Practice Management v7.6 Release Notes

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Practice Management v7.6

Release Notes

Optum

70 Royal Little Drive Providence, RI 02904

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Document Information

Author(s) K. Sanders

Release Date 7/12/12

Date Last Updated 7/11/12

Version 1.06

Document Control

Version Date Changed Completed By Description of Changes

1.0 Beta 5/18/12 K. Sanders Beta Release 1.01 5/23/12 K. Sanders Updated:

 Correspondence

 Searching Denials

 Denial Details

 Enterprise Claims

 Security & Roles 1.02 6/1/12 K. Sanders Updated:

 Optum Rebranding 1.03 6/4/12 K. Sanders Added:

 6.15 Letter Editor Fields

Removed:

 Receipts 1.04 6/11/12 K. Sanders Added:

 3.2.9 Medical Spell Checker Updated:

 2.1.4 Printing Correspondence

 2.1.3 Work List Columns

 3.1.1 Searching Denials  3.1.4 Default Operator Settings  3.2.1 Event Manager  5.1 Adding a Chief Complaint to an Appointment  6.1 Order Sets  6.4 HealthTracker: Patient Photo  6.10 Operator Settings

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Document Information Version Date Changed Completed By Description of Changes 1.05 6/29/12 K. Sanders Added: 3.2.7 ToDo Reason Patient Care Management has been added as an option in the ToDo Reason list. Patient Care Management is available as an option when the Category = Support Center and the Type = EHR.

ToDo Replies Updated: 3.1.3 Denial Details 1.06 7/3/12 K. Sanders Added: 3.2.7 ToDo Reason Updated: 3.1.1 Searching Denials

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About this Document

Purpose

This document outlines new and updated features for the 7.6 version release of Optum Practice Management 7.0.

Before You Begin

Clear the Cache

Before you login and use a new release of Optum PM and Physician EMR, you must first clear your computer (or iPad) memory cache to ensure proper performance.

Training & Online Help

Please see the following topic in Optum PM and Physician EMR Online Help for instructions on clearing your cache: Support > Support Knowledge Base > How to Clear Cache

Document Conventions

This document uses the following formatting conventions:

Formatting Convention Description

Indicates a note about online help, training or support.

Indicates an important message or warning.

Italics Italics are used to denote paths and cross references.

Bold Denotes the name of an application element, such a module, application or field name.

[Placeholder] Indicates information that is not yet available or a feature that is still in development.

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1 Release

Overview

This section highlights some of the major enhancements included in this release:



Correspondence – The Correspondence application has been redesigned to streamline the correspondence workflow.

See section 2.1 Correspondence on page 7.



Denials Redesign – The Denials application has been redesigned and enhanced to allow bulk transfers and adjustments from the work list and assignment of custom denial

categories.

See section 3.1 Denials on page 11.



Message Center Templates – You can now create custom templates and macros to streamline the fax, mail and ToDo workflows.

See section 3.2 Messages Center on page 15.



Appointment Types – You can now link a progress note template to an appointment type, simplifying the process of applying a template to a progress note.

See section 6.2 Appointment Types on page 24.

1.1 Optum

Rebranding

With the 7.6 release we are unifying our CareTracker products under the Optum brand name.



Ingenix CareTracker Practice Management is now Optum Practice Management



Ingenix CareTracker Electronic Health Record (EHR) is now Optum Physician EMR.



The combined CareTracker product is now Optum PM and Physician EMR.

As part of the rebranding, the Health Record module has been renamed Medical Record and the login page has been redesigned to reflect the Optum brand.

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2 Financial

Module

2.1 Correspondence

This release includes significant enhancements to Optum PM’s Correspondence application, including an updated user interface that reflects the new Optum style.

Figure 2 Patient Correspondence

2.1.1 Searching & Sorting Correspondence

When you launch the application, the work list displays correspondence for the patient in context, by default. The filters allow you to search and sort the work list:



Use Pt in Context – Displays correspondence only for the patient in context. (Deselect the checkbox to view correspondence for all patients.)



Show Unprinted Only – Displays only unprinted correspondence in the work list.



Show Inactive – Displays both active and inactive correspondence in the work list. You can search for correspondence by date range. The options are:



Last Encounter



Past 6 months



Past year



Custom date range

You can sort the correspondence work list by clicking on the column headings.

2.1.2 Correspondence Work List Features In the correspondence work list you can:



Manually add new correspondence from all access points, except when the application is launched from the Corr button on the Name Bar.

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Financial Module



View letters or documents attached to a correspondence item.



Deactivate and activate correspondence. Deactivating removes the correspondence from the default work list view.



Click the ToDo incident ID in the work list to launch the associated ToDo in the Messages Center.



Print Practice Management correspondence individually or in bulk.



Mark correspondence items as printed individually or in bulk. 2.1.3 Work List Columns

Table 1 describes each column in the redesigned correspondence work list.

