New update questions...

[Kraig]

In this thread I'm going to be posting a list of the questions I receive over the next few days via email along with the answers.


I was wondering if there is a way that the new CMS form can be lined up better than the 3 options that are given. If so, how can we get ours to line up better?
The new form was designed to be printed with the background, if you’ve got a color printer, eliminating the need for additional red forms and laboring to get the text to line up. If you need to adjust the margins this will be handled in Admin – Defaults – CMS Form Defaults, then adjust the Left and Top margins. It may take a few tries to get the correct settings.

THE ICD -10 CODES ARE THEY GOING TO BE UPLOADED IN THE SYSTEM OR DO WE NEED TO LOAD IT MANUALLY
You would need to download them manually at Admin – Diag Codes – check ICD10 then Download All ICD10.

We'd like to get a copy of the MU Stage 2 DVD. Please let me know what we need to do in order to get one.
Please email [e-mail] with your request.

I was looking through the update that we are going to do. I see the meaningful use requirements but no update to the claim form. Is it included in the update and I just missed it or is it in another update?
Go to Admin - Company - Billing and CMS then check the box beside "Use CMS FORM 02/12"

We just did the latest update & found that it took out the description of the procedure code on the scheduling page. It just shows the code not what it is now.
This issue has been discovered and resolved. It will be fixed in the next update.

After we installed the update this am - the height and weight is not pulling to the ARRA tab. I wanted to modify that, but when I go into "edit medical records template" the arra tab does not appear for me to do so.
You are not actually able to edit the ARRA tab, so it does not appear. I’m assuming you’re referring to other fields in your record not linking properly. If you go to edit your template, scroll to the bottom of the fields and you will start seeing negative (-) values. These are actually your ARRA fields. You can add these anywhere you’d like on your template and any data entered will carry over to the ARRA.

When we are "posting" the billing a window pops up that says "there is a medical record from today that has not been uploaded, do you want to upload it now?" What is that???
From my developer: “It was a meaningful use 2 requirement. It will upload the medical record to the webserver so the patient can log in and see their medical info.”

Why is the Clinical Summary so long?!?!
We are currently working on a process to GREATLY reduce the size of the clinical summary. Hopefully in release 4.0.10 or 11.

[KizerOpt]

If I download the ICD-10 codes, can I switch back and forth from ICD-9 to ICD-10, or do they all show up together in diag codes?

[hec]

good question, can I switch back to icd9 bc we are not suppose to use icd10 until sep1 right or we can start using now? also what's the difference btw icd10 and modified icd10

[Kraig]

Yes, you can switch back and forth.

Right now, modified is the same. In the future the modified button will only download codes that have been altered for one reason or another, from my understanding.

[hec]

can we go somewhere that tells us all the updates changes. I just dl the new version and there are some changes that I don't know what it does for example there is a grid under the alert on the patient additional info tab. also I insert the contact lens grid on my record but there is only option to use abb, ODG, or oogp catalog but theres none for WVA

[mdeyedoc]

hec,
You can view the update log at Admin->Updates-> Show log button on the far right but it just lists off quick descriptions of updated items.

There are a lot of changes in this update and I would recommend waiting to update until you and staff have time to go through the program before you use it with patients.

Marcia

[mdeyedoc]

Is there a way to add comments to the invoice from within the records? I have fields with pt instructions and pt education that I used to print on the invoice along with the Clinical Care Summary but that has been replaced by the Default Portal information. I understand that MU2 wants patients to interact electronically and that patients also may not want that info on their receipt but I want to make sure that they have information in their hands and I would like to print it automatically when they check out. Also when we are supposed to encrypt everything, it doesn't seem right that it's OK to print the portal user and password right on the receipt.

We really need some guidance on the new Online Portal.
What does the Send messages button do?

Under Files-> Online Portal button you get an error message if you try to add a file without a username and password. But if you select the Upload to Portal button on the invoice page, it will send the invoice up to the portal without a user ID and password. It seems like it should give a similar warning and allow us to create a user and password right then if none has been entered yet.

This is a question I've wondered about for a while. Some of the checkboxes and buttons on the ARRA tab(Received Consultant report, e-copy requested and e-copy provided in particular) may occur long after the exam. Since we cannot check those without editing the exam, how do we handle cases where that exam is beyond the edit period? Do we just mark the items on the ARRA on the day that we do them, independent from the encounter that the action pertains to? How can we upload medical records when we have to be on that date to upload?
Marcia

[Kraig]

Mar 19, 2014 20:13:02 GMT -6 hec said:

can we go somewhere that tells us all the updates changes. I just dl the new version and there are some changes that I don't know what it does for example there is a grid under the alert on the patient additional info tab. also I insert the contact lens grid on my record but there is only option to use abb, ODG, or oogp catalog but theres none for WVA

I'm sorry, I thought the alert section had been there, but we've been on beta versions so long I could be mistaken! When you add an alert to a patient, be it for billing (past due account) or medical (don't forget to set recall), you can add what section of Crystal you would like that alert to appear in. Then, when you open up that section (Billing, Records, etc...) you will have a box pop up with the alert you entered.

