User Guide ClearHeath 1.

0
Q306 Edition

©2003-2006 Uversa Inc. All Rights Reserved

Table of Contents
ClearHealth Overview.........................................................................................................5 Finding Support ..................................................................................................................6 Becoming part of the community...............................................................................6 The ClearHealth Forums............................................................................................7 Reporting an issue......................................................................................................8 About this Guide..................................................................................................................9 Navigating ClearHealth.....................................................................................................11 The ClearHealth Interface.............................................................................................11 Section Descriptions......................................................................................................12 Calendar ...................................................................................................................12 Patient ......................................................................................................................12 Billing.......................................................................................................................12 Admin ......................................................................................................................12 ClearHealth Site Map...............................................................................................14 Common Tools and Features in ClearHealth................................................................15 Using the ClearHealth Pop-up calendar...................................................................15 Using the Grid..........................................................................................................16 Validation.................................................................................................................18 Currently Selected Patient........................................................................................19 Creating Patient Records....................................................................................................22 Record Locking.............................................................................................................23 Interrupted Registration................................................................................................25 Entering Patient Data.........................................................................................................26 Patient Details...............................................................................................................27 Active/Inactive Records...........................................................................................29 Patient Phone Numbers.................................................................................................30 Patient Addresses..........................................................................................................32 Patient Payer Information.............................................................................................34 Working with Related People.......................................................................................36 Working with Secondary Identifiers.............................................................................38 Working with Name History.........................................................................................38 Patient Statistics............................................................................................................38 Searching for Patients........................................................................................................39 The Patient Dashboard.......................................................................................................40 The Currently Selected Patient .....................................................................................40 Patient ...........................................................................................................................41 Patient Notes.................................................................................................................41 Insurers..........................................................................................................................41 Encounters.....................................................................................................................43 Appointments................................................................................................................44 Account information.....................................................................................................45 Forms.............................................................................................................................47 Navigating the Calendar....................................................................................................50 Calendar Filters.............................................................................................................51 Calendar Search ...........................................................................................................53 Working with Appointments .............................................................................................54 Making Appointments from Schedules ........................................................................54 Editing and Moving Appointments...............................................................................55 Deleting Appointments.................................................................................................55 Canceling Appointments...............................................................................................55 Recording No Shows.....................................................................................................55

Overbooking..................................................................................................................57 Family Appointment Notification.................................................................................57 Visit Queuing................................................................................................................59 Printing the calendar.....................................................................................................61 Creating Encounters...........................................................................................................64 From Appointments......................................................................................................64 Manually Creating Encounters......................................................................................64 Filling out Encounters........................................................................................................65 Filling out Co-Pays in Encounters................................................................................65 Adding Claim lines in Encounters................................................................................67 Dental Encounters....................................................................................................68 Encounter Forms...........................................................................................................68 Extra People in Encounters...........................................................................................68 Extra Dates in Encounters.............................................................................................68 Other Encounter information........................................................................................70 Selecting Payers in Encounters.....................................................................................70 Closing an Encounter....................................................................................................70 Working With Claims........................................................................................................73 Claim Status..................................................................................................................73 Filters.............................................................................................................................73 Editing Claims...............................................................................................................75 Processing Queues........................................................................................................76 Processing Claims in a Batch........................................................................................77 Posting Payments...............................................................................................................81 Posting Individual Payments.........................................................................................81 Adjustments..............................................................................................................82 Patient Payment Plans..............................................................................................82 Batch Processing of Payments......................................................................................84 Electronic Payments.................................................................................................86 Automatic Payment..................................................................................................86 Patient Account Access .....................................................................................................87 ClearHealth Installation Guide..........................................................................................91 Prerequisites for Installing ClearHealth........................................................................91 Downloading and Installing ClearHealth......................................................................92 Using the ClearHealth Installation Wizard........................................................................93 ClearHealth Installation - Data Collection....................................................................93 ClearHealth Installation Test.........................................................................................94 ClearHealth Installation Actions...................................................................................94 Configuration of Basic Practice Data................................................................................98 Practice Setup................................................................................................................98 Per Practice Configuration............................................................................................99 Making Changes to Existing Practices........................................................................100 Building Setup.............................................................................................................101 Room Setup.................................................................................................................102 Fee Schedule Setup.....................................................................................................104 Discount Tables...........................................................................................................106 Appointment Template................................................................................................108 Claim Templates.........................................................................................................111 Appointment Acceptability Rules Engine...................................................................112 Practical Example of Appointment Rules..............................................................113 Super bill.....................................................................................................................115 Payer Setup..................................................................................................................116 Payer Program Setup...................................................................................................117 Working with Payer Phone Numbers.....................................................................118 Working with Payer Addresses..............................................................................118

.............................................................................................139 Creating a Patient Address Label Report.....134 Where Clause..............................................................................132 Select/From......................................................................................................................................119 Adding Users..............135 Dealing with Enumeration.............................................................................................................................................................141 Practical Example: Printable Address Labels.................153 Example Extension with ClearHealth specific tags:.................................................142 Extensions.......................................................................................................................................................................................................................................................................................152 {clni_form } The extension start tag.........................................................161 Connecting a Extension to an Area of ClearHealth...................................Configuration of Users..............................................................................................................................................................................................122 Provider Schedule......................123 Using the Schedule Wizard............................................130 Connecting a report to an area of ClearHealth............................................................................129 Creating/Adding a Report.................................................................................................................................................................................................158 Managing Extensions.........135 Token use in Queries..............................................................................................................................................................................................................................................................150 Creating a extension ...................................................................................................................................................................................................................................................................136 Example Query with Token........................................................................................................129 Managing Reports..........131 Queries...................................139 Templates...............................................................................................................................................................................................................................................152 {input} The data input Tag..........161 Adding a extension ......................................161 Viewing Extension Data................................................119 Information Specific to Setting Up Providers.....................152 {submit} A extension submission button........................................150 ClearHealth Extension Tags Reference..............................................138 Practical Example: Patient Address Labels......................................163 ..................136 Types of Tokens.......................................123 Reports..162 A Practical Example: Patient Vitals..........................................................132 Joins................................................................................................................................................................................................................................

Open Source Software is a philosophy that gives all users access to the source code. Industry leading software engineers sat down and listened to what the medical community was asking for. Combining Open Source Software with leading industry technologies and design. Historically. HIPAA Security. no forced upgrades. customizable reporting and extensions. Open Source gives you ownership of the system and the right to control when and how it is upgraded. Uversa guarantees a life cycle of three to seven years and offers all levels of support with its ClearHealth Advantage Edition. with many features and enhancements for practices with multiple facilities. giving them the power to change and adapt the software to their unique needs. Each set of capabilities has been painstakingly researched and devised with usability experts to make it quick to learn and powerful to use. ClearHealth is a software suite like no other. There are no obligatory recurring license fees. Billing. ClearHealth covers the five major areas of practice operations: scheduling. It also gives you the ability to cost effectively customize the software for your practice's individual needs and specialties.ClearHealth Overview ClearHealth is a new generation of medical software designed by clinics and hospitals and powered by Open Source software. Accounts Receivable. and accounts receivable. and they developed a suite of software that serves the community like never before. EMR. ClearHealth is web-based and uses your Internet browser to connect to the system. ClearHealth is a medical software suite for clinics large and small. ClearHealth is different because it is powered by Open Source Software. Innovative technologies bring major improvements to scheduling and billing. ClearHealth includes modules for Scheduling. . ClearHealth includes additional modules for document storage. many people have found web-based interfaces to be clunky and slow. Because of the flexibility of the system it is possible to use only the modules that are relevant for each individual practice. billing. The options are limitless when using ClearHealth. HIPAA Compliant Security. lab results. EMR. and no vendor lock-in. and prescription management. Great functionality is around every corner. but by leveraging Uversa's unique real-time interface technology you can forget about click and wait. Document Management and much more. ClearHealth has been designed with the user in mind.

org/ . Report Issues (requests for http://www. From this website you can talk with other ClearHealth users.. While at the OP/EN website you can also look at other great products being offered that my enhance your overall business experience.Finding Support Part of using a product designed with Open Source Software is becoming part of a community. Becoming part of the community There are several resources available to you as a ClearHealth user. is the OP/EN website: http://www. The first resource. Open Source relies on every-day users of the product to help make it better. contact Uversa Inc.ope-en. The OP/EN website has links to multiple tools and resources. .org/ ClearHealth features/improvements and any specific problem you may encounter). Here you will find vast resources for dealing with any issues you may encounter while using ClearHealth.op-en.

our issue tracking system. or to report a specific problem you are having. To access the Forums. This takes you to a new page that will allow you to choose ClearHealth from a dropdown menu.The ClearHealth Forums From the OP/EN website you may access the Forums and talk with other ClearHealth users from around the world. click on the register link located in the top right hand corner of the Forums Page. such an error message (what we call a "bug") just click on the Bug Reporting link located on the left hand side of the OP/EN website. frequently check the board to answer questions and talk about concerns. located at the top of the screen. Once you login to Mantis click Report Issues. OP/EN ClearHealth Forums Reporting an issue If you have a specific issue you may use Mantis. You can ask questions and find useful information on making the most of your ClearHealth installation. select the Sign up for new account link and follow the instructions. Once you have registered you are now free to post concerns or comments on the boards and to reply to other user's posts. Experts from Uversa Inc. The Forums are full of useful information. To get a new login. After selecting ClearHealth from the drop-down menu and pressing the Select Project button you will be taken to the Issue Reporting Page where you will be asked to enter a subject title and a description of the issue. to submit a report to Uversa Inc. To request a feature or suggest an improvement. simply click on the link entitled Forums on the left hand side of the OP/EN website. Once you have a login and a password you will be able to report an issue. . you'll need to get one. Submitting an issue report is easy. If you don't already have a login. You will need to register in order to achieve the full benefit of the Forums. In order to register.

They are meant to make learning to use ClearHealth easy and quick. and creating encounters.Mantis Bug Report If you are requesting a feature or enhancement please choose "feature" from the Severity: dropdown menu. the more information you can provide the better. Page Names will be displayed in italics. When reporting an issue. all you need to do is click the Submit Report button at the bottom of the screen. generally. Actions (such as pressing a button) are displayed in courier bold. EMR Extensions and Dynamic Reports. To help you navigate through this guide and recognize important information the following text formating has been used in this guide: ClearHealth Section and Menu titles appear red. it is dedicated primarily to dealing with patients in an installation that has already been setup for a specific practice. The final section of this guide will take you through some of the ways you can extend ClearHealth's capabilities using ClearHealth formats. Links are displayed in blue. It will take you through all the steps necessary to begin using ClearHealth. In Section One you will learn about adding patients. . Be specific about what the issues is and what you were doing leading up to encountering the issue. scheduling appointments. From here the report will become part of a queue and will be looked at by a team of programmers to help rectify the situation. the section titles will also appear bold. Once you have filled out all the appropriate information. and moving on to setting up a practice and adding payer information. About this Guide This Guide is divided into three sections. Section Two will cover the installation and setup of ClearHealth. Section One also deals with turning encounters into claims and billing those claims to payers. Section Two begins by installing ClearHealth from scratch. Text field names (areas where you would enter information or select an item from a drop-down menu) appear in bold. Don't forget to include the url of the page you encountered the problem on. Section One is daily use. The goal in bug reporting is to allow a programmer to reproduce the issue so that they can solve the problem. Throughout this guide there will appear grey boxes just like this one! They contain helpful tips and shortcuts or a little extra information.

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Below is a brief description of these sections. this is especially true for pages found in the Patient section of ClearHealth. For best results use the navigation provided within ClearHealth itself. When you first log into ClearHealth. and general usability tools found throughout ClearHealth. you should see a colored band across the top of the web page. information grids. Billing. the page will be divided into frames. The sections are always displayed at the top of the page. and Admin. By clicking any of the top level section labels you can can access the corresponding section. To make navigating pages that display or have access to a large amount of information easier. Each section contains menus that allow you to access specific pages within ClearHealth. Section Descriptions There are four top-level sections (Calendar. It is not recommended that you use your browser's back or reload buttons.Navigating ClearHealth Below is a general overview of ClearHealth's layout and how to use some of the features in ClearHealth. including a description of pop-up calendars. Many pages within ClearHealth will display a multitude of information and areas where data can be entered to be stored. ClearHealth has the following four toplevel Sections : Calendar. and Admin) found in ClearHealth. these menus are comprised of the corresponding functions that can be performed in that section of ClearHealth. Only the menus for the section you are currently in will be displayed. You can switch sections by simply clicking on the name of the section you wish to access. Patient. It is also not recommended that you bookmark pages within ClearHealth. The ClearHealth Interface The ClearHealth menu interface is extremely simple. You can recognize which section of ClearHealth you are currently in by looking to see which of the section titles appear in bold. this allows you to navigate from one section to another easily. Billing. Each section has its own individual set of menus. . Generally. Patient. Using these features could result in lost data. These frames are titled appropriately and contain only the information connected to that frame. along with the basic contents of their subsequent menus and pages.

It also has functions that allow for the easy search for a patient's record. and the Admin section allows you to customize ClearHealth to your needs. change user rights. you can do so in the Admin section of ClearHealth. You may also add and edit insurance companies in this section of ClearHealth. It allows users to create and edit patients. It allows for the sending and tracking of claims. . From the Patient section it is possible to manage encounters and access patient account information. You can also access the New Patient Page and add a patient from this section of ClearHealth. Not all sections are displayed to all users. attach extensions or reports. Admin The Admin section will often not be displayed for security reasons. The contents displayed depend on your access rights. This is the section where you will enter and track payment information for individual claims. edit. From this section you will be able to create. It is also possible to check in patients and create encounters from this section of ClearHealth. and delete appointments. If something is missing from your display that you need to access. Patient The Patient section is the access to the ClearHealth EMR system. Billing This section gives access to the billing system in ClearHealth. There are many configuration options for ClearHealth. If you wish to add or edit users. discuss this with your ClearHealth administrator. or add a new facility or room to your practice.Calendar The Calendar section handles all aspects of patient appointments. There are several different views on the Main Calendar Page. There are also filters to limit what appointments/schedules are displayed at once. and essential patient information.

