Front Office - I Kentucky Department for Public Health

© eClinicalWorks, 2017. All rights reserved.

END USER WORKBOOK—FRONT

OFFICE I Kentucky Department for Public Health—April 2017

Documentation. Pursuant to this Agreement, Customer may receive copies of or access to certain written technical support or explanatory documents regarding eClinicalWorks’s software; eClinicalWorks’s services; and/or eClinicalWorks’s internal policies and procedures (col lectively, “Documentation”). Customer acknowledges and agrees that all such Documentation is and will remain the sole property of eClinicalWorks and that

eClinicalWorks shall retain all intellectual property rights in all Documentation, including but not limited to patents, copyrights, or trademarks. Customer agrees that it will treat Documentation as highly confidential information and that Customer will not share Documentation with any third

party, post any Documentation on the internet, or otherwise externally publish any Documentation. Customer may disclose Documentation to its employees or independent contractors for the purposes of utilizing eClinicalWorks’s software or services, provided that Customer (i) obtains reasonable assurances prior to making any such disclosure that Documentation will not be used in violation of this Agreement and (ii) such disclosure

will not result in Documentation becoming generally accessible to the public at large. Notwithstanding any other provision in this Agreement to the contrary, Customer agrees that it will never negligently, willfully, or knowingly allow any person or entity that competes with eClinicalWorks to access Documentation. Customer agrees to promptly inform eClinicalWorks in writing of any violation of this provision by Customer or one of

Customer’s employees or agents of which it becomes aware. Upon termination of this Agreement, Customer agrees to return all Documentation and all copies of Documentation to eClinicalWorks and, if such return is not feasible, to destroy all Documentation and all copies of Documentation.

Customer agrees that its obligations under this provision will survive termination of this Agreement. Customer agrees to certify its compliance with

this provision in writing

Business Analysis Department – Created for Kentucky Department for Public Health

©Copyright eClinicalWorks, April 2017 – End User Workbook—Front Office I ▪ 2

CONTENTS

FRONT OFFICE I WORKFLOWS_____________________________________ 4

Overview of the System _____________________________________________________________________________ 4

Logging into eClinicalWorks _____________________________________________________________________ 4

Logging Out of eClinicalWorks ___________________________________________________________________ 5

eClinicalWorks Workspace _______________________________________________________________________ 5

Main Menu ___________________________________________________________________________________ 7

Quick-Launch Buttons/Keys __________________________________________________________________ 9

Show/Hide Buttons __________________________________________________________________________ 11

Profile Configuration _______________________________________________________________________________ 13

Configuring My Settings ________________________________________________________________________ 13

Recommended Settings _____________________________________________________________________ 14

Changing a Password ___________________________________________________________________________ 18

Viewing Appointments on Provider/Resource Schedule_____________________________________________ 19

Patient Lookup and Demographics (Overview) _____________________________________________________ 20

Patient Lookup Window and Options ___________________________________________________________ 20

Looking Up a Patient ________________________________________________________________________ 20

Patient Registration _____________________________________________________________________________ 22

Patient Registration ________________________________________________________________________________ 23

Registering a New Patient ______________________________________________________________________ 23

Patient Demographics __________________________________________________________________________ 24

Adding Patient Insurance ____________________________________________________________________ 27

Capturing Structured Data During Registration ______________________________________________ 28

Applying a Sliding Fee Scale ____________________________________________________________________ 29

Prenatal Insurance Workflow ____________________________________________________________________ 30

Sliding Fee Schedule ____________________________________________________________________________ 30

Case Manager __________________________________________________________________________________ 32

Adding an Unassigned Insurance and Creating a New Case _________________________________ 33

Linking Case Manager to an Appointment ___________________________________________________ 35

Accessing the Patient Hub ______________________________________________________________________ 36

Scheduling Appointments __________________________________________________________________________ 38

Scheduling Patient Appointments _______________________________________________________________ 38

Appointment Scheduling _______________________________________________________________________ 39

Appointment Search and Multiple Booking Tool _____________________________________________ 42

Scheduling Recurring Visits _____________________________________________________________________ 44

Scheduling Appointments for Family Members _________________________________________________ 45



Rescheduling an Appointment ______________________________________________________________ 46

Canceling and No Show Appointment _______________________________________________________ 48

No Show Appointments _____________________________________________________________________ 49

Bumping Appointments ________________________________________________________________________ 49

Bumping Appointments by Blocking a Schedule _____________________________________________ 49

Bumping Individual Appointments __________________________________________________________ 50

Managing the Bump List ____________________________________________________________________ 50

Appointment Preparation __________________________________________________________________________ 51

Using Insurance Eligibility _______________________________________________________________________ 51

Eligibility Workflow _____________________________________________________________________________ 53

Printing Labels (Optional) _______________________________________________________________________ 56

Checking Rx Eligibility ___________________________________________________________________________ 56

Checking Rx Eligibility (Individual) ___________________________________________________________ 56

Checking Rx Eligibility (Batch) _______________________________________________________________ 57

Check In ____________________________________________________________________________________________ 58

Verifying Patient Demographics_________________________________________________________________ 59

Scanning Driver's License, HIPAA Forms, and Insurance Cards___________________________________ 60

Scanning Options ___________________________________________________________________________ 62

Adding Patient’s Preferred Pharmacy ___________________________________________________________ 63

Collecting Co-Payments and Payments for Previous Patient Balances ___________________________ 64

Patient Balance Payment ________________________________________________________________________ 65

Patient Checking Out _______________________________________________________________________________ 66

Printing Visit Summary __________________________________________________________________________ 69

Reports_____________________________________________________________________________________________ 72

Accessing the eBO Reporting Module for End of Day Reports ___________________________________ 72

APPENDIX A: NOTICES ________________________________________ 75

Trademarks _____________________________________________________________________________________ 75

Copyright _______________________________________________________________________________________ 75



FRONT OFFICE I WORKFLOWS

The following sections describe the workflows covered in eCW 101 Front Office I for

Version 10e.

For more information about these workflows, and V10e, refer to the documentation

available on the my.eclinicalworks.com Customer Portal.

Note: For information about patient safety, refer to the Patient Safety Advisory Letter,

available on the my.eclinicalworks.com Customer Portal.

Overview of the System

The following sections provide an overview of the eClinicalWorks V10e application.

Logging into eClinicalWorks

To log into the eClinicalWorks application:

In a browser window, enter the client-specific URL, and click Enter to access the

eClinicalWorks Login window:

Enter the user login ID and password, and click Login.

http://my.eclinicalworks.com/


Front Office I Workflows Overview of the System



During the initial login of 10e, a prompt may display with required plugins.

