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Standard Procedures

One of the hidden benefits of implementing a computerized clinic management system is that it forces your managers to think through exactly how they want the clinic to work. While we understand that each agency has specific workflow needs when it comes to adapting workflows, we have created the examples below to help get you started.

 

Workflow Description Implementation Notes
New Intake The first step in creating a patient record in ClinicTracker is to add the client information to the Demographics form.
  • You can adjust the required fields on the Demographics form by going to: Help -> About -> Admin Config -> Options -> Preferences tab.
  • When creating your workflow and training your staff, make special note of the Type field (item 3.A.)
    • Intake is often selected prior to the client’s first visit and changed to Patient after the initial consultation
    • Other clinics choose to select Patient as soon as the client is entered in to the system
      • If you have selected Patient, the system will prompt you to enter a Date Admitted upon saving the record
        • Depending on your selected Compliance settings, Compliance due dates may be generated based on the Admission Date you enter
  • The selected Patient Group and Primary POS (item 3.D.) may impact your staff members’ ability to access the patient record
    • You can grant Patient Access permissions to each staff member by going to: Staff -> Staff Info -> Additional Options tab, then adjust the settings under the Patient Access Permissions heading
  • You can change the labels of some fields on the Demographics form by going to: Help -> About -> Admin Config -> Custom Labels
Schedule Intake Appointment – No Patient Contact Record

There are many ways to add an Event to your Scheduler. This example demonstrates the process starting from the Demographics form.

 

This workflow is best used after having created a new patient record, or having reviewed an existing patient’s Demographic form.

 

This example goes as far as creating the Scheduled Event, but not the Patient Contact record.

  • This workflow is only valid if the Scheduling Availability has been configured
  • If you choose this workflow when creating the Intake Appointment, the Scheduled Event will be created by the scheduling user, the clinician would need to create the Patient Contact record when the patient comes in
    • Scheduled Event = Calendar place holder
      • There is no billing generated from the Scheduler Event
      • There are no paperwork items attached to the Scheduler Event
      • The Scheduled Event is not part of the patient’s Treatment Record
    • Patient Contact Appointment = A clinical appointment record
      • Billing will be generated for any Patient Contact record marked as showed up provided it is eligible for billing
      • A Patient Contact record is part of the client’s Treatment Record
      • Progress Notes are attached to the Patient Contact record when applicable
Schedule Intake Appointment – Create Patient Contact

There are many ways to add an Event to your Scheduler. This example demonstrates the process starting from the Demographics form.

 

This workflow is best used after having created a new patient record, or having reviewed an existing patient’s Demographic form.

 

This example creates the Scheduled Event and the Patient Contact record.

  • This workflow is only valid if the Scheduling Availability has been configured
  • If you choose this workflow when creating the Intake Appointment, the Scheduled Event and Patient Contact record will be created by the scheduling user, saving steps on the clinician workflow.
    • Scheduled Event = Calendar place holder
      • There is no billing generated from the Scheduler Event
      • There are no paperwork items attached to the Scheduler Event
      • The Scheduled Event is not part of the patient’s Treatment Record
    • Patient Contact Appointment = A clinical appointment record
      • Billing will be generated for any Patient Contact record marked as showed up provided it is eligible for billing
      • A Patient Contact record is part of the client’s Treatment Record
      • Progress Notes are attached to the Patient Contact record when applicable
  • If you select this workflow, we suggest the following configuration changes
    • Disable the following settings by going to: Help -> About -> Admin Config -> Options -> Preferences tab
      • Require Axis I Diagnosis
      • Require Axis II Diagnosis
      • Display Axis II Diagnosis
    • Enable the following settings by going to: Help -> About -> Admin Config -> Options -> Admin tab
      • Default Linked Appointment Status to Pending
      • Default Linked Appointment Supervisor to Latest
Create Patient Contact from Scheduled Event

This workflow describes the process of creating a linked Patient Contact record using a previously created Scheduled Event where a Patient Contact record had not been created.

 

Record a Progress Note You can record a Progress Note that is specifically related to an individual Patient Contact record using this workflow.
  • Rename your Progress Note templates by going to: Help -> About -> Admin Config -> Custom Labels
  • Specify the Progress Note settings by going to: Help -> About -> Admin Config -> Options -> Templates tab
  • To specify the clinician’s signature requirements, go to: Staff -> Staff Info -> [select clinician] -> User Responsibilities tab
  • Use the Form Builder to add custom tabs to your Progress Note templates
  • Hide stock tabs from the Progress Note templates by going to: Help -> About -> Admin Config -> Form Builder -> Configure Tab Order (Stock Forms)
    • In the Form name drop-down, select the Progress Note template
    • Right click the tab you wish to hide and select Hide Tab
      • Note: If there is a required field or signature control on the tab, you will not be able to hide it
Admitting a previously entered Intake

After completing the New Patient/Intake workflow, if you selected Type = Intake, use this process to formally admit your client.

 

  • If you have selected Patient, the system will prompt you to enter a Date Admitted upon saving the record
    • Depending on your selected Compliance settings, Compliance due dates may be generated based on the Admission Date you enter
Transition process for automatic copay applying Create claims using the information recorded in ClinicTracker’s Patient Contact record module. This example uses the auto apply copay feature which will review the patient’s credit balance account to determine if copay was collected, if so the money will be applied to the claim you are creating.
  • You must configure the auto apply copay rule prior to using this feature. Go to: BillingTracker -> File -> Setup -> Options.