tab is used to record items that aid in incentive programs such as Meaningful Use.

The Misc. Tab is located here:

Navigation Tree > Persons and Institutions > Patients > Select a Patient > Misc. Tab

The Misc. Tab on the Patients Tab contains the following data entry Fields:

Confidential Preference Drop-down Box - The patient's preferred method of being contacted. Preferred Language Drop-down Box - The patient's preferred language.

Race Drop-down Box - The patient's race.

Ethnicity Drop-down Box - The patient's ethnicity as defined by Medicare. Education Level Drop-down Box - The patient's education level.

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School Tab on the Patients Tab

The School Tab of the Patients Tab is used to store a patient's school and Individual Educational Plan.

The School Tab is located here:

Navigation Tree > Persons and Institutions > Patients > Select a Patient > School Tab

The School Tab on the Patients Tab contains the following data entry Fields:

School Name - The name of the patient's school. School Phone - The schools phone number.

IEP Notes - The IEP describes the goals the team sets for a child during the school year, as well as any special support needed to help achieve them.

IEP Checkbox - If checked, indicates that the patient has an IEP. Undo Button: - Undo the latest change to the page.

Save Button: - Save the changes to the page.

Options Button: - A quick navigation button that is used to add or view patient information. Easy Nav Button: - A quick navigation button that is used to create, view, or print items such as charges.

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Appt. Reminder Tab on the Patients Tab

The Appt. Reminder Tab of the Patients Tab is used to provide additional contact information for the patient.

The Appt. Reminder Tab is located here:

Navigation Tree > Persons and Institutions > Patients > Select a Patient > Appt. Reminder Tab

The Appt. Reminder Tab on the Patients Tab contains the following data entry Fields:

Home Email Checkbox - Used to send an appointment reminder to the patient's home email address.

Work Email Checkbox - Used to send an appointment reminder to the patient's work email address.

Phone Checkbox - Used to send an appointment reminder to the patient's phone.

Phone Drop-down - Used to specify which phone number is to receive the appointment reminder.

Call Radio Button - Used to specify that the patient would prefer to be called on the specified phone number.

SMS Text Radio Button - Used to specify that the patient would prefer to receive an SMS message on the specified phone number.

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Portal Tab on the Patients Tab

The Portal Tab of the Patients Tab is used to provide additional contact information for the patient.

The Portal Tab is located here:

Navigation Tree > Persons and Institutions > Patients > Select a Patient > Portal Tab

The Portal Tab on the Patients Tab contains the following data entry Fields:

User Name -The patient's username for the patient portal. Email - The email address that is associated with the username.

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Create a Patient Portal Account for a Patient.

Patient Portal Accounts are created from the following location:

 Navigation Tree > Persons and Institutions > Patients > Select a Patient > Portal Tab > Initiate Account Setup Button

To create a Patient Portal Account, please do the following:  Click on the Initiate Account Setup Button

 Enter a username for the patient in the User name Field.  Enter an Email Address for the patient in the Email Field.

 If an email address has already been specified on the Contacts Tab, both fields will contain that email address.

 Click OK.

 A notification will appear that states that an email has been sent to the patient. o Note: This step does not populate the email address on the Contact Tab.

 Click OK.

 The status of the username on the Portal Tab will change to Setup in Progress pending action on the patient's part.

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 The patient will receive an email similar to the example below.  The email will be customized to the clinic's settings.

 The Patient has 72 hours to setup their account or the link will expire.

 The patient will need to click on the Click to Setup Account link contained within the email to begin configuring their account.

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 The following web page will appear.

 The patient needs to specify a password in the Password and Confirm Password fields. o The password must be at least 6 characters in length

o The password must contain 1 lower case letter and 1 number or non-alphabetic character (Example: !@#$%^&*?)

 The patient needs to select a question from each of the Question Drop-down boxes

and provide answers to each question in the Answer Fields.  When finished, the patient needs to click on Create Account.

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 The following confirmation page will appear.

 In order for the patient to begin editing demographic information, they will need to click

on Go to Your Account.

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 The Change Demographics screen will appear.

 Any information that is currently specified in the Vālant EMR will automatically populate in the fields below.

 The patient will verify and add any additional information that they have available.  When finished, the patient will click on Submit.

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 Another confirmation notification page will appear.

 A final account verification is still required by the provider before additional information is available via the Patient Portal.