Download and install the plugins to enable features. For more information, refer to the

V10e Release Notes, available on the my.eclinicalworks.com Customer Portal.

Logging Out of eClinicalWorks

eClinicalWorks highly recommends that users log out of the application using the Log Out

button in the Profile window. Using this button ensures the security of the entered data,

and enables the application to shut down properly.

To log out of eClinicalWorks:

Click the Patient photo to display the Profile window.

Click Log Out:

eClinicalWorks Workspace

The Top Menu and Left Navigation Bar from previous eCW versions have been redesigned

for V10e, and replaced with one icon-based Main Menu navigation bar, which can be

hidden from view when not needed.

The following table describes the eClinicalWorks V10e workspace:





Area Description

1. Main Menu Click the Main Menu icon to display the eCW Menu and

navigation icons. Click the eCW Menu, or a navigation icon to

display additional options.

For more information about the eCW Menu, refer to eCW

Menu.

2. User Profile window Click the user’s photo to display the User Profile window, edit

the profile photo, view the user’s profile, or log out of the

application.

3. Patient Lookup icon Click to look up patients, and access the Patient Hub.

4. Dashboard Taskbar The taskbar provides a shortcut to information requiring

attention and indicates the number and urgency of pending

lab results, ePrescription requests, outstanding encounters,

outgoing referrals, pending document reviews, and unread

messages.

For more information about the Dashboard Taskbar, refer to

Quick-Launch Buttons.

5. Workspace The workspace displays the window related to the task that

the user is performing. For example, for the office

receptionist checking in patients, the workspace displays the

Resource Scheduling window, which displays the day (or

week) with appointments and blocked hours.




Main Menu

Click an icon in the Main Menu to display additional options. Click an option to display the

corresponding window.

The following table describes the functionality available in each icon:

Icon Description

Favorites Displays menu options configured as Favorites by the user for

quick access and ease of use. To add a menu option to this

Favorites icon, click the adjacent Star icon.

eCW Menu Includes all of the menu functionality from the Top Menu of

previous eCW Versions.

For more information about the eCW Menu, refer to

eCW Menu.

Admin Update the system dictionaries (Visit Types, Visit Status, Visit

Durations, etc.), and configure administration settings. Access

to the Admin icon is restricted to the System Administration.

Practice Access various scheduling windows (Resource Schedule,

Provider and Resource Schedule), and other short cuts

(Progress Notes, Office Visits, Telephone Encounters, Out-of-

Office Visits windows).

CCMR Access CCMR features within eClinicalWorks.

Registry Access the recalling system of the application (Lookup

Encounter, Patient Recall, etc.)

Referrals Access the outgoing and incoming referrals that have been

assigned to the user.

Messages Access the internal messaging system, and send and receive

messages.

Documents Access patient documents, faxes, and eCliniForms.

Billing Access the billing modules, including the Encounters, Claims,

Payments, ERAs, and Batches windows.




eCW Menu

This icon provides access to the File, Patient, Schedule, EMR, Billing, Reports, Fax, Tools,

Community, and Help menus. Use these menus to customize the application for a

practice:

The following table describes the options available in the eCW Menu icon:

Tab Description

File tab Update the system dictionaries (insurances, pharmacies,

facilities, etc.), and manage security settings, user settings, and

other administrative settings.

Patient tab Look up patients, create new patients, and perform basic

patient-related operations.

Schedule tab Set and block provider or resource schedules.

EMR tab Customize the EMR system by configuring alerts, labs,

diagnostic imaging, Order Sets, etc.

Billing tab Customize the billing system by organizing codes, creating code

groups, and enabling billing options.

Reports tab Run Crystal Reports® within eClinicalWorks (End-of-Day

Reports).

CCD tab Export and import CCD information.

ePayment tab Configure the ePayment setup options.

Fax, Tools, and

Community tabs

Configure additional administrative settings.

Meaningful Use tab Access Meaningful User reports.

Lock tab Lock the current work station.




Tab Description

Help tab Navigate to the Customer Portal and view current system

information.

Quick-Launch Buttons/Keys

The Dashboard Taskbar consists of menus and buttons that provide quick access to the

areas of the application practices use the most. Use the Dashboard Taskbar to access

office visits, pending lab results, outstanding encounters, outgoing referrals, pending

document reviews, and messages.

The following table describes the functionality available in the Dashboard Taskbar:

Click… Button Link

E Click to open the e-Prescription

window.

The number in the button indicates

the number of refill requests waiting

for approval. This number only

displays for the Providers and not for

any other staff member; other staff

members will never see this number

change from “0.”

Click to access electronic prescription

options.

N Click to open the Transcriptions

window.


the number of transcriptions waiting

for review.

Open the Transcriptions window to

one of the following tabs:

▪ Dictation In Progress

▪ Open

▪ To be Reviewed

▪ All

S Click to open the Office Visits

window.


the number of patients marked as

Arrived. This number displays only

for providers. and not for any other

staff member; other staff members

will never see this number change

from “0.”

Click to display the following options:

▪ Review Progress Notes

▪ Office Visits

▪ Resource Schedule





D Click to open the Review Document

window.


the number of documents assigned

to the logged in user by other staff

members.


▪ Fax Inbox

▪ Fax Outbox

R Click to open the Outgoing Referrals

window.


the number of combined incoming

and outgoing referrals. Click the

button that has the number to open

the Outgoing Referrals window or

click on the “R” itself which will give

you a drop down and from there you

can select Incoming or Outgoing

Referrals. The total number of

referrals assigned to the logged-in

user displays in parentheses next to

each link.


▪ Incoming

▪ Outgoing

T Click to open the Telephone/Web

Encounters window.


the number of encounters assigned

to the logged in user.

Click the display the following options

(the number next to each option

indicates the number of encounters of

that type assigned to the logged in

user):

▪ Telephone Encounter

▪ Web Encounter

▪ Accounts

▪ Claims

▪ Action

▪ New Telephone Encounter

▪ New Action





L Click to open the

Labs/DI/Procedures window.


the number of labs, diagnostic

imaging, and procedures assigned to

the logged in user.

Click to display the following options

(the number next to each option

indicates the number of items in that

category assigned to the logged in

user):

▪ Labs

▪ Imaging

▪ Procedures

▪ Pending Approval

▪ Reconcile

M Click to open the Messages window.


the number of new messages in the

inbox of the logged in user.


▪ Inbox

▪ Outbox

▪ Deleted Messages

▪ Patient Communication Note: Messages are not supposed to

be patient related, and that unlike

the other Quick-Launch buttons,

they are private between the sender

and recipient.

