Version: 17.2 VelociDoc Revision: Approved 1.2 Client Notes EXECUTIVE SUMMARY VelociDoc, 17.2 PRACTICE VELOCITY Copyright 2017. Practice Velocity, LLC. All rights reserved Practice Velocity, LLC. No part of this document may be produced in any form without the written consent of Practice Velocity, LLC. Visit our website at: www.practicevelocity.com EXECUTIVE SUMMARY, VLD 17.2 PRACTICE VELOCITY PAGE 1
Release Notes Executive Summary for VelociDoc 17.2 Please refer to VelociDoc Release 17.2 User Release Notes for more detailed descriptions of the newly introduced features. 1. Modern Tracking Board The Tracking Board page has been modernized and now displays a refined user interface of four customizable panels (Roomed Patients, Waiting Room, Out of Clinic, and Discharged). The modern Tracking Board page maximizes the ability of clinical users to strategically prepare for incoming patients and process patient visits efficiently. The modern Tracking Board page contains a new Out of Clinic panel that provides clinics with visibility of patients who have online check ins or scheduled appointments. The Out of Clinic panel helps clinical users prepare and complete necessary tasks before patients physically arrive to the facility. By default, the classic Tracking Board page displays in VelociDoc. To enable the modern Tracking Board page for your practice and/or clinic, an administrative user must contact the Practice Velocity Software Support Team by telephone (866-995-9863) or email (customersupport@practicevelocity.com). 2. Modern Tracking Board: New Out of Clinic Panel The modern Tracking Board > Out of Clinic panel is available to a practice and/or clinic using any of the available online scheduling options in PVM. The Out of Clinic panel provides clinical users with the following online scheduling patient information: Time of Patient s Online Check In: Displays the time a patient completes an online check in. Name of Patient: Displays the last and first name of the patient. Schedule Type: Displays the type of online scheduling (Walk-In, Online Check-In, or Appointment). Patient Arrival Status: Displays the most recent patient arrival status set by front desk users on the new Log Book page along with a Timer that records the amount time between a change in a patient s arrival status. Cell Number: Displays the cell phone number a patient enters for an online check in. Total Time: Displays the total elapsed time since the online check in. Counts up and is formatted as HH:MM. An administrative user can access PVM and navigate to the Statuses / Thresholds > Statuses with Thresholds (PVM & VLD) section to apply Yellow and Red Thresholds to Patient Arrival Statuses within the Out of Clinic panel. The Patient Arrival Status column highlights either yellow or red to warn and/or alert users a patient s arrival status will soon exceed or has exceeded a designated time threshold. 3. Modern Tracking Board: Waiting Room Wait Timer The modern Tracking Board > Waiting Room panel displays a new Wait Timer column to record the amount of time between a patient s Arrival Status being set to Arrived from Roomed in VelociDoc. The Wait Timer column allows a practice and/or clinic to review the amount of time patients wait before assignment to an exam room. 4. Modern Tracking Board: Roomed Patient List Groups The modern Tracking Board page offers an Roomed Patient List Groups practice and/or clinic setting to display List Groups in the Roomed Patients panel. The default Roomed Patient List Groups are Nurse/MA, Provider, Labs, Radiology, or Discharge. Roomed Patient List Groups maximize awareness of charts pending completion. Based off documentation in the charts, the Roomed Patient List Groups setting automatically assigns charts to clinical user groups, by default. A clinical user is enabled to reassign charts to a List Group(s), other than the default List Group(s), during a chart save, discharge, or sign off. The Roomed Patient Lists setting is disabled, by default. To enable the Roomed Patient Lists setting for your practice and/or clinic, please contact the Practice Velocity Software Support Team by telephone (866-995-9863) or email (customersupport@practicevelocity.com). EXECUTIVE SUMMARY, VLD 17.2 PRACTICE VELOCITY PAGE 2
5. Modern Tracking Board: Roomed Patient List Timer The modern Tracking Board > Roomed Patients panel displays a new Roomed Patient List Timer column only visible to practices and/or clinics that have enabled the Roomed Patient List Groups setting. The Roomed Patient List Timer column highlights Yellow to warn clinical users about a patient close to exceeding the maximum amount of time a patient should be in a List Group. The Roomed Patient List Timer column highlights Red to alert clinical users the patient has met and/or surpassed the maximum amount of time a patient should be in a List Group. An administrative user can access PVM and navigate to the Resources > select [Statuses / Thresholds] > VelociDoc Timer Thresholds section to setup Yellow and Red Thresholds for List Group(s). 