HPM/HCM v3.6 - clanwilliamhealth.com · HPM/HCM v3.6.4 Customer Release Notes February2020 We have...

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HPM/HCM v3.6.4

Customer Release Notes

February 2020

We have designed this guide to help you understand the recent changes and updates tothe Helix Practice Manager / Helix Consultant System. We recommend you take the timeto read this guide after your upgrade is completed. Please contact our CustomerSupport Department if you have any queries regarding the upgrade on 01 -4633098 oremail: [email protected].



ContentsNew Features.........................................................................................................................................................3

Chronic Disease Management Protocol..............................................................................................3

Add Review .....................................................................................................................................3

Lab Mapping..............................................................................................................................10

Remove Lab Mapping ...............................................................................................................11

Message Responses ......................................................................................................................12

Claim Tracking...............................................................................................................................12

Rejected Messages........................................................................................................................13

Social Welfare E-Cert ........................................................................................................................14

Add Departmental Panel No .........................................................................................................14

Social Welfare E-Cert Form...........................................................................................................15

Patient Consent.............................................................................................................................15

Form Details ..................................................................................................................................16

MED 1............................................................................................................................................17

MED 2............................................................................................................................................20

Notes.............................................................................................................................................20

Responses .....................................................................................................................................21

Claim Tracking...................................................................................................................................21

Unsent...........................................................................................................................................22

Rejected ........................................................................................................................................23

Dispensing Export (Dispensing Practices Only).................................................................................24

Patient Registration ......................................................................................................................24

Prescriptions .................................................................................................................................25

Export to PCRS ..............................................................................................................................25

Improvements .....................................................................................................................................................26

Ejection Fraction field added to Vital Signs ......................................................................................26

ICD 10 database updated to the 8th edition......................................................................................26

Tasks.....................................................................................................................................................................26

Eula Agreement is now available in Help > About ............................................................................26

eHealth - Hospital Groups.................................................................................................................26



Novartis heart failure referral letter & Reimbursement Application Guide Letter ..........................27

Abbott Nutrition drug alert...............................................................................................................27

Fortisip Compact Protein – Prescription Information Alert..............................................................29

Cervical Smear: Result dropdown should be non-editable if result came from Lab ........................30

Bug Fixes ..............................................................................................................................................................31

New FeaturesChronic Disease Management ProtocolThe Chronic Disease Management menu is available within a patients file under Care Protocols forGMS / DVC patients who are over 75.

Once you have signed and submitted the contract the CDM reviews will be required as outlined inthe Contract for GMS or DVC patients over 75 with any of the following chronic diseases:

Diabetes Type 2 Asthma Chronic Obstructive Pulmonary Disease (COPD) Cardiovascular Disease

o Heart Failureo Ischaemic Heart Diseaseo Cerebrovascular Disease (Stroke)o Cerebrovascular Disease (Transient Ischaemic Attack - TIA)o Atrial Fibrillation

As per the CDM contract there are a maximum of 2 Reviews required in a rolling 12-month period.The 12-month period is considered to be a rolling 12 months from the date of the first review.

Each review will consist of 2 visits (1 with Nurse / Phlebotomist and 1 with the doctor). There mustbe at least 4 months between all reviews.

The CDM Registration screen is part of every review as the patient may need to be registered fornew diseases at any of their Interim or Annual reviews.

Add ReviewOpen the patient’s chart and select Care Protocols > Chronic Disease Management.



Click Add Review to begin.

Select the patient’s ethnicity and any chronic diseases in the Registration screen. Click OK tocontinue.



To complete a review, populate all the mandatory fields highlighted.



Vitals e.g. Height, Weight, Pulse Rate etc are populated if there is a Vitals exam for today. Populatethe required fields and click Save.

Vaccinations are prepopulated in the review if a ‘flu’ or ‘Pneumoc’ vaccine was recorded in thepatient’s chart. The Influenza vaccine will only populate if recorded as given in the last 12 months.The last Pneumococcal vaccine will be populated in the review.

When the lab results come back from Healthlink they will be pre-populated in the review. Allmandatory fields must be completed before the claim can be submitted.



If a lab result did not prepopulate, click the ellipsis button to search for a result to send withyour visit. Lab results must be within 3 months of the visit date.

To remove a lab result from a review click the X and then either select a different result using theellipsis button or select N/A and click to another field to show Not Available.

Not Available will be displayed in the field and N/A will be highlighted in blue.

QRisk Calculator

Any labs that are mapped will be automatically populated in the QRisk Calculator otherwise you can

search for them using the ellipsis button .



To retain a mapping, search for the result e.g. Total Cholesterol in the CDM Review and you willreceive the pop up to save the mapping.

To display a particular section on screen e.g. Lab results click Investigation on the side bar.

At any time, click the dropdown arrow on the Fields Required button at the bottom of the CDMreview screen to show what mandatory fields are remaining. Click a field from the list and the fieldchosen will be highlighted in the CDM review for completion.