Show/Hide Buttons

In the Progress Notes, two Show/Hide buttons enable the user to customize the

workspace.

▪ Left Show/Hide Button – displays, hides, or conditionally hides the Patient Dashboard.

▪ Right Show/Hide Button – displays, hides, or conditionally hides the Interactive Clinical

Wizard (ICW – formerly Right Chart Panel).

Click the Show/Hide buttons to set the visibility for the Patient Dashboard or ICW:

Color Description

Displays that feature at all times.




Color Description

Hides the feature when the user is working in the Progress

Notes sections. Click the Expand icon to display this feature

temporarily.

Hides the feature at all times.

Front Office I Workflows Profile Configuration



Profile Configuration

Configuring My Settings

Path: Main Menu > eCW Menu > File tab > Settings > My Settings

Customize the system options for an individual’s profile.

To configure My Settings:

To configure each section, click the tabs:

Commonly used tabs and features:

Tabs Features

Defaults Specify the system default options.

Defaults 2 Specify additional system default options.

My Resources Select frequently in contact resources.

Warnings Enables or disable warning alerts to display in different

areas of the application.

My Providers Select frequently in contact providers and their default

location.

User Settings Enable or disable system settings such as medication

interaction, fax refresh rate, home screen, etc.

Views Select the viewing style (modern view or classic).

Show/Hide Specify the options to display, or hide.




Recommended Settings

The following local settings are recommended for front office staff.

Defaults Tab

Defaults 2 Tab




My Resources Tab

My Providers




User Settings




Views

Show/Hide




Send Defaults Setup

Changing a Password

Path: Main Menu > eCW Menu > File tab > Change Password

Enter the old password and new password (twice), and click Submit:

Front Office I Workflows Viewing Appointments on Provider/Resource Schedule



Viewing Appointments on Provider/Resource Schedule

The Resource Schedule window is the home page for front office staff. This window

enables the front office staff to make appointments, check the patient in and out, and

confirm and cancel appointments.

Provider and resource schedules can be seen for a 5-day period or a 7-day period

consecutively by clicking on the respective icons on the top. Single or Multiple

appointments can be easily scheduled by clicking on the respective icons on the top.

The following table describes the sections in this window:

Area Description

1. Calendar Options Click a date to display the provider’s schedule for that

day.

To Select a specific date, right - click on the Resource

Scheduling Screen and the Go To Date option.

Select Today’s date by clicking the red box next to

today’s date on the calendar.

2. Provider/Resource

Selection

Select a provider or resource to display their schedule

for the selected date. Customize these schedules

from File > Settings > My Settings.

3. Show/Hide icon Click this icon to display or hide the calendar,

provider, and resource pane.

4. Display Options Five Days View, Seven Days View, Single Day View,

Single Provider or Resource View.

Front Office I Workflows Patient Lookup and Demographics (Overview)



Area Description

1. Calendar Options Click a date to display the provider’s schedule for that

day.

To Select a specific date, right - click on the Resource

Scheduling Screen and the Go To Date option.

Select Today’s date by clicking the red box next to

today’s date on the calendar.

5. Facility drop-down list Select to display appointments for one or all facilities.

Patient Lookup and Demographics (Overview)

Patient Lookup Window and Options

From the Patient Lookup window:

▪ Search for patients

▪ Register new patients

▪ Access a patient’s demographic information and Patient Hub

Looking Up a Patient

To look up a patient:

1. Click the Patient Lookup icon:

When you click on the patient lookup button, the ‘Patient Lookup’ screen opens up,

which gives you a list of all the patients in the system arranged alphabetically by their

last name.

From the Patient Lookup window, use the search filters to filter the patient database:




▪ Name ▪ Subscriber Number

▪ SSN ▪ Previous Name

▪ DOB ▪ Home/Work/Cell Phone

▪ Account Number ▪ Medical Records

▪ Phone Number ▪ Guarantor Name

Note: The Real-Time Search (RTS) feature populates the patient list based on text

entered in the Search Patient field.




Patient Registration

The flowchart below illustrates the recommended workflow for registering new patients in

eClinicalWorks. The patient registration packets will be received through the

eClinicalWorks fax inbox where the staff can member can sort and attach appropriate

forms to the patients’ documents.

Patient calls and needs to be registered.

Front desk/scheduling will click ‘new’ to open up blank demographic page.

Front desk/scheduling staff will fill in relevant info on the demographic page, including name, DOB, phone number,

insurance info and structured data on the the additional info page.

Forms that need to be filled out, can either be completed via eCliniForms or scanned in from the demographic page, using the ‘scan’ button

from the demographic page or the ‘patient docs’ button from additional info page. Refer

to ‘Document Management’ workflow.

Registration complete

Patient walks-in.

Is this a patient new?

YES

Follow ‘Scheduling Workflow’.

NO

Front desk/scheduling will check to see if patient exists by clicking on ‘patient look

up’ button and searching for patient.

Front Office I Workflows Patient Registration



Patient Registration

Registering a New Patient

Path: Patient Lookup icon > New button OR New (Copy) button

New patients can be registered from the Patient Lookup icon.

To register a new patient:

1. On the Patient Lookup window, click New.

OR

If the new patient being registered is a family member of a patient who already exists

in your Lookup database:

a. Search for and select the existing patient.

b. Click New (Copy) to create a new patient by copying the demographics from an

existing patient into the new patient’s account.

c. In the New (Copy) window, select the demographic information to copy from the

existing patient.

Note: Do not use special characters (#, $, _, -, %, @, !, &, etc.) The information

in this window should be only alpha-numeric.

The Patient Information window opens with the patient’s system-generated Account

Number automatically populated.

Note: All fields marked with a red asterisk (*) are mandatory fields and must be

captured to complete the patient’s registration process. There are mandatory fields in

the Additional Information and Structured Data windows as well. The system will not

let you save the patient’s record unless all the mandatory fields are captured.

It is recommended that you capture as many fields as possible, in addition to the

mandatory fields, during the patient registration process.

Follow the steps in Patient Demographics.




Patient Demographics

Path: Patient Lookup icon > Click patient name > Patient Hub > INFO button

OR

Patient Lookup icon > Highlight patient record > Patient Demographics button

To access a patient’s demographic information:

From the Patient Hub, click Patient Info:

The Patient Information window opens.

Enter the applicable information about the patient:

Note: Fields marked with a red asterisk (*) are mandatory. You will not be able to

save the patient record if a mandatory field is blank.

The following table describes some of the fields available in this window:

Field Description

Insurances tab If there are no insurances for the patient, check the Self Pay

box. Please refer to the billing workbook for unique billing

insurance scenarios.