Below is a map of all the default menus accessible by a ClearHealth Administrator. Not all menus are available to all users. When a user is created in ClearHealth. they are assigned a security role. . Those security roles dictate what sections/menus a user will have access too.ClearHealth Site Map Below is a site map of the ClearHealth menus.

Common Tools and Features in ClearHealth Throughout ClearHealth there are tools and features that appear in multiple sections. You may select the desired month in one of two ways: either by (1) clicking on the single arrows (< & >) located on the upper left and right hand corners of the calendar. or (2) by clicking and holding on the single arrow. Using the ClearHealth Pop-up calendar To aid you with date selection a small popup calendar has been provided by each date box. Below you will find instructions and helpful tips on using these tools/features to help make using ClearHealth efficient and simple. similar to the way you selected the appropriate year. select the last date on the list and repeat the above steps until you see the desired date. a list of years will appear and you may select the desired year from the list. a list of months will appear and you may select the desired month from the list. To view dates that go further back than are currently listed. You may select a year in one of two ways: (1) click on the double arrows (<< or >>) located on the upper left and right of the pop-up calendar. To navigate within the calendar simply click on the calendar icon located next to the date box. The pop-up calendar will appear. The second (2) way to select a year is by clicking and holding on the double arrow (<< or >>). . In this case. in which case. This will shift the calendar one year in either direction.

You may also enter dates by hand in the text box provided. It is possible to change the order of the days of the week on the pop-up calendar by clicking on the name of the day. By clicking on the Today button at the top of the calendar the calendar will jump to the current date. using the format MM/DD/YYYY. respectively. Using the Grid Throughout ClearHealth you will see lists of information (such as appointments and encounters on the Patient Dashboard Page) displayed in a grid. The arrow pointing down indicates descending order. and off. By clicking the outside arrows you will jump directly to the first or last page of the list. The absence of the arrow indicates that category is not being filtered to a specific order. the selected date will appear in the date box. You may also navigate page by page by clicking the single arrows listed directly on either side of the text box. You may sort by one category. Once you have selected the desired date hit either the enter key on your keyboard or the Select Date button located on the bottom of the calendar. To close the calendar click on the X in the upper right hand corner. click on the desired date. The arrow pointing up indicates ascending order. Each category is equipped with three sort option settings: ascending. Often there will be enough data to cover multiple pages. There are arrows placed at the head of the list for your navigating convenience. . Each grid is equipped with a sort option to help you find the information you are looking for quickly. The following section will guide you through the various features associated with the grids.Once you have selected desired year and month. You can change the sort option setting by clicking on the name of the category you wish to sort. you can jump to a specific page number by entering that page number into the text box located at the top of the list. this will move that day to the beginning of the week. The current date will be highlighted in red. Which sort option setting the category is currently on will be indicated by a small arrow located to the right of the category heading. descending. or by multiple categories. The selected date is placed within that date with a black box.

. Moving the categories ranks their sorting priority.You will also notice that on either side of the category headings are arrows pointing right and left. then the next category to the right. and so on. Moving a category to the right will decrease its priority. The first priority always being the first active category on the left. It is important to note that the order the categories appear in does affect the order the information in the grid is displayed in. Reading left to right. These allow you to shift the category left and right. the first category with an active sort option will be first sorting priority.

ClearHealth will not let you proceed with missing information. ClearHealth is also set up to let you know when you have input information in an incorrect format or you have neglected to input required information. or with information in an incorrect format. The boxes with the incorrect or missing information will be highlighted in red. .Validation Whenever possible ClearHealth will confirm changes and updates you have made to a record. and an information box will appear in the upper left hand corner of the screen alerting you to the incorrect or missing information. After selecting the Update or Add button a yellow box confirming the changes you have made will appear in the upper left hand corner of the current screen.

By clicking on the patient's name you will be taken to the Patient Dashboard Page for that patient. Each time you return to the Main Patient Page the patient's name will appear as a link at the top. or functions within a specific section. ClearHealth stores the last patient you were working with and displays it at the top of the Main Patient Page. .Currently Selected Patient Often when working with a patient you may find it necessary to switch between sections in ClearHealth.

Using ClearHealth This section introduces a user with some knowledge of how a practice is run to use ClearHealth to track patients. schedule appointments. Section 1 . create claims and post remittance.

editing patient information. .Unit 1 ClearHealth Patient Records The following unit will teach you how to navigate through the patient portion of ClearHealth. Here you will find instruction on creating patients. as well as detailed accounts of what each frame in the patient dashboard does. searching for patients.

and marital status. where you may then add additional patient information. Within the new window you will be redirected to the Patient Edit Screen. New Patient Link on Add Appointment Pop-up The second method for adding a new patient is from the Patient section of ClearHealth. last name. The new patient pop-up will appear. . Fill out the basic patient information: first name. including addresses and insurance information. or you may close the window and continue scheduling the appointment. if there is one. Click on Add Patient. home telephone number. A list of menu items will appear. They will be sequential and will be formated to your specifications during the installation of ClearHealth. you will be taken to the Edit Patient Page. click on the Actions menu. Select the desired appointment time for the new patient's initial appointment and select the new link from the appointment pop-up. gender. and a contact phone number (these fields are required). Click the Add button.Creating Patient Records Creating patients is a very simple process. gender. ClearHealth will automatically enter one for you. Add Patient Page Creating a patient is a two-step process. If there is no predetermined registration number to enter manually. default provider. You may continue to add information. along with the registration location and record number. It is possible to add patients through two different interfaces. The first step is to enter the basic patient demographic information: name (first and last). Here you will find a menu labeled Actions. You may add a patient automatically when scheduling their first appointment from the calendar Main Page in the Calendar section. To create a patient. date of birth. date of birth. taking you to the Add Patient Page. After entering this basic information click the Add button at the bottom of the screen. default provider. A new page will load. Id#.

ClearHealth will lock the patient data. the change of the first user. alerting the user currently trying to alter the data that this data has already been changed. The box will list the fields that have been changed. and the changes you made. You may then select the correct data and continue editing the patient data from there.Record Locking When two users are editing the same patient data at the same time. It will list the original data. Record Locking . A yellow warning box will appear.

To restore said data. Being by adding a new patient. even when they did not save the information. Interrupted Registration . Complete a task in the Calendar section (such as making an appointment for an existing patient) then return to the Patient section of ClearHealth. Go to the Calendar section of ClearHealth without clicking on the Add button. You will receive a yellow alert box that will give you the option of restoring the information that you had previously entered. ClearHealth has an interrupted registration feature that allows a user to retrieve the information they had previously entered on the add patient page. by going to the Patient section of ClearHealth and selecting Add Patient from the Actions menu. Enter in several pieces of information pertaining to a new patient (ire first/last name and date of birth).Interrupted Registration Often when registering a patient for the first time it is necessary to navigate away from the new patient screen before registration is complete. click the Click here to restore that information link in the yellow alert box. The information you had previously entered will appear in the text boxes and you may now continue with registration.

Entering Patient Data The Page you enter all infor Edit Patient is where may or edit mation Edit Patient Page pertaining to each individual patient. The Edit Patient Page is comprised of several different frames. Each of these frames and their subsequent data entry fields is described below. and related people. payers. . Each frame contains data entry fields for specific categories pertaining to a patient. such as addresses.

or spaces.Patient Details The Last Name field is where you enter the last name of the patient. Search for the record by patient name. . This serves as a reminder that the record has sensitive information in it and should be viewed and handled with particular caution in regard to privacy issues. but will not be part of the daily displayed records. Include the area code. The DOB field is where you enter the patients date of birth. or you may enter the date of birth by hand. The First Name field is where you enter the first name of the patient. simply click the Mark as Duplicate button. using the format MM/DD/YYYY. but do not include parenthesis. unless specifically searching for inactive patients. To aid you. It is located directly to the right of the DOB field. Patient Details Frame on the Edit Patient Page You may select a patient's Confidentiality level from the drop-down menu. a pop-up calendar has been provided. This record will stay in the system. The Active field allows you to mark patients that are no longer visiting your clinic as inactive. By selecting a high level of confidentiality. you may document the date of signature in the Signed HIPPA box. However. In the Record Number field you may add the patient's record number. Select the Primary Practice from the drop-down menu. Patient records marked as inactive will not appear in patient searches. This allows easier management of patient records. down menu. The phone number must be in the extension of 2223334444. In the Id# field enter either the patient's security number or predetermined nine digit number and select either SSN (for social number) or EIN (for alternate identification from the drop-down menu located beside the Select the patient's Gender from the dropSelect the Default Provider from the dropsocial identification security number) Id# field. If you do not manually enter a number on is automatically created. The Mark as Duplicate button. A pop-up Calendar has been provided. You may use the calendar pop -up by selecting the icon. Confidential Communication Notice If a patient has signed a HIPPA form. In the Home Phone field enter the patients home telephone number. to flag a patient record as a duplicate. the patient's record will be flagged by color and warning messages will be displayed (an example of the warning message is shown at left) when the record is viewed in the future. A pop-up will appear where you can search for the duplicated record. dashes. allows a user to flag a patient record as being a duplicate of another patient record. Patient Record Merging is generally reserved for users with Administrator security access and will be covered later in this manual. Record the patient's marital status in the drop-down menu provided. down menu.

A list of patient records matching your search criteria will appear. Duplicate Patient pop-up . located on the left hand side of the patient's name. The original Mark as Duplicate button located in the Patient Details frame on the Patient Edit Page will be replaced with a notice: Marked as Duplicate of: patient name. Choose the correct patient and click the Select button.

select no beside the Active field. To render a patient inactive. To mark a patient as inactive. It will be necessary to select the search inactive check box below the search text box. . When a patient is selected as inactive they will not appear under normal patient searches. Select edit from the Patient frame on the Patient Dashboard.Active/Inactive Records It is possible to mark a patient record as inactive to allow for easier use of your database. visit that patient's Patient Dashboard.

Remember. but do not include parenthesis. dashes. Select the Add as New button to add the additional phone number. To save changes. By clicking on the Update button you will change the information saved in the category selected under type instead of adding a new and additional number. mobile. To edit existing telephone numbers. To add additional phone numbers. The telephone number will appear in the text boxes. You may also assign the number to different category by Patient Phone Numbers Frame on the Edit Patient Page selecting the desired type of number: home. dashes. Add any desired notations in the Notes: field. enter a telephone number in the Number field. Include the area code. above the text fields. You may now change the telephone number by editing it in the Number field. or fax from the drop-down menu. work.Patient Phone Numbers Located below the Patient Details frame is the Phone Numbers Frame. or a spaces. . Select the type of phone number: home. Phone number must be in the format of 2223334444. or a spaces. click the Update button. mobile. therefore it is important to select Add as New not Update. phone numbers must be in the format of 2223334444. emergency. first click on the phone number link you wish to edit. You may also add any notation about the phone number in the Notes field. You may select the box marked DNC to indicate do not call. The home telephone number that was entered on the Add Patient Page should now appear in the Phone Numbers frame. or fax from the drop-down menu. emergency. Include the area code. work. but do not include parenthesis.

You may make changes to the existing addresses by editing them in the text boxes.Patient Addresses Located below the Phone Numbers frame is the Patient Addresses frame. Enter the zip code in the Zip: field. It is not necessary to type in the city and state when entering addresses. The address will now appear above the text boxes. or Secondary. Here you may enter the patient's various addresses by filling out their information in the text boxes provided. Simply. This will alert other staff members to obtain and update the patient's address. Click on the Add button to save the initial address. Main. The Address field is where you enter the postal address of the category you are entering. Billing. Select the desired State from the dropdown menu provided. Patient Address Frame . In the Notes: field you may enter any additional information about the address. In the Type field you may select the type of address: Home. You may enter additional addresses by following the procedures outlined above and clicking Add as New when finished. Other. When you are finished editing click Update to save the changes. you are entering from the dropdown menu. ClearHealth has an auto-complete City/State generator for addresses. The Name field is provided for the name of the addressee. click on the name of the address you wish to edit. If mail has been returned you may mark that address as a bad address by clicking the Return to Sender! Bad Address check box. To edit existing addresses. type in the zip code and ClearHealth will fill in the appropriate City/State. The City field should contain the city of the address.

A list of related people and their addresses will appear. Click the check box to the right of the address and select Save to use that address for the current patient. However. you may look up those patient's addresses by click the Add Address From Related Person check box. You must enter address for a patient. in the case that a patient does not have an address you may type 'No Address' in the Name field and click Save to indicate that this person is without an address. the system will not allow you to continue without one. .Add Addresses From Related People When a patient has a relationship with other patients in the system.

or by clicking and holding on the double arrow. In the Assigning: field you may designate specific coverage of the payer by choosing the appropriate category from the drop-down menu. If the insurance program you need is not in the drop-down menu. You must enter a group name. in which case.Patient Payer Information Located in the upper right hand corner of the Edit Patient Screen is the Payers frame. In the Group Number: field enter the group number/policy number of the patient's insurance. You must enter a group number to add a payer. select the last date on the list and repeat the above steps until you see desired date. If. The Subscriber: field is to designate who is the primary insurance policy holder. a subscriber frame will appear. Select the month of birth either clicking on the single arrow located on the upper left and right hand corners of the calendar. or by clicking and holding on the single arrow. In the Effective Date Range: field enter the beginning and ending dates of coverage. you will need to contact your ClearHealth administrator or biller to add the insurance program. an insurance plan covers labs only. Check the Active box to indicate an active payer. In the Co-Pay: field enter the patient's co-pay amount. To select a patient that is already in the patient database. Select Self. If subscriber is anyone other than self. Parent. you can designate that here. a list of months will appear and you may select the desired month from the list. in which case. Once you have selected the desired year and month. a calendar will appear. To navigate within the calendar simply click on the icon. You may enter a patient's insurance information in this section. In the Group Name: field enter the group name of the patient's insurance company. for instance. Select the year of birth either clicking on the double arrow located on the upper left and right of the calendar. This is where you designate a person's level of coverage. From here you may search the patient database for an existing patient or you may add a new subscriber. a list of years will appear and you may select the desired year from the list. Spouse. select Search Current . Payers Frame on Edit Patient Page Select the patient's insurance program from the drop-down menu (adding insurance programs is covered later in this guide). To view dates that go farther back than on the list. or Other from the drop-down menu. click on desired date and hit enter or the select date button located on the bottom of the calendar.