 From this screen, the patient can manage other settings as well as access forms that have been pushed by the provider.

 In the core Vālant EMR, the username status will now appear as Account Requires Verification.

o The EMR will also notify the provider that portal accounts require verification.  This notification is located under the Dashboard Tab > Action Items >

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 After confirming with the patient that they have configured their portal account, click on Validate Account.

 Once the account has been validated, the status of the username will change to the patient's username.

Warning:

If the patient is having trouble accessing their account, it is best to Reset Their Password rather than Re-initiating their account.

Re-initiating their account, will orphan their existing account permanently. It will be impossible to re-associate the old portal with the account in the EMR.

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Patients with Pending Insurance Claims

This link is used to navigate to the create insurance claims page from the Action Items section.

Create Insurance Claims Tab

The Create Insurance Claims Tab will display the options available when

creating claims for insurance.

The Create Insurance Claims Tab can be accessed by doing the following:  Navigation Tree > Billing > Create Insurance Claims

Insurance Filter Drop-down Menu (optional) - This will allow you to create insurance claims for only one insurance company or all insurance companies except for one, if desired.

Only Radio Button - This will allow you to create insurance claims for only one insurance company.

All Except Radio Button - This will allow you to create insurance claims for all insurance companies except for the one selected.

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Provider Filter Drop-down Menu (optional) - This will allow you to create insurance claims for only one provider or all providers except for one, if desired.

Only Radio Button - This will allow you to create insurance claims for only one provider.

All Except Radio Button - This will allow you to create insurance claims for all providers except for the one selected.

Patient Filter Drop-down Menu (optional) - This will allow you to create insurance claims for only one patient or all patients except for one, if desired.

Filter Icon - Allows the assigned provider, assigned facility, and the patient type to be included in the patient search criteria.

Only Radio Button - This will allow you to create insurance claims for only one patient. All Except Radio Button - This will allow you to create insurance claims for all patients except for the one selected.

Patient Type Drop-down Menu (optional) - This will allow you to create insurance claims for only one patient type or all patient types except for one, if desired.

Only Radio Button - This will allow you to create insurance claims for only one patient type. All Except Radio Button - This will allow you to create insurance claims for all patient types except for the one selected.

Facility Drop-down Menu (optional) - This will allow you to create insurance claims for only one facility or all facilities except for one, if desired.

Only Radio Button - This will allow you to create insurance claims for only one facility.

All Except Radio Button - This will allow you to create insurance claims for all facilities except for the one selected.

Date Range Fields (optional) - This will allow you to create insurance claims for services that fall only within the selected date range.

Claims Type Radio Buttons (required) - This menu chooses whether the claims being generated are for the patient(s)'s primary insurance or secondary/tertiary insurance.

Insurance 1 Radio Button - This button, when selected, will produce claims for the patient(s)'s primary insurance

Insurance 2/3 Radio Button - This button, when selected, will produce claims for the patient(s)'s secondary/tertiary insurance.

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Claims Format Drop-down Menu - This selects between the production of paper claims or electronic claims.

HIPAA Version Radio Buttons - These buttons select what HIPAA formatting your claims will come out in. These buttons are not relevant for paper claims.

4010 Radio Button - This will produce claims in HIPAA 4010 format. This format is out of date and should not be used unless the payor demands it.

5010 Radio Button - This will produce claims in HIPAA 5010 format, which because the mandated standard on 1/1/2012.

EDI File Type Radio Buttons - This will allow you to select whether your claims will come out in a test format or actual production format.

Actual Radio Button - This will allow you to produce claims in actual production format. Test Radio Button - This will allow you to produce claims in a test format. Do not use this format for claims you want to be paid.

Clear Button - This button will negate all selections made above it and clear all fields. Create Claims Button - This will create your claims in either paper or electronic format, depending on the choice made in the Claims Format Drop-down Menu.

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Minimum Unrecorded Appointments

Used to navigate to the Appointments Tabs to address unrecorded appointments (Not Available with a Staff License)

Appointments - Calendar

The Calendar in the Vālant EMR can be accessed by doing any of the following:

 Tools > Appointments

 Dashboard > Today's Appointments

 Patient Chart > Overview Tab > Previous Appointments  Patient Chart > Overview Tab > Upcoming Appointments

Calendar View Buttons - Used to Navigate forwards or backwards to a desired day, week, or month.

