In this video we’re going to talk about Messaging Clients. You can send secure, HIPAA-compliant messages to clients electronically to their patient portal. To find the messaging area on the dashboard, click “View Client List.” Click on the client’s name to expand the blue folders. Click “Contact Notes/Messages.” Here you will find all messages sent to or from the portal users for the client and all clinicians who have access to the client. You will also find contact notes here as well. The contact notes and messages are intermixed and ordered by date. Contact notes are a place for therapists to notate voicemails, phone conversations, or other pertinent information that all therapists working with the client should be aware of.
To send a message to the client, click “+ Message Client.” Type your message and click “Send Message.” Click “Yes” to confirm. After sending, the message is deletable for 10 minutes only.
When a client sends a message to the clinic, all therapists who have access to the client will receive a new item in their Portal List. Click the number that is listed under “New Messages” in the portal list to be sent directly to the Contact Notes/Messages page. The new message will appear bold until viewed. To respond, click the “+ Message Client” button.
When a patient receives a message, they will be notified via email. The email is general and does not include PHI. It asks the client to log into the portal to review their message. Once they log into the portal, there will be a red notification showing them where they can find their message.
Information for Clinical Administrators:
Users who have access to the Admin Panel can send mass messages to all patient portals. To do so, click “View Admin Panel” and click on the Portal tab. Type the message you’d like to be sent to ALL patients. Click “Send Message.” Click “Yes” to confirm. A list of all mass messages will appear below. This message is deletable for 10 minutes only.
To give a user access to messaging, click on the “Users” tab in the Admin Panel. Click “Edit” for a user and check the “Portal Messaging” box. Click “Update User.” This permission allows the user to message any clients they have access to assuming they also have the “View Portal” permission.
In this video, we’re going to talk about the “Previous Plan” field in the SOAP note. This field automatically populates the text that was typed in the “Plan for Next Session” section in the most recently created note.
This is a helpful tool to remind you what you had previously planned for the current session. This text is editable and can be modified or deleted. If there are other therapists working with the client and the previous plan pulls their plan not yours, you can delete it and add in the correct information.
This report will REPLACE the Attendance report in the Reports module. The Client Schedule Report shows your clinic's custom attendance options which may be different than the standard attendance options in the Attendance report in the Reports module making it outdated.
In this video, we’re going to talk about Generating a Client Schedule Report. This PDF report shows past, current and future appointments and attendance status for a client or clients. Click the schedule icon to open the full schedule and click the “Reporting” button in the bottom right hand corner. Click the “Start Date” and “End Date” to select a date range for the report. Select one or more names from the “Patients” dropdown list. Click “Generate.” All scheduled appointments for the clients during the selected timeframe will be included in the report. If the Start and End dates are left blank, all appointments will be pulled.
This tool can be used to generate a printable report for a family to show their childrens’ upcoming appointments for the next month for example. Click the green “Print” button to send to your printer. It can also be used for you, the clinician, to quickly find a list of appointments for a client so you can jump ahead to a specific appointment in the schedule.
In this video we’re going to talk about custom “Schedules.” Custom schedules are a way to label and filter appointments in the schedule. They are helpful to distinguish between different disciplines or locations if you are a multi-disciplinary clinic or have multiple clinic locations.
To use this feature, open the schedule. Double click in the schedule to create a new appointment. In the “Schedule” dropdown, select your option. For this example, I am selecting PT to help distinguish this session as a physical therapy appointment. Click “Save.” Whatever color was listed next to the schedule’s name in the dropdown list is the border for the appointment. This gives you a visual when looking at the schedule.
To filter the schedule by one or more schedules, click the “Filter by Schedule” field at the top of the page. Click one or more options from the dropdown to see only those appointments. To remove a schedule, click the X. If no schedules are added in this field, all appointments will be visible in the schedule, including ones that don’t have a specific schedule selected.
Information for Clinical Administrators: Custom schedules can be created for the whole clinic in the admin panel. Users who have access can click “View Admin Panel” and click on the “Schedule” tab. Click the green “+ Add” button and type the schedule name in. Click the colorful square to select the border color which will represent this schedule.
Please note, any events that are not given an “Event Type” will appear blue in the schedule, so having a blue border might blend in easily. Try to avoid using the same color for a schedule AND and an event type so that the border doesn’t blend in with the event type colors which fill in the appointment rectangle. Click “Save.” Make sure to refresh the page after creating the schedule in the Admin Panel before moving over to the schedule otherwise it will not appear right away.
In this video, we’re going to talk about custom attendance options. To mark attendance, double click on the appointment from the main dashboard view. Click “Edit Current Occurrence.” Click the dropdown menu next to the client’s name and select the appropriate attendance option. From this screen you also have the ability to start a note, report or form or make a contact note by clicking on the icon and then clicking “Save.” Otherwise, just click “Save.” Every time you mark attendance from the schedule, ClinicNote tracks it so that it can be pulled into an attendance report.
