Sevocity v.12 Patient Reminders User Reference Guide

Transcription

1 Sevocity v.12 Patient Reminders User Reference Guide support@sevocity.com

2 Table of Contents Product Support Services... 2 About Sevocity v Icons Used... 2 About Patient Reminders... 3 Uses for Patient Reminders... 3 User Prerequisites... 3 Navigation and Getting Started... 3 Patient Reminders: Letters... 5 Patient Reminders: Phone... 7 Patient Reminders: Portal... 8 Product Support Services Sevocity offers live US-based support and ongoing web-based training free of charge for all customers. For questions not answered in this guide or to schedule a personalized training session, please contact a Support Specialist at , support@sevocity.com, or via the Contact Us option under the Help menu in Sevocity. About Sevocity v.12 Sevocity v.12 is ONC 2015 Edition compliant and has been certified by an ONC-ACB in accordance with the applicable eligible certification criteria adopted by the Secretary of Health and Human Services. Icons Used Recommended workflow System setup Workflow tip ONC Certified HIT is a registered trademark of HHS. Page 2 of 9

3 About Patient Reminders Patient Reminders is designed to improve patient health outcomes and increase patient engagement by creating a streamlined workflow to manage patient population health and document communication with patients. Patient Reminders allows users to create and send communications to patients based on Health Guideline/Disease Management report criteria. Uses for Patient Reminders From the Patient Reminders tab, users have the ability to: Create patient reminders in the form of a letter Document patient reminders conducted over the phone Create and send patient reminders through the patient portal to an individual patient or multiple patients simultaneously In addition to reminding patients about visits or procedures that are due, the Patient Reminders feature can be used as an administrative management tool by customizing Health Guideline criteria to create a more personalized clinic experience for patients. Examples include: Patient birthday acknowledgements Back-to-school screening invitations All Patient contact list to notify of clinic closures or change in business hours User Prerequisites The use of Patient Reminders requires a working knowledge of Sevocity s Health Guidelines/Disease Management tool and Health Guidelines/Disease Management Reminder Lists report. Experience with customization of Letter Templates is recommended. The Patient Reminders feature is available to users with Full Chart Level or Restricted Chart Entry Level access only. User access levels can be updated by the practice s Security Administrator. Navigation and Getting Started The Patient Reminders tab is accessible from the Sevocity Desktop. Click the tab to begin using this feature. Patient Reminders tab Page 3 of 9

4 Creating a patient reminder requires three steps: 1. Selecting a Health Guideline Reminder 2. Selecting Patients to Include: a. All patients b. Patients seen in the past 2 years c. Patients seen in the past year 3. Selecting a Reminder Method: a. Letter b. Phone c. Portal Steps to create a patient reminder The items available in the Health Guideline Reminder list are enabled in the Health Guidelines/Disease Management tool. The ability to create or edit Health Guidelines requires Clinic Administrator access. Health Guideline Reminder selection list Page 4 of 9

5 To enable a Health Guideline for use in Patient Reminders: 1. Go to Tools > Preferences > CLINIC > Health Guidelines/Disease Management > Begin Edit 2. Select the Health Guideline to be included in Patient Reminders 3. Select the Include in Reminders Tab checkbox Health Guidelines/Disease Management > Include in Reminders Tab Sending a patient reminder based on a Health Guideline does not satisfy the patient s adherence to the Health Guideline. The Health Guideline/Disease Management alert will continue to appear in the patient encounter until the Health Guideline criteria has been satisfied. Patient Reminders: Letters The Letter reminder method allows users to create reminder letters for individual patients based on an existing Letter Template. Letter Templates can be customized at the individual user level or CLINIC user level. To create or edit a Letter Template, go to Tools > Preferences > CLINIC or [user] > Letter Templates > Begin Edit To begin creating a patient reminder: 1. Select a Health Guideline Reminder 2. Select Patients to Include 3. Select Letter as the Reminder Method 4. Click Run All eligible patients will display along with a Total Patients count. The following patient information will display: Patient Portal enrollment indicator, Last Name, First Name, DOB, Account #, Preference for reminders, and date of Last Sent reminder. The patient list may be viewed or printed at any time by selecting the Print Preview or Print buttons. The patient information may sorted in ascending or descending order by clicking the data column header. Page 5 of 9

