Brightree MyForms™July 2016 Release

Release date July 11-2016

© 2016 Brightree

Legal Notices

Copyright © 2016 by Brightree LLC, USAProprietary and ConfidentialAll Rights Reserved.

DisclaimerAll information presented herein is solely intended to train employees of Brightree customers on the use of the Brightree application and to illustrate how Brightree can be integrated into a typical company’s operations. Statements and examples used in the presentation are not intended to contradict or in any way override the written or verbal instructions of the customer (“Licensee”). The Licensee is responsible for establishing its own practices and procedures and making each of their employees familiar with them, including those related to the use of the Brightree application. Nothing in this training material should be construed to be instructing any Licensee employee to violate any Federal, State, or other jurisdictional law or regulation; or to violate any aspect of the Licensee’s established practices and procedures.

The information contained in this document is the copyrighted property of Brightree LLC. No part of this document may be reproduced, republished, translated, stored in a retrieval system, or transmitted in any form, or by any means, mechanical, photocopying, recording, or otherwise, without the prior written consent of Brightree LLC. Brightree LLC may take any action permitted by law to enforce its rights hereto.

The information contained in this document is subject to change without notice. The enclosed materials are not a contract and create no rights upon the reader or obligations of any kind on Brightree LLC. Brightree LLC reserves the right to make changes to any products or services described in this document at any time without notice. Brightree LLC shall not be liable for the actions or inactions of the reader in reliance upon the information contained in this document.

TrademarksBrightree is a registered trademark of Brightree LLC. Any other product and company names used herein are the property of their respective owners.

VersionThis documentation was prepared in conjunction with the latest release of Brightree, but may be utilized with future releases until such time that more current materials are published.

CommentsAny comments or suggestions regarding the information herein are welcome and should be emailed to the attention of:documentation@brightree.com

© 2016 Brightree

Inbox Enhancements

Direct Scan

Drag and Drop File Upload

Direct Push to BDM

Insurance Push

Simple Intake

Workflow Enhancements

My Work View

Ownership Options

Team Show/ Hide Option

Final Work State Enhancement

Appointment Designation

Multi-Select Search

Marketing Rep / Outside Agent Security Limit

Electronic Signature Enhancements

Showroom Security

Topaz Signature Device Support

© 2016 Brightree

Direct Scan

Directly Scan from your scanner into the MyForms Application

Edit Images

Documents appear in the Inbox ready to file or push to BDM

© 2016 Brightree

Auto-feeder and duplex options

Defaulted to 200dpi

License for Windows only (will not work on Mac)

After scanning, user must click "Upload to Inbox" to transfer to MyForms/Conduit.

They can click "Return to Inbox" to exit scanning screen and refresh their Inbox.

This goes through the same process as inbound email, inbound fax, uploaded documents and will detect our barcodes.

© 2016 Brightree

Drag and Drop File Upload

Rapid upload of files to your Inbox

All MyForms bar coded documents read and filed

Select Multiple files

Limits:

20 files of up to 50 MB each

Each is a unique message

Hover over “Red X” for reason for failure

© 2016 Brightree

Direct Push to BDM

Direct push any document from the inbox to your BDM Account

Type or Select any destination folder / type

Enable BDM bar code identification

Notification Bubble

© 2016 Brightree

Direct Push to BDM

Direct push any document from the inbox to your BDM Account

Type or Select any destination folder

Enable BDM bar code identification (may be slow to arrive in BDM)

Notification Bubble

Still has BDM 5mb limit

© 2016 Brightree

Add / Edit Insurance in My Forms

Interface follows Brightree format

Updates the patient record just like in Brightree

Link-Back for insurance verification

Operates from Simple Intake of Refile and on “Client Info” page

© 2016 Brightree

Automatic Push to Brightree

When patient data is updated in MyForms on either…

Client page in workflow

Client record

In Simple Intake or Refile

Automatic Push to MyForms

Only at initial MyForms launch

Note:

If patient record in Brightree is updated in Brightree, you must manually pull the data in MyForms to the workflow

After the first launch of MyForms, data must then be pulled form the patient record manually

© 2016 Brightree

Workflow

Pushes to client record, patient record and sales order

Verify that the insurance is checked “Included” on the workflow

Cannot include if it is linked already to an existing sales order (must use link-back “Edit Sales Order Info”)

© 2016 Brightree

Client Record

Pushes to Patient record

Shows Inactive Policies

Does push to existing workflows (where you can include)

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Viewer Interface

All fields are available

Pushes to Patient record and Sales Order

Link-Back to verify benefits page

All fields are live push

© 2016 Brightree

The intake process occurs while looking at the documents in the viewer

Intake is on one screen using a 1-2-3-4-5 Numbered process

Sales order and linked patient notes can be automatically created

All shared data added is automatically pushed to the patient record

Insurance information added reveals a Link-Back to the Brightree insurance verification page.

© 2016 Brightree

It is where the referral starts…

Inbound fax, email and uploaded files are processed in the Inbox

It searches Brightree patients directly

Brightree Patients can be created here directly

Patient data is entered here in structured process

Insurance is added / edited here

Direct LinkBack to insurance verification in Brightree

Physician is added to the order

Workflow and Brightree Sales Order are created

Sync’d Patient Note is created

All inbound documents are qualified, indexed and filed to BDM

Tasks created for individual document review

Supports Wrangle and traditional fax processing

Soon all work in MyForms will be able to be completed in the viewer

© 2016 Brightree

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• The intake process is on one screen using a 1-2-3-4-5 Numbered process

• Client information added / updated directly to the patient record

• Insurance information added / updated directly to the patient record• Exceptions:

• Clinician• Marketing Rep (Sales Order

only)• Practitioner• Evaluation Date

• LinkBack to Brightree Insurance verification page.

