Patient Screen – Managing Records

Patient Screen – Managing Records

Estimated reading time: 9 min

Attachments

Clicking on the ‘Attachments’ button from the “toolbar” will bring up the following screen.

Use this button to link data files to the patient record or view those documents that have been linked to the patient record.
You can automate the process of attaching documents by using RxWorks “Document Integration”.
You can open, print, e-Mail, delete and view the properties of an existing file.

Manually Attaching New Files

  • Click on ADD.
  • From the new window that opens, choose to attach your new file from a selected location or from an existing Template.
  • Choose the location of your file, or the template to use.
  • Fill in any further information in the text areas as desired.
  • Click OK.
  • Automatic Polling for Attachments

    You can automate the process of attaching documents by using the “toolbar”.

    The RxWorks attachments feature is not designed to manage advanced diagnostic imaging packages such as those covered by the DICOM standard. These packages require their own dedicated data solutions, which RxWorks can provide as a separate tool. Call your RxWorks Account Manager if you would like to know more.

    Documents

    When in a Patient Work Area, send and keep track of documents related to a patient by selecting the ‘Docs’ button in the “toolbar”.

    The Letters (Docs) dialog box will show:

  • a description of the letter
  • the name of the letter
  • the date the letter was created
  • any modification date and the user who created the letter
  • Adding Documentation

  • Click on ADD.
  • From the window that opens, choose a document you would like to add to the patient record.
  • Click OK.
  • Edit the template being used (if necessary) and enter a description for the document you are creating.
  • Click OK.
  • RxWorks will create and preview a document, based on your template choice.
  • Edit any details in the word document (if necessary) and SAVE.
  • This document will now appear in the Letters window.
  • Editing Documentation

  • Select the document you wish to edit.
  • Click EDIT.
  • When the document opens, edit the details as required.
  • SAVE the document and CLOSE.
  • Deleting Documentation

  • Select the document you wish to delete.
  • Click DELETE.
  • A message will appear prompting you to confirm this action.
  • Click YES.
  • Previewing Documentation

  • Select the document you wish to preview from the list.
  • Click on PREVIEW.
  • RxWorks will open the document.
  • Printing Documentation

  • Select the document you wish to print from the list.
  • Click on PRINT.
  • Before you can send any letters, you first have to add a letter to the list. Once you add a letter to the list in this way, you will always be able to go back to it.

    Additional Patient Names and Custom Fields

    It is not unusual for a patient to have more than one name. Additional names are very common in equine practice, where patients can be referred to by names such as Barn Name, Stable Name, Registered Name or Racing Name, but may also come about from breeding, or possibly a change of ownership.

    Custom Fields for Additional Names

    RxWorks lets you have two additional names for each patient by allowing for two special Custom Fields called Additional Patient Name 1 and Additional Patient Name 2 in the Custom Field list.
    Set up custom name fields through Task Panel > Options and Setup > Patient > “Patient Species Custom Fields”.

    After you have set up these fields, the custom name fields will be viewable under “Area 2” of a Patient’s Work Area.

    Additional Names and Patient Searches

    When you search by patient name, the program will include both of these new fields in the search, along with the original Patient Name field.

    Custom Fields and Deleting

    You cannot delete the new fields, but you can rename them. As well, you can delete custom fields you may have been using previously for extra names, and merge the results into one of the new fields.

    This does not mean there is a limit to the number of names you can assign one patient. You can still create and allot new custom fields to various patient names and use them as before. However, the two new fields give you greater searching power and are easier to use as merge fields because the program recognises them as Name fields, rather than as general Custom fields.

    Patient Ownership

    If a patient is transferred from one client to another, or you added a patient to the wrong client file, you will want to transfer ownership.

    Patient Ownership is managed through the OWNERS button in the Toolbar of a Patient’s Work Area.

    This is not the same thing as changing Syndication details.

    Changing Patient Ownership

  • From the Patient’s Work Area, select the OWNERS button from the “toolbar”.
  • In the Ownership History Window, click on CHANGE OWNERSHIP.
  • Enter the Client Name or Number you want to transfer the patient to. The drop-down field will only work once you have started typing the first few letters into the Client Name Field.
  • Click on OK.
  • Remember to check the financial details for both clients to make sure the transfer has been completed properly.

