Patient Screen stores patient information in different tabs.
• To Add/Modify Patient :
1. Follow the item menu sequence … File | Patients or click Patient from the menu toolbar.
2. The Search Patient Screen is displayed. To add a patient click the Add Button.
3. To search for an existing Patient, provide one or more pieces of information that can be used to filter the patient search and then click the Search Button. For example, to search for patients whose last name contains MIT enter MIT in the last name and click the Search Button. It will bring all the patients whose Last name contains MIT such as, patients with last name of Smith, Mitten, Aimit. When the search is complete, all patients that meet the search specifications appear in the grid list located just below the search criteria. The grid has several columns, including patient number (a system-generated number that uniquely identifies each patient); last name, first and middle name, home address and telephone number. This information allows a positive identification to be made. If the patient you are trying to search already appears in this list, their patient profile can be retrieved by highlighting their row by clicking on it, and then clicking the Select Button or just double-click the desired record.
4. This takes you to the patient’s corresponding Patient Screen where you can add information for a new patient or modify existing information for an existing patient.
5. Click Save from the menu toolbar. The patient is now in the database and a unique sequential patient number is generated.
• Profile Tab:
6. The Profile Tab maintains personal information like name, address, phone number, birth date etc.
7. Under the Profile Tab, the Send Mail Checkbox allows you to control whether this patient will receive marketing information such as discount or other promotional offers. You can query this field in several areas of the system.
8. Active Checkbox allows you to control whether a patient is Active or not in the system. Any new patients added to the system are by default Active.
9. Bad Address Checkbox allows you to specify if the address on record is bad and update on patient’s next visit. When printing recall letters or labels you can exclude patients with bad addresses.
10. Changing the Recall Reasons or Recall Months Fields automatically calculates recall date based on the last exam date and number of recall months. Recall reasons can be setup with default recall months; see Recall Reasons for more information on setting up Recall Reason/Schedules.
11. Letters Button allows you to print letters of type patient. For example, you can create custom letters under File | Letters menu option. Fields from patient records may be used to create custom letters.
12. Labels Button allows you to print file folder and address labels. Also, labels supports DYMO printer, DYMO File Folder 30327 Labels Fields. File folder labels print Name, DOB and Patient Number. Address labels can be printed on DYMO Address 30252 Labels. Fields printed on Address label are Name, Address, City, State, and Zip.
13. Clicking the Delete Button deletes the patient and all its associated records including prescriptions, orders, insurance claims, and appointments. This option is only available to users of type Administrator.
• Demographics Tab:
14. This section allows you to enter/maintain patient’s employer, guarantor, referral and financial information. Guarantor is the person responsible for the patient’s account.
• Insurance Tab:
15. This section allows you to enter/maintain primary, secondary and tertiary insurance information.
• Prescriptions Tab:
16. This section allows you to add/modify prescriptions and create orders. The Prescription Tab displays all the prescriptions that have been entered for this patient. There are three types of prescriptions that can be made: Spectacle lens, Soft Contacts and Hard Contacts.
17. To modify an existing prescription, double-click on the prescription or select it and click modify.
18. In the Add New Rx Section, the Spectacle Lens Button takes you to the Spectacle Lens Prescription Screen and lets you add a new Spectacle lens prescription.
19. Soft Contact Button takes you to the Soft Contact Prescription Screen and lets you add a new Soft Contact lens prescription.
20. Hard Contact Button takes you to the Hard Contact Prescription Screen and lets you add a new Hard Contact lens prescription.
21. Rx Pad Button allows you to prescribe medications.
22. Modify Button allows you to modify the selected prescription.
23. Copy Button allows you to copy the selected prescription.
24. Letters Button allows you to create letters with the selected prescription data.
25. Delete Button allows you to delete the selected prescription.
26. Print Button prints the selected prescription.
27. Fax Button allows you to fax the selected prescription.
28. Order from Rx Button creates an order for selected prescription. If this is a VSP patient the patient’s Authorization will auto-populate in the order created.
29. In the New Order Section, the Frame Button creates an order for non-Rx spectacle lens/frame.
30. Exam/Other Button creates an order for non-Rx Other/Miscellaneous products.
31. Spectacle Lens, Contact Lens, and Hard Contact Buttons allow you to create new orders using the selected appropriate Rx’s.
32. If the Locked Checkbox is checked the prescription is locked and it can no longer be modified or deleted.
33. Released Checkbox is used to denote if the prescription is released to the patient.
34. Duplication Checkbox is used to denote if the prescription it a duplicate.
35. Prescriptions that are open for viewing can be printed as they appear on the screen by pressing the F2 Key.
• File Tab:
36. This section allows you to store any number of images, PDF or files of any other type related to the patient record. You can store the PDF files, pictures, scan images of their prescriptions or eye exams and any other file type.
37. You can categorize the file types stored by specifying the Image Type in the Category drop-down list and entering a description for each image in the Description Text Box. To add/modify image types that appear in the list click on File | Setup | Categories menu option. Click on Image Type and edit the values displayed for category of Image Type.
38. Filter Category drop-down list lets you select a category so that it displays only files that belong to the selected category.
39. Add Button adds a new record.
40. View Button opens the selected file with the program attached to the file type. For example, if you attached a PDF file it will open the file in Acrobat Reader program. If the file type is image such as exam forms, it opens the Scan Image Screen that lets you take patient picture, scan documents, select an image file from the disk drive or Import images from the document library. For more information on using the Scan Image Screen refer to the topic on Documents.