Field Description

PCP field The patient’s true primary care provider. If they don’t have

one, there is a No PCP option. There is also an FQHC PCP

option, which also requires selecting FQHC in the structured

data.

Rendering Provider

field

The assigned LHD provider.

2. Validate the patient’s address:

a. Click the Validate button.

b. In the Address Validate window, select the radio button for the correct address, and

click Apply:

Add patient default pharmacies, contacts, attorneys, case management details, and circle

of care information:

For more information, refer to the Adding Patient Insurance section.

Click the profile icon to add a patient picture:




3. Add a responsible party for the patient. Patient statements will be generated under

this person’s name and address:

a. Click Select:

b. Select the responsible party.

c. In the Patient Demographics window, click the More (…) icon next to the Relation

field to select the type of responsibility party.

Note: Both Another Patient and Guarantor are financially responsible, but a

Guarantor is not a current patient of the LHD.

4. Click Additional Info to view additional demographic information:

The Patient Information window opens displaying additional demographic information,

including race, language, ethnicity, preferred pharmacy, etc.:

Note: Date of birth, gender, race, ethnicity, language, and insurance type are

required for Meaningful Use.




Adding Patient Insurance

Add insurance information for a patient in the Patient Demographics window.

To add patient insurance:

1. On the Patient Demographics window, select the Insurance tab, and click Add:

On the Patient Insurance Detail window, search for and select the patient’s insurance and

click OK:

On the Patient Insurance Detail window, enter the subscriber number and co-payment

details, and choose the appropriate insurance designation (primary, secondary,

tertiary):




Note: Make sure the insurance holder’s name is selected in the Insured’s Name field.

In some cases, this can be different from the patient’s responsible party name.

Capturing Structured Data During Registration

Capture structured data in the Additional Information window of the patient’s

demographics.

In the Structured pane, complete the questions. This information is important for

generating the required reports:

Note:

You must answer the Homeless Status structured data.

The Medicaid number must be retyped from insurance into the structured data field.

Limited English Proficiency must also be answered in the structured data (the Language

and Translator fields are not sufficient).




Applying a Sliding Fee Scale

Patient is eligible for sliding fee schedule.

From the patient demographic screen, check the “Self Pay” box and click

“Sliding Fee Schedule”

In the Income Details screen, enter all forms of

income and number of dependents (including self

as 1 dependent). Check appropriate documentation

checkboxes. Click “Calculate” to determine the

patient’s poverty level percentage.

The Poverty Level % and corresponding Fee Schedule is calculated and displayed. Click “Assign” to accept and

assign the sliding fee schedule. Click “OK” to

close.

Sliding fee schedule is displayed in patient’s

demographic.

Patient responsible portion displays as “Allowed

Amount” in appointment right chart panel after

charges are entered in the Progress Note.

Collect patient responsible portion and post patient

payment.




Prenatal Insurance Workflow

Patient is eligible for Prenatal Program.

Calculate the patient’s level of poverty using the sliding fee

schedule workflow.

If patient’s poverty level is less than 185%, assign the Prenatal

Insurance to the encounter using the Case Manger workflow.

Charges for prenatal claims will be adjusted to $0.00 during the

overnight utility.

Sliding Fee Schedule

As a part of the patient check-in process, front office staff will calculate and apply an

appropriate sliding fee scale to the patient.

To apply the fee schedule:

1. In the Patient Demographics window, check the Self-Pay box.

Click the Sliding Fee Schedule button located in the Insurance tab:

The sliding fee schedule window opens.




Enter the following information:

a. Enter the patient’s income appropriately in the Income field.

b. Enter the number of dependants in the Dependants field.

c. Click the Calculate button.

The system will automatically compute the sliding fee status for the patient and

display the details on the screen. The Date option denotes the duration for which

this patient’s sliding fee status needs to applied.

d. If patient has provided the required documentation for their proof of income, check

the Documentation of Proof of Income box.

This documentation must be scanned into the system appropriately. Scanned

documents can be accessed from the Patient Hub > Patient Documents. For more

information, refer to the Scanning Driver's License, HIPAA Forms, and Insurance

Cards.

Note: If this box is unchecked, the sliding fee will expire after the grace period.

The check box has to be the last thing checked before the clicking Assign.

e. Click Assign to apply the corresponding sliding fee status for the patient and click

Close.

f. To look at sliding fee level history, click History in Sliding Fee window.




Case Manager

There are occasions when a visit may be covered by an entity other than the patient’s

medical insurance. For example, Prenatal visits and Project 7. In these scenarios, case

manager will be used to override the primary/secondary/tertiary insurance in

demographics:

From the Case Manager window: Apply only the appropriate insurance for

this visit.

In the Patient Demographic section, add/verify that the appropriate insurance

doesn’t not have designation .

Patient insurance needs to be linked under patient demographics

Proceed with remainder of check-in process.

Note: Case manager must be linked to appointment before

progress note is locked.

Note: Use case manager for the current visit when:

1) Patients primary medical insurance is not being billed.

2) If patient is self-pay and need to change to an insurance.

When a patient schedules an appointment for a service that an unassigned insurance is

responsible for, use the Case Manager feature to link the unassigned insurance to the

appointment. When the claim is created, the insurance linked to the case will populate in

the claim instead of the patient’s assigned primary, secondary, or tertiary insurance.




Adding an Unassigned Insurance and Creating a New Case

Path: Resource Schedule > Appointment window > INFO button

To add an unassigned insurance and create a new case:

1. From the Patient Information window, add the unassigned insurance:

a. Select the Insurance tab, and click Add:

b. In the Patient Insurance Detail window, select the insurance, and enter the

subscriber number in the Sub No field (if applicable):

Note: Do not check the Primary, Secondary, Tertiary, or Dental boxes.

c. Click OK to save this information.

A warning message displays:




d. Click Yes.

Every time an unassigned insurance is added to demographics, create a new case and

link that insurance to the case. This case will be used every time the patient comes in

for a visit that is covered by that unassigned insurance.

2. In the Patient Information window, click New Case:

3. In the Case Details window, enter a case label.

This label displays in the Case drop-down list in the Appointment window.

4. Click Add Ins to link the unassigned insurance to this case.

5. Enter the Date of Injury, and check the applicable Employment Related and Accident

boxes:

The ICD Codes from Associated Progress Notes will display the diagnosis codes from

the Progress Notes that are associated to this case.

List of Visits

that are tied to

this case.




6. Scan any documents that are related to this case.

7. Click View Case Visits to display all of the visits that are linked to this case.

8. In the Case Visits window, click the date link to open the Progress Notes for a specific

encounter.

Click on the date hyperlink to view the Progress Notes details.