Click Save to save the fields that you have completed and the review status will go from Incompleteto Unsent.

Click the Submit button to send the review.



To add an additional diagnosis to an incomplete or unsent CDM Review click Edit.

Select the new diagnosis to add to the review and click Ok.



Complete the Care Plan for the patient and print it out for the patient / carer (if applicable). If youcheck the box for the Self Management Plans these will be opened in adobe for you to print off thefor patient.

Current medications will be populated for you to view on the Care Plan. Review the patientsmedications before completing the Care Plan.

Lab Mapping

If the lab result is not automatically populated, click the ellipsis button to search for a result tosend with your visit. Select By Name in the Search field and enter e.g. ‘Chol’ in the Search field andclick the Search button.



Double click to select the correct result from the list.

You will receive a prompt to save this new mapping. Clicking Yes will add this mapping for futurereviews for all patients.

Remove Lab MappingIf a lab result has been incorrectly mapped it can be removed by clicking the ellipsis button besidethe Lab and then selecting ‘By List’ from the Search dropdown menu. Click Configure to view allmappings.

Select the mapping and click the Delete button to remove the mapping for all future reviews.



Click Yes to confirm the deletion.

Message ResponsesCDM response messages are downloaded during the normal process of downloading lab messages.Administration > HL7 Tests> Import. The updated status can be viewed from the patient’s chart andthe Claim Tracker in Tasks.

Claim TrackingOpen Tasks > Claim Tracker > Social Welfare E-Cert Tracker.

There are filters for Dates and Status. View all unsent, incomplete and rejected claims to ensure allclaims are submitted.



Double click on the row to open the Consultation for the Patient selected. Select multiple Unsent claims and click Submit. If there is an issue with any of the claims

these will remain in the Claim Tracker. Select each claim individually and click Submit to viewthe reason they failed to send.

If any visits cannot be submitted then you can archive these claims by clicking the Archivebutton at the bottom right of the screen. You can view archived visits from the Statusdropdown. These visits cannot be unarchived.

Rejected Claim reason is displayed in the Message column.

Rejected MessagesView the reason for the rejection by hovering over the rejected CDM Review Claim Id.

To amend a rejected claim, click on the rejected CDM Review in the patient’s chart and click Save.

The claim status will return to Unsent and the Submit & Delete buttons will be enabled.

To update a rejected message and resubmit it, open the patients demographics and e.g. change theGMS doctor to the correct doctor and click Save. Then return to the CDM review and click Submit.

Click Delete to remove the visit from the patient’s chart or the review can be archived from theClaim Tracker.



Social Welfare E-CertThis project is in the PILOT phase at the moment and will be rolled out to all customers shortly. Youmust have a healthlink certificate on your machine in order to send an e-Cert. Please contactHealthlink directly if you require a cert. http://www.healthlink.ie/. Please see the list below forcommon rejection messages and who you should contact if any queries.

Rejection Message Action

1 Invalid PPSN Value 999999i Update PPSN character to uppercase and resubmit themessage.

2 No Record found with MatchingPPSN and DOB

Clarify and confirm PPSN and DOB details with patient. Ifrejection message persists, ask the patient to contact DEASP.

3 No Medical Certifier found forPanel Number

Call MRAS Helpdesk 01-6732350.

4 No matching ICD10 Code found Contact HPM Helpdesk.

5 Message ID already received Contact HPM Helpdesk.

6 Claim already exists for PPSN withsupplied claim dates

Duplicate claim received for patient with this PPSN andcertification from and to dates.

Add Departmental Panel NoEach GP in the practice must enter their Departmental Panel Number in the new field [DSP] addedto Administration > Users > Affiliations. Once this number has been added the GP will then appearon the Registered Panel Holder dropdown list on the E-Cert Form.



Social Welfare E-Cert FormIn the patients’ chart select Documents > Social Welfare and click Add.

Patient ConsentThe first time you add this form for a patient, you will have to confirm that you have received thepatients consent to submit e-Certs.



Form DetailsThe Form header displays the patient name and the date of the last E-Cert form submitted for thepatient. Click the dropdown arrow to show the last 5 social welfare E-Certs for the patient.

Select the Certificate Type from the Certificate Type dropdown list to load the Med 1 (defaultoption) or Med 2 form.

Complete the patients PPSN if this is not auto populated from their chart. If the PPSN is added to theform it will be saved in the patient registration. Ensure the PPSN character is in UPPERCASE.



The departmental panel number of the doctor selected from the Registered Panel Holder dropdownlist will be submitted with the e-Cert and the medical council number of the doctor selected fromthe Med Council Doctor dropdown will be submitted with the e-Cert.

MED 1Enter the relevant details for the patient.



Double click to select from the list of the Patient’s coded conditions or double click to select from acommon list of ICD-10 codes.

