Printing Records

[eyesforlife]

We have to send records to the VA to show that a patient has completed their eye exam. Each record required to have the doctor's signature on it. As our outsourced biller is handling this it would be ideal to have the records print with the doctors signature included. Is there are way to have this added to Crystal software? Please help.

[jesseh]

You can import a scanned signature via the Admin > Employees > each individual provider, and it's half-way down the page: "Find signature." You would have to then find a way to attach that signature to the records (ie add a signature box at the end of your templates), however I have not tried that. The signature section applies to auto-generated scrips for specs and CL only, as far as I know.

[hec]

i think if you have a statement that says records is "electronically signed by the doctor" and note the doctor name that saw the patient that should be fine for electronic records

[erica]

Feb 16, 2016 11:45:20 GMT -6 jesseh said:

You can import a scanned signature via the Admin > Employees > each individual provider, and it's half-way down the page: "Find signature." You would have to then find a way to attach that signature to the records (ie add a signature box at the end of your templates), however I have not tried that. The signature section applies to auto-generated scrips for specs and CL only, as far as I know.

You can add the doctor's signature in this section, however the only place it is used is when printing out an Rx.

How are you printing out your records?
If you are choosing EHR Settings->Print to PDF, Electronically signed by will be included automatically.
If you are sending to a Word document, you can insert a .jpg of the doctor's signature into your word template.
If you are using the letters section, you would want to add in electronically signed by:  into the template by going into the Admin Wizard.

If you need assistance, let me know!

[amberj]

Is there any way to print out the patient information (i.e address/insurance/and medical history) that is already completed for previous patients, so that when they arrive at the office they would just need to review the information and sign hipaa?

[erica]

PatientIntakeWithTable.docx (13.81 KB)

I attached a document for you, you will need Word on your computer to use it though.
Save the document to your computer, then go to Admin->MSWord and add it to your system.
While you are in the patient section, go to the Files tab and then click the Send Office Document button
Choose the intake form from the dropdown...Crystal will export the patient's information.

If you want to modify the document at all you can delete anything you don't want to export.
If you would like to add to it, generate the Template File from Admin->MSWord and copy/paste what you want in.

If you need any assistance, let us know by going to support->request support within Crystal

[friscoeyeassociates]

Feb 15, 2017 14:52:32 GMT -6 amberj said:

Is there any way to print out the patient information (i.e address/insurance/and medical history) that is already completed for previous patients, so that when they arrive at the office they would just need to review the information and sign hipaa?

I recommend getting a Topaz Electronic Signature Pad. They integrate with crystal, and this way a patient needs no paperwork at all during check in. You can pull up their demographic info on the signature pad, have them look over and approve it, and then sign. We also have our HIPAA acknowledgement and signature done on this as well. Both signatures get auto saved to patients file.. Much more efficient to do it this way in our practice. 

[amberj]

Thank you Erica & Frisco Eye.

Erica- is there a way to get the medical history on that page? And anyway I could modify how the word document looks?

Frisco Eye- I have read a few topics that there is an Ipad app coming out soon. We are just starting the electronic submission of pt info and pts updating their info online.

[friscoeyeassociates]

Feb 15, 2017 18:41:18 GMT -6 amberj said:

Thank you Erica & Frisco Eye.

Erica- is there a way to get the medical history on that page? And anyway I could modify how the word document looks?

Frisco Eye- I have read a few topics that there is an Ipad app coming out soon. We are just starting the electronic submission of pt info and pts updating their info online.

I have seen the thread about the new Ipad App. I am sure eventually it will be great, but you can kind of tell from the back and forth between the third party developer and the internal team at Crystal so far that it will probably be rather buggy at first. Maybe not though, we will see. I still think the Topaz pad is a fairly straight forward signature capture that never fails and is perfect for the front desk, at least in our setting here.. The medical history thing is a tough one. We have our techs run through it during work up if the patient does not do it online before coming in. If we let them do it at check in it will take some people up to 20 minutes to fill it out and we don't have that kind of time. 

Moving on though, you can add all kinds of fields to word documents and have them populate, medical record or demographic. See this training document --> crystalpm.proboards.com/attachment/download/391

I use word templates for exam summaries (the native crystal summary looks awful, at least with our template), Trial Contact Re-stocking, welcome forms, and referral letters. 

I will attach some examples of the different ones I use so you can see how you can customize them just like you would any document... 


ALL- Trial Re-Stock.docx (15.03 KB)  FEA- Welcome Form.docx (36.75 KB)

[amberj]

Thank you all for the info, this has been somewhat helpful. However, I am trying to make this template and I have followed the instructions, when I send to word document from crystal an error pops up saying the merge field is used in the main document but it does not exist in the data source, either remove or replace with data source. When I tell it to merge it updates all the information with the patient name. What could I be doing wrong?

[friscoeyeassociates]

Where are you sending to word from?

You will notice in the admin MS Word section that there are 3 different Word templates. The first is the general template.. You can use these fields on a welcome form for instance, and they pull data from the patient's demographic page.

You should also see a button that says "generate records template file" on the MS word admin page. This will generate a template file with all of your Med Rec fields.

If you have added fields from the medical record on the document you are creating (such as med hx like you mentioned above) you will not be able to go to that patients file page and hit the send to office button. It will show you the error you are seeing because that particular "send to office" button utilizes only the general template file to execute the conversion. When it sees something like <MC_101> it has nothing to reference it against in the general template file because that is a med rec field and it will say it does not exist in data source and ask you to replace with something that does exist in the data source. You probably see a drop down in the error message and if you click that you will see all of the fields MS Word is finding in the data source like First_Name...

If you are going to add Med Rec Fields you will need to send to office either directly from the records page or if you are printing welcome forms, which it sounds like you may be trying to do, the you will need to use the schedule report. Say you want to print of everyone's welcome form for tomorrow with their previous medical history fill in. go to the schedule report, set the date perameters for tomorrow, and run it. double click on all appointments to bring up the full list. Now you should see a button at the top to send to office. click this and it will ask if you are including med recs in your document. Say yes. Now your document will reference the Med Rec Template file instead of the general one, and should not give you the same error.

P.S. It may take a few moments for word to do the conversion because the Med Rec template file is much larger than the general. You wont be able to use crystal while this is running (maybe 2-5 minutes) unless you open another session of crystal, which I do often when I am waiting on a report.

Hope this helps clarify

[lj]

Does anyone know when you are using send office specifically how to get the "Ins Notes" section to populate? I have a template uploaded for pt demographic info but even adding a row with the exact title doesn't get that info to populate over to the word document. And I have a doctor who requires ins info on a piece of paper prior to seeing the patient- since it is being input in crystal for everyone else I am trying to avoid having them have to do double work by being able to populate and print it easily for the doctor.