ClearHealth's auto-complete function with pull up a list of matching patient names. To edit existing payer information. enter the information in the text boxes. A list will appear with all of the patients that match your search criteria. To add additional Payers. To save relationship select the Add Relationship button and the relationship will appear above the text box. You Subscriber Frame on Edit Patient Page may now change any of the information by editing it in the text boxes. To make a person a Guarantor simply check the box located next to the text box. The order that the payers appear in the grid is important. first click on the name of the payer you wish to edit. Click the Add Payer button to save. Select the correct patient from the list. the rest of the required information will be filled in automatically upon selection. however. select New Subscriber and fill in all of the following text fields. Working with Related People Located below the Payer frame on the right hand side of the Edit Patient Page is the Related People frame. The Related People Frame is not only where you can establish relationships for purposes of dependency. The first listed payer will be the default payer. To save changes.Patients and begin typing the patient's name in the Search field. Highlight and select the desired patient from the list. click the Update Payer button. and click the New Payer button. but also where you can record guarantor relationships. Grand Parent. as instructed above. From the drop-down menu you can select Dependant. The information will appear in the text boxes. The payer information will now be listed above the text boxes. It is possible to choose any payer listed when billing/encountering a patient. or Other to describe the relationship. This allows you to add relationships between existing patients. Spouse. by default the first listed payer is selected as the payer. . You can search for the related patient by typing in the name of the related patient in the text box. To add a new subscriber.

Guarantor pop-up

It is also possible to add multiple guarantors. This is particularly helpful when multiple guardians are involved. When adding the second guarantor a pop-up will appear asking to choose top or bottom priority. Select appropriate priority level and then click the Add Relationship button. When a person is marked as the guarantor (responsible party), all patient statements will be directed to him/her.

Working with Secondary Identifiers
In ClearHealth it is possible to store multiple patient identifiers. In this frame you would enter an additional identification, such as an EIN if the Social Security number is the primary identifier. It is also possible to configure ClearHealth to store other information, such as drivers license numbers or military id numbers. To add a secondary identifier, enter the number in the box provided, select the type of identifier from the drop-down menu and click, Add Identifier. To edit existing secondary identifiers click on the identifier you wish to edit, the information will appear in the text box. You may edit the existing information and save the changes by clicking Update Identifier. You may delete the secondary identifier information by clicking the delete link located next to the identifier.

Working with Name History
In the name history frame you will see any changes that have been made to the patient's names. Here it will list the name in the previous format as well as the date the change was made. For example, if a patient was first entered as Melissa Test, but later married and her last name became Franklin on January 19, 2005; Melissa Test would appear in the name history frame along with the date January 19, 2005.

Name History Frame on the Edit Patient Page

Patient Statistics
In the Patient Statistics frame it is possible to list specific demographic information pertaining to a patient, such as: ethnicity, language, income, family size, race, migrant status, and monthly income, registration location, and sign in date. Most of this information can be selected from the drop-down menus provided. Once finished entering the data, click the Save button. You may come back and change this information by editing the information provided and clicking Save. Pay particular attention to family size and monthly income if your practice has discount fee schedules set up. The information you enter in these two fields is what will determine which discount the patient qualifies for.

Searching for Patients
Once a patient has been entered into the system you can access their records two different ways. Because the default page of the Patient section of ClearHealth, is the Main Patient Page, or Patient Search Page all you need to do to access this page is choose the Patient section. You can also access

the Patient Search Page from within other areas of the Patient section by clicking on the Actions menu and selecting Search.

Patient Search Interface on the Main Patient Page

You may search for a patient several ways. By Name. Type the patients first, last, or both (ordered: last, first) in the search box and click search. By Record Number. Type the patient's record number into the search box and click search. By Date of Birth. Type the patient's date of birth, using the extension at MM/DD/YYYY, into the search box and click search. By Social Security Number. Type the patient's social security number, using the format 000-000000 into the search box and click search. In order to search for a patient that has been marked as inactive, you must select the Search Inactive check box. Hint: by placing your mouse over the word Search: located next to the text box a hint box will appear, reminding you of the above search options. After you have searched for a patient, a list of matching records will appear. Select the correct patient from the list. This will take you to the Patient Dashboard Page. ClearHealth has a smart-search function. The results for a name based search assumes that the last name was the intended search, so when searching for “Ross”; Will Ross and his family will appear before anyone with the first name of Ross. The search engine will use implied AND, so when a user searches for “Smith John” it will search for patients with a first or last name of Smith AND a first or last name of John. The system will support OR searches when an AND search fails. So if there are no records that match “Smith John” ClearHealth will return an error that says “No records were found that match 'Smith John', and list the patient records that match “Smith” and a second list of records that match “John”.

The Patient Dashboard
The Patient Dashboard Page contains all the important information pertaining to a specific patient, at a glance. The Patient Dashboard Page is divided into several frames, each dealing with different aspect of a patient. From this screen you can access the Edit Patient Page, the Encounter Page, or view notations, reports, future appointments, account information, and any patient Form.

address. assign the note a priority by selecting number 1-5 from the drop-down menu. date of birth. with the priority. Patient Notes In the notes frame you may enter any notations specific to the currently viewed patient and assign them a priority 1-5. To add a note. By clicking on the patient's name you The Patient Dashboard Page will be taken to the Patient Dashboard Page for that patient. . and identification number can be seen here. Each time you return to the Main Patient Page the patient's name will appear as a link at the top. date. type the information in the text box provided. record number. time. The note will appear above the text box. and note listed. click Add Note. By clicking the outside arrows you will jump directly to the first or last page of the list. phone number. You can jump to a specific page number by entering that page number into the text box located at the top of the list. marital status. user. default provider. Their name. registration location. ClearHealth stores the last patient you were working with and displays it at the top of the Main Patient Page. respectively. To make changes to any of this information click the edit link at the bottom of the frame. Patient Located in the Patient Frame is all the basic information pertaining to the patient. You may also navigate page by page by clicking the single arrows listed directly on either side of the text box.The Currently Selected Patient Often when working with a patient you may find it necessary to switch between sections or functions within a certain section. this will take you to the Edit Patient Page where you can follow the instructions listed under working with patients in this guide. Notes Frame on the Patient Dashboard Page At the top of the the list there are arrows for your navigating convenience. Once finished.

The Insurance Company Name. Subscriber. Group Name.Insurers Located below the Notes Frame is the Insurers Frame. which can be accessed by clicking the edit link located in the patient frame of this page. Group Number. Effective dates. and Active status are all listed for your convenience. Co-Pay. To edit insurance information you must go to the Edit Patient Page. Program. . Here you will find the patient's insurance information.

and off. the first category with an active sort option will be first. the encounters will be sorted by date with the very first encounter at the top of the list in order to the most recent encounter at the bottom of the list. You may also add an encounter from this screen by selecting the Add Encounter link. Because the treated by category is also being sorted. The absence of the arrow indicates that category is not being filtered to a specific order. The arrow pointing up indicates ascending order. reason for visit. and so on. Reading left to right. The list contains the following information: start (date and start time). and location. title. There are arrows placed at the head of the list for your navigating convenience. descending. Moving a category to the right will decrease its priority. The display shown on the left sorts the list by date of treatment in ascending order. Here you will find a list of all encounters for the patient. Here you will find a list of all appointments for the patient. Appointments Below the Encounters Frame is located the Appointments Frame. You may also navigate page by page by clicking the single arrows listed directly on either side of the text box.Encounters Below the insurance frame is located the encounters frame. Therefore. provider. or by multiple categories. any encounters with the same date will be then ordered according to the names in the treated by category. You can jump to a specific page number by entering that page number into the text box located at the top of the list. The list contains the following information: date of treatment. The encounter frame is equipped with the same sort option as the insurance frame to help you find the encounter you are looking for quickly. You will also notice that on either side of the category headings are arrows pointing right and left. This link will take you to the Encounter Page where you can follow the add encounter instructions located in the encounter section of this guide. Each category is equipped with three sort option settings: ascending. . reason. You may sort by one category. both past and future. building. then treated by in ascending order. You can change the sort option setting by clicking on the name of the category you wish to sort. The first priority always being the first active category on the left. and status of the encounter. respectively. Moving the categories ranks their sorting priority. What sort option setting the category is currently on will be indicated by a small arrow located to the right of the category heading. It is important to note that the order the categories appear in does affect the order. then the next category to the right. These allow you to shift the category left and right. The arrow pointing down indicates descending order. By clicking the outside arrows you will jump directly to the first or last page of the list. time (duration). treated by.

any appointments with the same date will then be ordered according to the reasons in the reason by category. The arrow pointing down indicates descending order. then reason in ascending order (arrow up). the appointments frame is equipped with a sort option to help you find the encounter you are looking for quickly. The arrow pointing up indicates ascending order. This will take you to a new page where all transactions for that account will be listed. Each category is equipped with three sort option settings: ascending. click the Account History link located at the top of the frame. Moving a category to the right will decrease its priority. These allow you to shift the category left and right. the appointments will be sorted by start with the very first appointment at the top of the list. And finally by provider if the first two categories have matching data. Total Paid. What sort option setting the category is currently on will be indicated by a small arrow located to the right of the category heading (circled right). Total Write off. You may sort by one category. . and off. descending. Moving the categories ranks their sorting priority. and finally provider also in ascending order (arrow up). You may also navigate page by page by clicking the single arrows listed directly on either side of the text box. It is an abbreviated record of all monetary transactions that have taken place for the account. Account information The Account Information Frame is located on the right hand side of the Patient Dashboard Page. then the next category to the right. You can jump to a specific page number by entering that page number into the text box located at the top of the list. To view a transaction by transaction record of the account. It shows Total Billed. Therefore. By clicking the outside arrows you will jump directly to the first or last page of the list.Appointments Frame Like the encounter frame. and the Balance. the first category with an active sort option will be first. Because the reason category is also being sorted. respectively. and so on. or by multiple categories. It is important to note that the order the categories appear in does affect the order. There are arrows placed at the head of the list for your navigating convenience. You can change the sort option setting by clicking on the name of the category you wish to sort. The first priority always being the first active category on the left. ordered to the most recent appointment at the bottom of the list. The absence of the arrow indicates that particular category is not being filtered to a specific order. You will also notice that on either side of the category headings are arrows pointing right and left (circled left). The display shown on the left sorts the list by start in ascending order (arrow up). Reading left to right.

amount billed. For easy viewing click Select located on the far right hand side of the page.The Account History Page is a detailed view of all financial transactions in a patient's history. any amount written off. Account Information Frame Illustration 1Account History Page . the facility of service. to highlight a claim. amount paid. Details include: claim id. payer name. and the provider. the balance.

This allows you to select a form that needs to be filled out. The new form will now be listed in the Forms Frame. . You may sort the forms in the same manner as the encounters and insurance lists. You may view the data of a specific form by clicking on title of the form . You will be taken to a new page displaying that form . utilizing the red arrows and order arrows located next to each category link at the Extensions Frame top of the list. You may also enter additional forms from this page by utilizing the drop-down menu. You will be taken to the selected forms page where you may enter all desired information and click Save.Forms The Forms Frame lists all completed forms for the patient. You can navigate quickly through to different pages of forms by using the arrows in the upper right hand corner of the Extensions Frame.

What you should have learned: ✔ How to Create a New Patient ✔ About Patient Details About Related People About Patient Statistic Data ✔ ✔ ✔ About Patient Payers How to Search for and Find an Existing Patient How to Navigate the Patient Dashboard ✔ ✔ ✔ How to Edit Existing Patients About Patient Notes About Patient Extensions About Account Information ✔ ✔ ✔ .

.Unit 2 ClearHealth Calendar This unit will teach you about scheduling and appointments. Here you will learn how to navigate around the calendar and about some of the innovative features found in the ClearHealth calendar.

in which case. The right arrow moves you forward in time. You may select the desired month in one of two ways: either by (1) clicking on the single arrows (< & >) located on the upper left and right hand corners of the calendar. Once you have selected the desired date hit either the enter key on your keyboard or the Select Date button located on the bottom of the calendar. the left arrow moves you back. a list of years will appear and you may select the desired year from the list. a list of months will appear and you may select the desired month from the list. To view dates that go further back than are currently listed. The pop-up calendar will appear. select the last date on the list and repeat the above steps until you see the desired date. The selected date will be represented by surrounding that date with a black box. It is possible to change the order of the days of the week on the pop-up calendar by clicking on the name of the day. at the top right of the calendar and the calendar view will change. similar to the way you selected the appropriate year. click on the desired date. defaulting to today's date. To jump to a specific date you may utilize the pop-up date selector. You may select a year in one of two ways: (1) click on the double arrows (<< or >>) located on the upper left and right of the pop-up calendar. Click on the Calendar icon located directly to the right of the currently displayed date and before the forward navigation arrow. The current date will be highlighted in red. To close the calendar click on the X in the upper right hand corner. The calendar only displays one day at a time. . click on the small icon indicating the desired view. These buttons are viewing options that filter the way the calendar is displayed. The second (2) way to select a year is by clicking and holding on the double arrow (<< or >>).Navigating the Calendar Calendar Navigation There are two different views in the Calendar section: Day and Print view. this will move that day to the beginning of the week. you may click the arrows located on either side of the date. or (2) by clicking and holding on the single arrow. Once you have selected desired year and month. To access a particular view. To navigate between these different views there are two small icons in the upper right hand corner of the calendar located next to the date (shown above). In this case. This will shift the calendar one year in either direction. To navigate to an alternate date. By clicking on the Today button at the top of the calendar the calendar will jump to the current date.