Table 1 Correspondence work list columns

Column Description

Date The date the correspondence was created.

Note: System generated correspondence displays both the date and time the item was created.

Type The correspondence type (letter to patient, ToDo, phone call, etc.)

Notes The content of the Notes column is determined by the correspondence type:

 If the correspondence was manually entered, this column displays the values from the Notes field.

 If the correspondence is a ToDo or Fax, this column displays the value from the Notes field.

 If the correspondence is a Letter or Patient Education, this column displays the title.

 If the correspondence type is HealthTracker, this column displays the HealthTracker notification subject line.

 If the correspondence type is Patient Visit Summary, this column displays “Patient Visit Summary Printed.”

Encounter The encounter linked to the correspondence.

ToDo ID When a patient receives a ToDo, this column displays the ToDo ID number and a link to the ToDo. The link opens the ToDo in a new window and gives you the option to print the ToDo incident details.

Operator Displays the name of the operator who created the ToDo.

Printed Indicates whether a Practice Management correspondence has been printed. Click the documents button to launch the attached document in the Document Viewer.

Click the letters button to view attached letters in a new window. Hover over the icon to view the name of the letter.

Click the active button to activate the correspondence.

Click the inactive button to set the correspondence to “inactive.” Deactivating removes the correspondence from the default work list view.

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2.1.4 Printing Correspondence



Select the checkbox next to one or more correspondence items in the work list and then select Actions > Print Practice Letters to print the selected items. Tip: Click All to select all of the correspondence items in the work list.



Click Print Correspondence Log at the top of the work list to print a log of all patient correspondence.

Note

The PDF generated when printing patient correspondence now includes the ToDo incident ID number and the Attachment ID has been replaced with the document name.

2.1.5 Correspondence Settings

You can customize which correspondence items are displayed in your default view when Correspondence is accessed from the Medical Record. Click the configure icon to display the Correspondence Settings dialog box. You can choose to either display all of the patient’s correspondence or just the patient’s clinical correspondence (omitting practice management ToDos and letters). The default view is specific to the operator and applies to all of the operator’s groups.

Figure 3 Correspondence Settings

2.1.6 Accessing Correspondence

With this release, the Correspondence application has been added to the Documents tab in the Patient Information window. The Patient Information window is launched from the Info button on the Name Bar.

Correspondence and Unprinted Correspondence is accessed from the following locations:



Name Bar > Patient Info Window > Documents tab > Correspondence



Financial Module > Correspondence tab



Name Bar > Corr button

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

Home Module > Practice Dashboard > Unprinted Correspondence You must have the Demographics - Correspondence or Medical Records –

Correspondence security privilege included in your operator profile to access this application. Note: The Demographics – Correspondence security was previously named Financial – Corresp.

Online Help

For more information, see the following topics in Optum PM and Physician EMR Online Help: -Name Bar > Viewing Unprinted Correspondence

-Name Bar > Patient Info

-Home Module > Practice Dashboard > Front Office > Unprinted Correspondence

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3 Home

Module

3.1 Denials

The Denials application has been redesigned and the workflow has been enhanced to allow bulk transfers and adjustments from the work list and assignment of custom denial categories. When the application is accessed from the Practice Dashboard, Optum PM and Physician EMR displays two numbers below the application link:



Unworked: The total number of denials that still need to be worked



Month Total: The cumulative total of denials for the current month

Figure 4 Practice Dashboard: Denials

Clicking the Unworked or Month Total links launches the Denials work list.

3.1.1 Searching Denials

You can perform a basic or advanced search for denials. Basic Denial Search

Table 2 lists the basic search filters displayed at the top of the denials work list.

Table 2 Basic Search Filters

Search Filter Description

Group Search for denials in one or more of the operator’s groups.

Note: If “All” groups are selected, Optum PM and Physician EMR will limit the search to the last 3 months.

Posted Date Range Search for a denial posted during a specific date range.

Note: If “All” is selected in the Groups field, Optum PM and Physician EMR will limit the posted dates included in the search to the last 3 months. Financial Class Search for a denial in one or more global or company specific financial

classes.

Category Search for a denial by one or more global or company specific denial categories.

Note: Denial categories are created in the Denial Category maintenance application on the Setup tab in the Administration module.

See 3.1.5 Denial Category Maintenance on page 15. Fiscal Period Search for a denial by fiscal month.

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Home Module

Fiscal Year Search for a denial by fiscal year.

The selected fiscal period displays in the header of the work list to show the date range of the denials in the search results. The work list footer displays the total procedure count and total procedure balance.

Figure 5 Denial: Fiscal period display Advanced Search

Click the Advanced Search link to access additional search filters. The options are described in Table 3.

