Cloud EMR from Business Edge

User Guide
v1.7.6
Table of Contents
Table of Contents....................................................................................................................................... 2
1. Cloud EMR Clinical Care and Telehealth Network ............................................................................. 5
2. To us, Healthcare is not just another business… ............................................................................... 5
3. Clinicians & Staff User Guide ............................................................................................................. 6
1. Getting Started ................................................................................................................................... 6
1a. Welcome to the Cloud EMR Clinical Care and TeleHealth Network ................................................ 6
LOG IN ................................................................................................................................................. 6
LOG OUT.............................................................................................................................................. 6
FORGOT / RESET PASSWORD ................................................................................................................. 7
1b. Clinician Registration ....................................................................................................................... 7
1c. User Profile and Privileges ............................................................................................................... 9
2. Patient Records & Clinical Documentation...................................................................................... 12
2a. Patient Search ................................................................................................................................ 12
2b. QR Code Scanning .......................................................................................................................... 12
2c. Clinical Documentation .................................................................................................................. 12
2d. General Information ...................................................................................................................... 13
2e. Appointments ................................................................................................................................. 14
2f. Health Profile .................................................................................................................................. 15
2g. Medical History .............................................................................................................................. 16
2h. Visit History .................................................................................................................................... 17
2i. Imaging Results ............................................................................................................................... 19
2j. Order History .................................................................................................................................. 20
2k. Lab Results ..................................................................................................................................... 21
2l. Referral Tracking ............................................................................................................................. 22
Send Referral ................................................................................................................................... 22
+Add Other ...................................................................................................................................... 23
2m. Vital Trends ................................................................................................................................... 24
2n. Documents ..................................................................................................................................... 25
2o. Patient Alert ................................................................................................................................... 25
User Added Alerts ............................................................................................................................ 26
System Alerts ................................................................................................................................... 26
3. Scheduling and Availability .............................................................................................................. 27
3a. Clinician Availability ....................................................................................................................... 27
3b. Appointment Calendar .................................................................................................................. 30
3c. View All Appointments................................................................................................................... 33
 3d. Appointment Type Management .................................................................................................. 34
3e. Today’s Appointments ................................................................................................................... 35
4. Patient Visits: Check-in and Intake ................................................................................................. 36
4a. Check-in ......................................................................................................................................... 36
4b. Patient Queue ................................................................................................................................ 38
4c. Intake.............................................................................................................................................. 38
4d. Medical Device Integration ............................................................................................................ 41
4e. Direct Intake................................................................................................................................... 42
4f. Checkout and Invoice ..................................................................................................................... 43
Invoice .............................................................................................................................................. 43
5. Queue Management ........................................................................................................................ 45
5a. Queue Number Assignment........................................................................................................... 45
5b. Token number on invoice .............................................................................................................. 46
6. Patient Examination & Orders ......................................................................................................... 46
6a. Examination ................................................................................................................................... 46
6b. Reason for Visit .............................................................................................................................. 49
6c. Observations/Notes ....................................................................................................................... 49
Physical Exam ................................................................................................................................... 49
Review of Systems ........................................................................................................................... 50
6d. Diagnosis/Condition ........................................................................................................................ 51
6d. Medication ..................................................................................................................................... 52
6e. Immunization ................................................................................................................................. 53
6f. Diagnostic ....................................................................................................................................... 53
6g. Procedure ....................................................................................................................................... 53
6h. Abort Examination ......................................................................................................................... 54
6i. Examination Template .................................................................................................................... 55
7. Telemedicine Sessions ..................................................................................................................... 56
7a. Set-Up ............................................................................................................................................ 56
REQUEST SESSION (NURSE ) ................................................................................................................. 56
Telemedicine for Physicians............................................................................................................. 58
8. Billing................................................................................................................................................ 61
8a. Invoice List ..................................................................................................................................... 61
8b. Billing Setup ................................................................................................................................... 62
9. Reports ............................................................................................................................................. 65
9a. Billing Reports ................................................................................................................................ 65
9b. Visit Report .................................................................................................................................... 67
10. Provider Directory and User Set-Up ............................................................................................ 70
10a. Facility Management ..................................................................................................................... 70
Add Facility....................................................................................................................................... 70
View Facility ..................................................................................................................................... 71
Edit Facility ....................................................................................................................................... 72
10b. Department Management ........................................................................................................... 73
View Department List ...................................................................................................................... 73
Add Department .............................................................................................................................. 74
View Department ............................................................................................................................. 74
Edit Department .............................................................................................................................. 75
10c. Personnel Management ................................................................................................................ 75
Add Personnel .................................................................................................................................. 76
View Personnel ................................................................................................................................ 77
Edit Personnel .................................................................................................................................. 77
10d. User Account Set-Up .................................................................................................................... 78
Add User Account ............................................................................................................................ 78
View User Account ........................................................................................................................... 80
10e. Privileges Summary...................................................................................................................... 82
 1. Cloud EMR Clinical Care and Telehealth Network

Cloud EMR Clinical Care and Telehealth Network is a patient-focused digital healthcare solution,
designed to make it easier for patients anywhere to get specialized care at their doorstep. Our global
Cloud EMR team has worked hard to simplify and personalize each and every touchpoint of the
healthcare journey.
Patients benefit from lightweight, easy-to-use, smartphone-based Appointment-scheduling and
Telemedicine tools, while Clinicians and staff save time and effort with Cloud EMR’s more intuitive and
streamlined clinical documentation and management workflows. And as the first blockchain-enabled
telemedicine solution, Cloud EMR’s data security and transparency are second to none.