6. Modern Tracking Board: Manual Procedure / Injection Timer The modern Tracking Board page offers a Timer column containing a manual timer tool to count down time. The manual timer helps users monitor a patient for an appropriate amount of time for any potential reactions after a procedure and/or injection has been completed. An administrative user can access PVM and navigate to the Resources > select [Statuses / Thresholds] > VelociDoc List Timers section to setup a default Yellow threshold. The cell of the Timer column highlights Yellow once the manual timer counts down to the defined Yellow threshold value. 7. Referral Wizard: Addition of ER Transfer and Hospital Admission Referral Categories The Referral Wizard > Category > Select Referral Category section has added ER Transfer and Hospital Admission to the referral category selections. The option STAT located in the Referral Wizard > Category > Scheduling Urgency section is selected by default when the referral category is ER Transfer or Hospital Admission. The Referral Wizard pop-up window has added a new Disposition section that displays if the selected referral category is ER Transfer or Hospital Admission. The Referral Wizard > Disposition section provides a user specification of the Mode of Transportation (EMS, Non-Emergent Medical Transport, Privately Owned Vehicle, or Other Mode of Transportation) and Patient Stable (Yes or No). 8. Referral Wizard Facility/Provider Section: Search Filter Functionality Enhancements The Referral Wizard > Facility/Provider > Filters section has been updated to display Selected Filters at the top of the Filters section. The rest of the available search filters display below to help the user easily identify which filters have been applied to the Search Results. The user can individually deselect a filter in order to avoid removing all applied filters to the Search Results and restarting the search filter process. The Clear filter option also displays at the top of the Filters section in order to ensure visibility of this functionality. In addition, the In Network filter has been renamed to Preferred/Non-Preferred in order to provide clarity regarding the function and purpose of the filter. By default, the Selected Filters field selects and applies the Preferred Provider filter to the Search Results. 9. Referral Wizard Facility/Provider Section: Require Reason if Non-Preferred Referral Facility and/or Provider has been Selected The Referral Wizard > Facility/ Provider section has added an Reason drop down menu that helps user identify a reason for selecting a non-preferred facility and/or provider for a referral order. A practice/clinic setting is available to set the Referral Wizard > Facility/Provider > Reason drop down menu as a required field if the user selects a nonpreferred facility and/or provider for the referral order. EXECUTIVE SUMMARY, VLD 17.2 PRACTICE VELOCITY PAGE 3
10. Referral Wizard: Electronically Sign Referral Orders A new Electronically Sign Referral check box has been added to the Referral Wizard pop-up window. The Electronically Sign Referral check box enables clinical users, such as a provider, to electronically sign a referral order. The user s electronic signature of a referral order displays in the Transcription, Patient Clinical Summary, and Referral Orders sections of the Medical Record. The user must have provider privileges setup in order to use the Electronically Sign Referral check box. 11. Electronically Sign Referral Orders at Discharge and/or Sign Off The Sign and discharge patient pop-up window has added an Sign All Unsigned Referrals check box to enable a user to electronically sign all referral orders prior to discharging and/or signing off a chart. The user can deselect the Sign All Unsigned Referrals check box if attempting to discharge a chart. However, if the user is attempting to sign off a chart, then the Sign All Unsigned Referrals check box is selected and cannot be deselected. The user s electronic signature of all referral order displays in the Transcription, Patient Clinical Summary, and Referral Order sections of the Medical Record. Further, in order to use the Sign All Unsigned Referrals check box, the user must have provider privileges setup. 12. Referral Wizard New Summary Section A new Summary section has been added to the Referral Wizard pop-up window that displays an overview of the referral order information. 