Linking Case Manager to an Appointment

Path: Resource Schedule > Appointment window > INFO button

To assign a case to an encounter:

1. From the Appointment window, select the case from the Open Cases drop-down list.

Note: After creating a new case, close the Appointment window, and reopen it to

enable the case fields.

Selecting the case from the Open Cases drop-down list overrides the patient’s primary

insurance and replaces it with the unassigned insurance linked to the case for this

appointment.

2. (Optional) Click the yellow Case Manager button to edit the selected case.

3. (Optional) Click the N button to create a new case for this patient:

The case label will display in

the "Open Cases" window

once linked to the

appointment. Click on the

drop down to view a list of

cases already created for this

patient.

Select the blue “N” to

create a new case for this

patient.




Accessing the Patient Hub

Path: Patient Lookup icon

The Patient Hub enables users to access basic demographics, clinical, and financial

information. In addition, this window enables users to perform tasks associated to the

patient (e.g., creating a Telephone Encounter, running letters, etc.).

To access the Patient Hub:

From the Patient Lookup window, use the search filters to search for a patient, and click

the Patient Name link:

The Patient Hub opens:




▪ Toolbar: Provides access to a comprehensive list of the patient's test results,

immunizations, referrals, allergies, alerts, and notes.

▪ Patient Information: A snapshot of patient information, including the last and next

visits.

▪ Hub buttons: The Hub buttons provide quick access to medical records of a patient.

Perform frequent office tasks using these buttons, such as scheduling a new

appointment, logging a phone call, or sending a message or letter.

Quick Access to the Patient Hub:

Click the arrow next to the Patient Lookup icon to display a list of recently accessed

patients, and click a patient name to view the Patient Hub:

Front Office I Workflows Scheduling Appointments



Scheduling Appointments

Scheduling Patient Appointments

The flowchart below illustrates the recommended workflow for scheduling patient

appointments, for new and established patients.

Patient requests appointmentSearch for the appropriate available appointment slot under a provider/resource and double click the slot.

Verify appointment facility, date/time then search for the patient by clicking on

‘Sel’ button.Look up patient by name.

Is this a new patient?

Double click on the patient’s name to select the patient for the appointment

slot.

NO

Click on the ‘New’ button register the patient with the appropriate

demographic & insurance information. Note: Please refer to

Patient Registration Workflow.

YES

Select the appropriate ‘Visit type’, enter the ‘Reason of the Appointment’ and

click ‘OK.’

Appointment is scheduled for the patient.

On the ‘Resource Scheduling’ screen, select the appointment facility and

check-off the respective appointment provider(s).




Appointment Scheduling

1. If the patient is a ‘New’ patient (i.e., patient does not exist in your ‘Lookup’ database),

the patient must be registered in the system as explained in the Patient Registration

section. In addition to the “mandatory” fields defined, capture as much information as

possible during the patient registration process.

If patient is an established patient (i.e., patient does exist in the ‘Lookup’ database), then

verify the patient’s demographic information (name, address, phone number and

insurance information) to make sure they are up to date.

Once the registration or patient verification process is complete, close out of the ‘Lookup’

screen. The next step to scheduling a visit is to open the “Resource Schedule” for the

respective provider / resource and visually search for an open appointment slot for the

requested date and time. Multiple appointment schedules can be opened up side-by-

side to check for appointment availability. Alternatively, the Appointment Search and

Multiple Appointment Booking feature can also be used for searching open / available

slots.

To begin the appointment scheduling process, select the provider or resource first. Based

on their working hours in the respective facility, double-click on the desired

appointment slot or on the time for that appointment slot and that would open up the

“Appointment” screen (or) if you are using the Appointment Search and Multiple

Appointment Booking feature, select the desired appointment slot and click on the

“Schedule” button.

The steps for scheduling an appointment are explained below:

1. First, the respective patient has to be selected. Click on the search window to lookup

the patient for whom the appointment needs to be scheduled. Search for the patient in

the “Lookup” screen by entering the appropriate search parameters (i.e., Name, DOB,

etc.)

Double-click on a time slot here or on the actual time displayed on left to make an appointment.




Then the type of visit the patient is coming for needs to be chosen appropriately.

The Visit Status should be left as ‘Pending’ until the patient checks in.

Select the appropriate reason by clicking on the “drop down arrow” button and picking a

relevant option.

A general note is just a section where front office can write down general notes for

themselves. It only remains on the schedule.

The appointment is now scheduled.

Note: The Facility Name, Provider Name, Start Time, and End Time fields populate

automatically.

The tables below shows all the available options for visit types and visit reasons.

Visit Type Codes (Description)

COUNS (Counseling)

Dent D0190 (Dental Screening Only)

Dent D1206 (Dental Varnish)

Dent D1351 (Dental Sealant)

Dent Prev (Preventive Dental)

EXAM-PREV (Preventive Exam)

EXAM-PROB (Problem Exam)

F/U (Follow Up Visit)

1. Select a patient by searching in the window given.

2. Choose a respective Visit Type for the appointment from the drop-down menu.

3. Choose the reason for visit by either selecting a reason from the drop-down menu or by directly typing it in.

4. Enter any general notes/reminders regarding the appointment here.




Visit Type Codes (Description)

IMM (Immunization)

LAB (Lab)

MISC (Miscellaneous)

Seleant Retention

WIC-BFCnsl (WIC Breastfeeding

Counseling)

WIC-BFGrp (WIC Breastfeeding

Education Group)

WIC-Breast (WIC Breastpump Issuance)

WIC-Crt/Re (WIC

Certification/recertification)

WIC-Iss (WIC Benefit Issuance)

WIC-NE (WIC Nutrition Education)

WIC-NEGrp (WIC Nutrition Education

Group)

WIC-NEGrpP (WIC Nutrition Education

Group Paraprofessional)

WIC-NEPara (WIC Nutrition Education

Paraprofessional)

WIC-PkgCsl (WIC Food Package Change

with Counseling)

WIC-VOC (VOC)

Visit Reasons

Adult

Dental

Family Planning

KWCSP

Peds

Peds Car Seat

Pregnancy Test




Visit Reasons

Prenatal

Resupply

STD

TB

Appointment Search and Multiple Booking Tool

Path: Main Menu > Practice Menu > Resource Schedule

To schedule an appointment:

1. From the Resource Schedule window, click the Appointment Search and Multiple

Booking icon:

2. In the Multiple Appointments window, search for the patient’s name in the search field.

Note: If the patient does not exist in the system, click the Lookup icon to register a

new patient.

3. From the Visit Type drop-down list, select the visit type.

4. Enter a reason for the appointment in the Reason field.

5. Select the facility from the Facility drop-down list.

6. Select the provider or resource schedule in which to search for open appointments

from the Providers & Resources drop-down list.