2. To us, Healthcare is not just another business…

The current generation of EHR tools treats patients like a collection of data points, and has turned
doctors into data entry technicians. Clinicians and patients deserve better….and we strongly believe
that Cloud EMR’s mission to increase access to quality healthcare worldwide is a step towards that
goal.
 3. Clinicians & Staff User Guide
Cloud EMR Clinical Care and Telehealth Network is a streamlined, patient-focused Care
Management solution that doesn’t believe Clinical applications need to be intimidating, over-
complicated, and difficult to use. We value streamlined workflows, intuitive usability, and respect
how clinicians view the healthcare process.

For CLINICIANS AND STAFF Cloud EMR offers a cloud-based, streamlined Clinical Care
Management system, which includes:

• Appointment and Availability Scheduling

• Check-in / Intake / Examination Clinical Workflow
• Clinical Documentation
• Medication Lists
• TeleMedicine and TeleRadiology tools
• Personnel Management
• ERP / Payer System Integration
• Access to Global Network of Specialists for Telemedicine Consults & Referrals

1. Getting Started
The global Cloud EMR team believes that an electronic health system should reflect how clinicians see
the process of providing care. We see Cloud EMR as a Patient-focused tool that should as invisible and
unobtrusive as possible, not getting in between physicians, clinical staff, and their patients.

1a. Welcome to the Cloud EMR Clinical Care and TeleHealth Network

LOG IN
To log in, enter the email address and password of the user account from the log in screen and click

LOG OUT
Users idle for 15 minutes will be automatically logged out for security reasons. To manually log out,
click the user icon in the upper right corner and select Logout.
FORGOT / RESET PASSWORD
To reset a password, click FORGOT PASSWORD on the login screen and follow the instructions given on
screen.

1b. Clinician Registration

If your facility has not created user credentials for you, the Clinician Registration process is brief.
i. User will open Personnel Management tab under Administration.

ii. To add a person, click on

iii. Enter all the required information in the fields, will be enabled to create the
user.
1c. User Profile and Privileges

PERSONNEL DETAILS
The following notable fields are in the Personnel Details tab
• Status: (Active / Inactive)
• ID Type
• First and Last name
• Gender, DOB
• Region/Area; Country
• Phone, email (req’d for User Account Set-up))
• Job Role: (Nurse, Physician, Office Manager, Teleradiology Upload)
• Start and (when needed) End Dates
• Associated Facility(s): Personnel can be associated with multiple Facilities
• Associated Department(s): Personnel can be associated with all departments or certain
departments
• Privileges are assigned on an individual user basis, not automatically by Job Role. However, a
recommended privilege set is provided by EMR for each role.
PRIVILEGES
Users are assigned permission sets (’Privileges’) by Administrators to perform specified groups of tasks
in the Cloud EMR application. See the Admin guide for more information on setting individual
permissions.
The following chart shows privilege groups and their associated tasks, and which user roles are
typically assigned them:
Privilege Tasks involved Admin Office Nurse Physician Patient TeleRadiology Telemed
Mgr Service Upload Physician

Access All able to be √

Facilities associated
with any facilities
and
departments
Application able to create and √
Setup manage user
accounts
and privileges

Appointment able to create √ √

Scheduling appointments

Billing access to patient √ √

billing records

Billing able to override √

Override
Billing Setup access to payer
and
billing code
admin
General access to patient √
Clinical medical records
Care and
intake

Limited access to only a √

Patient subset
Access of a patient’s
medical
records
Patient √ √
Administration

Physician access to perform √

Care and
document
Examinations
Schedule able to enter √
Setup clinician’s
availability
System network, √
Setup instance, etc
 2. Patient Records & Clinical Documentation
The building blocks of any electronic health system are the Patient Records and Clinical
Documentation. Being able to quickly navigate to a patient record and clearly see their history is the
key first step in providing a positive visit.

2a. Patient Search

To search for a patient, follow:
PATIENTS → Patient Search

2b. QR Code Scanning

Some practices may be equipped with QR code scanners, to make the check-in and patient identity
verification process quicker and more accurate.

Patient ID card with scan-able QR code

2c. Clinical Documentation

A patient's clinical documentation can be viewed and edited:
• During patient intake
• During an examination
• When viewing a patient via the Patient Directory
• When the patient logs into his/her account via the Patient Portal
Tabs facilitate navigating patient information.
2d. General Information
General Information contains a patient's administrative and personal information.
To edit General Information:
i. Select

ii. To add an additional identifier, select

iii. To remove an identifier, select

 iv. For patient Insurance Coverage and payment mode:
a. select either to mark that patient a self-pay patient
b. Click on to add insurance for that patient. Enter all the mandatory
information and click to save the information.

c. 5 insurances can be saved against a patient record

d. Expired Insurances will be marked as Inactive
v. Next of Kin section can store multiple relations of that patient.

vi. Patient can be marked as VIP by checking . Marking and working on VIP
patient depends on the rights and privileges of the logged in user.

vii. Click to save the patient

2e. Appointments
Appointments lists a patient's past and upcoming appointments. Upcoming appointments are initially
displayed.
The current view is highlighted in green. Select to view both past and upcoming appointments.
Select to view only upcoming appointments. Appointments can be rescheduled or
cancelled from here (see Reschedule Appointment and Cancel Appointment).

2f. Health Profile

Health Profile lists a patient's current health information. It contains the following sections:
• Medications
• Allergies
o If a patient has no known allergy that user can check
• Conditions

ADD ENTRY
To add an entry to a section:

i. Select within the appropriate section.

ii. Enter entry information and select

EDIT ENTRY
To edit an entry:
i. Click the entry row to view its details and click
 ii. Click to save edits

2g. Medical History

Medical History lists a patient's past health information. It contains the following sections:
• Procedures
• Immunizations
• Family History
• Social History

ADD ENTRY
To add an entry to a section:

i. Select within the appropriate section.

ii. Enter entry information and select
EDIT ENTRY
To edit an entry:
i. Click the entry row to view its details and click

ii. Click to save edits.