Go to Today Button - Single-click navigation to today's date in the calendar. Refresh Button - Reloads and refreshes the calendar view.

Record Completed Appointments Button - Used to Finalize, Close Out, and Create Billing Transactions for Completed Sessions.

Show by Provider Button - Views each provider's appointments as a separate calendar. Select Providers Button - Selects which provider's calendars are to be displayed. Show by Facility Button - Views each facilities' appointments as a separate calendar. Select Facilities Button - Selects which facilities' calendars are to be displayed.

Zoom Slide Bar - Used to edit the overall size and view of the appointments in the calendar. Export Button - A one-directional export of the calendar into Google Calendar, iCalendar, Outlook, etc.

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Calendar - Record Completed Appointments Button

The Record Completed Appointments Button is used to Finalize, Close Out, and Create Billing Transactions for Completed Sessions.

The Record Completed Appointments Button is located here:

 Navigation Tree > Tools > Appointments > Record Completed Appointments Button > Record Selected Appointments

The Record Completed Appointments button does the following:  Finalizes and closes out the appointment as completed

o This reflects in the Patient's tab, located under Persons and Institutions > Patients > Last Visit

 Shows appointments as closed on the calendar (the bright red bar to the left of the session diappears)

 Generates a note reminder in the provider's action items on the dashboard

 Creates a billing transaction in View/Edit charges for the appointment (if the practice utilizes the EasyBilling module)

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To use the Record Completed Appointments button:

 Click on Record Completed Appointments. A list of all prior appointments will appear in the following screen.

 Any appointments with all of the necessary information filled in (the necessary

information is listed below) will appeard in black and will be automatically checked to be recorded.

o Appointments missing any of the necessary information will appear in red and will be unchecked for being recorded.

o The red appointments cannot be recorded until all of the required information is filled in.

 For any black appointments that should be recorded, keep the checkbox to the left checked.

o For any that should NOT be recorded UNCHECK the box.

o Once only the appointments that should be recorded are left checked, click Record Selected Appointments below.

The following items are required in order to record an appointment from the calendar.  The patient must have an assigned diagnosis with the billing order specified

 The appointment must have at least a primary CPT code selected  The patient must have the following demographics properly filled in

o First name o Last name

o Full address (street, city, state, 5-digit zip code) o Facility

o Assigned provider o Date of birth o Sex

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Undocumented Sessions

Used to navigate to the document sessions page to address appointments without clinical documentation.

(Not Available with a Staff License)

Document Sessions Tab

The Document Sessions Tab will display all sessions that have been recorded on

the appointment calendar, but not yet documented.

The Document Sessions Tab can be accessed by doing the following:  Navigation Tree > Documents > Document Sessions

Select Drop-down Menu - The Document Type column of each undocumented session is set initially to "Select".

 Double-click on this element to choose a document type to be assigned to an uploaded document for this session.

 Choices include Appointment No-Show, Consultation Letter, Individual Treatment Plan, Intake Note, Letter to Patient, Medical Record for Review, Prescription Issue, Progress Note, and Telephone note.

Clear Button (within Upload File column) - After using the Browse button to choose a file to upload, click the Clear button to remove the document from the upload queue.

Browse Button - Click here to set a file on the local computer to be uploaded as the document for a particular session.

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Action Button - Click here to create a note for the selected session, or to affirm that the note for this session should be skipped.

 Options include Create Templated Note, Create Templated Note from Last Note, Create Note, Create Note from Last Note, and Skip Note.

Clear Button (bottom section) - Click here to clear all documents to be uploaded from the list above.

Upload File Button: - Click here to upload all documents set up in the list above to their respective sessions.

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Uninitialed Documents

Used to navigate to the uninitaled documents page to address documents intended for a patient chart that need to be initialed and not signed.

(Not Available with a Staff License)

Uninitialed Documents Tab

The Uninitialed Documents Tab will display the documents that still need to be initialed by the currently-logged-in user.

The Uninitialed Documents Tab can be accessed by doing the following:

 Navigation Tree > Documents > Uninitialed Documents

Initial Documents Button - After clicking some or all of the checkboxes by each document intended to be initialed, click this button to sign a number of documents en masse.

Top Checkbox - Click this checkbox (just to the left of the Patient ID column header) to select all of the uninitialed documents in the list.

Action Button - Click this button to perform one of a number of actions with request to the document selected.Includes Preview, Initial, and Delete.