To no longer view the filters box. To engage the filters. Overlayed on each provider will be all appointments scheduled for them. Filters reduce the number of appointments or resources displayed in useful ways. All filters are accessed from the Actions menu. Filters pop-up . narrowing what on the Calendar. You may choose a that you would like to view. click Set Filters. ClearHealth will pull up a list matching that criteria. The third filter is the patient filter. This provider to view only his or her in the schedule. The second filter is the provider filter. Begin patient's name. Each resource/provider should be assigned a different color. allowing for easy differentiation between one another. Day View of ClearHealth Calendar Calendar Filters time period is displayed filter allows a appointments typing a of all patients There are also several ways to alter what the calendar is displaying.The Calendar only displays the appointments and resource scheduled for a particular day. click the located in the lower right hand corner of the hide link pop-up. The first filter is time.

patient. It is intended to quickly indicate what combinations of resources and schedules are feasible. To search. facility. Click the view link below the desired appointment/schedule to be taken to that appointment/schedule on the calendar. The Find First check you to find the first time slot matching your criteria.Calendar Search Calendar Search Page You may search for existing appointments within the calendar for date range. This is very finding an open slot to patient. provider. It features an intuitive system of resource usage. Below the search boxes will appear a list matching all criteria. Click on the Main appointment criteria will Working with Appointments The appointment management system of ClearHealth is one of its strongest features. Find First box allows available search useful for schedule a Search. In order to use the appointment system resources. . This concept allows for the scheduling of people (like x-ray technicians) and a resource (like a specific room) simultaneously. reason. the appointment link. After clicking first available slot will be listed as a the link to be taken to Calendar Page with an pop-up. These appear as colored blocks with check boxes. Your search already be filled in. rooms and provider schedules should have already been created. The Calendar Search Page can be accessed from the Calendar section. or schedule codes. It is located in the actions menu. simply enter in the information you wish to search for and click the Search button at the bottom of the screen.

When you have finished entering in the appropriate data. The current appointment information will appear in an appointment pop-up . Deleting Appointments You can delete an appointment from the calendar by clicking the Del link in the appointment display. Once you have found the desired appointment you may edit it by clicking on the edit link in the appointment display. Once you have clicked the Can link the appointment will be canceled and moved to the No Show Schedule. Once you have clicked the Del link the appointment will be deleted. click the Update Appointment button located at the bottom of the Appointment pop-up. click the Make Appointment button at the bottom of the pop-up. This will create and appointment Appointment Pop-Up pop-up with the time and date that you have chosen. Your changes will appear on the schedule. To move the appointment to a different day or time. Once finished.Making Appointments from Schedules You may make an appointment by clicking on the desired start and end time of a resource/provider's schedule in the calendar view. Editing and Moving Appointments You can edit existing appointments from the calendar. . or you may create a new patient by clicking on the New link. This will create an appointment that will be now displayed on the calendar. simply change the date or time to the new day and time. Canceling Appointments You can cancel an appointment from the calendar by clicking the Can link in the appointment display. In the appointment pop-up you can select a patient by typing in the first few letters of their last name and selecting them from the patient list. You may now change any information related to the appointment here.

and a notice will appear when trying to schedule a future appointment. ClearHealth tracks consecutive No Shows. The number represents the number of consecutive No Shows for a given patient. a number will appear beside it. The counter only starts over once the patient's appointment has either been encountered or canceled. After three consecutive no shows. When an appointment is marked as a no show. . a note will be added to the patient's record.Recording No Shows You can record a No Show for an appointment from the calendar view by clicking ns link on the appointment display.

You may treat both appointments as regular appointments. To view both appointments next to one another. To double book. . Within the appointment pop-up a confirmation message will appear. Smith has a daughter Jenny who has an appointment at 10:00 a. ClearHealth will notify the user of the first appointment before confirming the new appointment. if Mrs. click on the red bar. and whether or not it is a walk in and select Make Appointment at the bottom of the appointment pop-up. select the desired appointment time (even though it overlaps an existing appointment) and fill out the appointment pop-up as you would during a regular booking. with the new appointment hidden behind it. You will be returned to the Main Calendar Page where you will see the combined appointment times highlighted in red and the original appointment displayed. category of appointment. check the over ride box and click Make Appointment. ClearHealth is set up to allow a user to book more than one appointment for the same resource at the same time. For example. To continue making the appointment. Overlapping Appointments Double Booked Appointments Family Appointment Notification When a ClearHealth user is booking an appointment for a patient who has a family relationship with a patient who already has an appointment on the same day. it will notify the user that Jenny had an appointment on the same day. when the user creates Johns appointment. title.Overbooking Given proper user access rights. and calls for an appointment on the same day for her son John. This system will respect the confidentially flag by creating a red border for notices regarding appointments that are confidential. Fill out the patient name.m.

.So if Jenny had an appointment that was confidential it would still appear to the user outlined in red with a label that say "confidential appointment".

. the treating provider. length. In the Visit Queue frame there will be a list of appointments required for their course of treatment. The first step in creating a visit queue is creating a template for a particular course of treatment. Edit Visiting Queue Template To create a visit queue for a patient you must be on that patient's dashboard. To create a template go to Admin: Calendar: Visit Queuing.Visit Queuing When a procedure or treatment course requires multiple appointments you can create a visit queue for a patient to ensure that each of those appointments is created. You may schedule the appointments by choosing a date and time. The visit queue is on the bottom left hand side of the Patient Dashboard. You will be taken to the Add Visit Queue Page. Name the template and set the number of appointments required for treatment. You will be taken back to the Patient's Dashboard. You must then assign each appointment a reason. Select Submit when you have finished. Select the Add Visit Queue link. Add Visit Queue Select which template you wish to use. Click Add Template to create a template. and the correct patient and click the Submit button. and then order the appointments.

This will launch a new window with a printer friendly view of the calendar page. select the printer icon located in the upper right hand corner of the calendar. Once you have the desired calendar in view. You may print by selecting print from the file menu of the browser. Calendar Print Screen . To print this page follow your browser's printing instructions.Printing the calendar You may print a calendar by first using the filtering tools to select the calendar view you wish to print.

Things you should have learned: ✔ How to switch back and forth between calendar views How to filter the calendar to easily find an appointment How to make an appointment from a schedule About overbooking a resource How to print the calendar ✔ ✔ ✔ ✔ .

. ClearHealth is designed so that all essential information is accessible and stored in the encounter process.Unit 3 ClearHealth Encounters Each time you see a patient you will record it as an encounter.

The first is in the calendar Page from an existing appointment. From Appointments You can create an encounter from the calendar in ClearHealth. This will create the encounter. located about half way down the page on the left hand side. taking you to the Patient Encounter Page.Creating Encounters There are two paths to create an encounter in ClearHealth. taking you to the Patient Encounter Page. link from the appointment display. Scheduled Appointment Manually Creating You can manually create an encounter from the Patient Dashboard. Encounters Encounter Frame on the Patient Dashboard . This will create an encounter. Use the calendar navigation to find the appointment. the second is to create one manually from the Patient Dashboard. Once at the Patient Dashboard click the Add Encounter link from the Encounters Frame. You can then create an encounter by clicking the Enc.

Patient Encounter Page Filling out Co-Pays in Encounters Directly below the Details Frame is the Co-Pay Frame. Once you have clicked Add Encounter several more frames will appear and you will notice in place of the Add Encounter button is an Update Encounter button. The information will appear in the text fields where you may edit it and then select Update to save the changes. Here you can add the patient's co-pay for the encounter by selecting the type of payment method and entering the amount in the box provided. encounter reason. Choose the facility. Click the Add Encounter button to open an encounter with this information and continue. To edit an existing co-pay select the desired co-pay by clicking on the monetary amount link in the list. from the Patient Encounter Page. To add additional co-pays enter in the information in the text fields and select New Payment. treating provider. Once you have selected the payment method and typed in the amount select Add. and appointment (if any) from the drop-down menus. you will fill out the encounter the same way. The co-pay will appear in a list format above the text fields. . either by using the calendar provided or by typing in the date manually. Also select the date for the encounter. You may add more than one co-pay and more than one type of co-pay for an encounter.Filling out Encounters Whichever way you choose to create an encounter. When you first come to the Patient Encounter Page you will need to fill out some basic information about the encounter before you can proceed.

This will add all of the procedure codes individually and each procedure will be justified by every ICD code listed as justification for the group. click on the link next to the CPT code field. Dental Encounters Fill out a Dental Encounter the same way you would fill out a medical encounter. To access the tooth chooser. A box will appear in the upper left hand corner of the screen that will read: form updated. Then click Add Claim Line. Fill out the information and click Update. To select either a procedure or a diagnosis code. simply begin typing the code into the text box.Adding Claim lines in Encounters Once an encounter has been created. Tooth Chooser Encounter Forms Select the desired form from the drop-down menu. The codes that match what you are typing will appear and you will be able to select the correct code using the keyboard. In ClearHealth it is possible to add any number of claim lines at once. The auto complete widget searches through the code database to find any codes that match the strings that are typed into the text field. it is possible to add claim lines. . as outlined above. the auto Edit Claim Line Frame complete widget will only search through values that are listed on your super bill (your ClearHealth administrator determines what codes are on the super bill). Once the correct code is selected. un check the super bill check box. ClearHealth also provides an interactive tooth chooser located in the Edit Claim Line Frame. You will be directed to a new page containing that form . Keep repeating this process until you have all of the procedure codes that were justified by a set of diagnosis codes. If the “Super bill” check box is checked. Claim lines are made up of one procedure code and all of the diagnosis codes that justify that procedure. The exception is there will be a different set of ICD codes. To see all of the codes in the database. Continue adding Claim Lines until all the procedures in the encounter have been accounted for. click Add CPT or Add ICD and the code will be added to the list. The claim line interface in the encounter uses the auto complete widget.

Once you have selected desired year and month. or by clicking and holding on the double arrow. This calendar works just like the date of birth calendar in the New Patient Page. Make appropriate changes and click Update Person. stop/start work dates. a calendar will appear. select the last date on the list and repeat the above steps until you see desired date. a list of months will appear and you may select the desired month from the list. date of last visit. in which case. Select Add Date to save the information. click on desired date and hit enter or the select date button located on the bottom of the calendar. or by clicking and holding on the single arrow. Extra Dates in Encounters Below the Extra People Frame on the right hand of the Patient Encounter Page is the Extra Dates Frame. Here you may add any additional people associated with the encounter such as an attending nurse or referring provider. Type the name of the associated person in the text box. Select Add Person at the bottom of the frame to save the information. To view dates that go farther back than on the list. You may add additional people by following the above procedures and then selecting New Person. Select the desired person and choose their tittle from the drop-down menu. To edit existing information click on the date link of the data you wish to edit.Extra People in Encounters Located in the upper right hand corner is the Encounter People Frame. Select the year either clicking on the double arrow located on the upper left and right of the calendar. To navigate within the calendar simply click on the icon. You may also add the date manually using the MM/DD/YYYY format. hospitalization dates. such as date of death. Select the month either clicking on the single arrow located on the upper left and right hand corners of the calendar. You may then select the appropriate date type from the drop-down menu located next to the date box. Here you can add any dates associated with the patient or the encounter. edit the information and select Update Date. and date of onset. A calendar has been provided to help you select the appropriate date. You may add additional dates by repeating the steps outlined above and clicking New Date. a list of years will appear and you may select the desired year from the list. a list will appear of all the matching names. You may edit and change the people associated with the encounter by clicking on the name link of the person you wish to edit. . in which case.

Enter the data in the text box provided. click the Close Encounter button located in the Details Frame of the Patient Encounter Page. Closing an Encounter Once an encounter has been recorded with all of the information needed to build a claim. Once a claim has been closed. three new links will appear: Make a Payment. This frame works in the same way as all the others located on the Patient Encounter Page. Only payers listed on the Patient Dashboard will appear in this drop-down menu.Other Encounter information There is also a frame for additional encounter information such as Medicaid resubmission numbers that is not listed elsewhere on the Patient Encounter Page but may be helpful to have entered into the encounter data. and Re-open claim. View Claim. Selecting Payers in Encounters You may select the correct payer from the drop-down menu in the lower right hand corner of the Patient Encounter Page. If the desired payer is not listed you must first add that payer to the patient from the Patient Edit Screen accessible via the Patient Dashboard. select the data type from the drop-down menu. and click Add Value. view the claim. To edit information click on the data link and select Update Value after editing the information. . You can add multiple values by following the procedure above and clicking on New Value. By clicking on any of these three links you will be able to make payments. and re-open the claim.

Things you should have learned: ✔ How to create an encounter from an appointment How to manually create an appointment How to fill out an encounter ✔ ✔ ✔ About coding in ClearHealth About encounter people About encounter dates About other encounter information How to close an encounter ✔ ✔ ✔ ✔ .

Unit 4 Using the ClearHealth Billing Module The ClearHealth Billing Module is a powerful tool that helps you edit and send claims. . It also has features that allow you to record payments and track rebilling and remittances. without the use of a clearing house.

This filter works the same way all other filters in ClearHealth work. Filters By default the Main Billing Page contains a list of all the outgoing claims. This will take you to the Claim Data Page. To view the status legend. To view a claim click on the Identifier link of the claim you wish to view.Working With Claims Once an encounter has been closed in the Patient Encounter Page the information will be transfered automatically to the billing system where it will need to be reviewed and possibly edited before being sent out as a claim. To access the Main Billing Page click on the Billing Section of ClearHealth. Yellow: Pending: Blue: Sent. The filters are listed at the top of the main billing interface. This will load the Main Billing Page. Possibly the most useful of the filters is the status filter. and Purple: Archived. and send claims. There are several key features to note on this page. From here you can edit. mouse over the words View Status Legend located in the top left hand corner of the List Frame. Main Billing Page . Select the desired filter parameters from the drop-down menu and/or by typing the desired information into the text boxes and click on Filter button. review. Claim Status All claims appear in a color coded grid format. Using this filter it is possible to view all of the claims that are not ready to be billed. Green: New. Once this list becomes unmanageable it is possible to use the filters to deal with only a small subset of claims at once.