2h. Visit History

Visit History lists summaries of previous visits.

VIEW/PRINT VISIT SUMMARY

To view a visit summary:
i. Click a visit in the Visit History
 ii. The visit summary consists of:
1. Nurse intake summary
2. Physician examination summary.
3. Orders completed in the visit
4. All orders placed in the visit
5. The patient's Health Profile

iii. To print a copy of the visit summary, click

UPLOAD VISIT SUMMARY

Users can upload external visit summary.
To upload a visit summary:
 i. Click within the Visit History

ii. Enter document information and select to add a document to upload.

Files must be either PDF, PNG, GIF, DICOM, JPG or JPEG

iii. Click

2i. Imaging Results

The Imaging Results tab contains all clinical images, such as X-rays or MRIs. Click an image to view its
details.
UPLOAD IMAGE
To upload an image:
i. Click within Imaging Results

ii. Enter image information and select to add a document to upload.

iii. Click

2j. Order History

The Orders tab contains all orders for a patient. By default, all orders are displayed.
Filter by order type by selecting the desired order types from the dropdown

Click an order to view its details.

2k. Lab Results

The Lab Results tab contains all lab results for a patient. Click a lab result to view its details.

UPLOAD LAB RESULTS

To upload a lab result:
i. Click within Lab Results

ii. Enter lab result information and select to add a lab result to upload.
 iii. Click

2l. Referral Tracking

Referral Tracking tab is used to show the already sent referrals of this patient. This tab will be shown
to all the privileged users. Send Referral button will be available for the using having the rights of
Physician Care.

Send Referral
Send Referral button will be only visible to the doctors.

i. Clicking on button will open the popup to send the referral.

ii. Here only one search field will be shown to the user. This field will be used to search for the
doctor to whom this patient is to be referred.
iii. All the providers which are available in this client whether they are associated with the facility
with which the logged in provider is associated or with any other facility with in the same
client
iv. Enter the search string to search for the doctor, search results will be shown in the list. Search
will trigger after 3 characters are entered in the search field
 v. Click on the desired option and the data attached to that provider will be loaded on the popup
vi. Send button will only be enabled when all the mandatory fields are filled in

vii. Click on to clear the selected doctor and to search another

viii. checkbox behavior depends upon the previous visits. If there is no visit
history exists then this checkbox will be unchecked and will be disabled. If visit history exists
then this checkbox will be enabled and will be checked by default

ix. Click on to send the referral of this patient. The referral will be sent in an email to
the selected provider. If is checked while sending the referral then the
latest visit summary of this patient will be sent as attachment of the email to the referred to
provider

+Add Other
This option will be used when the searched provider is not available in the list. The provider can add a
new contact for patient referral.

i. Click on , the popup will show the mandatory fields.

 ii. Send button will be disabled until all the mandatory information is filled

iii. Fill the mandatory information and click to send the referral

iv. Once the referral will be sent, the added contact will be saved for future use. The new contact
will only be available to the provider who has added that contact.
v. Once the referral will be sent, it will also be shown in the grid in Referral Tracking tab.

2m. Vital Trends

Vital Trends tab will show graphical trends of the major vital signs over the period of time. The charts
are plotted as per the information provided in Nurse Intake form and are read only charts.
2n. Documents
Documents tab in patient chart is to upload and save any document related to that patient whether
Emirates ID, any type of letter, lab report etc. The supported file types are PDF/PNG/GIF/JPG/JPEG.
i. Click on button to start the process

ii. Enter all the mandatory information and upload the file, button will be
enabled to successfully upload the document
iii. To update click on and then after making the changes click on

2o. Patient Alert

On right corner of patient information page there is a bell icon which indicates the alert triggered
for that patient.
Number shown with the bell icon donates there is an active alert for that patient. There are following
types of Alerts:
a. User added alerts
a. A text description entered by the user to be shown as alert
b. System alerts
a. Drug allergy alert – if any drug allergy is added in patient’s record then alert will be
triggered

User Added Alerts

Click on , a popup will be opened.
i. Enter the alert description and click to save the alert

ii. notification will be shown on the icon . On tooltip the

entered description will be shown to the user

iii. Click on to remove the alert

System Alerts
Alert for active drug allergy will be shown to the user. The sequence of the information provided here
is:
{allergen} – {allergy type}, {allergy severity}, {allergy reaction}

3. Scheduling and Availability

On the operational side, a fluid and seamless Scheduling module is crucial to maintaining a well-run
practice.

3a. Clinician Availability

In order to schedule patient appointments, a physician must first have recorded at what times he/she
is available. Available and unavailable time, termed blocked time is entered in the Scheduling
Calendar.
To access the Scheduling Calendar, select Scheduling → Scheduling Appointment
VIEW SCHEDULING AVAILABILITY CALENDAR
To view a physician's scheduling calendar:
ii. Navigate to the Scheduling Appointment under the Scheduling menu item

iii. A smart search is implemented. This search will be used to select the doctor from the
searched result. Doctor can be searched by entering any one of the following criteria:
1. The physician's facility
2. The physician's department
3. The physician's name
 Search result will be shown to the user in the popup segregated by Facility and Department.

When user will select the doctor the schedule for that particular doctor will be shown to the user. The
physician may have both available time (teal) and blocked time (grey)

ADD SCHEDULED TIMES

To add scheduled times (either available or blocked time):
i. View a scheduling calendar, and click a non-occupied space on the calendar.