41. Delete Button deletes the selected record. If the record is locked, it cannot be deleted. To lock a record, check the Lock Checkbox.
42. Attach file Button allows you to attach any type of file to the patient record including PDF, Word, Excel, images etc. allowing you to store patient records digitally. Actual file is stored in the database with the patient record and may be deleted from the disk since it now exists in the system.
43. Export Button allows you to save the file from the system to the disk in the location that you specify.
44. Documents Button allows you to import an existing document to associate with the patient’s record. For example, if an exam document exists in the system select the Category, enter a Description, and then click the Document Button to edit the document. This Exam Document will be associated with this patient’s record. For information on editing the selected document see the topic on Documents: Working with Document in the Scan Image Screen.
• History Tab:
45. This section displays order and calendar appointment history. In the Calendar Section, selecting the record and clicking the Details Button it will display the selected record’s details. All the data records can be resized allowing you to view more information.
46. In the Calendar Section, the Print Selected and Delete Buttons print/delete the selected record accordingly.
47. In the Orders Section, clicking the Show Details Button displays the individual charges and payments. You can also print the receipt by clicking the Receipt Button and selecting desired orders to print.
48. Orders with status of Canceled or Quote are displayed with a yellow background. Remakes are displayed with Indian red background color.
49. Orders Details Button takes you to the corresponding Order’s Screen.
50. Copy Button allows you to make a copy of the order then you can modify the order as you please.
51. Remake Button allows you to remake an order for the patient.
52. Refresh Button will refresh the screen and display any modifications made in the screen.
53. Deletion of existing Orders can be performed by selecting the order to be deleted and clicking the Delete Button. This Delete option is only available to users of type Administrator.
NOTE: Once an order is deleted it cannot be restored.
54. In the Calendar Section, all the patient’s appointments are listed including the date and status of these appointments. The Details Button will display the Add/Modify Calendar Screen displaying the details of the appointment. The Print Button prints the appointment and the Delete Button deletes the selected appointment from the patient’s record.
55. In the Exam Section, all the patient’s exams created through the My Vision Express EMR are listed including the date and status of these exams. The Add Button allows you to create a new Exam for this patient. The Details Button will open the selected exam and the Delete Button allows you to delete an exam that does not have a status of locked.
56. In the Insurance Section, all insurance created for the patient are displayed. The Details Button takes you to the Insurance Screen with the information entered for the corresponding claim.
57. Delete Button deletes the selected claim from the patient’s history.
• Custom Fields Tab:
56. This section offers you a way to keep track of specific information of your unique practice needs. While My Vision Express already provides fields to record most common practice data, you probably require other information from time to time. Custom fields let you set up and store that unique data. My Vision Express provides up to 50 custom fields for patient records. For more information about is topic Patient Custom Field.
• Family Tab:
57. This section allows you to group related patients together. It allows you to link new and existing patients with each other. It also allows you to disassociate previously linked patients. This is a quick way of entering patients that share the same address. If any patient in the family updates their address or home phone all the linked patients addresses and home phone also gets automatically updated. If a new patient is added to the family record and is not saved to the database, clicking the Disassociate Button deletes the record.
58. The Family Members Section of the screen shows all the members of this patient’s family.
59. Search Button, located below the Family Members Section, if clicked will take the Search Patient Screen where you can search for a patient to add to the family. Once the patient is found in the Search Patient Screen double-clicking the record will add it to the family.
60. Add Button lets you add a new member to the family.
61. Modify Button lets you modify the selected family member’s patient information.
62. Details Button, located next to the Modify Button, will bring up the selected family member Patient Screen.
63. Family Orders Section displays order(s) placed by the patient and their family members.
64. Clicking the Show Details Button displays the receipt of the selected order(s). To combine multiple orders in one receipt, select the orders by holding the CTRL key and highlighting the order records and then click the Show Details Button.
65. Clicking the Order Details Button will bring up the Order Screen for that order.
66. You can print the receipts/combined receipt by clicking the Print Button.
67. Refresh Button refreshes the screen with any changes that may have been made.
• VSP Tab:
68. In this section the most common Eyefinity functions can be performed. The system stores previous authorizations and doctor service reports which are accessible at any time.
69. In the Authorize Section, the Authorize Button will allow you to obtain a new authorization for the patient. If there are multiple members under one plan the member's patient file must be open to obtain an authorization.
70. View Button will show the Patient's Record Report for the highlighted authorization.
71. Delete Button allows you to delete the highlighted authorization.
72. Plan Summary Button will show the Well Vision Plan Summary.
73. Go to Eyefinity Icon will open Internet Explorer and direct you to the Eyefinity site.
74. Refresh Status Button will update the claim status.
75. Doctor Report & Packing Slip Button will show you the Doctor Service Report and you will have the ability to print it.
• Interactions Tab:
76. For security reasons every time the patient record is accessed an interaction record is created and it includes the date and time the record was accessed and the name of the person who accessed it. By clicking on the current interaction record it allows you to put place a note with the interaction. You can also view prior notes added to the patient’s interaction record.
77. This tab also maintains a history of all the letters created for this patient. By highlighting and clicking the Modify Button you can enter notes for the letter that was created.
See Also:
• Recalls