1. Locking and Unlocking encounters

2. Locking and unlocking encounters
Here are some important facts about encounters:
Encounters auto lock 14 days after its creation.
When encounters are unlocked patient data can be edited.
When encounters are locked patient data is read-only and cannot be edited.

4. Adding encounter level insurance

5. Adding encounter level insurance
Encounter level insurance should be verified and or added when encounters are created in ehr. Here are a few examples of when Encounter level insurance should be added:
Documenting home visits
When the ehr was created in the back office during a patient visit
When billable services are being provided.

7. Changing rendering provider/supervisor on encounter

8. Changing rendering provider/supervisor on encounter
As part of the 5 point check it is important to make sure that the right rendering provider is attached to the encounter. Having the wrong rendering provider can have the following impact:
Prevents claims from being paid properly.
Affects documentation by printing wrong signature on forms, letters, requisitions, and visit note.

10. Adding patient type to encounter

11. adding patient type to encounter
The patient type groups patients into different categories for resource assessment and allocation. Here are just a few visit types available in ehr.
Established patient
Home visit
Immediate/urgent care
New patient

12. Adding patient type to encounter
When an encounter is created in ehr and is being used to document a visit. The patient type located in the encounter properties must be completed.

14. Deleting encounters

15. Deleting encounters
Encounters can be deleted when no data is attached. If the following items are attached users will not be able to delete the encounter:
Documents
images
templates

17. Correcting chart errors
Chart Correction
Correcting chart errors

18. Chart corrections correcting chart errors
When correcting chart errors please consider the following:
Items cannot be copied from one chart to another.
All patient data, including code submissions must be removed from items attached to encounters.
All orders (i.e. labs, diagnostics, medications, etc.) must be cancelled, removed, or deactivated.
To assist with entering patient data in the correct chart. It is recommended that you generate and print a document that contains the patients information.

20. Clearing tasks for terminated employees

21. Clearing tasks for terminated employees
User rights are disabled when an employee no longer works for dohc. However all assigned task must be completed, reassigned, or removed before this can be accomplished. Here are a few helpful tips to keep in mind when removing tasks:
Remove user from all assigned workgroups
Select the tasks ‘assigned to someone else’ preference before working tasks

23. Fixing errors within 24 hours

24. Fixing errors within 24 hours
When documenting in practice management or ehr it is important to ask the following questions:
does the location in PM matches the location attached to the encounter in EHR.
does the rendering provider listed on the appointment book matches the rendering provider listed on the encounter in ehr.
If errors are found they must be corrected within 24 hours or they will be appear on the mismatch errors report.

26. New employee access form and training schedule

27. New employee access form and training schedule
When bringing on new employees it is important to consider the following:
Does the employee need Nextgen training and if so what kind? (practice management, ehr, or both)
What kind of Nextgen security rights will they need? (who to compare rights too?)
Preview available training dates (found on the mis training room calendar)
Be sure to include on the new employee access form your desire for employee training

29. Accountability reports

30. Accountability reports
In an effort to help maintain accountability for errors being made in the system. All management staff should do the following:
Keep track of who is making the error
Account for how often the error occurs
Evaluate repeat offenders for possible retraining

32. Handling incomplete charts

33. Handling incomplete charts
On occasion patient’s may either no-show for their scheduled appointments or leave prior to being seen. It is important that we take proper steps to ensure that these occurrences are properly managed in the pm and ehr applications.

35. tasking

36. tasking
It is important to remember the following when it comes to tasking:
Task must never be rejected or declined.
Users should make every effort to complete or remove tasks that are more than 30 days old.
Users should be removed from all unnecessary tasking workgroups.
Task must not be relied upon or used for documentation purposes.

38. Telephone Call template

39. Telephone call template
Although we use the telephone call template to record patient interaction over the phone. It is important to remember that the template does not replace the document. A message document must be generated after documenting patient information. not all communication templates auto generate documents. For this reason it is important to verify that a document has been generated in the patient’s chart.