VIEW SCHEDULED TIMES

To view scheduled time, view a scheduling calendar, then click the scheduled time.
EDIT SCHEDULED TIMES

To edit scheduled time, view a scheduled time, then click

DELETE SCHEDULED TIMES

To delete scheduled time, view a scheduled time, then click

CALENDAR AND DATE SELECTION

Date selection in this tab is places at the right corner of the screen above the scheduling slots. User

can move to the future dates by clicking on or previous dates by clicking on .

To jump back to the current date, user will click on and today’s schedule will be shown.
Calendar is also available from where user can jump to any selected date.

3b. Appointment Calendar

Scheduling is used to record when a physician is available for patient appointments and to schedule
appointments during these available times.
The Appointment Calendar is used to schedule patient appointments.
To access the Appointment Calendar, select Scheduling → Appointment Calendar

SCHEDULE APPOINTMENT
To schedule an appointment:
i. Navigate to the Appointment Calendar

ii. A smart search is implemented. This search will be used to select the doctor from the
searched result. Doctor can be searched by entering any one of the following criteria:
1. The physician's facility
2. The physician's department
3. The physician's name
Search result will be shown to the user in the popup segregated by Facility and Department.

iii.Click within an available time window to schedule an appointment for that day
iv. Search for a patient:
1. Enter search parameters (here the patient name)
2. Click
3. Click for the desired patient.
 v. Enter all required information to schedule an appointment and click

The scheduled appointment will be shown on the calendar in the designated spot.

VIEW APPOINTMENT
To view an appointment, click on a scheduled appointment.
EDIT APPOINTMENT

To edit an appointment, view an appointment and click

Only limited details of an appointment, such as Reason and Notes, may be edited. If changing the time
of an Appointment, use Reschedule instead.

CANCEL APPOINTMENT
To cancel an appointment, either:

i. View an appointment, then click

RESCHEDULE APPOINTMENT
To reschedule an appointment, either:
 i. View an appointment, then click

ii. Search the Patient Directory to view a patient's details. Within the Appointments tab, click
for the desired appointment. Select Reschedule.

iii. View Today’s Appointments, then click for the desired appointment. Select Reschedule

NOTE:
Whenever appointment is scheduled, rescheduled or deleted for a patient that patient will be notified
through SMS and/or email and push notification if that patient has an active PHR portal account.

3c. View All Appointments

View All Appointments is a report which can be fetched for either of provider, facility or department
over a period of time.
To access this, select Scheduling → View All Appointment
 i. A smart search is implemented for selecting the search criteria. Search will be triggered by
entering any one of the following criteria:
1. The physician's facility
2. The physician's department
3. The physician's name
Search result will be shown to the user in the popup segregated by Facility and Department
and user will be able to select any one of them.

ii. Filter will be set to Today be default, but user can change and select predefined time line or
can select own date range

iii. Depending upon the selection (whether facility is selected, department or provider and time
filter) the report will be fetched and will be displayed to the user

iv. Columns in the report can be sorted

v. can be used to filter out the record from the fetched
reports
vi. The extracted report can be exported in excel spreadsheet format by clicking on and
spreadsheet will be downloaded

3d. Appointment Type Management

Appointment Type Management is used to select and associate the CPT to an appointment. The
appointment can be initial visit, follow up or any other.
To access this, select Scheduling → Appointment Type Management
Click on to add a new appointment type
i. Enter appointment type name, this name will be shown to the user when scheduling the
appointment
ii. Duration of the appointment, minimum of 5 mins
iii. Associate default billing code to this appointment type. CPT code can be searched by
entering the string or code. The result will be shown and user will be able to select and
associate the CPT with that appointment type

iv. Once all the mandatory information is entered, will be enabled to save the
record
v. To edit already added types, open the record and click , after making changes click
to update the record.

3e. Today’s Appointments

To view all appointments for the day:
i. Select Patients → Today’s Appointment and enter facility and department (required),
and/or doctor or start time in the filter fields.

ii. All appointment for the day is then displayed in the table below after selecting the facility
and department.

iii. The list can be filtered by Facility, Department, Doctor’s name and Start Time
 4. Patient Visits: Check-in and Intake
The parts of the Clinical Workflow where the Patients are DIRECTLY involved require much attention
to detail. Often these are highly stressful times for a provider, so every touchpoint can affect their
mood, their engagement, and potentially their diagnosis, if they are too stressed or frustrated to pay
attention to orders or ask questions. The Cloud EMR team is continually putting great focus on
encouraging as smooth of an experience as possible, as they are handed off from point to point in
their visit.
A patient visit steps are:
Step Description Location Required Privilege
1 Check-in Patients → Today’s Appointments Appointment Scheduling
2 Intake Patients →Patient Queue General Clinical Care
3 Examination Patients →Patient Queue Physician Care
4 Fulfill Order* Patients →Patient Queue General Clinical Care
5 Check out Patients → Today’s Appointments Appointment Scheduling
* Orders where the facility to fulfill the order is the same facility where the patient examination
occurred must be completed before check out.

4a. Check-in
Front desk staff can have an important effect on a patient’s experience. Cloud EMR tries to encourage
a welcoming manner, and make the check-in process as quick (yet accurate) as can be.
CHECK IN

i. To check-in a patient for an appointment, view Today’s Appointments and click

for the desired patient.

ii. View demographic and coverage information for the patient. Any patient information that
has changed or that is incorrect can be updated.
iii. Click to complete the check in process.
iv. After a patient is checked in, the appointment will now appear in Today’s Appointments

with an inactive
4b. Patient Queue
After being checked-in, a patient’s name is displayed in the Patient Queue, which shows the status of
where they are in the process of a Patient Visit (depending on a user’s role and permissions). Statuses
include Intake (Ready; Paused/Resume), Examination (Ready; Paused/Resume), and Pending Orders.
Token No is also assigned to patient according to the check in.