7. Select a provider from the Provider drop-down list.

8. Click Search:




Search results display based on the selected appointment options.

9. Click Book in the row next to an appointment to schedule that appointment for the

patient:




Scheduling Recurring Visits

‘Recurring visits’ feature can be used to schedule multiple follow-up visits for the same

patient. Please note that all visits scheduled will have the same ‘visit type’ code. This

feature will be used for Directly Observed Therapy visits in the Tuberculosis program.

To schedule a recurring visit for a patient, click on the button on the Bottom of the

‘Appointment’ screen:

1. The ‘start time’, ‘end time’ and ‘duration’ cannot be modified from the original

appointment. This will be automatically populated based on the visit type chosen for

the original appointment.

2. Choose the ‘Recurrence pattern’ in weeks (i.e., appointment to be repeated once a

week or 2 weeks or 3 weeks, etc.).

3. Choose the day of the week when the appointment has to be scheduled.

4. Specify the start and end of the recurrence pattern.

Click ‘Save’ to schedule the appointments based on the recurrence pattern chosen. The

system will automatically schedule the respective appointments and display a

confirmation message.

Note: An example of when ‘Recurring Visits’ should be used is when scheduling ‘TB

Directly Observed Therapy’ visits.




Scheduling Appointments for Family Members

If the patient has other patient listed under the Contact, Create Copy for Family feature is

used:

Path: Main Menu > Practice icon > Resource Schedule option

To copy and paste an appointment:

1. Schedule the appointment for the first member in the family, from the ‘Resource

Scheduling’ screen.

2. From the Resource Schedule window, select the applicable provider or resource.

Right-click on the applicable appointment, and point Create copy for family, and select the

family member:

The system will create a similar appointment for this family member and place it in the

‘Appointment clipboard’.

3. Select the desired day, date and time when you want this appointment to be scheduled

Right-click on the applicable date/time slot, and click Paste Appointment.

Repeat steps 2 through 5 to schedule similar appointments for other family members as

well.




Rescheduling an Appointment

The flowchart below illustrates the recommended processes for rescheduling and

cancelling scheduled visits.

Patient calls to Reschedule or Cancel an appointment.

Select the original appointment and copy it to the ‘clipboard’ in the

Resource Scheduling screen.

On the original appointment, change the Visit Status to “R/S”.

Process?

Select the time slot where the appointment has to be moved/rescheduled to and ‘paste’ the

copied appointment and clear the ‘clipboard’.

On the original appointment, enter the reason for rescheduling the appointment

in the “Reason” field.

Enter the appropriate reason for cancellation/no show in the “Reason” field.

On the original appointment, change the Visit Status to “CANC” or

“N/S”.

RESCHEDULING

CANCELLATION/NO SHOW

Path: Main Menu > Practice icon > Resource Schedule

To reschedule an appointment:

1. From the Resource Schedule window, right-click the original appointment, and click

Copy from the drop-down list.

2. Select the new date/time.

3. Click the Paste button.

4. Double-click the old appointment.

5. From the appointment window, change the Visit Status to R/S (Rescheduled).

6. Enter the rescheduling information in the General Note.

7. Click OK.




1. Change Visit Status to R/S (Rescheduled).

2. Type in the reason why this appointment was rescheduled.

Paste appointment




Canceling and No Show Appointment

Path: Main Menu > Practice icon > Resource Schedule > Appointment window

To cancel an appointment:

1. From the Appointment window, change the Visit Status to CANC (Cancelled).

2. Enter the Reason and the General Notes.

3. Click OK:

Some of the recommended steps while cancelling or marking off an appointment as ‘no-show’ are:

1. Always put in a reason for the cancellation in the ‘General Notes’ section of the

appointment screen. This makes it easy to track why the appointment was cancelled

for a patient.

2. If you have permissions to delete appointments, do not delete a cancelled or a no-

show appointment as you will not be able to run a ‘cancelled’ or ‘no-show’ report on

the system.

3. If any charges are associated with the appointment (copayments or self-pay

payments), the appointment cannot be cancelled. The payment collected will have to

be deleted or re-allocated to another visit before the appointment is cancelled. Contact

the LHD billing supervisor to do so.




No Show Appointments


To mark an appointment as No-Show:

From the Appointment window, change the Visit Status to No-Show.

Bumping Appointments

Use the Bump Appointment feature to create a Bump list that contains all scheduled

patients who the provider or resource was unable to see during a particular day. Multiple

appointments can be bumped when blocking the provider’s schedule.

Bumping Appointments by Blocking a Schedule


To bump multiple patient appointments:

1. From the Resource Schedule window, click the Block icon:

The Appointment Block window opens.

From the Appointment Block window, enter the provider or resource name in the Provider

& Resources field.

Select the Date Range and Time.

Enter a Description of the block, and any applicable Comments.

Check the Move overlapping appointment to Bump List box.

Select a Color for the block.




Click Save:

Bumping Individual Appointments


To bump an individual patient appointment:

Right-click the applicable appointment, and select Bump Appointment from the drop-down

list:

Managing the Bump List


To manage the Bump List:

From the Resource Schedule window, click the Bump List icon:

Note: The number on the Bump List button displays the number of bumped

appointments.

The Bump List window opens:

This option has to be checked off in the Appointment Block screen to simultaneously block the entire schedule and transfer all patients in the schedule to the Bump List.

Front Office I Workflows Appointment Preparation



Appointment Preparation

Using Insurance Eligibility

eCW’ s Integrated Insurance Eligibility Feature can be used to verify patient’s Insurance

Coverage within the application.

There are two ways to use the feature:

▪ Batch Eligibility Checking.

▪ Individual Patient Eligibility Checking.

In addition, the feature can be setup to run automatically behind the scenes.

1. Batch Insurance Eligibility checking can be done by clicking on the Insurance Eligibility

checking icon on the top of the Resource Scheduling screen.

Individual patient insurance eligibility can be checked by right clicking on the patient’s

appointment and then clicking on the “Check Eligibility” option.

For the batch eligibility checking, the user can use the filters available on the screen to

search for the desired encounters. Example includes; Provider, Facility, Insurance

Group, appointment dates and type of insurance.

Once the filters are set user can click on the Look-up button to search for the encounters.

Once located, encounters can be submitted by clicking on the ‘Submit’ button.

Once the eligibility report is received, user can view the report from the patient’s

demographic ‘IE’ button or from the ‘E’ icon on the Resource Schedule screen.

Batch Insurance

Eligibility checking

icon.