Doing this will bring the browser back to the Main Claim Page where the claim should be listed with a status of “pending”. Remember editing can be done without concern for loosing data. Pending claims are claims that have been reviewed in the billing system and are ready to be sent. Before a claim is finalized it is possible to change any information that needs to be sent. simply edit any data value in the Claim Data Screen. This will bring you to the Claim Data Page. In most cases the data will not need to be modified. To edit the claim. the data is copied to the billing system and can be modified there without fear of damaging the EMR data. Once you have added or edited any necessary information click the Close Claim button to change it's status to "pending". Batch Processing Queues . since the billing system keeps a cache of all previous edits. The billing data is completely separate from the EMR data. click on the claim identifier.Editing Claims Any claim that has a status of "new" has not yet been finalized. In order to modify the claim. marking it as reviewed and ready to be sent. If you wish to quickly finalize the claim click the close claim button located at the top of the screen. It is not necessary to review and change a claim status to pending in order to process it. clicking Update in any frame you have made changes to. Claim Data Screen Processing Queues ClearHealth uses a batch processing tool to make sending claims quick and easy. Once an encounter has been closed.

You will be taken to the Queue Editing Page. To edit an existing queue click on the name of the queue you wish to edit.You can create as many queues as you need. To delete a queue click the X next to the queue you wish to delete. type an appropriate name in the Name: field and enter the max number of items you would like to be allowed in the queue in the Max Items: field. Edit Queues Page . For infrequently used payers use the default queue or a mismatched queue. Setting a max item number is helpful for those payers who will only allow you to submit a certain number of claims at a time. To Create or Edit queues click the edit link in the Processing Queues Frame. To add a new queue. It will help ensure the correct amount of claims are submitted and will make it less likely of a batch being rejected. For frequently used Payers create an individual queue for each payer you work with and that you process batches by payers.

Under the column heading of Items. To clear a queue of previously processed claims. click the View link located next to the processing queue you wish to view. You can select all the boxes by clicking the select all check box located on the upper left hand corner of the claims grid. . click the Clear link located next to the processing queue you wish to empty. this number will reflect all the items in the queue. Select All Processing Queues To process claims. you should now see a count of how many claims you have added to the queue. verify that the queue you will be using contains only claims you want to process. Once you have selected the appropriate claims to be processed click the Add Selected link located next to the queue you wish to add the selected claims to. Keep in mind that if there were already claims in the queue. not just what you have added. Filtering is especially important when you have a large number of claims waiting to be processed. begin by filtering the claim list to the claims you wish to process. You must then select the claims to be processed by checking the select box on the left hand side of the screen.Processing Claims in a Batch Before you begin processing claims. To view what claims are currently in a queue.

click the process link located at the top of the Processing Queues Frame. each payer has a different format requirement and you will want to choose accordingly. You will be redirected to the Claims Processing Page. Once you have completed this process the claims are ready for payment posting.Once you have added the appropriate claims to their respective queues. or saved to your computer or shared file on a server for electronic submittal to payers or for printing. Here you must select which queue you wish to process by clicking Select. These options will vary based on payer preferences and are customizable during installation Claims Processing Page and configuration.either in web page format. You must also choose what format you wish to process the queue in. Also select where you wish to view the file . .

Things you should have learned: ✔ How to create a claim from an encounter How to search for a claim How to modify a claim by hand How to process a claim ✔ ✔ ✔ .

ClearHealth provides a way to make that process quick and easy.Unit 5 Posting Payments and remittance Once a claim has been submitted for payment it will be necessary to record those payments. It is also possible to view individual patient's overall account status. It may also be necessary to rebill a claim to the same payer or to choose a different payer. not just individual claims. .

This will generally narrow the results to only a few items. Once you have entered in the proper amounts and selected a payer choose the Record Payment button. Add the amount of the payment in the Payment Amount field and any write-offs in the Payment Write off field. The Cary field shows the remaining balance after the write off amount or payment. Here you will see payment history for the claim as well as a ways to make additional payments. Search for claims that are described in the EOB using the claims filter system. where a payment can be entered. an EOB (explanation of benefits) link will appear below the name of the payer. using batch payment processing. and Patient.Posting Payments With ClearHealth it is possible to post payments on both an individual claim basis and to post several claims at once. the secondary payers will automatically be billed. Make sure to EOB Page select the proper Payer from the drop-down menu provided. Once a claim has been processed. Posting Individual Payments Claims List ClearHealth provides a way to keep track of payments made towards an individual claim. Date of Service. Usually the important values to filter on are Insurance company. there should be an EOB link. Posting payments one claim at a time is only recommended for special cases with a multitude of adjustments. . Since these items are all closed. If there is a non-zero balance and other insurers. If no more money is owed on this account zeros will appear in all three fields. The EOB link will direct you to the EOB Page.

If needed enter a value for the adjustment and then click the Add Adjustment button. Then select the adjustment type from the drop-down menu. click on the New Patient Payment Plan link located below the Payer drop-down menu. Interval of payments (days. Patient Payment plans will also be reflected in Patient Statements. the total number of payments to be made and the total amount the patient will be paying. Patient Payment Plans When a patient is responsible for all or a portion of the bill it may be necessary to create a patient payment plan in order to record that patient's payments. It is possible to add multiple Adjustment for a given claim. months). including the Start Date. Select the appropriate area for the adjustment to be applied to (i. The patient payment plan will now be listed as a payer in the payer drop-down menu. Click the Adjustment Link located just above the Applied To: field to see a full list of all the Adjustment Types available. Fill out the Patient Payment Plan Patient Payment Plan Frame.Adjustments Adjustments It is possible to add multiple adjustments to the payment screen of a claim. Select the Create Plan button. weeks. specific claim line or payment) from the drop-down menu. . Click the link again to hide the list.e. To create a plan.

This list appears in a grid format and can be sorted according to the grid sorting rules. The Process EOB link will direct you to the EOB screen of the first claim in the batch. You will then be shown a list of batches. go to the Billing ClearHealth and click on the History Processing Queue Frame. Find the batch you wish to enter payment information for and select the Process EOB link. Batch History Queue . section of link in the common have particular with After selecting the History link. The date the batch was processed.Batch Processing of Payments When you have a large number of post. the user who processed the batch. The most occurrence for this will be after you processed a large batch of claims to a payer and you receive that batch back Batch History payments. payments to payment tool. it is useful to use the batch To access this tool. output type. you will be redirected to the Queue History Page. and the destination will be listed) are all available on this screen. Select the queue you wish to view by clicking the Select link located next to the queue name. You should receive the batched claims in the same order you sent them in. what variation. and the processing details (including number of claims in the batch.

Add the amount of the payment in the Payment Amount field and any write-offs in the Payment Write off field. click Next Unprocessed Claim to be taken to the next claim in the batch. the secondary payers will automatically be billed. If there is a non-zero balance and other insurers. The Cary field shows the remaining balance after the write off amount or payment.The Batch EOB Screen is almost exactly the same as the Individual EOB Screen. Adjustments and Patient Payment Plans work the same as they do on the Individual EOB Screen. On the left hand side of the screen appears a list of the other claims in the batch and a Next Unprocessed Claim button. Once you have completed the payment. In the upper right hand corner of the screen appears some basic information about the claim currently being viewed. Once you have entered in the proper amounts and selected a payer choose the Record Payment button. but contains some additional information relating to where the claim falls in the batch. . Make sure to select Batch EOB Processing Screen the proper Payer from the drop-down menu provided. The remainder of the screen functions in the same way as the Individual EOB Screen. If no more money is owed on this account zeros will appear in all three fields.

when you went to the Batch EOB Screen that claim would not appear. Click the Browse button to choose which file you wish to import and then select the Upload button to import the file. Once the file has been processed. Choose the file you wish to process and click the Process 835 button. When you go to the Batch EOB Screen you will only be viewing claims with discrepancies larger than the amount you have chosen. You will see a list of unprocessed files. with few adjustments or denials. you will be directed to a confirmation screen. This is especially helpful when you are processing a very large number of claims from a payer that is generally reliable. To upload an electronic remittance go to the Billing section of ClearHealth and click Import 835 from the Admin menu. You will be taken to the Batch EOB Screen where you can verify that the payment amounts are correct. Electronic Claims Processing Once the file is successfully uploaded. For example: if you billed a payer for $95 and they sent you a payment for $86 and you had selected the automatic payment option. You will not have to view and manually accept the payment amount for these claims. You may edit anything that needs adjusting or simply verify that the amounts are correct and quickly page through the batch.Electronic Payments ClearHealth is set up to accept electronic payments from payers. Automatic Payment Selecting the Automatically apply claims within __ of complete payment check box will apply a payment to any claim that has a billed and payed amount within the range you set. To process the file. click the list link located at the top left of the page. The payment of $86 would be automatically applied and the $9 difference in payment will automatically be written off. Here you may apply the transactions by clicking on the Apply Transactions link. you must process it. The system will auto-fill the payment amounts. .

The Account Information frame is the sum of all outstanding claims and bills. Account Information Frame By clicking this link you will be redirected to the Account History Page. not just one. you must go to that patient's dashboard. In the Account Information Frame on the Patient Dashboard you will find an Account History link in the Account Information frame. Here you can view all claims made for that patient as well as their payment breakdowns. not just a particular claims history. Patient Account History Screen .Patient Account Access To view a patient's account status and his account history. In order to view a patient's account history you must click on this link.

Things you should have learned: ✔ How to post a Payment for a particular claim How to post payments for a batch How to upload and process electronic payments How to apply an automatic payment without viewing a claim ✔ ✔ ✔ ✔ How to view patient account status and history .

.Section 2 Installation and Configuration This section is designed to take you through the installation and configuration process for ClearHealth. It will guide you from a blank install to entering in the important information pertaining to your practice or practices.

including a step-by-step guide walking you through the installation wizard.Unit 1 ClearHealth Installation This section introduces you to the ClearHealth installation process. .

htaccess in the ClearHealth installation directory setting the following values: 1. preferably running Linux. The second is by visiting us on the web at www.ClearHealth Installation Guide ClearHealth installation is a simple and straightforward process.com. This is how you will be accessing ClearHealth so make sure to pick a suitable name.X 2. magic_quotes_qpc 2. MySQL 4. max_execution time off off 64M 45 Either set up an apache virtual host to run ClearHealth out of. Go to www. Downloading and Installing ClearHealth You are now ready to download ClearHealth.ini or use an apache . However. . with the following software installed: 1. and select Snapshot to download.op-en. The first way is by clicking the support link located in the upper left hand corner of the installer. Apache with PHP 4. register_globals 3. Prerequisites for Installing ClearHealth Before installing ClearHealth it is necessary to have a web server. or create a new directory inside a current domain.org. click on ClearHealth.uversainc. if you do need support there are a few ways to receive help.X If you will be running ClearHealth on a publicly accessible server you will also need to setup SSL on your web server for security reasons.3. memory_limit 4. Edit your PHP.1.

You must now go to the URL that has been previously set up and follow the instructions provided by the installation wizard.Once you have downloaded ClearHealth you must extract it to the web root on your server or wherever you want ClearHealth to be installed. .

Select a Database Name for your database and enter it the text box. To restart the installation process simple click the restart installation link located in the bottom left hand corner of the screen. The Installation Wizard will run a ClearHealth Installation Test. ClearHealth Installation . . You may proceed to the next step in the wizard by clicking the continue link located in the lower right hand corner of the screen. If MySQL is running on the same server then use local host as the Database Server. if MySQL is running on an alternate server then use that server's host name or ip address as the entry for Database Server. Once you have completed these fields. select Save.Data Collection The first screen allows you to input database connection information.Using the ClearHealth Installation Wizard The ClearHealth Installation Wizard is designed to guide you step-by-step through the installation process. The database user needs permission to create new tables during the installation process. It it recommended that you create a database user just for ClearHealth's use.

the main database files will be installed. These code packages must be installed one at a time. To rerun the test click on your web browser's refresh button. . From there you may begin using ClearHealth. Please read the terms carefully and select I Agree to continue.ClearHealth Installation Test Any problems the ClearHealth Installation Wizard detects will be flagged with a red check mark. Once ClearHealth has finished installing you will be redirected to an end page. The paths to those directories will be specified on the screen. You will be prompted to once again select continue. You will then be given a chance to select code packages to install. Select the package you wish to install and click the Install File button. Once you receive no red flagged messages you may click continue to proceed. The most common error is that the web server will not be able to write to the temporary directories. After you have agreed. Please note that it may take several minutes to install these because they contain thousands of entries. Once you have finished installing the desired code packages click Done. The solution to this is to change the permissions of the listed directories on the web server. ClearHealth Installation Actions Before you can continue your installation of ClearHealth you must agree to the terms of the GNU Public License.

Things you should have learned: ✔ About Linux requirements About apache requirements About MySQL requirements About PHP requirements How to use the installation wizard ✔ ✔ ✔ ✔ .

It will guide you through adding single or multiple practices. Finally you will learn how to schedule providers and resources. as well as adding users. rooms. . adding buildings. and providers.Unit 2 ClearHealth Configuration This section will walk you through setting up ClearHealth for your own practice's specifications.

.Configuration of Basic Practice Data Within a practice you may also set up several buildings or divisions and rooms. To add a practice click the Add a Practice link located at the top of the page. A Secondary Address filed is enter a street address (if different mailing address) or another address. Practice Setup Entering your practice information can be done from the Admin section of ClearHealth. This will load a new page. Below is a guide to help you set up the different layers of your practice. Click the Save button to add a new practice. In the Secondary Phone field enter secondary phone number for the In the Fax field enter the fax number practice. This all claims as provided to from secondary practice's primary any practice. In order to enter a new practice select Facilities from the Setup menu. Here you may enter the information pertaining to your practice. In the Website field enter your website address In the Main Phone field enter the phone number for the practice. In the Address. your Code field facility. City. In the Name field enter the name of practice. for the Add a Practice Screen In the Identifier field enter your practice's identification number. and Zip enter the mailing address of the is also the address that will appear on well as patient statements. State.