Alternatively, use the ellipsis button to search and select an ICD-10 code from the ICD-10database.

Complete the Physical Effort and Hospitalised dropdown lists if required for the patient.

Select the correct From and to dates for the cert. The dropdown list will allow you to choose acustom date or to select the number of weeks that the patient will be off sick from work e.g. 2 weeksincluding today.



Click Custom Date to open the date picker. Select the correct date from the date picker.

Check Is Final if this is the final e-cert for the patient.

Click Submit to send the e-Cert.



MED 2Complete the relevant details for the patient and click Submit.

Notes If this is the first Social Welfare Certificate for this patient, please give the patient an IB1

application form for Illness Benefit/Injury Benefit for their completion and submission to theDepartment.

An E-Cert cannot be future dated by more than 21 days.

An E-Cert cannot be backdated by more than 6 months in the past.



Social Welfare E-Certs for patient are saved in Documents > Social Welfare > View. Doubleclick to view an E-Cert.

Social Welfare E-Cert Print out

The E-Cert template can be modified by selecting the Template ‘E-Cert’ from Administration >Templates.

ResponsesE-Cert responses are downloaded from Healthlink from Administration > HL7 Tests. Click Import.

Claim TrackingUse the Social Welfare E-Cert tracker to manage your E-Certs. Tasks > Claim Tracker > Social WelfareE-Cert Tracker.



Double clicking on a row will open the E-Cert selected.

Change the Status dropdown list to view the certificates in each status.

Unsent – not sent to Healthlink / DEASP. Awaiting Acknowledgement – sent to Healthlink but no acknowledgement received from

Healthlink. Submitted – Delivered by Healthlink to DEASP. Received – Response from DEASP to confirm Certificate was received. Rejected – Rejected by DEASP. Archived – manually moved to archived status by user as invalid certificate.

UnsentTo send an Unsent certificate double click the certificate and click Edit.

Click Submit.



Unsent E-Certs can also be submitted from the patient’s chart. Click Documents > Social Welfare >View. Select the unsent E-Cert and click Edit.

Any invalid certificates can be archived by selecting the E-Cert and clicking the Archive button.

RejectedHover over a rejected E-Cert to view the reason for the rejection.

Rejected certificates can be corrected (e.g. add the patients correct PPSN in patient registration) andresubmitted by double clicking on the certificate and clicking Submit from the patients chart or fromthe Claim Tracker.

Any invalid certs can be archived by selecting the certificate and clicking Archive.



Dispensing Export (Dispensing Practices Only)This is only applicable to those practices which also dispense. You must have a valid PCRS certificateon your machine in order to export the monthly dispensing listing directly to the PCRS.

Select Machine Configuration from the main menu.

Select Healthlink.

Enter the PCRS certificate Name and Serial Number and click OK to save your changes.

Patient RegistrationThe dispensing checkbox is displayed in Patient Personal Details. This is populated by the PCRSImporter tool when you upload the monthly excel file downloaded from the PCRS website.Administration > PCRS Import.



PrescriptionsWhen adding, re-issuing or Printing a prescription GMS script for a GMS patient a new column willbe displayed to allow you to mark the GMS medication as dispensed.

Export to PCRSSelect PCRS Export in the Administration menu to export the monthly dispensing list to the PCRS.

Click New Export to complete the export for the previous month and selectthe GMS Doctor from the dropdown list. This step must be completed for each doctor separately.

If you do not have your default PCRS certificate set in Machine Configuration, you will receive thismessage.



Once the export is complete it will be displayed in the list with a Status of Success.

ImprovementsEjection Fraction field added to Vital SignsA field has been added to the Vital Signs exam to record Ejection Fraction.

ICD 10 database updated to the 8th editionThe ICD 10 database in HPM has been updated to the 8th edition.

Tasks

Eula Agreement is now available in Help > About

Eula and Data Protection hyperlinks added to Help > About.

eHealth - Hospital Groups

If any healthlink groups are added by Healthlink then an additional Clinic dropdown will be displayedfor user to select the Clinic before selecting the referral.



Novartis heart failure referral letter & Reimbursement ApplicationGuide Letter

Letter template added for Heart Failure Referral and Reimbursement Application Guide.

Abbott Nutrition drug alert

Drug alert added if user tries to prescribe or re-issue Ensure TwoCal or Ensure Plus advising of analternative.



Fortisip Compact Protein – Prescription Information Alert

Drug alert added if user tries to prescribe or re-issue Fortisip advising of an alternative.



Cervical Smear: Result dropdown should be non-editable if result camefrom Lab

If the Cervical Smear result in the Protocol has been downloaded from Healthlink then the Resultdropdown will no longer be editable.



Bug Fixes The typo of the Type of HL7 Message has been corrected for Waiting List messages. GMS number is highlighted in red and marked as Invalid if the patient does not have a GMS

Doctor selected.

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