Nurses Workstation

Module 8

Table of Contents

Accessing the Nurse’s Workstation ................................................................................................. 3

Step by Step to populate the Nurse’s Workstation ....................................................................... 5

Selecting a Patient ............................................................................................................................ 6

1. Go To The Patient Account ..................................................................................................... 8

2. View the Patient’s Appointments .......................................................................................... 13

3. Make an Appointment ........................................................................................................... 14

4. Change an Appointment ........................................................................................................ 18

5. Cancel The Appointment ........................................................................................................ 22

6. View Patient’s Detail History ................................................................................................ 23

7. Print Patient’s Appointment Report ...................................................................................... 25

8. Return to Nurse’s Workstation .............................................................................................. 26

Additional Tabs .............................................................................................................................. 26

Appt Scheduling ......................................................................................................................... 26

Fee Schedules ............................................................................................................................. 27

Patient Account .......................................................................................................................... 29

Change Doc/Date ....................................................................................................................... 30

CCI Codes .................................................................................................................................. 31

Generate Doctor Schedule .......................................................................................................... 33

DOS Detail Inquiry .................................................................................................................... 37

Print Forms ................................................................................................................................. 39

Nurse’s Workstation

Purpose: This module is used for clinicians to access the application allowing the features typically utilized

available from a single submenu.

Accessing the Nurse’s Workstation

At the Master Menu, select 11-Appointment Scheduling with a mouse click or by entering ‘11’ in the Enter

Selection Field (MM11).

Selecting the 11-Appointment Scheduling displays the Appointment Scheduling Menu. Select 8-Nurses

Workstation with a mouse click or by entering ‘8’ in the Enter Selection field (MM 11.8).

MM11.8

Step by Step to populate the Nurse’s Workstation

Group Code – enter the group code, <tab> or <enter>.

Location- enter location, if not defaulted.

Doctor- enter either the doctor number or the resource <tab> or <enter>.

Search Date – enter a specific date or <tab>/<enter> for current system date.

The Field and Field Description table below further defines each available field.

Field Field Description – Nurse’s Workstation

Group Group code. It will automatically default IF the group default is set.

Location Location code, will default IF location default is set.

Doctor Enter specific doctor number or resource number.

Search Date Current date will automatically default or user can manually enter a date to display

appointments.

Account Patient account number

C Displays a ‘C’ if appointment was canceled

Rsn Reason Code

Doc Doctor number

Loc Location number

Date Appointment date

Begin Begin time for appointment

AM/PM A=AM or P=PM

Rest Restriction displays: O= Overridden, A=Allowed, R=Restricted

Int Interval of time for Appointment

SP Specialty of Provider

Day Day of Appointment

First First Name of Patient

Last Last Name of Patient

Check In Time Time patient was registered

Reason Reason noted upon cancellation

Canceled Date appointment cancelled

By User that cancelled the appointment

Comment Appointment comment

Booked Date appointment was booked

By User that booked the appointment

After entering the search criteria, the following screen is displayed.

A color key, which represents the status of appointments, is displayed just below the tabs, in the screen shot above:

Appointments hightlighted in green are patients that are already registered.

Appointments in blue font are canceled appointments and will always

display at the bottom of the list.

Appointments highlighted in orange are appointments that are booked the same day.

Appointments in red font are basic work-in appointments. Basic workins were booked prior to the date

entered in the ‘Search Date’ field.

Appointments in black font are appointments previously booked prior to the current day.

Appointments highlighted in red are same day work-in appointments.

Appointments that are canceled on the same day are highlighted in auqa.

The patient which is scheduled for an appointment at 11:00 has not checked in. If this patient does not

arrive for the appointment, the application will assign this patient as a no-show during the nightly

processing.

*Note: The Nurse’s Workstation screen automatically refreshes with any new information or added appointments

for that specific day and doctor every thirty (30) seconds.

Selecting a Patient

To the left of each appointment is a selector button as noted by the red arrow above. The user can click on the button beside any

patient to access the overlay as shown below.

The user has several options regarding this patient’s appointment. The user can select one of the following by using the mouse in

the radio button or entering the number in the ‘Enter Selection’ field:

1. Go To The Patient Account

2. View The Patient’s Appointments

3. Make An Appointment

4. Change An Appointment

5. Cancel The Appointment

6. View Patient’s Detail History

7. Print Patient Appt Report

8. Return to Nurse’s Workstation

Each option will be covered in the pages that follow.

1. Go to the Patient Account

This will display the patient account screen that is tied to the patient selector button chosen. Pertinent information is

boxed above such as phone numbers, date of birth, SSN, emergency contact and employer information.

Users have the ability to add/view comments already on the account by selecting tab or <F12> from

the keyboard, the application will then display the ‘Account Comments Inquiry’ form.

The Patient Appointments can be viewed from the Patient Account Screen by selecting the tab or <Ctr A>

from the keyboard.

The insurance information if present can be accessed by using the tab or <F8> from the keyboard. The

Patient Insurance record will display as shown below.

When the Patient Insurance Record screen launches, the primary insurance displays as '1' in the Filing Sequence

field. The user can change the filing sequence view by selecting the down arrow key on the keyboard. The user can

also use the up arrow key to display a previous insurance record.

Tabs that can be utilized from the Pt Insurance Record.

Selecting the tab users can perform real time eligibilty checks if enrolled in Passport

and setup completed.

Selecting the tab users can run the eligibility report if enrolled in Passport and setup

completed.

Selecting the tab users can view, print or add scanned images to the patient insurance.

o To print a copy of the scanned image use the printer icon

o Then choose the printer to print the image (s)

o Select the tab

Selecting the tab users can link scanned images to insurance sequences.