Right-click options for

checking insurance

eligibility individually for

scheduled patients.




Eligibility Workflow

Open Eligibility Report from

Resource Schedule

Filter Transmission

Status “Not

submitted”

Are these

insurances that can

be verified through

eCW?

No

Filter Transmission

“Received” Not

Verified

Yes

Local Error

eCW is unable to

connect to the

clearinghouse/payer.

Remote Error

Clearinghouse was not

able to receive file. They

may be closed or not

available

Clearinghouse has received the

request, but there was

something wrong with the file

(i.e. subscriber ID# number,

incorrect, etc.).

Resubmit the file

Verify Insurance

Outside of eCW

Contact System

Administrator to review

eligibility setup for that

insurance

Make appropriate corrections

and resubmit the request for

those patients only

If you haven’t connected in a

reasonable amount of time, log

a case with eCW

Resubmit the file

Eligibility will be run after hours two business days prior to the appointment day/time.

Prior to the appointment, is important to follow up on the patients whose eligibility was

not verified or submitted. This gives the staff time to investigate the reasons for

insurance ineligibility and follow up with the appropriate parties to gather the most recent

insurance information. Eligibility Report allows you to work the exceptions from one

screen instead of opening each appointment individually.




To run the eligibility report:

1. From the Resource Schedule: Select the “E” icon .

Set the appropriate filters and hit lookup.

The Eligibility report populates the lower portion of the screen:

Filter Transaction Status: “Not Submitted”

Review the payers for these patients: Are these insurances that can be verified

through your clearinghouse?

If yes, contact your administrator to determine why they are not being submitted.

There may be a setup that needs to be changed.

If no, verify eligibility at the payer’s website or other tools available.




Filter Transaction Status: “Received” and Eligibility Status: “Not verified”

Clearinghouse has received the file, but there is something wrong with the

insurance information (subscriber ID# wrong, patient is not eligible at time of

service, etc.).

Verify the information is correct by checking a copy of the card or contact the

patient for current insurance information.

Resubmit the file with the new information, if applicable

Filter Transaction Status: Remote Error

These files left eCW, but did not reach the payer. It could be because the

clearinghouse was closed, or the payer could not receive the file for some reason.

Select “submit” to resubmit the claims again.

Contact the OATS Help Desk if this problem persists.

Filter Transaction Status: Local Error

eCW was not able to connect with the clearinghouse/payer.

resubmit the file(s) again.




If this issue is not resolved within a reasonable amount of time, contact OTAS Help

Desk.

Printing Labels (Optional)

Labels can be generated in eClinicalWorks and printed using the Dymo Label Printer.

Labels can be printed for individual patients from the Patient Hub:

Checking Rx Eligibility

Rx eligibility can be checked for individual patients or in batches.

Checking Rx Eligibility (Individual)


Rx eligibility is used to verify if the prescribed medications will be covered.

To verify Rx eligibility for an individual patient:

1. From the Appointment window, click the green arrow icon to open the Right Chart

Panel.




2. In the Rx Eligibility section, click Check:

Checking Rx Eligibility (Batch)

Path: Main Menu > eCW Menu > Tools tab > Rx Eligibility & History > Run Batch

Eligibility Check

To verify Rx eligibility for a batch of patients:

1. From the Rx Batch Eligibility Check window, select the P radio button to check

eligibility for a provider, or select the R radio button to check eligibility for a resource.

2. Select the provider or resource from the drop-down list.

3. Click Run:

Front Office I Workflows Check In



Check In

The flowchart below illustrates the recommended workflow to be followed at check-in on

the day of the patient’s appointment.

Patient arrives for the appointment.

Is thisa new

patient?

Give out the respective ‘New Patient’ forms that need to be

filled-in by the patient.

Front desk/scheduling staff will fill in relevant info on the demographic page, including name, DOB, phone

number, insurance info and structured data on the the

additional info page.

Search for the patients appoitnment & verify patient’s demographic and

insurance details on the ‘Patient Information’ screen and update if

necessary.

Give the patient the required form(s) to be filled in.

Once patient completes the form(s), verify the information filled-in and

scan it in.

Collect co-pay, as applicable for the visit, from the ‘Payment’ screen.

Print a receipt for the patient from the ‘Payment’ screen.

Update and link the appropriate incoming referral with this

appointment.

Change patient visit status to ‘arrive’.

PAPER FORMS TO BE FILLED-IN

NO YES

Scan-in any referral related documentation, if required.

INCOMING REFERRAL VISITS

Scan-in and/or enter in patient’s insurance card, identification documents,

required forms and address forms as applicable.

Insurance Eligibility checked?

NO

YESRun Insurance Eligibility

Note: Referral must be done and linked before the

progress note is locked.

Note: If patient is self pay, check ‘self pay’ option in demographics window.




Verifying Patient Demographics


To verify the patient’s demographics:

1. From the Appointment window, click the Info button:


From the Patient Information window, verify/update the patient’s demographics as

needed.

Recommended demographics include:

▪ Date Of Birth ▪ Race

▪ Last Name ▪ Ethnicity

▪ First Name ▪ Release of Info

▪ Sex ▪ Rx History Consent

▪ Resp Party ▪ Pharmacy

▪ Insurance Information ▪ Patient Picture

▪ Language

Once the patient’s demographics are updated/verified, click OK.

In the Appointment window, click the blue Co-Pay link from the Appointment ICW to

collect the co-payment.

Change the Visit Status to ARR (Check-In).




Click OK:

Note: It is important to note that ‘Patient Demographics’ should not have any special

characters (like #, $, _, -, %, @,!, &, * and so on). This window should only have

data in the form of letters or numbers.

Scanning Driver's License, HIPAA Forms, and Insurance Cards


Driver’s licenses, HIPAA forms and insurance cards can be scanned in to eClinicalWorks.

To scan the items:

1. From the Appointment window, click the Info button.


From Patient Information window, click Additional Information.

Click Patient Docs.

The Patient Documents window opens.

From the Patient Documents window, click Select Scanner.

Click on the “Info” button to open up the “Patient Information” screen where the patient’s demographics can be verified/updated as required.




Select the scanner and scan the items:

After the scanning is completed, in the Document details window, enter the name of the

document.

eClinicalWorks recommends using the following naming convention: YYYY.MM.DD.

County. Name of File (For example: 2017.08.01. ‘County’. Ins Card)

Check the Reviewed box and click Save:

Feed the document(s) or insurance card(s) into the scanner and click on the “Scan” button to scan it into the patient’s record in eCW.




Any H&P forms, Consent forms, etc., completed by the patient during the check in

process can also be scanned into their record by following the steps mentioned above.