Table 3 Advanced Search Filters

Batch Search for denials in a specific batch Show Unbilled Claims  _{Select Yes to display only unbilled claims}

 Select No to display only billed claims

 Select Show All to display billed and unbilled claims

Procedure Paid  _{Select Yes to display only denials without a procedure balance}

 Select No to display only denials with a procedure balance Recent Activity Displays denials that have had activity within 30 days

3.1.2 Denials Work List

Search results are displayed in the denials work list. Click the column headings to sort the denials in the list by Group, Financial Class, Denial reason, Procedure Count or Balance. Place your cursor over the info icon to display the full denial description.

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Home Module

Figure 6 Denials work list

3.1.3 Denial Details

Clicking on a denial in the work list displays the Denial Details. From the details screen you can:



Click the denial to display the Procedure Line Item Details in a new window



Adjust denials individually or in bulk. When adjusting denials individually, you can select an amount to adjust. When adjusting multiple denials, all procedures will be adjusted to zero.



Transfer one or more denial balances to private pay



Launch the Open Items application for a denial



View the Claim Summary for the denial



Click the Microsoft Excel icon at the bottom of the work list to export the denial details to a Microsoft Excel file.

Figure 7 Denial Details

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Home Module

Table 4 Denial Details

Column Description

Patient The patient linked to the denial Insurance The insurance on the procedure denial Provider The provider on the procedure denial Svc Date The date of the procedure service

Posted The date the denial transaction was posted Location The location linked to the denial

POS The place of service code

CPT The procedure codes associated with the denial Diagnosis The diagnosis codes associated with the denial

Balance The denial balance

Charge The denial charges

(Payment) Click the payment button to launch the Open Items application. (Claim Summary) Click the button to launch the Claim Summary in a new window.

3.1.4 Default Operator Settings

The operator can set defaults for how Optum PM and Physician EMR displays denials. Click the configure icon to launch the Default Operator Settings window. The default settings are specific to the company and only apply when the application is initially launched. Table 5 describes the default setting options.

Table 5 Denials: Default Operator Settings

Filter Description

Group Displays denials for the selected groups

Financial Class Displays denials for one or more financial classes Category Displays denials for one or more denial categories Use Current Fiscal Month Shows denials for the current fiscal month by default Show Unbilled Claims  _{Select Yes to show only unbilled claims}

 Select No to show only billed claims

 Select Show All to display both billed and unbilled claims Procedure Paid Displays the balance for the procedure for all insurances Recent Activity Displays only the denials that have had activity within 30 days

Support & Online Help

You must have the Denials security privilege included in your operator profile to access this application.

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Home Module

For more information, see the following topic in Optum PM and Physician EMR Online Help:

Home module > Practice Dashboard > Billing > Denials

3.1.5 Denial Category Maintenance

You can now organize denials by assigning custom denial categories. Each category is linked to one or more denial transaction types. Company specific Denial Categories are created and maintained in the Denial Category maintenance application on the Setup tab in the Administration module.

There are 3 levels of denial categories:



CareTracker Global – Available to all users across all companies.



Channel Partner Global – Available to all Channel Partner companies.



Company Specific – Only available in the specific company to which it was assigned. In the work list:



Click the column headings to sort the list of denial categories by Channel Partner, Company, Denial Category or Level.



Click the transactions button to view the transactions linked to the denial category.



Click the audit log button to view a history of changes made to the denial category, including the fields changed, a description of the activity and the name of the operator who made the change.



Click the edit button to edit a denial category.

You must have the Denial Categories security privilege included in your operator profile to access this application.

Administration module > Setup > Financial > Denial Categories

3.2 Messages

Center

This release includes significant enhancements to the Messages Center workflow, including the addition of pre-formatted templates for mail messages, ToDos and faxes.

3.2.1 Event Manager

The new Event Manager application allows operators to create templates and assign them to macros that run when certain “events” are triggered throughout Optum PM and Physician EMR.



A Macro is a grouping of one or more templates. Macros are assigned to a specific group and Event Type.

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Home Module



A Template is a pre-formatted body of text. Templates are assigned to a specific group and a single macro.



An Event Type is an action that is triggered by a macro such as a ToDo, fax, or mail message.

3.2.2 Macros

Macros will trigger one of the following event types:



Send a fax



Send a ToDo



Send a mail message 3.2.3 Using Macros

On screens that have not been updated to the new Optum style, a shortcut menu has been added to the Fax, Mail and ToDo buttons, allowing you to select from a list of macros created for the event.

On screens that have been updated to the Optum style, the ToDo, Fax and Mail buttons have been replaced with a single Msg Center button. Clicking the arrow next to the button launches a menu of available macros. You also have the option to create a ToDo, fax or mail message without a macro.

Figure 8 Accessing Macros on updated screens

For screens that use radio buttons or Actions menus (Figure 9) to launch message center events, you must launch the ToDo, Fax or Mail Message first and then select the macro from inside the Message Center.

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Home Module

3.2.4 Creating a Macro

Message Center templates and macros are created and maintained in the Event Manager application in the Administration module.