It is also possible to tailor the appointment time increments on the Calendar Page. select the List link located at the top of the page. The Per Practice Configuration fields should now appear at the bottom of the page. Per Practice Configuration . go to the Admin section and select Facilities from the Setup menu. You may now select the desired settings from the drop-down menus. Select your newly created practice to edit from the list. Changing the Calendar Interval value with alter the time increments displayed on the Calendar Page. If you do not see a list of facilities. Once you have created a practice following the instructions outlined above. Select Update when you are finished.Per Practice Configuration Once you have filled out the initial practice information it is possible to change your facility type (such as dental) for ICD code purposes.

Making Changes to Existing Practices To edit an existing practice. You a Practice by clicking on the D link located practice's name. Practice List . You can find all practices by clicking on Facilities from the in the Admin section of ClearHealth. Once you have altered the appropriate click Update and the changes will be name of the entered Setup menu may delete next to the confirm the deleting the facility as it information saved. You will be asked to deletion. Select Delete to continue facility. click on the practice you wish to edit. Select Cancel to keep the existing is.

Click the Save button to add a new building. City. State. click on the name of the building you wish to edit. If your practice does not have multiple buildings it is possible that the information entered in this section will be identical to the information entered on the facility page. and Zip Code field enter the mailing address of the facility. In the Identifier field enter the building's identification number. To edit an existing building. In the Name field enter the name of the building. This will load a new page.Building Setup Once you have entered in your practice information you may enter different buildings into the ClearHealth system. Add New Building . Select the name of the Practice from the drop-down menu. In the Description/Location field enter a brief description of either the building. You may delete a building by clicking on the D link located next to the practice's name. Entering building information can be done from the Admin section of ClearHealth. location. or both of the building. Here you may enter the information pertaining to your practice. In the Address. In order to enter a new practice select the Add New Building link on the Add/Edit Facilities Page. You can find all entered buildings by clicking on Facilities from the Setup menu in the Admin section of ClearHealth. Select a Facility Code from the drop-down menu. Once you have altered the appropriate information click Update and the changes will be saved. You may access this page by choosing Facilities from the Setup menu.

To edit an existing room. You may leave fields blank if your facility does not require that information. In the bed field enter the number of beds within the room. You can find all entered rooms by clicking on the List link on the Add/Edit Facilities Page. You may delete a room by clicking on the D link located next to the room's name. To add new rooms click the Add New Room link on the Add/Edit Facilities Page. Click the Save button to add a new room. such as specific equipment. click on the name of the room you wish to edit. In the additional information field you may enter any information that is specific to this room. accessed from the Setup menu in the Admin Section of ClearHealth.Room Setup ClearHealth has the ability to manage several different rooms within a specific building. Select the appropriate building from the drop-down menu. In the name field enter the name of the room. You may access this page from the Setup menu of the Admin section of ClearHealth. Add New Room . Once you have altered the appropriate information click Update and the changes will be saved.

This is the label appear in drop down menus later add payers). The default schedule is marked by having the Priority field set to 1. This contain spaces. ClearHealth supports one default Fee Schedule. any fees that are left blank will be set to the value in the default Fee Schedule. A practice will typically fill in the default with their "standard fees". . Enter a Name: for the Fee are creating. field may that will (when you Description: You must then assign a Priority: to the Fee Schedule. Schedule you the Name:.Fee Schedule Setup To create a Fee Schedule go to the Admin section of ClearHealth and select Fee Schedules from the Billing menu. The first Fee Schedule created is automatically set to the default Fee Schedule. It is possible to change which Fee Schedule is the default by changing the Priority values. Click the Add link to add a new Fee Schedule. Do not put spaces in Label: your Fee Schedule. When creating alternate Fee Schedules. All subsequent Fee Schedules will have a Priority of 2. When creating subsequent Fee Schedules it will only be necessary to document the differences from the original Fee Schedule. You may also access this page from the Billing section of ClearHealth by selecting Fee Schedules from the Admin menu. Every other Fee Adding a Fee Schedule Schedule is viewed as a modification of that original Fee Schedule. You may enter a brief of the Fee Schedule.

click on the Update Fee Schedule link located on the Edit Fee Schedule Page. To enter a mapped code. Once a Fee Schedule has been created it can be accessed under Fee Schedule on the Billing menu in the Admin section of ClearHealth. You can change the number of discount levels (columns) or the number of . We recommend setting this value to the most commonly used value and manually altering all other values. This will bring up a screen identical to the one in Add Fee Schedule. To edit a Fee Schedule click on its name. To update the Fee Schedule by code. So that the EMR can record one code for a procedure. code mapping Discount Tables To access the Discount Tables select Discount Tables from the Billing menu in the Admin section of ClearHealth. or edit an existing schedule by selection your practice from the list of current discount tables. click on the Update Fee Schedule link at the bottom of the page. You may enter an alternate code in the Mapped Code column.Setting values in the Fee Schedule After you have added a Fee Schedule you must assign it values. but a Fee Schedule will be capable of automatically billing a different code. To set all codes in the Fee Schedule to the same value. Here you may search for the code you wish to set a specific value for. You will be redirect to a new page. You will be redirected to the Discount Tables Page. Once on the Edit Discount Table Page you can enter a discount schedule based on your individual practice's needs. type the value you wish to set in the Default Value: field and select the Set Default Value for all procedures in Fee Schedule button. Either add a new discount table by selecting your practice from the drop down menu. The Fee Schedule also allows you to input individualized codes that corresponds to standardized codes. This menu will bring up a list of the available Fee Schedules. The interface also allows code mapping.

To see the discounts applied. To change this option. fill out an encounter as you normally would. You may set a default discount schedule applied to all patients.codes (rows) per discount level by changing the numbers in the Editor Options frame. or using an insurance company with a discount table associated with it. The discount will appear on the Encounter Screen when that CPT code or payer is selected. To create a discount table enter the discount level in the column heads and then you may enter either CPT codes or income level that each discount will be applied to in the subsequent rows. . or you may set discount tables based on insurance programs. The example at the left shows a series of 10 CPT codes that will be given a 25% discount. entering in a CPT code that you have previously set to have a discount. click on the Default or Program check box.

To access the Appointment Template page select either List Appointment Templates or Add Appointment Template from the Schedule menu in the Admin section of ClearHealth. such as a root canal. The Appointment Template feature also allows you to schedule these people for different lengths of time by utilizing the drop down menu. a dentist (provider) and an assistant (staff). . In the example above a Root Canal needs two staff members.Appointment Template The appointment template allows you to schedule multiple people for a specific type of appointment. Because different types of appointments might require multiple members and types of the staff the Appointment Template features allows you to add or remove as many types of staff as you need to complete a specific type of appointment.

select appointment reason from list and on the edit enumeration screen select your new practice. Add in appointment reasons that use your new template. . Go to Admin: System: List Enumeration. Because we have set up the above Appointment Template. the Calender now has drop down menus to allow you to schedule both an assistant and a dentist when scheduling a root canal for a patient. a root canal (the reason on the add appointment box) requires not only a dentist but an assistant. Based on the Appointment Template settings. Verify enabled box is checked. Go to Calendar and select desired practice from drop down menus.Once you have created an appointment template you must create an enumeration for that appointment reason in order to be able to utilize your new template. When you select a reason you should see associated template. After you have added the appointment reason and template to the enumeration list you will be able to being using the template on the calendar when scheduling appointments. different types and number of people will appear for scheduling an appointment. To set up appointment reasons. You should now see in the appointment box your practice's appointment reasons. In our example. Appointment Templates appear in the Add Appointment sidebar and pop-up on the ClearHealth Calendar.

unless that clinic also has appointment templates set up. If you switch to a different practice you should see its list of appointment reasons and only have a selection for one provider. You should now be able to add appointments.Example: if you set cleaning reason to use the cleaning appointment template and the cleaning template has three slots you will now have drop downs for three different people. .

saving the user time. When that encounter reason is selected. . ICD and CPT codes will now auto-populate. As a result when coding an encounter there will often be the same set of ICD and CPT codes used very frequently. It is possible to link a set of ICD and CPT codes to an encounter reason (such as physical).Claim Templates Often a medical facility will perform the same set of procedures on many different patients over and over. A good example might be teeth cleaning procedures at a dental clinic. To setup an encounter template go to Admin: Billing: Claim Templates. select an encounter reason with a claim template. or annuals at a medical clinic. Now. Add CPT and ICD codes the same way you would in an encounter. select the practice the template will be used for and select an encounter reason to apply the template to. when you encounter a patient. You may edit an existing Claim Template by clicking on that templates name or you may add a new template by selecting add template. Claim Template on Encounter Screen Title the template appropriately. the preselected ICD and CPT codes will autopopulate.

and location. You will always have an enforcer (what is not allowed) and then will use the other categories to limit or define when this rule is applied. You may use any combination of these to define a rule. You may define a rule using the date. Summary Tab Rules are applied when making appointments. On the Summary tab. You will be taken to the rule editor. appointment dialogue . If the user has permission you can check the box to override the rule and schedule the appointment or you may choose to reschedule the appointment at an appropriate time slot. provider. patient. you must name the rule and provide the error message users will receive when they attempt to schedule an appointment that conflicts with the rule.Appointment Acceptability Rules Engine It is possible to add rules regarding what types of appointments can be scheduled during specific times. if a rule matches dialogue showing the details of the match is shown. Click on the Add a New Rule link. Go to Admin: Calendar: Appointment Rules Engine. procedure.

Enforcing Rule On the Procedure tab select Disallowed to Choose disallow from sure to Label On the date tab select limit other rules to determine when you want to disallow physicals. If you do not specify a time period then physicals will not be able to be scheduled at all. Limiting the Enforced Rule . Make the Procedure appropriately. In our example we have named the rule 'No physicals before lunch' and assigned the error message of 'you may not schedule a physical prior to lunch'. As our rule now stands. Description of Rule not allow the procedure. We are choosing to not do physicals for one hour prior to lunch so we would choose last appointment before lunch and length of time will be 60 min. which procedure you wish to the drop down menu. any appointment scheduled within 60 min of the start of a provider's lunch will require an override.Practical Example of Appointment Rules To create a rule that physicals can not be scheduled for an hour prior to lunch you would begin by naming the rule appropriately and creating the conflict dialogue.

By selecting or unselecting codes you can create a list of the most commonly used codes. Superbill pop-up on Patient Encounter Screen . Click on the Super bill you wish to make changes to. Edit Superbill All items selected will appear on on the Patient Encounter Screen. Super used in two different ways. First. Selected items appear in green. click on the Super bill link to view all the codes assigned to the Super select the check box next to the link then only codes listed on the will be pulled up in the auto-fill begin typing CPT codes in the text the Super bill When on the bill can be you may a pop-up of bill. If you Super bill Super bill when you field. You may edit the Super bill from the Admin section of ClearHealth by clicking on Edit Super bill found in the Billing menu. which will make filling out patient encounters much simpler. A new window will appear. You may select or unselect an item on the list by clicking on the box to the right of it.Super bill The Super bill is a list of all possible CPT Codes. Patient Encounter Screen.

The Payers are set up so that it is possible to add multiple programs to a company. Click the Add link found at the top of the page to be taken to the Add Payer Screen. of the You may add a description company in the Description field.Payer Setup Before you will be able to assign insurance companies and programs to patients. you must first enter in basic information pertaining to insurance companies you deal with. You may also access this section from the Billing section by choosing Payers from the Admin menu. In the Initials field enter in abbreviation/initials for the company. In ClearHealth all payers. Once you have completed filling out all of the information select the Add button located at the bottom of the Company Details frame. Several new frames will appear allowing you to add additional information. In the Name field enter the company's name. In the Email field enter in primary email address for contact person at the company. . In the Website field enter in website URL for the insurance an insurance the your insurance the company. Add Payer Screen You may add any notes about the company in the Notes field. From the Admin section of ClearHealth you can add new insurance companies by selecting Payers from the Billing menu. including private individualizes (self-pay).

Selecting the Building from the drop-down menu. Select the Payer Type from the drop-down menu. Payer Program Setup In the Name field add the name of the program. Click Add Insurance Program to save program. Click Add Identifier to save the information. Once you have added a program it will be listed above the text fields. In the E-Billing Version field enter the code for the E-Billing Version. You may edit the program by clicking on the name of the program you wish to edit. and typing in an identification number in the Identifier field. In the E-Billing Sender ID field enter the code for the E-Billing Sender ID. Select the Fee Schedule from the drop-down menu. You may add additional programs by repeating the above process and selecting New Program. In the E-Billing Receiver ID field enter the code for the E-Billing Receiver ID. and selecting Update Insurance Program once you are finished editing.Payer Program Setup Once you have added a company you may add programs associated with that company. You will also find two frames for adding addresses and phone numbers associated with the insurance company. . You may also add a Specific Building Identifier to a program by selecting the Program from the drop-down menu.

Working with Payer Phone Numbers
Located below the Programs Frame is the Phone Number Frame. To add numbers, enter a telephone number in the Number field. Remember, phone number must be in the format of 2223334444. Include the area code, but do not include parenthesis, dashes, or a spaces. Select the type of phone number: primary, or fax from the drop-down menu. Add any desired notations in the Notes field. Select the Add as New button to add the additional phone number. To edit existing telephone numbers, first click on the phone number you wish to edit. The telephone number will appear in the text boxes. You may now change the telephone number by editing it in the Number field. You may also assign the number to different category by selecting the desired type of number from the drop-down menu. You may also add any notation about the phone number in the Notes field. To save changes, click the Update button. By clicking on the Update button you will change the information saved in the category selected under type instead of adding a new and additional number, therefore it is important to select Add as New not Update.

Working with Payer Addresses
Located below the Phone Numbers Frame is the Addresses Frame. Here you may enter the patients various addresses by filling out their information in the text boxes provided. The Name field is provided for the name of the addressee. In the Type field you may select the type of address: Home, Billing. Other, Main, or Secondary, you are entering from the drop-down menu. The Address field is where you enter the postal address of the category you are entering. The City field should contain the city of the address. Select the desired State from the drop-down menu provided. Enter the zip code in the Zip field. In the Notes field you may enter any additional information about the address. Click on the Add button to save the initial address. The address will now appear above the text boxes. You may enter additional addresses by following the procedures outlined above and clicking Add as New when finished. To edit existing addresses, click on the name of the address you wish to edit. You may make changes to the existing addresses by editing them in the text boxes. When you are finished editing click Update to save the changes.