    Patient Location Details

    The Patient Location dialog records the location of the patient if it is not with the client. Location allows tracking of income from sources such as stables, kennels, referral sources, etc.

    Patient Location is managed through the LOCATION button in the Toolbar of a Patient’s Work Area.

    When a new location is added, the old location is automatically terminated, but a record remains.

    Adding a New Patient Location

  • From the Patient’s Work Area, click on the LOCATION button in the “toolbar”.
  • In the ‘Location Details’ window, click ADD.
  • Enter the client number or name for the new patient location.
  • Click OK.
  • Editing a Patient Location

    If the animal returns to reside with the client, the location can be discontinued by editing the location record and entering the date moved away from the location. This, by implication, is the date moved back to the client.

  • From the Patient’s Work Area, click on the LOCATION button in the “toolbar”.
  • In the ‘Location Details’ window, click EDIT.
  • Edit the details as required.
  • Click OK.
  • Deleting a Patient Location History

  • From the Patient’s Work Area, click on the LOCATION button in the “toolbar”.
  • In the ‘Location Details’ window, click DELETE.
  • Click YES to the message confirming this action.
  • The ‘Go To Client’ Button

    If a client is listed in a patient’s location history, select the client name in the list and click GO TO CLIENT to navigate to their client record.

    Patient Billing Details and Syndication

    If a patient is owned by more than one client, the Billing Details dialog is used to record syndication or split Billing Details. This lists the people who are financially responsible for this patient and what percentage share they are to pay for each invoice charged.

    Patient Billing Details are managed though the BILLING button located on the Toolbar of a Patient’s Work Area.

    When an invoice is produced it is dispersed to the ‘Syndicate’ owners.
    When producing accounts at the end of the month the complete details of the invoice are printed for each syndicate member as well as the members share of the invoice.
    Once set up, each visit for the animal will be linked to several invoices. To view these from the Visit Screen, click Invoices.

    Setting up Syndication or Split Billing

  • From the Patient’s Work Area, select Billing in the “toolbar”.
  • Under the section for ‘Billing History’, click ADD.
  • Enter the date the syndication should take effect from.
  • Enter the client number or search for their details from the ‘Name’ drop-down filed.
  • Enter the percentage of the bill they are to receive.
  • If necessary, repeat these steps until you have allocated the full 100% of the bill to various clients.
  • Editing Syndication or Split Billing Dates

  • From the Patient’s Work Area, select Billing in the “toolbar”.
  • Under the section for ‘Billing History’, click EDIT.
  • Edit the syndication date as required.
  • Click OK
  • Delete Syndication or Split Billing Dates

  • From the Patient’s Work Area, select BILLING in the “toolbar”.
  • Under the section for ‘Billing History’, select the syndication you wish to delete.
  • Click DELETE.
  • Editing Syndication or Split Billing Member Details

  • From the Patient’s Work Area, select BILLING in the “toolbar”.
  • Under the section for ‘Members’, click Add, Edit or Delete.
  • You cannot change syndicate details if any members have already received invoices. You will need to set up a new syndication.

    Patient Deceased Date

    Use this field to record the Deceased Date for a patient. The program blocks Reminders and other mail for patients with a deceased date.
    If you enter a Deceased Date on a patient file, the program will automatically de-activate the patient.

    Adding a Deceased Date

  • Navigate to the patient’s Work Area
  • In the date field enter the patient’s deceased date.
  • SAVE changes to the patient record.
  • Remove a Deceased Date

  • Navigate to the patient’s Work Area.
  • Uncheck the De-activated check box.
  • Delete the patient’s deceased date.
  • SAVE changes to the patient record.
  • Showing the Deceased Date Field on the Patient Screen

    The Deceased Date field is set by species.
    If the Deceased Date does not show on the Patient Screen, you will need to activate it through Options & Setup > Patient > “Patient Species” for the species you are interested in.