13. Patient s Top Twelve Active Diagnoses List in Referral Order Section of Medical Record The Medical Record > Referral Order section displays a patient s top twelve active diagnoses to provide an overview of the patient s previous and current medical conditions. Diagnoses documented on the A&P tab list first and then the diagnoses documented in the PFSH > Active Problems section list. 14. Referral Management Feature A new Referral Management feature is available offering users a proficient tool for the management and scheduling of referral orders. The Referral Management page provides administrative users the ability to maintain continuous referral order follow ups, status updates, and scheduling. Administrative users can access the Referral Wizard pop-up window and update a chart s Medical Record from the Referral Management page, as well. Furthermore, administrative users can also transmit referral orders via email, fax, and/or print from the Referral Management page. 15. Referral Ordering and Management Now Supports Central Scheduling Departments A practice and/or clinic setting is now available to enable automatic transmission of referral order(s) to a Central Scheduling Department via fax and/or email. An additional practice and/or clinic setting is also available to send all referral orders to the Central Scheduling Department, even if the referral order has been set to be scheduled by the practice and/or clinic. To activate your practice and/or clinic to automatically transmit referral orders to a Central Scheduling Department, please contact the Practice Velocity Software Support Team by telephone (866-995-9863) or email (customersupport@practicevelocity.com). Once enabled, all referral orders auto-transmit to a Central Scheduling recipient via email and/or fax, at the time of chart discharge and/or signing. The referral order does not auto-transmit to the Central Scheduling Department if the Scheduling Urgency of the order has been set to STAT, such as an ER Transfer or Hospital Admission, since those types of referrals order are typically handled immediately by the clinic on site. EXECUTIVE SUMMARY, VLD 17.2 PRACTICE VELOCITY PAGE 4
16. Referral Maintenance Page: Setup Facility and/or Provider to Allow Auto-Transmission An administrative user adding or maintaining a referral facility and/or provider can setup the facility and/or provider to automatically receive referral orders via fax and/or email. The automatic transmission methods available are fax and/or email. Once setup, the Sign and discharge patient pop-up window displays a Documents to Transmit table which contains all referral orders to be transmitted automatically and the recipient of the referral order. Important note: The Practice Velocity Software Support Team can assist a practice and/or clinic setup automatic transmission of referral orders if the practice and/or clinic would like to perform a mass upload of a spreadsheet containing data of referral facilities and/or providers to a referral library. 17. Referral Maintenance Page: In Network Column Renamed The Referral Maintenance > In Network column has been renamed to Preferred/Non-Preferred. The renaming of the In Network column to Preferred/Non-Preferred has been applied to the Facilities and Providers tabs. 18. Referral Maintenance Page: User Alerted of Incomplete Required Fields To ensure an administrative user is informed of incomplete required fields while adding and/or editing a referral facility and/or provider, a new Missing Required Fields pop-up window displays on the Referral Maintenance page, prior to upload. 19. Non-Provider Ordering Functionality A new practice/clinic setting is now available to enable a non-provider user to order labs, procedures, supplies, and x-rays. Non-provider users are required to select a supervising provider for a lab, procedure, supply, or x-ray order performed on the Labs, Procedures / Supplies, and X-Rays tabs. All orders completed by a non-provider user under a supervising provider save to an audit record. The non-provider user and supervising provider are displayed in the Medical Record > Transcription and Patient Clinical Summary sections, labeled as Order entered [Date] [Time] by [Non-Provider Name] Under the supervision of [Provider Name]. Important note: A practice and/or clinic administrator must contact the Practice Velocity Software Support Team and sign a Release to activate the Allow Non-Provider Ordering practice and/or clinic setting. 20. Non-Provider User Sign Chart Functionality A practice/clinic setting is available to enable a non-provider user to discharge and sign off EPS visits and/or Private visits without an E/M code. Non-provider users are required to select a rendering provider from the Rendering Provider drop down menu displayed on the Sign and discharge patient pop-up window. All EPS visits and/or Private visits without an E/M code discharged and signed by non provider users under rendering providers save to an audit record and display on the Medical Record > Transcription and Patient Clinical Summary sections. Important note: A practice and/or clinic administrator must contact the Practice Velocity Software Support Team and sign a Release to activate the Allow Non-Provider Sign for Private Visits without E/M Code and/or Allow Non- Provider Sign for EPS Visits practice and/or clinic settings. EXECUTIVE SUMMARY, VLD 17.2 PRACTICE VELOCITY PAGE 5