For appointments with more than one client, each of their names will be listed at the bottom of the appointment so that you can mark attendance for each one of them. If you click the top “Group” attendance dropdown, the option you select will populate in all the clients listed below. Otherwise you can click each one-by-one. From this screen you also have the ability to start a group note by clicking the green note icon next to “Group” and clicking “Save.”
After attendance is marked, the appointment will have a small colorful dot representing the attendance that was selected. Group appointments will show multiple dots. This will give you a visual when glancing at the schedule so that you will know the attendance status without having to double click on the appointment to open it. The appointment may become grayed out upon marking attendance depending on how the custom attendance was set up.
Information for Clinical Administrators:
To create a custom attendance option, click “View Admin Panel” and click the “Schedule” tab. Click the green “+ Add” button and type in the attendance name. A few examples might be Attended, Canceled by Client, Canceled by Therapist, No Show, and Weather Cancellation. Click the colorful square to select the color which will represent this attendance option.
Please note, any events that are not given an “Event Type” will appear blue in the schedule, so having a blue attendance might blend in easily. Try to avoid using the same color for an attendance option AND and an event type so that the attendance dot doesn’t blend in with the event type colors which fill in the appointment rectangle. If you would like the appointment to become grayed out when selected, check the box next to “Gray out in schedule.” This is helpful for cancellations so that cancellation is more visually recognizable in the schedule. Click “Save.” Make sure to refresh the page after creating the attendance option in the Admin Panel before moving over to the schedule otherwise it will not appear right away.
There is a new button in the billing module titled "Create Practice 1500." This button is visible to all users who have the "Billing" permission. The Practice 1500 is helpful for clinics who would like teach their students more about claims.
All the fields in the Practice 1500 form are editable. When completed, the form will save in the Client List in that particular client's "Files" folder.
We have fixed a bug that was allowing a document to appear multiple times on one user’s todo list. Now that this is resolved, you will not have two todo list items for the same document on your own todo list. There might be a todo list item for that particular document on multiple user’s todo lists, but it will only be on your own todo list once, even if saved and submitted many times during the revision process. Documents on the todo list are also automatically saved to the Client List so the same document might appear in both the client list and todo list.
There is one caveat: if a supervising therapist edits an official document, a new version will be created. The original document will remain in the client list unless deleted.
Also if you see multiple soap notes on your todo list with the same session date, that means several different notes were created for a client with the same session date and this was most likely an error. You can delete the extra soap note if it was created by mistake but please remember, once a document is deleted it is gone so please be very cautious.
There is a new field in the Client List titled “Info.” It is located in the “Client Insurance” section on the Edit Info page. This is a versatile field that can be used in a number of different ways depending on your needs.
How the field works:
This is a free field that you can type anything into. Whatever you type will be pulled into several different places.
How to use this field:
There are a couple of ways you can use this field. You could type private pay here so that you could sort your clients and claims. You could also type in specific sliding scale information here to sort. Any billing related information that you would like to sort by would be helpful to include here. It is important that you type the same information exactly every time so that you can sort accurately. For example, if you type “private pay” for all your clients and then one time accidentally type “private” that client will not be included when you sort by this field.
There is a new module in the patient portal called Patient information where clients can fill out or update the fields on the edit info page in the client list. If they move or change insurances, they can log into their portal and add this information here. When they click “Save” the edit info page in the client list will automatically be updated.
The patient portal now supports fillable forms so clients can type directly in the form on their device without having to download and upload any files. You can share fillable forms to patient portals in two places:
The first is the Admin Panel. Click the Portal tab. In the fillable forms dropdown, select the fillable form you would like to share to ALL patients. Click ‘Share to Portal” and “yes”. If you would like to remove this form from ALL patient portals, click “Remove from Portal.” If you would like to remove this form from just a few patient portals, go to the client in the client list and click the portal folder. Click “Remove from portal.” Here you can also share a fillable form with just one individual patient at a time. Select the fillable form from the form dropdown. Click “Share to Portal” and “Yes”.
The fillable forms will appear in the patient’s portal in the clinic forms module. Newly shared forms will automatically appear in the Incomplete forms list. To fill out, patients will click start and fill out the fields. They can click save and finish later if they want to resume filling out later. To resume, they’ll click edit. Once they’re done, they’ll click “add signature” to draw in their signature and type their name and relationship to client. Then they’ll click “Submit.” Once submitted, the form will appear in the completed forms list in the portal as well as the portal folder in the client list. The patient and therapists can view the form as a pdf by clicking view.
If a client ever fills out a form incorrectly, you can always reshare it to them by following the same steps listed at the beginning of this video. If you need to reshare a form every year to all clients for example, you can always just reshare the form from the Admin Panel.
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