Macros can be group-specific or available to all groups in a company.



You can assign multiple templates to a macro.



You can specify whether a macro is available in both Practice Management and the Medical Record or only from one of those access points.

3.2.5 Templates

Templates are used to pre-format text for commonly used content. For example, you can create a standard mail message for outgoing referrals. Any time that template is selected, the mail message is automatically populated with the text in the template.

Note

Templates are limited to 2,000 characters.

The Event Manager application is accessed on the Setup tab in the Administration module. This application replaces the Events application.

You must have the Event Manager security privilege included in your operator profile to access this application.

Administration module > Setup > System > Even Manager

3.2.6 ToDo Defaults

The ToDo workflow has been enhanced with default settings for the Category, Type and Reason based on where you are in Practice Management when the ToDo is launched. Table 6 lists the default settings for each of the ToDo access points in Practice Management.

Table 6 Practice Management ToDo Defaults by access point Practice Management Access

Point

Default

Category Default Type Default Reason

Name Bar > ToDo Interoffice Practice Management Other

Name Bar > Refer > ToDo Interoffice Practice Management Referral -Authorization Patient > Ref/Auth tab Interoffice Practice Management Referral

-Authorization Doc Management > ToDo Interoffice Practice Management Other Name Bar > Doc Mngmt > ToDo Interoffice Practice Management Other Dashboard > Visits on Hold > Interoffice Practice Management Visit on Hold

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Home Module

Practice Management Access Point

Default

Category Default Type Default Reason

ToDo

Dashboard > Charges on Hold > ToDo

Interoffice Practice Management Charge on Hold

The default setting can be changed if needed.

Online Help

Home module > Messages Center > Creating a ToDo

3.2.7 ToDo Reason

Patient Care Management has been added as an option in the ToDo Reason list. Patient Care Management is available as an option when the Category = Support Center and the Type = EHR.

3.2.8 ToDo Replies

An operator will now receive an alert if they try to send a reply to a ToDo without typing any content in the body of the ToDo.

3.2.9 Medical Spell Checking

Optum PM and Physician EMR now utilizes the ASP Spell Check Medical Dictionary (English) to validate entries typed in areas of the product where spell checking is supported such as progress notes, ToDos, mail messages, faxes, etc.

To check the spelling of text entered, click the Spell Check button to open the Spell Check dialog box.

Note

You can add custom words to the spell checking dictionary, however, they are only saved on the computer you are using during the session and only for a 90 day period. This is a limitation of the dictionary and not Optum PM and Physician EMR.

3.2.10 Fax Cover Sheet

You now have the option not to include the default cover sheet when sending a fax. When the Include Header Page checkbox is selected, the fax cover sheet will be included. When the checkbox is not selected, the fax cover sheet will not be included.

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Home Module

Home module > Messages Center > Sending and Viewing Faxes

3.3 Electronic Remittances

The Payment Mode has been added as a column in the Electronic Remittances application. The following values will appear in the column:



ACH - Automated clearing house



BOP - Financial institution



CHK - Check



FWT - Federal reserve funds/wire transfer



NON - Nonpayment

Online Help

Home module > Practice Dashboard > Billing > Electronic Remittances

3.4 Prescription Renewals

The Prescription Renewal work list includes a new column that displays the phone and fax numbers for the pharmacy submitting the renewal request.

The application is accessed from:



Home Module > Dashboard > Practice> Prescriptions – Renewals



Clinical Today > Quick Tasks > RX Renewals



Clinical Today > Tasks tab > Prescription Renewals

Online Help

Home Module > Practice Dashboard > Clinical > Prescriptions > Prescription Renewals

3.5 Batch Level Rejections

A new application has been added to the Practice Dashboard allow you to view batch level claim rejections received from the OptumInsight Clearinghouse. The work list shows load ID, payer code and claim count. Click on the notes icon to view a detailed error report. The Batch Level Rejections application is accessed from the Billing section of the Practice Dashboard.

You must have the Billing – Batch Level Rejections privilege included in your operator profile to access this application.

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Home Module

Online Help

For more information, refer to the following topics in Optum PM and Physician EMR Online Help: Home Module > Practice Dashboard > Billing > Batch Level Rejections

3.6 New

Insurance

The New Insurance application link has been moved to the Front Office – Patients section of the Practice Dashboard.

3.7 Patient Search

The patient search has been updated to make it easier to search for a patient by social security number. In the patient search window, accessed from the Name Bar, you can now search for a patient using the last 4 digits of their social security number instead of entering all 9 digits.

Online Help

For more information, refer to the following topic in Optum PM and Physician EMR Online Help:

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4 Patient

Module

4.1 Referrals

The Referrals workflow has been streamlined, allowing you to save and print a referral in one step. The Save & Print button has been added to the bottom of the referral window.