21. Non-Provider Visit Feature A Non-Provider Visit feature is essentially activated once the Allow Non-Provider Ordering, Allow Non-Provider Sign for Private Visits without E/M Code, and Allow Non-Provider Sign for EPS Visits practice and/or clinic settings have been enabled. A non-provider user can order, discharge, and sign for EPS visits and/or Private visits without an E/M code, such as, flu shots, allergy injections, PPD reads, and immunizations. Non-provider users are required, if an order is performed, to select a supervising provider. Likewise, non-provider users are required, if a discharge and/or sign for is performed, to select a rendering provider. All orders by a nonprovider user under a supervising provider save to an audit record. Similarly, all discharges and/or signing for EPS visits and Private visits without an E/M code by a non-provider user also save to an audit record. All non-provider user orders, discharges, and signing display in the Medical Record > Transcription and Patient Clinical Summary sections. Important note: A practice and/or clinic administrator must contact the Practice Velocity Software Support Team and sign a Release to activate Allow Non-Provider Ordering, Allow Non-Provider Sign for Private Visits without E/M Code, and Allow Non-Provider Sign for EPS Visits practice and/or clinic settings. 22. Chief Complaint Context Detail: Yes, No, and All Denies Options Added to Context Related Items To enhance the documentation accuracy of context items related to a chief complaint, Yes and No radio buttons have been added to the Chief Complaint > Context Detail pop-up window. In addition, an All Denies button has been added to enable a clinical user to select the No radio buttons of all context items related to a chief complaint with a single click. 23. Chartlet Exam Additions: New Chartlet Extremity / Joint Pain Exams Chartlet Extremity / Joint Pain exam additions have been added to VelociDoc. Each new Chartlet Extremity / Joint Pain exam addition contains a unique exam, lab(s), x-ray(s), and diagnoses, driven by pain location, to enhance efficiency of patient visit documentation. 24. Exam Tab: Exam Items Added to ENT, Head, and Neuro Exam Templates The exam item, Ecchymosis of Head, has been added to ENT, Head, and Neuro exam templates to allow additional documentation for head traumas. In addition, the Head exam template has added the exam item Periorbital Exam to the Eye section, and exam item Mastoid Inspection / Palpation to the ENT section to help document Tenderness on Palpation, swelling or ecchymosis in both areas. 25. Labs Tab: Top Outside Labs and Integrated Lab Orders Populate with Default Type and State The default Type and State of an outside service or integrated service lab order auto-populate the Type and State drop down menus, located in the Containers (Specimen) panel, in order to improve clinical work flow. 26. Labs Tab: Common Labs Tab Re-Labeled to CLIA Waived In-House Labs The Labs > Common Labs tab has been re-labeled as CLIA Waived In-House Labs. A lab which is ordered from the CLIA Waived In-House Labs tab displays in the Labs > Lab Tests > Facility column as In-House Lab. 27. Procedures / Supplies Tab: Medications Tab Updated Topical medication templates have been added to the Procedures / Supplies > Medication tab in order to provide clinical users documentation for the application of topical medications. Additional medications are also now available on the Procedure / Supplies > Medications tab. EXECUTIVE SUMMARY, VLD 17.2 PRACTICE VELOCITY PAGE 6
28. Procedures / Supplies Tab: Fall Risk Assessment The Procedures / Supplies > Wellness > Assessment (complete all items) section > Fall Risk/Functional/Safety Assessment template has added a new Fall Risk Assessment section which displays a Complete Fall Risk Assessment button. A clinical user can click the Complete Fall Risk Assessment button to perform an assessment and obtain a patient s numerical fall risk factor by adding the scores, as documented by the user, manually. 29. Injection Templates: Documentation Items Display in Red Text to Indicate Result in a Billable Code The Procedures / Supplies > Injections tab has been updated to ensure injection templates display documentation items in red text in order to indicate the items result in a billable code. Thus, if a clinical user is required to document an item in order to successfully obtain a billable code, those documentation items now display in red text. 30. Procedures / Supplies Tab: Injection Tab Route Selections Updated Tab The route selections for injection medications located on the Procedures / Supplies > Injections tab have been updated. An Other route selection is available to provide a clinical user documentation of an injection medication used non-formulary. 31. Procedures / Supplies Tab: Update Applied to Injection - Medication Combination Template The Injection - Medication Combination template, located in the Procedures / Supplies > Injections > Combination Medications (2 or more meds in single injection) section, has been updated. A clinical user can document both Dexamethasone Acetate and Dexamethasone Sodium Phosphate combination drugs in the Injection - Medication Combination template. EXECUTIVE SUMMARY, VLD 17.2 PRACTICE VELOCITY PAGE 7