Configuration of Users

The default user for a fresh ClearHealth installation is Admin:Admin. It is important to follow the steps to edit a user and change the Admin user's information to reflect your practice. The default Admin user is not a real user, it is only meant to give your ClearHealth administrator initial access to the system. Do not use this user as a regular user.

Adding Users
Before a person can begin using ClearHealth they will need to be added as a user. This is done from the Admin Section of ClearHealth. To access the Add User Page select Users from the Setup menu. Click the Add link to be taken to the Add User Page. Here you will enter basic information for the user. The First Name field is where you enter the user's first name. The Last Name field is where you enter the user's last name. The Identifier field is where you enter the user's social security number or another identification number. The Nickname field is where you enter the users initials. These are what is displayed on the Calendar Page when viewing a person's schedule. We recommend using initials to keep the Calendar Page tidy and manageable. Mouse over Type, Default Location, and Nickname for a reminder of what each of these fields are for. The Color field is where you assign a color for the user. This color will be the color assigned to that person's schedule on the calendar Page. It is important to pick a color that will be easy to work with. To select a color click on the Pick link located next to the text box. You may then choose a color from the pop-up box of colors that will appear. We recommend using soft colors for easiest use. The Salutation field is where you enter Dr., Mr., Ms. Mrs., etc. The Middle Initial field is where you enter a user's middle initial which can help separate users with similar names. Select Type of user being entered from the drop-down menu provided. User type does not dictate what access the user will have to the system. Type is a designation for what other information will be required by ClearHealth for this particular user. It also dictates where in the system the user will appear (i.e. staff members are not give a provider schedule). Enter a user's Default Location in the text box provided. The Email field is where you enter a users email address. The Notes field has been provided for any additional information you wish to add. On this page it will also be necessary to select a user name and password. It is also important to select the security roles of the user. It is not recommend that you assign users more than one type of role. There are certain features in ClearHealth that are restricted based on the security role chosen, assigning a person to more than one security role could inadvertently give a person permission to perform certain operations that they should otherwise not have access to. Once you have finished entering in all the necessary information select the Add button located at the bottom of the screen. A confirmation box will appear in the upper left hand corner of the screen confirming the creation of the user. The Add button will now be an Update button and several more frames will appear,

depending on what type of user has been added. For all types of users Phone Number and Address Frames will appear. To add a phone number, enter a telephone number in the Number field. Phone number must be in the format of 2223334444. Include the area code, but do not include parenthesis, dashes, or a spaces. Select the type of phone number: home, work, mobile, emergency, or fax from the drop-down menu. Add any desired notations in the Notes field. Select the Add as New button to add the phone number. To edit existing telephone numbers, first click on the phone number you wish to edit. The telephone number will appear in the text boxes. You may now change the telephone number by editing it in the Number field. Remember, phone numbers must be in the format of 2223334444. Include the area code, but do not include parenthesis, dashes, or a spaces. You may also assign the number to different category by selecting the desired type of number: home, work, mobile, emergency, or fax from the drop-down menu. You may also add any notation about the phone number in the Notes field. To save changes, click the Update button. By clicking on the Update button you will change the information saved in the category selected under type instead of adding a new and additional number. Therefore, if you wish to add an additional number instead of saving changes it is important to select Add as New not Update. Too add an address enter the patient's various addresses by filling out their information in the text boxes provided. The Name field is provided for the name of the addressee. In the Type field you may select the type of address: Home, Billing. Other, Main, or Secondary, you are entering from the drop-down menu. The Address field is where you enter the postal address of the category you are entering. The City field should contain the city of the address. Select the desired State from the drop-down menu provided. Enter the zip code in the Zip field. In the Notes field you may enter any additional information about the address. Click on the Add button to save the initial address. The address will now appear above the text boxes. You may enter additional addresses by following the procedures outlined above and clicking Add as New when finished. To edit existing addresses, click on the name of the address you wish to edit. You may make changes to the existing addresses by editing them in the text boxes. When you are finished editing click Update to save the changes.

Information Specific to Setting Up Providers
Adding a provider is a two stage process. First you must create a user using the same methods documented under add user. Be sure to choose the provider option under user type. Once you have added this user, the form will extend to include the provider specific information. Here you will be able to enter the various provider Id numbers, address and phone information, as well as linking the provider to the various payer programs. When adding a provider to ClearHealth two additional frames will appear asking for information pertenant to treating providers. These frames are the Provider Details Frame and the Insurance Programs Frame. Here you will provider's State number, dea billing name and reporting last two are to be from drop-down You will also be specific insurance information to that provider. have added a you must set up a schedule. enter a license number, format, format (the selected menus). able to add program pertaining Once you provider providers

Provider Schedule
An important step in making the ClearHealth calendar and appointment system work for you is setting up schedules for providers. To set up a schedule for a provider (or any other type of schedule) go to Admin: Calendar: Schedules. Click the Add link at the top of the page to be taken to the Scheduling Wizard.

Using the Schedule Wizard
A very easy to use scheduling wizard has been provided to make creating schedules quick and simple. The wizard will ask you a series of questions designed to help you create the appropriate type of schedule. Choose the appropriate answers and select the Next button to continue creating a schedule.

Wizard Step 1

First you must choose which type of schedule you wish to create. A Provider Schedule blocks off time only for the provider you choose. An Administrative Schedule will block off time for everyone. You may use the Administrative create meetings. Title the meeting appropriately, setting the date and time (Schedule runs from) is in 24 so a meeting from 2 p.m. lasting until would be entered as 14:00 to 16:30. Room you wish to block the time for Next button to schedule the time. Schedule to time. The hour format, 4:30 p.m. Choose the and select the

Creating an Administrative Schedule

Second you must select which days of the week the schedule will be applied to. halfway down the screen you will see a list of all Schedule scheduled time. Select the Next button to create the schedule. The time will be deleted. Click on the schedule you wish to edit.When creating a provider schedule the wizard will ask you to choose the Provider you are creating the schedule for and which Room would like to schedule that provider in. . The wizard will automatically name the schedule appropriately. The time is in 24 hour format. To delete scheduled time check the box located next to the designated time and click the Update button. You must first select Assigning Provider and Room a date range. Finally. you must select the providers start and and end time and lunch period. If a provider comes in at different time on certain days you will need to create a separate schedule for those days. we recommend one to three month time periods for easy management. You may choose both the room and the provider from the drop-down menus provided. You may edit a provider's schedule by going to Admin: Calendar: Schedules and selecting the List link. Once you have chosen the appropriate provider and room you must then select the days and times to schedule those resources. Select the Next button to save your selections and move on.

Things you should have learned: ✔ How to set up a practice How to add a building How to add rooms How to add a payer About fee schedules How to add users How to schedule resources and providers About superbills ✔ ✔ ✔ ✔ ✔ ✔ ✔ .

Section 3 Extending ClearHealth This section is designed to teach a user who is comfortable administering ClearHealth to expand its capabilities. . using ClearHealth formats. EMR Extensions and Dynamic Reports.

You will learn about queries. and creating your own unique template.Unit 1 ClearHealth Reporting This section will guide you through the process of creating a report and attaching it to the appropriate area of ClearHealth. using the default template. .

ClearHealth will display reports in a standard table format. Address labels are a common use of the ClearHealth reports system. . You will be taken to the Edit Reports Page. Once you have selected a template you will be redirected to the View Report Page. however. By default. Reports take data from your database and displays it in a useful format. You may edit the Query from this section as well. you will see the chosen report. List Reports Page To view a report. you can upload custom templates to fit your individual needs. displayed according to the template you chose. and this is also the screen where templates can be uploaded. You will be taken to the List Reports Page. . Managing Reports You can manage reports from the Reports menu in the Admin section of ClearHealth. From here it is possible to change the title and description of the report. To edit a specific report click on the name of the report you wish to view/edit. It is also possible to change whether or not a sequence id is displayed on the report or if a snapshot of the report is taken. Here. To view or edit a specific report select List Reports from the Reports menu. select the template you wish to use to view the report with from the drop-down menu on the right hand side of the report rows.Reports Reports are one of the many helpful ways that you can customize ClearHealth to fit your practice's individual needs.

Select Never. Always. Sequence ID Enter the desired SQL query in the Query text field. Select desired report type from the System Report drop-down menu. This is helpful if you will be numerically ordering reports. . You can add a new report by clicking on Add Report in the Report menu of the Admin Section and completing the Add Report Page. Leaving the System Report on Normal Report will take data only from your Query. or Manual from the Snapshot Report drop-down menu to indicate whether you wish ClearHealth to make a copy of the report after is is run. In the Title text field enter the title of the report you will be adding. In the Description field enter a brief description of the report and its function. If you wish each report to show a unique sequence id number check the Show Sequence ID box. but it does require basic knowledge of SQL.Creating/Adding a Report Creating a report in ClearHealth is simple. Checking the Show Add Report Page Sequence ID box will cause a box in the upper right hand corner of the report to appear with a unique report id number. Select Add Report to save and add the report.

select that area on the list provided. If you go to that area of ClearHealth you will be able to verify that the report is now available on that screen. Use the following format to name each individual query: ---[name of query]--- . Title the report appropriately and select Add Menu Entry. To link a report to an area of ClearHealth. Once you select an area of ClearHealth to connect a report to. Once you have selected a report you will be able to alter the title of the Connect Report Page report in the Title text box that will appear. Queries To create reports.Connecting a report to an area of ClearHealth To connect a specific report to a specific area of ClearHealth you would use the Connect option located on the Reports menu in the Admin section. The report is now connected to the area of ClearHealth that was selected. a basic knowledge of SQL is required. The new report will appear in the Update Menu Entry Frame. Below is a brief description of some basic Queries and their possible uses. You may delete a report connection simply by selecting the Delete button located directly to the right of the report title. an Add New Report Frame will appear at the bottom of the screen where you can select the appropriate report from the dropdown menu. Select the desired report from the drop-down menu and the template you wish to use from the second drop-down menu. You should begin each query by naming it.

you are telling the database to select every field (*) and to pull from the table person. In the second tab.Select/From Select tells you which fields in the table or tables to display. saving you time. The from clause is based on pulling information from a primary table and then joining other tables to it. After select list the fields you wish to display. display the report you are creating/editing. Each time you update the query you can simply switch to the second tab and click your browser's reload button. You must then choose the tables you want to select from. . In the first tab display the Add New Report screen. To create a report that lists all the people in the system you would enter: select * from person In this example. Persons in ClearHealth (graphic left) shows a report using the default ClearHealth template with the example query listed above An easy way to speedup the validation of the query process is to open two tabs Select * from person or windows in your web browser when creating or altering a report. Using this method it will not be necessary to navigate between the editing screen and the view report screen.

then only people with a patient record will be displayed. doctors who aren't patients would show up in the report). order is important. that when joining. select * from person inner join patient using (person_id) In the same person/patient example a left join would display all the people in the database even if they don't have a patient record (i.Joins You will use two major types of joins. For example. Inner joins and left joins. select * from person left join patient using (person_id) Example of a report using a left join Example of a report using an inner join .e. Remember. if you take your person table and inner join with your patient table. Inner joins return only rows where the conditions are met in both tables.

In our example below the report would only return people with assigned patient record numbers between 200 and 500. a number will be displayed. the gender field (in addition to several others) is powered by a system in enumeration.Where Clause You use the where clause to filter the rows you get back. These filters are commonly used with input tokens which allow the user to give input to the where clause and are covered later in this section. is that instead of male or female. This gives you the ability to decide the values in the gender drop-down menu in every form in the system. Dealing with Enumeration In ClearHealth. What it means in a report. Example of report using a where clause select * from person inner join patient using (person_id) where record_number between 200 and 500. You can add a comment at the end of your query to replace the number with its text value. with enum lookup without enum lookup /*** dsFilters-gender|enumLookup&ds|gender ***/ The first value is the field to update followed by what to do (enum lookup) followed by a parameter for the action (in this case which enum to use). .

[im_a_date_t oken:date] This will give you a date box in the filter section of the report with the label "I'm a Date Token". The token can be used multiple times with it only showing up once as an input. [im_a_que ry_token:q uery:selec t distinct person_id.Token use in Queries Tokens are used to allow user input (filters) into a report. In our example it is gender. but it will not be necessary to repeat the filter for each query. hideFilter]--- Types of Tokens [name_of_token] This will give you a text box in the filters section of the report with the label of "Name of token". [im_an_enum_ token:enum:g ender] This will give you a drop-down built from a system enumeration in the filter section of the report with the label "I'm an Enum Token". this is done by adding a ":" separator and more information. To hide the filter use the following format: ---[name of query. Tokens can also have types. It is possible to create an enumeration specifically for using in reports. Many times there will be multiple queries in a single report. These filters will appear at the top of each query. their basic format is [name_of_token]. first_name from person] . more advanced also need an extra parameter. the most basic only need a single type keyword added.

It will appear in the filters section of the report with the label "I'm a query token". The query has to have two fields. The second field is the display in the drop-down.This will give you a drop-down built from the query inside. . The first field is used as the value in the main query.

you would type the following in the Query text field: select * from person where last_name like '%[last_name]%' The following shows the report created using the above Query entry. The current displayed report has been user filtered to display all persons in ClearHealth with the letter P in their name. .Example Query with Token To create a report displaying persons in ClearHealth with a last name user filter.

In our case we wish to display only the information pertinent to home mailing address labels (first/last name. Creating a Patient Address Label Report Address Labels displayed with default template In the Query Section on the Add New Report Page you would begin by naming the query: ---[people]--Then you would choose the fields you wish to display. and postal code): select first_name. city. address type (we do not wish to display address that are not home addresses). state. address_type. line1.Practical Example: Patient Address Labels A very useful report would be Patient Address Labels. line 1 and 2 of the address. postal_code Then you need to choose where to get the information from and also any joins that need to take place: from person . state. city. last_name. Using the ClearHealth reports section it would be possible to call up a list of all the patients in your practice and their home addresses. line2.

not as the assigned enumeration number: /*** dsFilters-address_type|enumLookup&ds|address_type dsFilters-state|enumLookup&ds|state ***/ . therefore we only want addresses with type 2 (home in our enumeration scheme).join person_address using (person_id) join address using (address_id) In our example we only want home address. We also want the ability to filter the report by last initial so we have inserted a token: where address_type = 2 and last_name like'[last_initial:string]%' Finally we want the field of address type to appear as text.