I apologize for WVA not being in the grid. I thought it would be. I'll get with Paul and post the info back here as to what the status is.

Marcia is correct or where to view ALL of the changes from the update. Normally, however, it's a little hard to make out what the exact change was. If you have any questions, you know where to find us!

[pfec]

Mar 19, 2014 22:10:56 GMT -6 mdeyedoc said:

This is a question I've wondered about for a while. Some of the checkboxes and buttons on the ARRA tab(Received Consultant report, e-copy requested and e-copy provided in particular) may occur long after the exam. Since we cannot check those without editing the exam, how do we handle cases where that exam is beyond the edit period? Do we just mark the items on the ARRA on the day that we do them, independent from the encounter that the action pertains to? How can we upload medical records when we have to be on that date to upload?

We've run into the same issue here...I don't know what the best solution is to that, but wanted to bring to light one thing we should all be aware of. ANYTIME that you enter information into a medical record (even a single character like a comma or letter by accident, or even a spacebar) CrystalPM counts that entry of data(regardless of size) as a "new" record and therefore attaches a date to it.

So you can check off the checkbox showing you gave them an e-copy of the record they requested, etc. on a date DIFFERENT than when the actual office visit occured. However this is the problem you run into with that:

When you go to run your Meaningful Use report it actually is going to count data for BOTH of those "visits".
(1) the actual visit that took place when the patient was physically there and when you entered in all the pertinent info. like height, weight, BP, smoking status, etc.
AND also
(2) the "visit" that took place when the patient was not actually/physically there and all you entered was a checkbox showing you gave them an e-copy of the medical record they requested.

So the issue is with that 2nd "visit" because there you did NOT enter any Meaningful Use data (height, weight, race, ethnicity, etc.) and so that particular date is counted against you in the Meaningful Use.

Again, I do not know what the best practice for this is, but it is something to certainly be aware of because in the end it can really skew your Meaningful Use data in a negative way.

Andy

[KizerOpt]

mdeyedoc Avatar

Mar 19, 2014 23:10:56 GMT -5 mdeyedoc said:
Is there a way to add comments to the invoice from within the records? I have fields with pt instructions and pt education that I used to print on the invoice along with the Clinical Care Summary but that has been replaced by the Default Portal information. I understand that MU2 wants patients to interact electronically and that patients also may not want that info on their receipt but I want to make sure that they have information in their hands and I would like to print it automatically when they check out. Also when we are supposed to encrypt everything, it doesn't seem right that it's OK to print the portal user and password right on the receipt.

I agree. We have been including the clinical summary on the invoice also and find it very convenient. I previously had the portal information (added manually), and felt it not to be secure enough, so removed it. Would like the option to include the Clinical Care Summary back on the invoice. For now I am deselecting the default to include portal information on the invoice.

[annew]

I got the list of updates from the Admin Log, it does not show downloaded dates, how do I know what changes were for the update that came in last night? Our staff are seeing changes, but don't know what to do with them. For example: the records portal links in the invoice screen. I assume that is so that we can upload a clinical summary at check out. Is that right? We will need our online registration forms updated to reflect the new marital status options, do I need to put in a call to support? Will the authorized users be something that the patients can complete online, or is that for us to use when they give us that information? Love the HIPAA disclosures grid! Thank you for that. Need some guidelines on the Additional info for Health Information Exchange, when is this used? So many questions! Anne

[mdeyedoc]

annew: For future reference find your current version before you update (Help->About)so you know where you were. The last version prior to the update was 3.6.31 so anything after that is new. The update is 4.0.6 but they don't have anything listed above 4.0. In the past, there have been frequent updates after a big release as kinks get worked out.

Marcia

[mdeyedoc]

Mar 20, 2014 7:50:57 GMT -6 Kraig said:

"view ALL of the changes from the update. Normally, however, it's a little hard to make out what the exact change was. If you have any questions, you know where to find us! "


I appreciate that we can always call, but the best support is one that isn't needed.  I have better things to do with my time AND I'd rather have the tech dollars going toward program enhancements. It would make things easier for all if we could just get a clearer summary of changes, especially when new functions/features are added. What's the point of making improvements if we don't know about them?  I was aggravated to death by the way Records fields didn't overwrite and I made multiple requests.  I later found out that it had been added as an option several updates earlier but I didn't know what it was. 

And for anyone that doesn't know about this setting, in the records sections go to EHR settings-> Page Options and check Select All on Focus.  That highlights the contents of a field when you go to it so that if you type something in that field, the previous highlighted values are overwritten.   If you want to edit what is already there, rather than replace it, you can move the cursor to where you want with the mouse or hit home or end to put it at the beginning or end of the field, then makes the changes you want. If you start typing something and accidentally delete the previous entry when you didn't want to, just hit Ctrl-Z immediately and it will undo the delete.
Marcia

[dr4u2c]

Marcia gets an Amen without even asking!!!!!
Paul

[KizerOpt]

I'm trying to find information on the new Add Printed button on the Files tab. I gather it is tied to the Print PDF addition, but I can't see where to save the PDF in order for Crystal to pull it in.
Karen