Preview - Click this option to open and view a PDF version of this document as though it had been initialed.

Initial -Click this option to initial the document. Delete - Click this option to delete the document.

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Unsigned Documents

Used to navigate to the unsigned documents page to address clinical documentation that has been completed but requires a provider's signature.

Unsigned Documents Tab

The Unsigned Documents Tab will display all appointment documentation that has been started and saved, but not yet signed.

The Unsigned Documents Tab can be accessed by doing the following:

 Navigation Tree > Documents > Unsigned Documents

The Unsigned Documents tab initially shows every document that has yet to be signed. Filters are available to narrow the list of documents in order to find a specific document more quickly: Creator Drop-down Menu - Restricts the list of documents to include only those created by a particular provider.

Between Fields-Restricts the list of documents to include only those created during a particular range of dates.

Status Drop-down Menu - Restricts the list of documents to include only those assigned to a particular status.

Role Drop-down Menu - Restricts the list of documents to include only those with the specified status (for the user account currently signed in).

Select All Checkbox- Click this checkbox to select all the documents currently being displayed. This is intended to be followed by clicking the Sign Documents button.

Sign Documents Button - Click this button to sign any document in the list below that's been checked.

New Practice Document Button - Click this button to create a new Practice document.

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Action Button - Click this button to perform one of several actions to the document. Options include Delete, Sign, Preview, Edit, Unlock, and Manage

Delete - Click this option to delete the document in question. Sign - Click this option to sign the document in question.

Preview - Click this option to open the document as a PDF, and view it in the form it would appear if it had been signed.

Edit - Click this option to open the document in an editable form, using the same method by which it was originally created.

Unlock - Click this option to unlock the document, so that other users may be granted more access to it.

Manage - Click this option to open the Manage Document window, and configure access for other users within the system.

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Reminders Due

Used to navigate to the Reminders Tabs to address reminders that are due.

Reminders Tab

The Reminders Tab is used to add a patient reminder to the EMR.

The Reminders Tab can be accessed from the following location:

 Navigation Tree > Tools > Reminders

The columns can be sorted by clicking on the header to sort the column alphabetically as shown in the Date and Reminder Columns below.

Filter Field - Used to filter by the text of the reminder in the Reminder Column. Patient Drop-down Box - Used to filter by patient.

Filter Icon - Allows the assigned provider, assigned facility, and the patient type to be included in the search criteria.

Between Fields - Used to search a date range for the reminder. New Reminder Button - Used to create a new reminder.

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Pending Lab Requests Tab

Used to navigate to the pending lab requests page to address pending lab requests.

Pending Lab Requests Tab

The Pending Lab Requests Tab is displays the labs that have been requested. The Pending Lab Requests Tab can be accessed from the following location:

 Navigation Tree > Tools > Pending Lab Requests

The columns can be sorted by clicking on the header to sort the column alphabetically as shown in the Date Column below.

Filter Field - Used to filter by the text in the Requests Column. Provider Drop-down Box - Used to filter by provider.

Between Fields - Used to search a date range for the lab request. Clear Filter Button - Clears all populated filter fields.

Prescriptions Pending /Need Signing

Used to navigate to DrFirst to address unsigned prescriptions for all patients.

Prescriptions Renewals

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Demographic Updates

Used to navigate to the demographics update queue page to address demographic updates from patients that have updated their own information within the patient portal.

Demographic Updates Queue Tab

The Demographic Updates Queue Tab lists the changes that patient's have

submitted via the Patient Portal.

The Demographic Updates Queue Tab can be accessed from the following location:  Navigation Tree > Tools > Demographic Updates Queue

The columns can be sorted by clicking on the header to sort the column alphabetically as shown in the Date Column below.

When a patient submits demographic changes via the Patient Portal, the changes do not automatically flow into the EMR.

 This allows the provider to verify the changes prior to them flowing into the EMR.  This also helps to prevent incorrect information from being entered by mistake or

otherwise.

The changes that have been submitted will appear on the right side of the screen as shown below:

To submit the changes, please do the following:  Verify that the Updated Values are correct.

 Edit the demographic information in the field that is provided, if applicable.  Click on Save.

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Portal Accounts Need Verification

Used to navigate to the Patients Tabs to verify Patient Portal accounts.

Patients Tab

The Patients Tab is used to add a patient or filter for a patient or group of

patients on criteria other than just the name or patient ID for editing.