Once you create a template in a plain text editor you must upload the template to ClearHealth. This is important to help you know what information you will need to pull from ClearHealth and how you want this information displayed. In order to add a template. When creating a template.php. A little bit of planning up front will really help make creating a template much easier. and not Notepad as your plain text editor. Select the Browse button and choose the template you wish to upload. In the first tab display the Add New Report screen where you are uploading templates. After making a basic HTML mock up of what you want. Each time you update the template you can simply switch to the second tab and click your browser's reload button. click the Add a New Template button located below the Query frame of the Add/Edit Report Page.net/). In the second tab. often times you may wish to see what you have created so far. Using this method it will not be necessary to navigate between the editing screen and the view report screen. saving you time. An easy way to make this process quicker is to open two tabs or windows in your web browser when creating or altering a template. We recommend using Wordpad.Templates The first step in using a custom template in ClearHealth is to create one using a static HTML layout. Once you have selected the appropriate file and named it accordingly select Update Template. display the report you are creating/editing with the template you wish to view. Title the Template and be as specific as possible. you then can make the template dynamic using Smarty (http://smarty. .

retrieve the desired information from the report: {assign var=addresses value=$people_ds>to array()} {assign var=address value=$addresses[ 0]} <html> . create an individual label: <html> <head> {literal} <style> td {width: 350px. From this report you can create a custom template to match the formating of a specific printable address label sheet.Practical Example: Printable Address Labels A common use of reports in ClearHealth is patient address labels. First.} </style> {/literal} </head> <body> <table border=1> <tr> <td> One Label <br> <br> <br> </td> </tr> </table> </body> </html> Second.

<head> {literal} <style> td {width: 350px.state} {$address.city}.line1}<br /> {$address.} </style> {/literal} </head> <body> <table border=1> <tr> <td> {$address.last_name}<br /> {$address.{$address.postal_code} </td> </tr> </table> </body> </html> Third.line2}<br /> {$address. Make sure to account for any margins or blank space at the bottom of the page: {assign var=addres ses value=$people_ds->toArray()} <html> <head> {literal} <style> .first_name} {$address. format template to match your exact specifications. including number of rows and columns.

first} <tr> {/if} {* Output of a table cell.foreach.td {width: 350px.labels. just putting a # in it for now *} <td> {$smarty.iteration} </td> {* Every 20 labels put a blank space in place to use as a page break *} {if $smarty.foreach.labels.labels.<br /><br /><br /><br /></td>{/if} {* Every 4 labels end the row and start a new one *} {if $smarty.foreach.labels.iteration%20 eq 0}<tr colspan=4><td>&nbsp.foreach.} </style> {/literal} </head> <body> <table border=1> {* Loop over our addresses put each row into the address variable *} {foreach name=labels from=$addresses item=address} {* if this is the first row in the loop output a tr tag *} {if $smarty.labels.foreach.iteration%4 eq 0} </tr><tr> {/if} {* If this is the last row of data end the table row*} {if $smarty.last} </tr>{/if} {/foreach} </table> </body> .

</html> .

state} {$address.} </style> {/literal} </head> <body> <table border=1> {foreach name=labels from=$addresses item=address} {if $smarty.line1}<br /> {$address.line2}<br /> {$address.last_name}<br /> {$address.first_name} {$address.Finally.foreach. tie all the steps together. creating a printable address label sheet with patient home addresses: {assign var=addresse s value=$people_ds->toArray()} <html> <head> {literal} <style> td {width: 350px.city}.postal_code} </td> .{$address.labels.first} <tr> {/if} <td> {$address.

labels.foreach.last} </tr>{/if} {/foreach} </table> </body> </html> .labels.iteration%20 eq 0}<tr colspan=4><td><br /><br /><br /><br /></td>{/if} {if $smarty.labels.foreach.{if $smarty.iteration%4 eq 0} </tr><tr> {/if} {if $smarty.foreach.

What you should have learned: ✔ How to create/edit a report How to effectively use queries How to effectively use tokens How to create custom templates How to manage reports ✔ ✔ ✔ ✔ .

attach. . You will learn how to create.Unit 5 ClearHealth Extensions This section is designed to help you extend your use of ClearHealth to its fullest by introducing you to Extensions. and use customized extensions to get the most out of ClearHealth.

just be aware that ClearHealth's style rules will be in effect inside your extension so some tags may display differently than they would outside of ClearHealth. The first step in creating an extension for ClearHealth is to create a mock up of what you wish that extension to look like in HTML. Creating a extension A ClearHealth extension is much like a standard html form. like pulse. There are three places extensions can be attached in ClearHealth. Administrative extensions are general extensions usually related to practices or all of ClearHealth. The input tag is the main element used in your extensions. This also means that any use of the “{“ or the “}” characters must be enclosed inside the {literal}{/literal} tags. The same replacement also happens with the submit tag. just make sure to enclose it in a {literal}{/literal} tag. like a room status. An encounter extension is an extension that is attached to a specific encounter with a patient. You can include your own CSS directly into a extension . change from day to day it would be important to be able to enter in a new set of data at each encounter. that's where extensions come in. Note that extensions are actually smarty template engine files allowing all normal smarty plug ins and modifiers to be used. You will then go through and replace the generic HTML tags with ClearHealth specific ones. A patient extension is a extension that is attached to a specific patient. A basic extension is shown below: {clni_form} <b>Note</b><br> {input type=”text” name=”note”} {submit} </form > Notice that instead of using an html <form > element you use the {clni_form } tag and instead of a text area element you use an input tag with a type of text. for example a disease history. for example a vitals sheet. encounter extensions. because vitals. This extension is not likely to have data change in it at each visit. its options are described in the tag reference below. and administrative extensions. . Plain HTML can be used for your formatting needs.Extensions Throughout ClearHealth there are several places where you may want to collect data. only the form elements are replaced with ClearHealth specific tags. There are patient extensions.

These elements store different kinds of data such as text. HTML attributes such as style may also be set. this name will be used in reporting the collected data. {input} The data input Tag The input tag creates data input elements. Optionally a label for the button may be set. Tags look a lot like a normal html elements. Tags take attribute lists to specify how they work. and example tag is shown below: {tagName attribute=”value” attribute2=”value”} {clni_form } The extension start tag This tag starts the html extension . Integer: This type creates a text input box with the results stored as an integer. Each input tag has a name attribute. numbers. By default a number . these are shown below. Example Usage: {clni_form } {submit} A extension submission button The submit tag creates a button to submit a extension .ClearHealth Extension Tags Reference Tags allow you to add functionality to your extensions. The input tags has many different possible types. or dates. Example Usage: {submit} A standard submit button {submit label=”Update form ”} A submit button with a label {submit label="Send Data" style="font-size:300%"} A submit button that’s been resized. Input tags can also contain validation rules. a list of rules is included latter in this section. any other tags that submit data must be enclosed between it and the </form > html element. but are bracketed by { and } instead of < and >. No options need to be supplied to this tag. and some other basic from elements. Their most common use is to add input elements that will be stored.

This tag is useful for storing yes/no type answers since its value is always a 1 or a 0.validation rule is also added. {input name=”fieldname” type=”integer”} Some common extension formatting attributes are size and max length {input name="integer" type="integer" size="4" maxlength="6"} check box: The check box type produces a single check box. {input name="check box" type="check box" id="checkbox1"}<label for="checkbox1">Checkbox Label</label> String: The string type produces an input box that can store up to 255 characters of text. By doing this a user can click on either on the check box or the label to select/deselect. For check boxes you’ll commonly want to set a custom id attribute in order to tie it to a label. Some common extension formatting attributes are size and max length {input name="string" type="string" size="40" max length="255"} .

Select is most commonly used with a system enumeration. {input name="date" type="date"} Select: The select type produces a drop-down.Text: The text type produces a multi-line text area. The display attribute may also be set to produce a horizontal list {input name="multi select" type="multi select" enumeration="payer_type"} . Either the enumeration attribute or the options attribute must be set. Some common extension formatting attributes are rows and cols {input name="text" type="text" rows="5" cols="40"} Date: The date type produces a text box with a date selector. {input name="select" type="select" enumeration="payer_type"} Radio: The radio type follows the same rules as select except it produces a list of radio buttons. Since were storing multiple answers you’ll see multiple rows for this element in results view. The display attribute may also be set to produce a horizontal list {input name="radio" type="radio" enumeration="payer_type" display=”horizontal”} Multi select: The multi select type follows the same rules as select except it produces a list of check boxes.

The following rules are available. You can also add a message that will be shown at the top of the extension when validation rule is triggered. If the data in the field does not match the rule it will be highlighted in red and the extension will not be submitted.Validation Rules: Validation is specified by adding a validation=”rule” attribute to the input tag. This message is specified with the message attribute. {input name="validation" type="string" validation="required" message="The Validation field is required"} required number ssn date email alphanum alphastart greaterthanzero .

padding-top: 2px.Example Extension with ClearHealth specific tags: {literal} <style type="text/css"> h3 { margin: 0px. } </style> {/literal} {clni_form } <h3>integer</h3> {input name="integer" type="integer" size="4" max length="6"} <h3>check box</h3> {input name="check box" type="check box" id="checkbox1"}<label for="checkbox1">Checkbox Label</label> <h3>string</h3> {input name="string" type="string" size="40" max length="255"} <h3>text</h3> {input name="text" type="text" rows="2" cols="40"} <h3>date</h3> {input name="date" type="date"} <h3>select</h3> {input name="select" type="select" enumeration="payer_type"} <h3>radio</h3> {input name="radio" type="radio" enumeration="payer_type" display="horizontal"} <h3>multi select</h3> {input name="multi select" type="multi select" enumeration="payer_type"} . padding: 0px.

&nbsp. {submit label="Update form "} &nbsp.<h3>Validation</h3> {input name="validation" type="string" validation="required" message="The Validation field is required"} <h3>Submit Buttons</h3> {submit} &nbsp. {submit label="Send Data" style="font-size:300%"} </form > . &nbsp.

Extension Example: .

To upload extensions select the Browse button and select the extension that you wish to upload into ClearHealth. In the Description field enter a brief description of the extension and its function. This will display a time stamp list of all the times the extension has been filled out. Adding a extension You can add a new extension by clicking on Add New extension and completing the Add New Extension Page. Viewing Extension Data You may view the data entered into an existing extension by selecting the View Extension Data link at the bottom of the edit extension page. To view a specific extension click List Extensions and click on the name of the extension you wish to view/edit.Managing Extensions You can manage extensions from the Extensions menu in the Admin section of ClearHealth. Select the Add button to upload the extension . . In the Name text field enter the title of the extension you will be adding. You may view a specific extension by selecting the date/time the extension was filled out.

A Practical Example: Patient Vitals One practical example of an extension would be patient vitals. The new extension will appear in the Update Menu Entry Frame. select that area on the list provided. To link a extension to an area of ClearHealth. This type of extension would most likely be attached to encounters. . an Add New Extension Frame will appear at the bottom of the screen where you can select the appropriate extension from the dropdown menu. You may delete a extension connection simply by selecting the Delete button located directly to the right of the extension title. Once you select an area of ClearHealth to connect a extension to.Connecting a Extension to an Area of ClearHealth To connect a specific extension to a specific area of ClearHealth you would use the Connect option located on the Extensions menu in the Admin section. If you go to that area of ClearHealth you will be able to verify that the extension is now available on that screen. The extension is now connected to the area of ClearHealth that was selected. Title the extension appropriately and select Add Menu Entry. as a patient's vitals change on a regular (even hourly) basis. Once you have selected a extension you will be able to alter the title of Attaching Extensions the extension in the Title text box that will appear.

The first step in creating an extension in ClearHealth is to use a plain text editor to create an HTML file with ClearHealth specific tags that you can upload to ClearHealth. blood pressure.&nbsp. In this example we will create a Patient Vitals Extension with fields for height. and state selection. represented by bp: <tr> <td>bp</td> <td>{input type="string" name="bp" size="6" validation="number" message="You must input a number"}</td> Pulse: <td>&nbsp. pulse.&nbsp. eye tests.</td> <td>pulse</td> <td>{input type="string" name="pulse" size="3"}</td> </tr> Eye L and R: . General formatting: <html> <head> </head> <body> {clni_form} <table> <tr> Height: <td>height</td> <td>{input type="string" name="height" size="5"}</td> <td>&nbsp.&nbsp. weight.&nbsp.</td> Weight: <td>weight</td> <td>{input type="string" name="weight" size="3"}</td> </tr> Blood Pressure.

</td> <td>R</td> <td>{input type="string" name="eyes_right" size="3"}</td> </tr> State drop-down: <tr><td>state</td><td>{input type="select" name="state" enumeration="state"} Submit button: <tr><td>{submit}</td></tr> </table> </form> </body> </html> After creating this file in a plain text editor (such as Wordpad) go to the Extensions menu found in the Admin section of ClearHealth. select Connect from the Extensions menu. Once you have chosen the desired file. Title the Extension and click Add New Menu Entry. You must now connect your newly created extension to the area of ClearHealth you wish to use it in.<tr> <td>eyes L</td> <td>{input type="string" name="eyes_left" size="3"}</td> <td>&nbsp. Select the desired area of ClearHealth you wish your extension to appear in. At the bottom of the screen a new frame will appear allowing you to select the appropriate extension from a drop-down menu. Select the correct extension file to upload. From the Admin section of ClearHealth. To upload the extension you have created. . select the Browse button located next to the Upload form frame. Select Add Extension from the Extensions menu. Here you will need to name your extension and add a description.&nbsp.&nbsp. click the Add button.

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What you should have learned: ✔ How to create an extension with ClearHealth specific tags ✔ About template building How to manage extensions ✔ .

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