Note: Documents scanned from the additional info screen get saved into the Patient

Documents Folder. If documents need to be scanned in different folders, they can be

scanned from the Patient Hub>Patient Docs. Please refer to the scanning workflow for

additional information on this workflow.

Note: The recommended naming convention to be followed when adding scanned

documents into the respective folders is to “YYYY.MM.DD.County.Name of File”. For

example, if you are scanning a lab result that was received on the 1st of April, 2016,

the scanned document should be named as ‘2016.04.01. ‘County’. CBC Result’. This

recommended naming convention makes it easy to sort the documents in

chronological order.

Scanning Options

The following scanning options are available:

▪ Scan to Color Doc – enables users to scan a document in Color Mode.

▪ Scan Duplex – enables users to scan both sides of the document.

▪ Show Scan UI – enables users to launch the scanner’s User Interface to configure

additional settings.

Driver’s licenses can be scanned from the Patient Information window by clicking the

Options button, and selecting Medicscan from the drop-down list:

Insurance cards can be scanned from the Patient Information window by clicking the

arrow next the Add button, and selecting Insurance Scan from the drop-down list:

Note: When scanning ID’s or Insurance cards from the above locations (mediscan) the

information will auto populate into the system.




Adding Patient’s Preferred Pharmacy

Patient’s preferred pharmacy is added under the Pharmacies Tab in the patient

demographic screen. Check off the box to mark the pharmacy as primary/preferred.




Collecting Co-Payments and Payments for Previous Patient Balances


Any type of patient payment is collected by clicking the Charge Details or by the Co-Pay

button. Copayments need not be posted separately. Payments made on old balances is

collected by front desk and is kept unposted. Then the billing office posts the payment at

the claim level.

To collect the Co-Pay or the Payments:

1. From the Appointment window, click the Charge Details button.

OR

Click the blue Co-Pay link from the Appointment ICW:

The Receive Payments window opens.

From the Receive Payments window, verify and enter the Co-Pay amount (under the

Amount field).

From the Pmt.Method drop-down menu, select the method of payment.

If the payment method is Check, enter the check number in the Check No. field.

Document the Memo field, if needed.

(Optional) To print the payment receipt, click the Print Receipt button.

Click OK:




Copayments do not need to be posted separately. Payments made on old balances can

be collected by front desk and kept un-posted. The billing office can then post the

payment at the claim level.

To print the payment receipt, click the Print Receipt button:

Click OK.

Note: If additional payments are collected (for example, a co-pay and an old balance),

the front office can collect the entire amount, specify the copy in the Payment

column, and leave the rest unapplied. Document the transaction in the Memo field.

Patient Balance Payment

If patient makes a payment on the old balance along with visit copayment, the front desk can collect the payment, apply the visit copay and keep the rest unapplied which can be posted by the billing office. In the below example, the patient visit copay is $25.00 but there is a patient balance of $75.00, so the patient makes a payment of $100.00. This payment can be entered from the charge details>copay screen in eCW along with a memo.

Front Office I Workflows Patient Checking Out



Patient Checking Out

The recommended workflow for the appointment check-out process is illustrated below:

Provider finishes visit.

Patient goes to appropriate location to be checked out.

Any payments to be collected?

Post collected payment against respective claim (s), from ‘Payments

screen’ and print receipt.

YESCollect payments (co-pays/self payments/previous balance/

payment for services).

Schedule a follow-up appointment (if needed).

Right click on the patient’s appointment and print out a copy of the Visit

Summary for the patient (if applicable).

NO

Change the appointment visit status to ‘CHK’ to indicate that the patient

has been checked out.

Is this a WIC visit?

YESContinue current WIC

workflows as they exist now.

NO




1. Front desk staff can check on Provider follow up instructions on the appointment

screen.

Labs, diagnostic imaging, procedures, and referrals, if necessary, will have to be

scheduled by filling out the appropriate paper forms and sending them to the

respective parties.

Referrals can be printed from the referrals button on the appointment window.

Follow-up appointments can be scheduled by clicking on the “Search” button. Please refer

to the appointment scheduling section at the beginning of the workbook.




Copayment (if any) can be collected as per the copayment and balance collection

workflow.

Visit summary is printed by right clicking on the patient appointment.

Note: Copayment receipt and follow up appointment print on the same receipt. A

follow up appointment card can be printed separately by right clicking on the patient

appointment->print appointment card.




Printing Visit Summary


To print the visit summary:

1. From the Resource Schedule window, right click the appointment, and select Print Visit

Summary from the drop-down list:

The Print Options window opens.

Check the boxes to select the sections to print.

Click Print Preview:

The Print Preview window opens.

Click Print:




To indicate that the patient has checked-out of the clinic, visit status has to be changed to

“CHK” or “Checked Out”. This will again change the color of the appointment slot to the

respective color assigned to the “Checked Out” visit type code.




Front Office I Workflows Reports



Reports

Accessing the eBO Reporting Module for End of Day Reports

All financial reports will be generated through the ‘eClinicalWorks Business Optimizer’

(eBO) reporting module.

1. Go to ‘Reports eBO Reports.

From the internet browser, enter username and password. They are the same as your

eCW login credentials.




Click on ‘ Classic View’ to access the classic view of eBO OR select the appropriate report.

To run a report, simply click on the report and choose the appropriate filter options as

required.




Once the actual report is generated, you can ‘export’ the report in any of the following file

formats: HTML, PDF, XML or as a Microsoft Excel® spreadsheet. To do so, click on the

export icon at the top and choose the appropriate file type option.



APPENDIX A: NOTICES

Trademarks

eClinicalWorks®

eClinicalWorks® is a registered trademark of eClinicalWorks®, LLC.

All other trademarks or service marks contained herein are the property of their

respective owners.

Current Procedural Terminology® (CPT®*)

CPT® is a registered trademark of the American Medical Association.

DYMO® LabelWriter®

DYMO, the DYMO logo, DYMO Stamps, DYMO File, LabelWriter and Address Fixer are

trademarks or registered trademarks of Sanford, L.P. or its affiliate.

Nuance®

Nuance, Dragon, and the Nuance logo are trademarks and/or registered trademarks, of

Nuance Communications, Inc. or its affiliates in the United States and/or other countries.

Copyright

CPT® Copyright Notice

CPT® copyright 2014 American Medical Association. All rights reserved.

Fee schedules, relative value units, conversion factors and/or related components are not

assigned by the AMA, are not part of CPT®, and the AMA is not recommending their use.

The AMA does not directly or indirectly practice medicine or dispense medical services.

The AMA assumes no liability for data contained or not contained herein

*CPT copyright 2014 American Medical Association. All rights reserved.