The Patients Tab can be accessed from the following locations:

 Navigation Tree > Persons and Institutions > Patients  Dashboard > Patients missing demographic information  Patient's Chart > Easy Nav Button > Patients

Name Filter - Used to filter by a patient's first name, lastname, or patient ID. Address Filter - Used to filter by a patient's Street 1 address.

SSN Filter - Used to filter by a patient's social security number. Birthdate Filter - Used to filter by a patient's birthdate.

Show Inactive Patients Checkbox - Inactive patients can be displayed by checking the Show Inactive Patients Checkbox.

Clear Filter Buttton - Clears all populated filter fields. New Patient Button - Create a new patient in the EMR.

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Section 2.2 – Reminders Due

Reminders Due

The Reminders Due section will list any reminders that are pending throughout

the practice.

The Reminders Due section is located under Dashboard > Reminders Due.

The reminders can be patient specific or tasks directed to the staff or providers.

 Patient specific items will be identified by the chart number (aka 3 x 3) as listed below in blue.

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Creating a New Patient Reminder

Patient Reminders can be used to alert Providers or Staff to important information that pertains to each patient.

The Reminders Section can be located by performing any of the following steps:  Go to Tools > Reminders.

 Go to the Dashboard > Reminders Due.

 Go to the Dashboard > Action Items > Reminders Due.

To create a New Reminder, please do the following:

 Click on the New Reminder Button in the upper right corner of the web browser.

 Add the desired values to each field.

o Reminder Date: - The Date that the Reminder will appear on the Reminder's

Due list.

o Patient: - The Patient that the Reminder is associated with. Leaving this field

blank will create a General Reminder.

o Assign to: - Who the Reminder will be assigned to. The field will default to

whomever is logged in.

o Reminder: - The Text that is to be displayed on the Reminder.

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How to Edit or Delete a Patient Reminder

The Reminders Section can be located by performing any of the following steps:  Go to Tools > Reminders.

 Go to the Dashboard > Reminders Due.

 Go to the Dashboard > Action Items > Reminders Due.

To Edit a Reminder, please do the following:

 On the top half of the screen, scroll, if necessary, to display the Reminder that needs to be edited.

 Click on the Reminder that is to be edited. o The Reminder will highlight in blue.

o The contents of the Reminder will be displayed on the bottom half of the screen.

 Click on the field that is to be edited and change the values as needed.

o All of the fields can be changed from this screen.

 In this example, only the verbiage of the Reminder has been changed.

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To Delete a Reminder, please do the following:

 On the top half of the screen, scroll, if necessary, to display the Reminder that needs to be edited.

 Click on the Reminder that is to be edited. o The Reminder will highlight in blue.

o The contents of the Reminder will be displayed on the bottom half of the screen.

 Click on Delete.

o The Save and Undo Buttons are greyed out, because no changes to the Reminder have been made, yet.

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Section 2.3 – Today’s Appointments

Today's Appointments

Today's Appointments is a list of the appointments that are scheduled for today.

Today's Appointments cannot be viewed while logged into the Vālant EMR with a Staff

License.

The list will outline the following items:  The duration of the appointment.

 The Chart Number or Patient ID of the patient to be seen.

o The Chart Number also acts as a link to the Patient's Chart.  The Transaction Code - the reason for the visit.

 The Copay that is due if applicable.

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Section 2.4 – Documentation Status

Documentation Status

The Documentation Status section, located on the Dashboard, is a quick graphical view of the progress of documenting sessions.

Documentation Status cannot be viewed while logged into the Vālant EMR with a Staff

License.

The graph outlines the following items:

o Minimum Unrecorded appts – Number of appointments in the system that have not been recorded as completed.

 They will have a red vertical bar on the left hand side of the appointment. o Undocumented Sessions – Number of appointments that have not had clinical

documentation started on them.

 They will have a red circle with a white horizontal line in the upper left hand corner.

o Unsigned Documents – Number of clinical documents that have been started, but not signed.

 These will have a yellow circle with a white vertical line in the upper left hand corner of the appointment.

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o Signed in last 30 days – Number of clinical documents that have been completed and signed within the last 30 days.

 These will have a green circle with a white plus sign in the upper left hand corner of the appointment.

 They can also be found in the document section of the patient’s chart.

Clicking on the appropriate portion of the pie chart will open the tab that corresponds to that portion of the EMR.