4c. Intake
i. To begin patient intake, select Patients → Patient Queue

ii. Click for the desired patient in the Patient Intake list. If a user is associated to more
than one facility or department, first select a facility and/or department from the
dropdown(s). The Patient Intake select the physician to return to a list of all patients.

iii. In the left panel, view basic administrative (contact) information and previous clinical
documentation by selecting the appropriate tab. Clinical documentation may be updated
during intake.
iv. In the right panel, complete the patient intake form.

v. The intake process may be paused by clicking

vi. Once the intake form is complete, click or , depending on
whether the patient is schedule for an in-person or tele-medicine examination. The patient is
now available for a physician's examination.
- Historian: The person who provided information about the patient. For an adult, this
should be Patient. For a minor, this may be Parent.
- Vital Signs: If a vital signs reading is taken more than once, click to open
additional vital signs forms. Adjust the Time Read as necessary.
- Vital sign recorded on a device can be imported into this form by clicking on

. The latest readings found on the device for this particular patient will
be imported and will be shown on form.
ABORT INTAKE
To abort/cancel an appointment for a patient who has been checked-in:
i. Navigate to the Patient Intake list by selecting Patients → Patient Queue

ii. Click for the desired patient and select Abort

iii. This patient will no longer appear in the Patient Intake list or in Today’s Appointments.

4d. Medical Device Integration

If your facility is equipped with the ZTE All-in-One Health Terminal D-001, Vital Signs and certain other
tests can be conducted with the results flowing directly to the patient’s record.
i. Log in
ii. Select patient (enter Patient ID and select list (Note: Patient list is synchronized every x
minutes with your facility’s patient directory. New patients that are signed up at the time of
the appointment must allow enough time for a sync to occur before their name will appear on
the device.)
iii. Perform test
iv. Confirm data has been populated and complete Intake.
4e. Direct Intake
Direct Intake functionality is implemented to facilitate nurse or other users to directly start the intake
process without scheduling appointment for that patient. This use case is encountered for walk in
patients.
i. Search the patient and open the patient record

ii. Click on and then select Start Intake from the menu

iii. Secondly, when patient is opened, click on to start the intake of the patient.

iv. Search and select the doctor’s name. Here smart search is implemented which will be
triggered when user enter minimum 3 characters. The result will be shown segregated by
facility and department.

v. If doctor from the remote facility, then the doctor’s online status, fee and available time will
be shown on the popup.
a. In case of other facility, online status will not be shown. The fee for selected
Appointment Type and available time will be shown on the popup.
 vi. Clicking will remove the selected doctor and popup will be refreshed.

vii. Clicking on will start Intake process as explained earlier.

4f. Checkout and Invoice

i. To check out a patient, view the Check Out Queue in Today’s Appointments. Click
for the desired patient.

ii. Confirmation popup will appear from where user can perform multiple functions

iii. Clicking on button will generate the invoice for that visit

Invoice
Invoice is generated when user will click on Check out. The due payment will be the amount of visit
consultation CPT set in Appointment Type.
i. If patient is self-pay then Payment Type dropdown will be disabled and Self Pay will be
auto selected. If patient has insurance coverage, then in Payment Type dropdown
Insurance will be auto selected but user can change the selection

ii. All the insurances saved against the patient record will be shown in Payer dropdown from
where user will select which insurance to pay this for.
iii. After entering the payment, click button

iv. After making the payment, click on to complete the check in process
 v. Once the check out is complete the appointment will be completed and the same will be
shown in Today’s Appointments

5. Queue Management
Queue management is implemented in Cloud EMR to manage the queue of patients in a facility. The
queue management is department wise and refreshed daily. This will allow the facility staff to manage
the patient queue and reduce the wait time of the patients. When a patient’s intake is completed a
number is assigned to that patient which will be reflected on Patient Queue and Invoice print.

5a. Queue Number Assignment

i. When a patient’s check in process is completed, a 3 digit Token number is assigned to that
patient.
ii. The token number of that patient is shown on patient queue.

iii. The token number of the patient is unique within a department.

 iv. Token number is reset to 001 daily.

5b. Token number on invoice

i. The same token number will also be printed on the invoice when user will take print after the
check in

6. Patient Examination & Orders

The section of the application Clinicians will use most is the Examination screen. While our ‘Out-of-
the-box’ set up is based on industry best practices, these screens are configurable to reflect your
practices particular workflow. Please speak with your Client representative about creating custom
templates for these screens.

6a. Examination
i. To begin patient examination, select Patients → Patient Queue
Intake must be finalized before an examination

ii. Click for the desired patient in the Patient Examination list. If a user is associated to
more than one facility or department, first select a facility and/or department from the
dropdown(s).

iii. In the left panel, view administration information and clinical documentation by selecting the
appropriate tab. Clinical documentation may be updated during an examination.
iv. In the right panel Nurse Intake tab is also available along with Examination to check the vitals
and other information entered in intake form.
v. The examination process may be paused by clicking the button. The patient visit
will then appear under Pending Tasks in the Patient Queue. The examination may be resumed
by clicking

vi. Click to view a print preview of the examination. See View Visit Summary for more
information.
vii. button will be enabled when a primary diagnosis is added in the patient record.
viii. Click to save all information and complete the examination.
ix. Once the examination form is finalized, the patient is ready for checkout.

x. will be used to refer this patient to another doctor. Refer to Referral Tracking
for further details.
 a. When referral will be sent from Examination screen, button will be
disabled
b. Referral of the patient will be sent to the doctor once the examination will be
finalized.

6b. Reason for Visit

Reason for Visit is a free text field use to enter a brief description why patient is here to see the
doctor.