    Deceased Dates and Reporting

    When running a query for deceased patients under ‘Reports’, RxWorks will only recognise a patient as deceased if there is a deceased date entered. If you have only checked the ‘deactivated’ box, the patient will not show up in your report.

    Scanning and Attaching Images

    RxWorks allows you to attach images to Patient records using the IMAGES button from the “toolbar”.
    If images are already attached to a patient file, the button will be highlighted.

    Attaching Images

  • From a Patient Work Area, select the IMAGES button from the “toolbar”.
  • In the Image Viewer, click on the yellow ADD button at the top.
  • Select from the three options on where you would like to acquire the image from.
  • Please refer to the following sections depending on the option you choose:

    Acquire an image from a scanner, digital camera, etc

    If you choose this option, RxWorks will open a new screen to select your input device. Choose the input source and follow the prompts. If no input devices are detected by the program you will be notified – You must have a scanner, digital camera or equivalent set up to be able to acquire an image from it.

  • Proceed to the next section ‘Saving the Image’ to finish attaching the file.
  • Import an image from an existing file

    If you choose this option, RxWorks will open a Windows Explorer window for you to search for and select the desired image to attach.

  • Proceed to the next section ‘Saving the Image’ to finish attaching the file.
  • Create an image based on a template

    If you choose this option, RxWorks will take you to a list of pre-existing templates from which you can choose. This list includes such templates as dental, eye and skin charts.

    If you choose a template, you are able to edit the image in the RxWorks image editor.

  • Proceed to the next section ‘Saving the Image’ to finish attaching the file.
  • Saving the Image

    Selecting your input will bring up the following dialog:

    Here you can:

  • change the image name,
  • select the file format from a set list of compatible file formats
  • set and create categories for your image
  • add notes
  • adjust colours
  • Once you have made your choices and are ready to save the image, select Save.

    Client Screen – Future Appointments Button

    When in a Patient Work Area, view future appointments and create new ones by selecting the ‘Appointments’ button in the “toolbar”.
    The button will be highlighted if there are future appointments for a patient.
    This feature will also provide you with direct access to the clipboards.
    The ‘Appointments’ button reduces the time it takes to find an existing appointment for a patient and makes it easier to review an appointment or make changes to times and dates.

    To add a new Appointment

  • From a patient’s record, choose the ‘Appointments’ button from the Toolbar.
  • If no appointments exist, the program will prompt you to add a new one – Click Yes.
  • Select which Clipboard to you wish to add the appointment to. (For example, Examination Room 1.)
  • If you have HealthCare activated, the HealthCare summary window will appear for you to revise. Once done, Close the window.
  • Select the Patient that you are making the appointment for by clicking on the patient name then clicking OK, or by simply double-clicking the patient name. If it is a new patient or the patient is not in the list, click the Add New Patient button.
  • Specify the Appointment Date by clicking the drop-down arrow to display the calendar, then selecting the correct date.
  • Select an Appointment Time from the list of available time-slots. If a time is not available it will not be shown in the list.
  • Specify the type of appointment from the drop-down list in order to set the length of time for the examination.
  • Fill in any other relevant details, including the appointment reason, and any relevant notes
  • Click OK.
  • To Review and Edit an Existing Appointment

  • From a patient’s record, choose the ‘Appointments’ button from the “toolbar”..
  • A list of current Appointments will appear, displaying the appointment clipboard, appointment date & time, appointment type, patient name & patient breed.
  • Select an appointment from the list.
  • Click OK.
  • Right-click the appointment in the clipboard.
  • Select EDIT from the drop-down menu
  • Make changes as required.
  • Click OK.
  • To Delete an existing appointment

  • From a patient’s record, choose the ‘Appointments’ button from the “toolbar”.
  • A list of current Appointments will appear, displaying the appointment clipboard, appointment date & time, appointment type, patient name & patient breed.
  • Select an appointment from the list.
  • Click OK.
  • Right-click the appointment in the clipboard.
  • Select DELETE from the drop-down menu
  • A window will appear asking you to confirm this action.
  • Click YES.
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