Online Help

Patient Module > Referrals and Authorizations > Creating a Referral

4.2 “At a Glance” Patient Information Window

The “At a Glance” Patient Information window has been updated to include the name of the provider or resource associated with the patient’s 4 previous and 4 pending appointments. The window is accessed by clicking the Patient Info button next to the patient’s name on the Name Bar.

Online Help

Name Bar > Patient Information

4.3 Patient Status

A status of Discharged has been added as an option in the Active Status field in the Demographics application. Patients assigned this status remain active in Optum PM and Physician EMR.

4.4 Family Tab: Relationships

Legal Guardian and Health Care Proxy have been added as options in the Relationship list on the Family tab in the Patient module.

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5 Scheduling

Module

5.1 Adding a Chief Complaint to an Appointment

When booking an appointment you now have the option to either select a chief complaint from a list of favorites or manually entering a complaint in a free text field. You can only use one of the fields to enter a chief complaint.

Figure 10 Book Appointment: Chief Complaint

The chief complaint is displayed on the schedule and carried over to the progress note for the visit associated with the appointment.

If the chief complaint is linked to a progress note template, Optum PM and Physician EMR will automatically apply the associated progress note template and select the chief complaint that is linked to the appointment. If the complaint is entered manually, then this text will be pulled into the CC/HPI text box.

You can create the list of favorite complaints for your group in the new Chief Complaint maintenance application in the Administration module. See section 6.6 Chief Complaint

Maintenance on page 27.

Online Help

Please see the following topics in Optum PM and Physician EMR Online Help:

Scheduling > Book > Booking Appointments > Booking an Appointment

5.2 Book: Appointment Colors

You can now customize your schedule by color coding appointment types. For example, you can assign a color to help quickly identify new patient visits on the schedule. The color is applied to the border of the appointment in the Book application.

The color assigned to an appointment type overrides the default border colors used to identify appointment conflicts (brown/pink) and forced appointments (blue).

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Scheduling Module

Figure 11 Appointment border color

The appointment color is assigned in the Appointment Types application in the Administration module. See section 6.2 Appointment Types on page 24. Online Help

Scheduling Module > Book > Booking Appointments > Booking an Appointment

5.3 Visit: Extended Amount

The Visit window has been enhanced to make it easier to determine if the total charge amount is correct when more than one unit is entered for a CPT code. The total charge for the

procedure (fee multiplied by number of units) is displayed in the Extended Amount field.

Figure 12 Visit: Extended amount Online Help

Scheduling Module > Book > Mini Menu > Visit

5.4 Appointment

Detail

& Appointment List

The patient’s mobile phone number is now included in the Appointment Detail report and in the printed appointment list.

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Administration Module

6 Administration

Module

6.1 Order

Sets

This release includes significant enhancements to the Order Sets application, including:



A redesigned user interface, including a new tab format allowing you to quickly organize and locate order sets for your practice



Ability to assign diagnosis (ICD-9) codes to an order set at the provider, company or group level



Ability to copy order sets to and from providers, groups and companies



Ability to pull favorites into order sets



The option to create an order set for any facility that has a compendium in Optum PM & Physician EMR

Note

Please refer to the Optum Physician EMR 7.6 Release Notes for more information on the Order Sets application.

6.2 Appointment Types

You now have the option to color code appointment types. The color is selected from the Scheduling Book Border field when adding or editing an appointment type. The color is applied to the border of the appointment in the Scheduling Book application.

Note

The color assigned in the Appointment Types application overrides the default border colors used to identify appointment conflicts (brown/pink) and forced appointments (blue).

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Figure 13 Appointment border color

The Appointment Types application is accessed from the Setup tab in the Administration module.

See section 5.2 Book: Appointment Colors on page 22.

Online Help

Administration Module > Setup > Scheduling > Appointment Types

6.3 HealthTracker: Ask the Practice

A new HealthTracker feature has been enabled to enhance communication between patients and their physician’s practice. The Ask the Practice feature allows the patients to send a message to a practice via the HealthTracker website. The practice can designate which operators or queues will receive the

messages sent by patients. Mail messages sent by patients will appear in the operator’s inbox in the Messages Center.

In HealthTracker, patients click the Ask the Practice link in the Quick Links menu to compose a new email. The patient can select from the list of recipients designated by the practice. Email replies from the practice appear in the patient’s HealthTracker Messages.

Tip: As a best practice, you can create queues for the areas of the practice patients most frequently contact. For example, you can create queues for “Front Desk,” “Billing,” or “Scheduling” and then add the appropriate operators to each queue.

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6.4 HealthTracker: Patient Photo

A new option has been added to HealthTracker’s Update Information feature. When Allow HealthTracker Photo Upload is set to Allow Changes, the photo a patient adds to

HealthTracker will appear in the Optum PM and Physician EMR Demographics application. And any time the photo is updated in HealthTracker, the photo is automatically updated in the Patient Info window. Changes to the patient’s photo affect all groups in the company.