6c. Observations/Notes
This section allows user to monitor and report Physical Exam and Review of Systems of a patient.
Moreover, user can also input the data typing in the free text area.

i. Clicking on will open a popup containing two tabs:

a. Physical Exam (by default selected)
b. Review of Systems

Physical Exam
Physical Exam section of template is divided into three section. The basic purpose of this section is to
record the normal and abnormal functions of the patient.
i. Select any of the system/organ in first section will show further options to be selected as
normal or abnormal
 ii. is for normal and is for abnormal
iii. When any option is selected system generated text will be shown in the Description text
area at the bottom of the popup

iv. If any abnormal is selected, Comment section gets enabled to enter any comment
regarding that abnormal behavior. The comments entered are also shown in Description

Review of Systems
Review of Systems section will be used to check the systems of the patient and whether the systems is
complaining or denying any of the complications in the system

i. Clicking on the system in left section will expand options in second section
ii. In that section user can select or
iii. The text generated by the selection of these options will be shown in Description section
at the bottom of the popup
 iv. Clicking on Save will save the record, popup will be closed and the entered description will
be shown in Examination screen

6d. Diagnosis/Condition
This section will be used to record the condition of the patient for which the patient came for the
examination. As mention as well, one primary diagnosis will be needed to save the examination.

i. Click on to open the popup to add the diagnosis/condition

ii. The popup will have a Most Used and My Favorite tabs on left panel and search field on right
panel

iii. MOST USED list will be populated on the basis of use of any diagnosis. Once a diagnosis is
searched, selected and saved will be included in the most used list. The index keeps on
 incrementing after every use and the mostly used will be shown on top of the list. This list will
be maintained and shown according to the logged in user.
iv. MY FAVORITE tab is maintained by selecting in Most Used list or in the search result grid. The
favorite list is also maintained and shown according to the logged in user.
v. Click on the diagnosis in the Most Used, My Favorite list or search and select the diagnosis, the
selected diagnosis will then be shown in the grid.

vi. button will get enabled and user can save the entered record.
vii. Click on to remove the already added record
viii. To further add the information for that diagnosis, click on to expand for additional fields
where additional information can be entered and saved.

ix. Once all the mandatory information is entered and clicking on Save will close the popup and
entered information will be shown on the examination main screen.

x. To edit any entry, click on any of the added diagnosis/condition and the popup will be opened
in editable mode where changes can be incorporated

xi. is used to add all the active diagnosis from Medical History of that patient into the
current examination

6d. Medication
This section will be used to order the medication for the patient.
 i. Click on to open the popup
ii. The popup will contain Most Used and My Favorite list on the left panel, Medication tab will
be opened and following 3 tabs will be shown along with Medication
a. Immunization
b. Diagnostic
c. Procedure
iii. The information entered in all these 4 tabs can be saved in one go as well. Enter the

information in all the tabs and click on once, all the information will be saved and will
be shown on the examination screen.
iv. Most Used and My Favorite list functionality will be same as explained in the earlier section

v. Searching and selection of the medication will be same as explained in section 6d.
vi. Medication can be searched by package and generic name as well
vii. Rest of the functionality of edit and saving the information is same as explained earlier

viii. is used to add all the active medications from Medical History of that patient into the
current examination

6e. Immunization

i. Click on to add immunization, same popup as explained in the earlier section will be
opened. Immunization tab will be opened
ii. Most Used and My Favorite lists will also be available in this
iii. Rest of functionality will remain same as already explained

6f. Diagnostic
i. Same procedure will be followed to add Diagnostic as explained in the earlier sections

6g. Procedure
i. Same procedure will be followed to add Diagnostic as explained in the earlier sections
NOTE
When the information in all the 4 module is entered and saved, that information will be shown in the
respective sections.

6h. Abort Examination

To abort/cancel an examination for a patient who has completed intake:
i. Navigate to the Patient Examination list by selecting Patients → Patient Queue

ii. Click for the desired patient and select Abort

iii.This patient will no longer appear in the Patient Examination list or in Today’s Appointments.
FULFILL ORDERS
Pending orders will appear in the Pending Tasks list of the Patient Queue
To fulfill an order:

i. Click to view its details.

ii. Complete the required fulfillment information, and click

6i. Examination Template

Examination Template is designed for user ease to quickly add examination with fewer clicks.

Examination Template buttons are shown on top right corner of

examination.
i. To save a template, user has to fill in the reusable information in examination sections to
create the template.

ii. Once all the desired information is entered click on button, a popup will appear to
ask for the name of the template.

iii. Enter the name of the template and click to save the template
 iv. Once the template is saved, click on to load the templates. A popup will appear
having all the templates listed for the user to select any one of them. Select the template

and click on

v. Once the template is loaded another button to update the template if any changes is
incorporated in the examination.

7. Telemedicine Sessions
The promise of technology in healthcare is best realized with Telemedicine, improving access to
doctors and specialists too far away for in-person visits. Cloud EMR is building a global network of
doctors to increase the reach of practices, and to get healthcare to underserved places it isn’t.
Doctors control their Online Availability to be ‘on call’ for Telemed sessions or Second Opinion
Requests. They are also in full control of initiating and ending the sessions.
Cloud EMR EHR allows its physician users to conduct live, video sessions with patients. These sessions
are requested by a nurse on behalf of a patient.

7a. Set-Up
A facility must be designed as a remote visit facility for its physicians to use the Cloud EMR tele-
medicine features.
To designate a facility as a remote visit facility:
i. View a facility's details
ii. Click to edit a personnel and ensure Remote Visit Facility is associated with personnel.
REQUEST SESSION (NURSE)
To request a tele-medicine session:
i. Complete patient intake. Select
ii. Patients whose intake are finalized for a tele-medicine session are found in the Pending Tele
Examination Queue. Select to request a tele-medicine session.

iii. Wait for the physician to review the patient's medical records and intake notes before
accepting the request.
Conduct Session
i. If the physician accepts a tele-medicine request, the video application will load and connect to
the physician.

ii. When the physician ends the session, a pop-up message is displayed.