© 2016 Brightree

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• Key dates added at intake for better tracking of the critical dates and to benchmark order transit times

© 2016 Brightree

• Workflow and Sales order can be created at the same time

• Sales Order is created automatically when Insurance information is added or verified

• Patient Note can be created automatically and is sync’d to the workflow

• Organizes the work process

• Saves steps and time

© 2016 Brightree

• Qualify Documents before they are filed

• Documents are auto-indexed to BDM when completed

• Continue processing the inbound message or go to the workflow and complete the next steps required for the order to proceed

****NEW****

• Assign a “Floater” task for review of the document

• Comments included in messaging

• THIS REPLACES THE NOTIFICATION

• Allows the task to more closely ties to the workflow and sales order

© 2016 Brightree

Definition of a Fax Wrangler:

A staff member(s) who watches the inbox and “wrangles” (routes) the inbound documents (and scanned paper mail) to a specific user or group of users by creating a workflow and filing the documents into that workflow

Subsequent requested documents have bar codes and route themselves

More and more companies utilize a fax wrangler process

Companies who adopt fax wrangler methods either…

Have a designated fax wrangler ( generally larger companies)

Have everyone act as a fax wrangler who watches each inbox

© 2016 Brightree

Method One: Low Wrangler Decision Method

File referring documents to a placeholder

Referrals and other documents come to the Inbox directly by fax, email and uploaded paper mail

Fax Wrangler watches the inbox

The wrangler files the inbound initiating documents as a SINGLE document in a pre-set placeholder titled “Inbound Referral for XXXXX”(enter referral type here)

No QA is performed

That puts the document in the workflow where there is a qualified person who has a task to separate and QA those as individual documents into their specific document types/ placeholders

Subsequent requested documents have bar codes and route themselves to those qualified individuals

The wrangler keeps the box empty and clean

© 2016 Brightree

Method Two: High Wrangler Decision Method

File referring documents to a placeholder

Referrals and other documents come to the Inbox directly by fax, email and uploaded paper mail

Fax Wrangler watches the inbox and files the inbound initiating documents into SEPARATE unique documents

QA is performed either by the wrangler or by the assigned staff member in the correct job type

That puts the unique, separated document in the workflow where they are the qualified person or… there is a qualified person who has a task collect / QA those individual documents according to the rules set on the document templates and workflow

Subsequent requested documents have bar codes and route themselves to those qualified individuals

The wrangler(s) keeps the box empty and clean

© 2016 Brightree

Ownership Stripes

Stripes indicate work assignment

Gold: “My Work Queue”

Blue: “I own”

No Stripe: Not assigned to me or my work queue

© 2016 Brightree

“My Work” View (New View)

View only your work tasks and work states

Own All Work

In a workflow to manage the entire work process for your job type(s)

Own / Assign Future Specific Tasks

Own or assign specific tasks in future work states

© 2016 Brightree

Administrators can now hide teams that are no longer to be used

Select Show or Hide Teams in Team section of Admin by allowing workflows to be created

Teams can only be deleted when there is no work (active or not) that is related to that team

© 2016 Brightree

Final Work State

The final Work State completes the workflow

Changes the workflow to “Complete”

Sets all work that was not completed to “Not needed”

Will not complete the workflow with an open Floater task (NEW)

© 2016 Brightree

Appointment Designation

Appointments can be set as Evaluation or Delivery Dates when they are scheduled

These dates are used for reporting in My Forms and pushed to Brightree

Scheduled Delivery Date

Actual Delivery Date

A prompt to confirm the correct date has now been added to allow that date/ time to be set manually (NEW!)

© 2016 Brightree

Multi-Select Search

Clinicians

Physicians

Practitioners

Insurance

Branches (NEW)

© 2016 Brightree

Marketing Rep / Outside Agent Security Limit

Allow additional users access to MyForms without risk of them having visibility beyond their own work or into Brightree

Users with this security limit have full MyForms abilities:

Create, track and manage only their own work

Make referrals and submit documents by starting workflows

Perform complete intakes

Securely message and MyForms user in your company

Report on any work that they are assigned to

Accomplish tasks and create tasks just like any MyForms user

Outside work can be started, completed or reported on by users without the user having access to work not related to them

© 2016 Brightree

Users with Marketing Rep / Outside Agent Security Limit are prevented from:

Accessing any area of MyForms where they are not designated as the Marketing Rep

Accessing Brightree

Reporting on anything not related to their specific work

© 2016 Brightree

Marketing Rep / Outside Agent Security Limit

Potential Users:

Outside Sales Reps

Hospital Liaisons

Trusted referral sources

Pack and Ship Referrals

Closets

Anyone who could more closely interact with your company if they had access to the MyForms platforms without compromising security or HIPAA guidelines

© 2016 Brightree

Showroom Security

During Multi-sign, prevent clients/patients and other roles from accessing MyForms

Forces a password entry out of Multi-sign before resuming full function use

© 2016 Brightree

Topaz Signature Device Support

Use any Topaz supported device

If Topaz device is detected you will be prompted to install the topaz software if not already present

Topaz option on signature

Dialog box matches on-screen experience