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Section 2.5.00 – Navigation Tree

Navigation Tree

This menu, which is located on the left side of the Dashboard, will allow you to

navigate to various sections of the Vālant EMR.

The headers can be expanded by hovering over them to display more options.

Open Patient Chart - Used to quickly open a patient's chart. New - Used to add new entries into the Vālant EMR. Billing - Used to create charges and post Payments.

 This is only available to accounts that have purchased the Easy Billing module. Biller Tools - This section is used to batch add charges.

 This is only available to accounts that have purchased the Easy Billing module. Documents - This section is used to add items to the EMR, such as notes and scanned images and access Document Related pages in the EMR.

Tools - This section is used to access various utilities such as reports, reminders, and meaningful use.

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Persons and Institutions - Used to add, view, or edit patients, guarantors, insurance companies, practice information, facilities, etc.

Transaction Codes – This section is used to edit procedures, adjustments, and non-billing codes. Reference Data – This section is used to configure various settings in the EMR.

System - User specific preferences and tools to submit issues or requests to the Support Department.

File Actions - Used for utilities such as CCD and importing lab results.

Help - Redirects the user to a wiki page that coincides with the tab that is currently being used in the Vālant EMR.

Refresh - Refreshes the whole EMR session and closes all Tabs. Logout - Used to Log out of the EMR.

Dashboard... 9 Action Items... 11

Section 2 – Vālant EMR

Contents

Dashboard

The dashboard is the default landing page of the core Vālant EMR.

Section 2.1 – Action Items Overview

Action Items

The Action Items, which is located on the Dashboard, is a quick reference list of

items that require attention.

Patients Missing Demographic Information

Patients Tab

The Patients Tab is used to add a patient or filter for a patient or group of

patients on criteria other than just the name or patient ID for editing.

Name Filter on the Patients Tab

The Name Filter Text Field is a quick way to find a specific patient on the

Patients Tab.

Address Filter on the Patients Tab

The Address Filter Text Field is a quick way to find a specific patient on the

Patients Tab.

Social Security Number (SSN) Filter on the Patients Tab

The SSN Filter Text Field is a quick way to find a specific patient on the Patients

Tab.

Birthdate Filter on the Patients Tab

The Birthdate Filter is a quick way to find a specific patient on the Patients Tab.

New Patient

Demographics Tab

The Demographics Tab of the Patients Tab is used to provide basic

demographics information for the patient.

Insurance 1 Tab

Contacts Tab on the Patients Tab

Balances Tab on the Patients Tab

Authorizations Tab on the Patients Tab

New Authorization Button on the Authorizations Tab

Other Details Tab on the Patients Tab

Notes Images Tab on the Patients Tab

Add a Patient's Picture to the Vālant EMR

To add a Patient's Picture to the Patient's Chart, do the following:

Misc. Tab on the Patients Tab

School Tab on the Patients Tab

Appt. Reminder Tab on the Patients Tab

Portal Tab on the Patients Tab

Create a Patient Portal Account for a Patient.

Patients with Pending Insurance Claims

Create Insurance Claims Tab

The Create Insurance Claims Tab will display the options available when

creating claims for insurance.

Minimum Unrecorded Appointments

Appointments - Calendar

The Calendar in the Vālant EMR can be accessed by doing any of the following:

Calendar - Record Completed Appointments Button

Undocumented Sessions

Document Sessions Tab

The Document Sessions Tab will display all sessions that have been recorded on

the appointment calendar, but not yet documented.

Uninitialed Documents

Uninitialed Documents Tab

Unsigned Documents

Unsigned Documents Tab

Reminders Due

Reminders Tab

The Reminders Tab is used to add a patient reminder to the EMR.

Pending Lab Requests Tab

Pending Lab Requests Tab

Prescriptions Pending /Need Signing

Prescriptions Renewals

Demographic Updates

Demographic Updates Queue Tab

The Demographic Updates Queue Tab lists the changes that patient's have

submitted via the Patient Portal.

Portal Accounts Need Verification

Patients Tab

The Patients Tab is used to add a patient or filter for a patient or group of

patients on criteria other than just the name or patient ID for editing.

Section 2.2 – Reminders Due

Reminders Due

The Reminders Due section will list any reminders that are pending throughout

the practice.

Creating a New Patient Reminder

How to Edit or Delete a Patient Reminder

Section 2.3 – Today’s Appointments