Telemedicine for Physicians

Cloud EMR allows its physician users to conduct live, video sessions with patients. These sessions are
requested by a nurse on behalf of a patient.
Set Up
A facility must be designed as a remote visit facility for its physicians to use the Cloud EMR tele-
medicine features.
To designate a facility as a remote visit facility:
i. View a facility's details
ii. Click to edit personnel and ensure Remote Visit Facility is associated with personnel.

Clinical Inbox
Tele-medicine requests are listed in the Clinical Inbox under Pending Live Sessions. Requests are
indicated by an icon in the application menu.

Expected tele-medicine requests are listed in the Clinical Inbox under Inbox. These expected requests
are patients who have completed intake and who are waiting for a nurse to initiate their tele-medicine

examination. Click to view the patient details for this expected request.
View Request
Viewing a tele-medicine request allows the physician to review the patient's medical records and
intake notes before initiating a video session. A tele-medicine session is NOT automatically initiated by
viewing a request. See Accept Request.
To view a tele-medicine request:
i. Navigate request in the Clinical Inbox.

ii. Select then View.

Accept Request
To accept a tele-medicine request and conduct an examination:
i. View the request

ii. Select

Decline Request
To decline a tele-medicine request, either:
i. From the Clinical Inbox, select then Decline.

ii. View a request and select

Conduct Examination
To conduct a tele-medicine examination:
i. Accept a request.
ii. The video application will load and connect to the requesting nurse.
iii. Complete the examination form.
iv. Finalize the examination form.
Finalizing an examination form will complete the session.

8. Billing
Billing tab in EHR allows the facility admin to manage the billing rates as per the visit type and to track
the invoices for the given time period.

8a. Invoice List

Invoice list will show all the available invoices of all the associated facility of the logged in user.
i. Click on Invoices under Billing tab in the main menu

ii. Invoice list will contain the invoices

iii.List can be further filtered down using the filters available in the header of the list.
a. Period Start and Period End filter will be used to pull out the list in the provided time
frame
b. Invoice status have following values to pull the report as per the applied status:
i. Pending Invoice
ii. Invoiced
iii. Partial Payment
iv. Paid
c. Payer filter will pull the list if any transaction is for a payer
d. In provider filter, enter the name of the provider and the list will be pulled only for
that specific provider
iv. At the bottom of the list cumulative amount of the all the invoices will be shown
8b. Billing Setup
Billing Setup will allow admin to set the billing rates of visit type from this interface. Moreover, user
can also set the sharing percentage between facilities and doctors.
Billing Setup can be accessed from the Billing menu item. This option will be available only to the
facility admin.

FACILITY LEVEL
i. Facility Level radio button will be selected by default. All the associated facilities of the logged
in admin will be shown. Changes applied at Facility Level will be applicable to all the
departments and doctors associated with the selected facility.
ii. Search within the facilities is also available. User will be able to search from the list of the
available facilities.

iii. To set the rates admin will select a facility by clicking on any facility, the fields will be changed
to editable.
 iv. Hospital % field will also appear in which admin can set the hospital share % of the received
patient payments.
v. Clicking Clear All will clear the entered values and will refreshed the form for entering new
rates

vi. Click to save the entered information. Once the information is saved at Facility Level
then this will be applied to all the departments and doctors associated with the selected
Facility.
DEPARTMENT LEVEL
Department level pricing can also be set. This will be used to set the pricing of the whole department
and will be applicable to all the doctors associated with that department.
i. Click on radio button. Department fieldset will be shown along with
Facility. By default this will be empty.
ii. To reveal the departments, click on any facility. Department associated with that facility will
be shown in the Department fieldset.
iii. Search is also available in case department list is long and user wants to search the specific
department.
iv. After entering all the required information, click . The information saved at
Department level will be applicable to all the doctors associated with that department.
PROVIDER LEVEL
Billing rates of the services can be set for individual provider. This will be applicable to that particular
provider only.
i. Click on radio button. Department and Provider fieldsets will be shown along
with Facility. By default these fieldsets will be empty.
ii. To reveal the Provider list, click on any facility, all the associated departments of that facility
will be shown. Click on the desired department. The list of providers associated with that
department will be shown.
iii. Click on the provider, the input fields will be enabled for user to enter the required
information. Already saved values will be auto populated upon selecting any provider.
iv. Search is also available as explained in the earlier sections
v. The hospital share can also be set here.

vi.After entering all the required information, click . The information saved at Provider
level will be applicable to all the selected provider only.
NOTE: if billing rates are set at Provider Level and other levels as well, then Provider level rates will
have precedence over all other levels pricing.
 9. Reports
Reports tab will contain the reports to monitor the facility’s activities. This tab will be shown to the
users with privileges of Billing and Billing Override in Personnel Management.
Click on Reports tab in the header menu, Billing Reports and Visit Report will be shown.