6.5 HealthTracker: Billing Address Update

Patients can now update their billing address as well as their home address via HealthTracker. Practices will be able to review and approve updates to the patient’s home or billing address in the HealthTracker Patent Updates application on the Practice Dashboard.

Figure 14 Dashboard: HealthTracker Patient Updates

Practices must select Allow Changes for the Home/Billing Address option on the Update Information tab in the HealthTracker setup application.

Note: When the Home/Billing Address option is set to No Changes Allowed, the patient address fields are disabled in HealthTracker.

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In HealthTracker, patients will have the option to indicate if their billing address is different from their home address by selecting the Update Billing Address checkbox on the Patient

Information screen.

See section 12.1 Patient Information: Billing Address on page 38.

Online Help

For more information, refer to the following topics in Optum PM and Physician EMR Online Help:

- Home Module > Practice Dashboard > Front Office > HealthTracker Patient Updates - Administration Module > Setup > Practice Management > HealthTracker

6.6 Chief

Complaint

Maintenance

A new Chief Complaint Maintenance application has been added to the Administration module allowing you to:



Create a favorite list of Medcin-based chief complaints



Link chief complaints to a progress note template



Select from the chief complaint list when booking appointments



Automatically apply a template to a progress note based on the chief complaint You can create a chief complaint that is specific to a group or available to all groups in the company. If the chief complaint is not assigned to a specific group it is automatically available to all groups in the company.

Figure 16 Chief Complaint application

6.6.1 Adding a Chief Complaint to an Appointment

When booking an appointment you now have the option to either select a Chief Complaint from the list of favorites created in the Administration module or manually entering a complaint in a free text field. The chief complaint from the Book Appointment screen is carried over to the progress note for the visit associated with the appointment.

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Figure 17 Book Appointment: Chief Complaint

6.6.2 Template Hierarchy

If the chief complaint is linked to a progress note template, Optum PM and Physician EMR will automatically apply the linked template to the progress note for that visit.

Optum PM and Physician EMR uses the following hierarchy to determine which template is applied to the progress note:



By default, Optum PM and Physician EMR will apply the progress note template linked to the chief complaint selected in the Book Appointment window.



If the chief complaint for the appointment is not linked to a progress note template, then Optum PM and Physician EMR will apply the template linked to the appointment type.



If there is no template linked to either the chief complaint or the appointment type, Optum PM and Physician EMR will apply the template set in the operator’s batch.

Note

Please see the Optum Physician EMR v7.6 Release Notes for detailed information on linking chief complaint templates to progress notes.

Online Help

Please see the following topics in Optum PM and Physician EMR Online Help: - Scheduling > Book > Booking Appointments > Booking an Appointment

- Administration Module > Setup > Scheduling > Chief Complaint Maintenance

6.7 Linking Templates to Appointment Types

You can now link a progress note template to an appointment type, streamlining the process of applying a template to a progress note. The template is linked to the appointment type in the Appointment Types application in the Administration module. When the operator launches the progress note for a visit, Optum PM and Physician EMR automatically applies the template linked to the appointment type for that encounter. The operator can switch to a different

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Optum PM and Physician EMR uses the following hierarchy to determine which template is applied to the progress note:



By default, Optum PM and Physician EMR will apply the progress note template linked to the chief complaint selected in the Book Appointment window.



If the chief complaint for the appointment is not linked to a progress note template, then Optum PM and Physician EMR will apply the template linked to the appointment type.



If there is no template linked to either the chief complaint or the appointment type, Optum PM and Physician EMR will apply the template set in the operator’s batch.

Online Help

Please see the following topic in Optum PM and Physician EMR Online Help:

Administration Module > Setup > Scheduling > Appointment Types

6.8 Combine Duplicate Patients

The Combine Duplicate Patients application has been updated to include the patient’s Messages Center content. When two patients are combined, Optum PM and Physician EMR saves the ToDos, faxes and emails in the combined patient record.

Online Help

For more information, see the following topics in Optum PM and Physician EMR Online Help:

Administration Module > Practice > System Administration > Combine Duplicate Patients

6.9 Instamed Partial Payments

Optum PM and Physician EMR’s response code has been updated for partial payments made via prepaid credit/debit cards. When the balance on a card is less than the amount charged, Instamed will post a partial payment and then the transaction will be posted in Optum PM and Physician EMR.

Online Help

For more information, see the following topics in Optum PM and Physician EMR Online Help:

Administration Module > Setup > Practice Management > Payment Connect

6.10 Operator Settings

The Change Password application has been renamed Operator Settings. The application has been enhanced to allow operators to enter their contact information as well as reset their Optum PM and Physician EMR password. The contact information will be used by Optum Support to follow up with operators on support issues or ToDos. The Operator Settings application collects the following information:



Email address

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

Optum PM and Physician EMR password



Password verification question

As a best practice, all operators should update their information in the Operator Settings application.