6 Patient reminder list for Letter reminders To create a patient reminder Letter: 1. Select a patient from the list a. For the Letter reminder method, only one patient may be selected at a time b. Once selected, the patient chart can be opened by clicking Open Chart 2. Click Create Reminder or double-click the patient data row 3. From the Letter Tool, select the Letter Template that will be used to create the reminder 4. Click Process to create the letter Patient Reminder Letter Page 6 of 9

7 The letter can be printed or can be sent directly to the patient s portal account if the patient is already enrolled in the patient portal. To close the letter and cancel without saving, click the Close button. To print the letter: 1. Click Save to Chart/Route 2. Name the letter and click OK a. Optional: select the Route checkbox to send the letter to another user 3. Click OK on the confirmation window 4. The letter will display to be printed To send the letter via the patient portal: 1. Click Export to Portal 2. Type a Subject and message 3. Click OK The letter reminders are stored automatically to the patient chart. To view a saved letter reminder in a patient s chart, go to Chart > Past Encounters Patient Reminders: Phone The Phone reminder method allows users to document patient reminders completed over the telephone. To document a patient reminder completed over the Phone: 1. Select a Health Guideline Reminder 2. Select Patients to Include 3. Select Phone as the Reminder Method 4. Click Run 5. Select a patient from the list a. For the Phone reminder method, only one patient may be selected at a time b. Once selected, the patient chart can be opened by clicking Open Chart 6. Click Create Reminder or double-click the patient data row 7. From the Telephone Reminder window, populate the Actual Method for this Reminder and free-text message fields a. Home Phone, Work Phone, Cell Phone, and Preference for Reminders are populated based on patient demographics b. Clinical Date is the date of the reminder and can be changed c. Location is populated based on the user s default clinic location and can be changed if more than one location is available d. Summary displays the name of the Health Guideline Reminder selected and can be changed 8. Click Finalize to save the reminder or Finalize and Route to save the reminder and route it to another user The phone reminders are stored automatically to the patient chart. To view a saved phone reminder in a patient s chart, go to Chart > Past Encounters Page 7 of 9

8 Patient Reminder for Phone Patient Reminders: Portal The Portal reminder method allows users to create and send reminders through the Patient Portal. Reminders can be sent to individual patients or to multiple patients simultaneously. To begin creating patient reminders for Portal: 1. Select a Health Guideline Reminder 2. Select Patients to Include 3. Select Portal as the Reminder Method a. For Portal reminder method, only patients enrolled in the patient portal will display 4. Click Run To send an individual Portal reminder: 1. Select a patient from the list a. If a single patient is selected, the patient chart can be opened by clicking Open Chart b. If multiple patients are selected, the Open Chart button will become disabled 2. Click Create Reminder or double-click the patient data row 3. From the Portal Reminder window, populate the Subject and free-text message fields a. Optional: click Add to include an attachment with the message 4. Click OK to send the reminder through the portal a. Portal reminders are submitted for processing, and the user who created the reminders will receive a notice when the job is complete in the Messages inbox b. This information displays in a confirmation window. Click OK to acknowledge message Page 8 of 9

9 Patient Reminder message for Portal To send a Portal reminder to multiple patients: 1. Click Select All to select all patients or hold down the CTRL key and select individual patient names 2. Click Create Reminder 3. From the Portal Reminder window, populate the Subject and free-text message fields a. Optional: click Add to include an attachment with the messages 4. Click OK to send the reminders through the portal a. Portal reminders are submitted for processing, and the user who created the reminders will receive a notice when the job is complete in the Messages inbox b. This information displays in a confirmation window. Click OK to acknowledge message Multiple patients selected for a Portal reminder The portal reminders are stored automatically to the patient chart. To view a saved portal reminder in a patient s chart, go to Chart > Past Encounters Page 9 of 9