9a. Billing Reports

i. Clicking on Billing Reports will open the report

ii. A search field similar to the field explained in View All Appointments section in this document.
iii. By default Today will be selected in Filter, but other filters are available from where user can
set the time frame to fetch the report.

iv. Search bar supports the smart search which will be used to search the facility, department or
provider to fetch the report of depending on which option is selected.
v. User will have to enter minimum 3 characters to start the search. Once the search string is
provided, system will search for the results and will be shown to the user.

vi. The search will be return the data. If for the criteria mentioned there is no record to return,
then ‘No Record Found’ will be shown in the grid.

vii. User can change the time frame to fetch the report from Filter dropdown. There are following
predefined filters”
a. Today
b. This week
c. This Month
viii. Date range option is available if user wants to fetch the report of provided date range.

ix. Select the Date Range option from the filter dropdown, Start Date and End Date will be
shown. (End Date should be later than Start Date.)
x. After selecting the dates, click on Filter, report will be fetched and will be shown in the grid.
The report will be fetched for all the providers in that facility.

xi. Widgets at the bottom of the grid will show the consolidated figures. As it can be seen in the
above image that Total Visits and Total Fee Collected in the selected date range is shown.
xii. The report fetched depends upon which selection is made while searching for the provider. If
user has selected Facility then facility wise report will be shown, department is selected then
department wise and if provider is selected then provider wise will be shown.
9b. Visit Report
Visit Report is designed to fetch the report of the visits made in the provided time period. Visit Report
has following two search criteria:
a. Provider Directory (by default selected) – report can be fetched either for Facility,
Department of a Provider
b. Patient – for a specific patient

i. The directory search will be same as explained in View All Appointment

ii. Insurance filter will able user to fetch the record for a specific insurance
iii. Date filter functionality will be same as already described in previous sections
iv. Once the selection is made and all the filters are applied, system will fetch the report and
will display in grid

v. Clicking on a row will expand and other details regarding the visit will be shown to the
user
vi. This report will get exported in an excel spreadsheet by clicking on
vii. This report will be fetched patient wise by selecting Patient radio button
viii. Enter the search string and system will show patient name and MRN number of that
patient in search field. Rest of the flow will remain same.

Cloud EMR from Business Edge

Admin User Guide
v1.7.6
 10. Provider Directory and User Set-Up
The Provider Directory contains information about facilities, departments and personnel.
The Provider Directory also contains information about the relationship between facilities,
departments and personnel. Personnel can be associated to multiple departments of a facility and those
departments are associated with facility.

10a. Facility Management

To access Facility Management, select Administration → Provider Directory → Facility
Management

Add Facility
To add a facility, navigate to Facility Management and click
Mandatory information is starred with red *. Once all the mandatory information is entered Save button
will be enabled, clicking on which the new facility will be added. A confirmation message will also be
displayed.

View Facility

To view facility details, navigate to Facility Management and select already added facility.

Clicking on already added facility will open the details of the facility.
Edit Facility

To edit facility details, view the details of a facility and click

 10b. Department Management

To access Department Management, select Administration → Provider Directory → Department

Management

View Department List

To view all departments within a facility, navigate to Department Management and select a facility from
the Parent Facility dropdown. A list of department within the selected facility is displayed in the table
below.

After selecting the facility, the departments within that facility will be shown to the user

This document contains user guidelines for Cloud EMR

 Add Department

To add a department, navigate to Department Management and click

View Department

To view department details, view all departments for a facility and select a department.

Clicking on the department will open the details in read only mode.

This document contains user guidelines for Cloud EMR

 Edit Department

To edit department details, view the department's details and click

The fields in the department management will be in editable mode and user will be able to edit the already
added department.

10c. Personnel Management

To access Personnel Management, select Administration → Provider Directory → Personnel

Management

This document contains user guidelines for Cloud EMR

 Add Personnel

To add personnel, navigate to Personnel Management and click

Fields will be shown to the user to add the personnel. All mandatory fields are marked with red *. Once
all the mandatory fields are filled, Save button will be enabled to add a new personnel.

This document contains user guidelines for Cloud EMR

 View Personnel

To view personnel details, navigate to Personnel Management and select a personnel.

Clicking on already personnel will open the fields in read only mode.

Edit Personnel

To edit personnel, view his/her details and click .

When click on edit button, all the fields will be in editable mode. Admin can make the changes and if all the
mandatory fields are entered, Save button will be shown.

This document contains user guidelines for Cloud EMR

 10d. User Account Set-Up

Add User Account

To add a user account of a personnel:

i. View the details of a personnel and click

ii. Verify that the primary email is correct and click

This document contains user guidelines for Cloud EMR

 The primary email address will be the account's username

iii. In the newly opened User Account Settings tab:

1. Enter an Authorized Access Start Date
2. Select applicable Privileges for the user
3. Click

iv. An email will be sent to the account's primary email address with instructions on how to set
the user’s password. Follow the instructions to navigate to the EMR login page and click
Forgot Password.

This document contains user guidelines for Cloud EMR

 v. Enter the account's primary email address and click

vi. A second email with a temporary password will be sent to the account's primary email
address. The EMR will display the Set New Password form.

Password guidelines are also mentioned on the page.

vii. Enter the emailed temporary password and a new password in the applicable fields. Click

viii. At the login screen, enter the account's email address/username and the new password to
log in.

View User Account

To view a user's account, view the details of a personnel and click the User Account Settings tab.

This document contains user guidelines for Cloud EMR

 Selecting this tab will open the user privileges for that user. To modify the user privileges, click on
and all the fields will be editable.

This document contains user guidelines for Cloud EMR

 10e. Privileges Summary
Privilege Tasks involved Admin Office Nurse Physician Patient TeleRadiology Telemed
Mgr Service Upload Physician
Access All able to be √
Facilities associated
with any facilities
and
departments
Application able to create and √
Setup manage user
accounts
and privileges

Appointment able to create √ √

Scheduling appointments

Billing access to patient √ √

billing records

Billing able to override √

Override
Billing Setup access to payer
and
billing code
admin
General access to patient √
Clinical medical records
Care and
intake

Limited access to only a √

Patient subset
Access of a patient’s
medical
records
Patient √ √
Administration

Physician access to perform √

Care and
document
Examinations
Schedule able to enter √
Setup clinician’s
availability
System network, √
Setup instance, etc

This document contains user guidelines for Cloud EMR