Online Help

Administration Module > Practice > System Administration > Operator Settings

6.11 Allowed Schedules

Operators can now manually build an allowed schedule in Optum PM & Physician EMR.

Selecting the Add New Schedule option allows you to create a schedule and then add all of the procedure codes manually. You also have the option to upload or copy an existing schedule. The application’s user interface has also been updated to reflect the Optum style.

Online Help

Administration Module > Setup > Contracts and Fees > Allowed Schedules

6.12 Contracts

The fields in the Contracts application have been expanded to make the selections easier to read and prevent the items in the drop-down list from being cut off.

6.13 Patient Data Export

The following demographic data is now included when patient data is exported:



Race



Ethnicity



All email addresses



All phone numbers

The Patient Data Export application is accessed from the Practice tab in the Administration module.

Online Help

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6.14 Quick Picks: Fee Schedules

The Quick Picks application has been updated to only display active fee schedules in the Quick Picks search results. This will prevent a user from accidentally adding an inactive fee schedule to their quick pick list.

The Quick Picks application is access on the Setup tab in the Administration module.

Online Help

Please see the following topic in Optum PM and Physician EMR Online Help:

Administration Module > Setup > Financial > Quick Picks

6.15 Letter Editor Fields

The Practice Letter Editor has been updated, allowing you to pull visit information into a patient receipt letter. You can include the following fields in a FinTrans letter type:



Date of service



Procedure codes, descriptions and units



Diagnosis codes, descriptions and units



Billing provider’s license number

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7 Document Management Module

7.1 File Types

You can now upload the following file types into Document Management when the Client Tool is installed:



RTF (Rich text format)



PWI (Microsoft Word Mobile Document)



WAV (Audio file)



JNT (Windows Journal file)

7.2 Document Audit Log

An audit log has been added to the Document Management module to track all the activity and changes for a document. The log includes all activity from Support, the Channel Partner portal and in the product. The log lists the action taken, the field that was modified, a description of the activity, the operator’s name and the date and time of the activity. You can filter the log by action type, operator and date. You can also sort the log by clicking the column headings.

To view the audit log, open the document in the document viewer and click the Audit Log link.

Figure 18 Document Management Audit Log

7.3 Document Settings

Optum PM and Physician EMR will maintain the zoom settings when paging through a multi-page document in the Document Viewer.

7.4 Document Sub-Type List

The Document Sub-Type field has been enhanced to streamline the workflow. You can now type the first letter of the sub-type to jump to that section of the list instead of scrolling through all of the options.

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Document Management Module

7.5 Refresh Document Work List

After uploading a document, Optum PM and Physician EMR will refresh the document work list to display the uploaded document.

Note

The uploaded document will only be visible if the document management search filters are set to display the document.

7.6 Expand/Collapse Metadata Pane

A new feature has been added to the document viewer allowing you to collapse the metadata pane to view the document full screen. Clicking the Collapse button minimizes the metadata column on the left side of the viewer. Clicking the Expand button restores the metadata pane.

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8 Connections

Module

8.1 Template Mappings

The Template application in the Connections module has been redesigned to enhance and streamline the data mapping workflow. The Template application is used to map external vendor code sets to Optum PM and Physician EMR values for importing patient, financial and

appointment data via an HL7 interface. The updates to this application include:



Redesigned user interface



An audit log to track the history of changes to a template

Figure 20 Connections: Template Mapping Online Help

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9 Reports

Module

9.1 PQRI Reports

The following PQRI reports have been updated for 2012:



PQR_M005 – ACE Inhibitor or ARB Therapy



PQR_M006 – Oral Antiplate Therapy



PQR_M008 – Heart Failure – LVSD Beta Blocker Therapy



PQR_M044 – Beta Blocker with CABG



PQR_M053 – Asthma Pharmacologic Therapy



PQR_M056 – Bacterial Pneumonia – Vital Signs



PQR_M057 – Bacterial Pneumonia – Oxygen



PQR_M058 – Bacterial Pneumonia – Mental Status



PQR_M059 – Bacterial Pneumonia – Antibiotic



PQR_M064 – Asthma Assessment



PQR_M117 – Dilated Eye Exam in Diabetic Patient



PQR_M122 – Chronic Kidney Disease – Blood Pressure Management



PQR_M128 – Preventive Care and Screening



PQR_M130 – Current Medications in the Record



PQR_M197 – CAD Drug Therapy for Lowering LDL - Cholesterol



PQR_M226 - Preventative Care and Screening: Tobacco Use: Screening and Cessation Intervention

These reports are accessed from the PQRI Reports link in the Medical Reports section of the Reports module.

Online Help

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10 Transactions Module

10.1 Open Items

The group tax identification (TIN) and national provider identifier (NPI) numbers are now displayed on the Claim Summary detail print out. Patient’s need the group TIN and NPI when submitting claims to their insurance company.

10.2 Procedure Line Item Detail

The Authorization field in the Procedure Line Item Detail screen now displays the claim authorization instead of the number of the authorization originally linked to the procedure.

10.3 EOB Reports

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11 Claims

11.1 North Carolina Medicaid

Medicaid of North Carolina requires an override number in order to process some 837 claims. In order to send this override with the claim, the practice must add a field to the Practice Defined Patient Details labeled: Carolina Access Override #. The practice must populate this field with the Carolina Access Override number for the patient.

Figure 21 Practice Defined Patient Details



The Practice Defined Patient Details application is accessed on the Setup tab in the Administration module.



The Carolina Access Override number is entered for the patient on the Details tab in the Patient module.

Online Help

Please see the following topics in Optum PM and Physician EMR Online Help:

- Administration Module > Setup > Patient > Practice Defined Patient Details - Patient Module > Patient Details

11.2 Medicaid of Illinois

The following provider data is now included in Medicare of Illinois crossover claim forms:



Box 22 - billing providers first and last name



Box 23 - billing providers individual NPI number



Box 27 - provider group Medicare PTAN number

11.3 Claim Exception

A claim exception has been added for DMERC claims. The service location of the transaction is populated in Box 32 when “Home” is the place of service.

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12 HealthTracker

This section outlines changes to the HealthTracker user experience.

12.1 Patient Information: Billing Address

Patients can now update their billing address as well as their home address via HealthTracker. The new address fields display when the Update Billing Address checkbox is selected on the Patient Information page. The practice will review and approve updates to the patient’s home or billing address in the HealthTracker Patent Updates application on the Practice

Dashboard.

Figure 22 HealthTracker: Patient Information Note

If the Home/Billing Address option is not activated for the practice, the patient address fields are disabled in HealthTracker.

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HealthTracker

12.2 Quick Links: Ask the Practice

A new option has been added to HealthTracker to enhance communication between patients and their physician’s practice. The Ask the Practice feature allows the patients to send a message to the practice via the HealthTracker website.

Patients click the Ask the Practice link in the Quick Links menu to compose a new email. The patient can select from the list of recipients designated by the practice. Email replies from the practice appear in the patient’s HealthTracker Messages.

Figure 23 HealthTracker: Ask the Practice

See 6.3 HealthTracker: Ask the Practice on page 25.

12.3 Quick Links Removed

Two inactive links, Cancel an Appointment and Request a Referral, have been removed from the Quick Links menu. These features will be made available in a future release.

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13 Enterprises

13.1 Enterprise Patient Search

The patient search feature has been added to the Enterprise Name Bar in the Channel Partner portal. You can perform a basic or advanced patient search across all companies in an

Enterprise.



Click the arrow next to the patient's name to access patients previously in context. Select None to remove the patient from context.



Click the Patient Info button next to the patient's name to view patient demographic information, HealthTracker status, primary/secondary insurance information,

primary/secondary copayment amounts, previous and pending appointment details, and provider information.



Click the HealthTracker status link to launch the HealthTracker activation tab in the Patient module.



Click the View complete Patient Information link at the bottom of the window to launch the Patient Information window.

13.2 Enterprise Appointments

The Enterprise Appointments application has been updated with the following enhancements:



When viewing the today’s appointments from the Enterprise Dashboard, Optum PM and Physician EMR will refresh the appointments screen every sixty seconds. If the operator is viewing a page other than page 1 of the appointments list, Optum PM and Physician EMR will return the operator to page 1 when the application is refreshed.



The application displays 25 appointments per page.

Online Help

See the following topic in Channel Partner Online Help: Enterprises > Enterprise Overview

13.3 Generate Enterprise Claims

You can now generate claims from the Enterprise dashboard. From the Generate Enterprise Claims application you generate claims for a specific company, multiple companies or for all companies in the Enterprise. Optum PM and Physician EMR will process claims for every active group in the selected enterprise and not just the groups to which the operator has access. The Generate Enterprise Claims application is accessed from the Enterprise Administration Dashboard.

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Enterprises

See the following topic in Channel Partner Online Help: Enterprises > Generating Enterprise

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14 Roles & Security

Table 7 lists the new security privileges included in this release. If a privilege is not included as part of a Optum PM and Physician EMR role, you can add the privilege to an operator’s profile as an override.

Table 7 New Security

Module Security Privilege Description Privilege included in the

following roles: Administration Denial Categories Allows operator to create

custom denial categories  Admin – Administrator

 Admin – Channel Partner Dashboard Billing – Batch Level

Rejections

Provides access to view batch

level rejections  Fin – Practice Admin

 Fin – Billing Mngmt

Home Dashboard - Expired

Reoccurring Appointments

Provides access to the Expired Reoccurring Appointments application.

 Fin – Front Desk

 Fin – Practice Admin

 Fin – View Only Connections Connections - Extracts Provides access to the Extracts

application.  Admin – Administrator

Practice Management v7.6 Release Notes