Selecting the tab or <F8> from the keyboard, users can view, add, or update

Precertification information.

2. View the Patient’s Appointments

Field Field Description – Booked Appointment Query

Group Group code

Account Patient account number

C Displays a ‘C’, if appointment was canceled or a red ‘N’ if patient was a no show

Rsn Reason Code

Doc Doctor number

Loc Location number

Date Appointment date

Begin Begin time for appointment

AM/PM A=AM or P= PM

R Displays ‘O’=Override or ‘A’=Allowed

Int Interval of time for Appointment

SP Specialty

Day Day of Appointment

First First Name of patient

Last Last Name of patient

Check In Time Displays the time patient checked in for appointment

User Id User that booked the appointment

Book Date Date appointment was booked

Reason Reason noted upon cancelation

Comment Appointment Comment

Canceled Date appointment cancelled

By User that cancelled the appointment

3. Make an Appointment

The user will set the search criteria to populate the template. Select the day, doctor and location then select the

or <F2> from the keyboard.

Double-click the available appointment time slot. An available slot will display the time, length of the

appointment, and reason code as defined in the schedule templates.

The ‘Create a Patient Appointment’ screen will display, as shown below. The patient account selected will

automatically populate.

This section shows basic appointment information for the selected time slot:

o Date, time, interval of appointment, provider’s name, specialty, and location

The interval field can be used to change the interval of an appointment when booking if necessary.

o The reason code drop down menu can be used to change the reason for the visit if necessary.

Note- users are able to type in the first letter of the reason code vs. selecting from the drop down

menu

Displays referring doctor key code, if applicable. You may also enter a referring doctor as well.

Entering a referring doctor

o To enter a referring doctor you would either type in the referring doctor’s code or select

to display the ‘Doctor Codes Help’ screen, shown below.

o Search for the referring doctor by first and/or last name. You can use the percent sign (%) if you

have partial information.

o Choose the correct provider and select .

Appointment comments can be entered in the field provided, if applicable.

Select or <F4> from the Create a Patient Appointment screen to book the appointment.

If you for any reason decide not to book the appointment at this time, then you can select .

Minimize or Exit the Appointment Scheduler screen to return to the workstation.

4. Change an Appointment

There are two ways you can move appointments in the scheduler.

The ‘Drag and Drop’ feature

The ‘Cutting and Pasting’ feature

Moving an Appointment using the ‘Drag and Drop’ feature

The scheduler allows moving appointments on the schedule to different times and/or different doctors using

the drag and drop feature as long as it is on the same day, (or week if you are on the Week tab of the

schedule).

Left-click on the booked appointment to move. The time slot will now appear red.

While holding down the left-click button on the mouse, move the cursor to the new time slot to drag and

drop the appointment. You will need to move your cursor to the time slot that you want to reschedule the

appointment for before releasing the mouse, as pointed out below.

This pop-up message displays:

To block the old appointment slot, select ‘Yes’, otherwise select ‘No’.

If you move an appointment to a time slot that has a different reason code then the slot that you moved it

from, you will see the following popup

Select ‘Yes’ if you want to keep the same reason code

Another pop-up message displays confirming the re-schedule:

Select ‘Yes’ to confirm the change and the appointment will move to the new time slot, as shown below.

The original appointment time slot will now show available.

Moving an Appointment by ‘Cutting and Pasting’

Right-click on the appointment to move. A menu will appear as below. Select Move Appointment by left-

clicking the mouse.

It will ‘Cut’ the appointment from the schedule and require it be placed in a new time slot.

Go to the available time slot to place the appointment and right-click on the mouse. The options to ‘Paste

Appointment’ or ‘Cancel Moving’ will display.

Select ‘Paste Appointment’ by left-clicking the mouse. The following pop-up message displays:

To block the old appointment time slot, select ‘Yes’, otherwise select ‘No’.

Another pop-up message displays confirming the re-schedule:

Select ‘Yes’ to confirm the change and the appointment will now display in the new time slot, as shown

below.

5. Cancel The Appointment

Right-click on the appointment to cancel. The following options will display:

Select Cancel Appointment which will make the original time slot available.

Select Cancel and Block Appointment which will also block the appointment slot being canceled, shown below.

Regardless of which option is selected, a pop-up message will display requiring a reason for cancellation. Enter the

reason and select ‘OK’.

6. View Patient’s Detail History

This screen will display charges that have been posted to the patient’s account.

Field Name Field Description – Doctor/DOS Detail Inquiry

Group The group code will default.

Group Name The group name will default

Account # The patient's account number

Patient Name Defaults patient's name

Doctor Doctor number

Doctor Name Defaults doctor's name

DOS Date of Service

Doctor Doctor Number

Doctor Name Defaults doctor's name

Procedure Procedure code

Procedure Description Displays procedure description

Modifier 1 Modifier 1, if used

Modifier 2 Modifier 2, if used

Modifier 3 Modifier 3, if used

Amount Amount of procedure

IT Primary Insurance Type

Status Batch Status, H- Hold, P- Posted

DX1-DX12 Diagnosis codes

DX Description Diagnosis description

The user can use the tab or <Ctr g> to enter a specific doctor number to display.

The user can use the tab or <F3> to toggle Sort by Doctor and

tabs determined by the sort displayed. Select the tab to change the sort.

7. Print Patient’s Appointment Report

This report displays the patient appointments for the current day and future appointments.

8. Return to Nurse’s Workstation

Use this radio button to exit out of the pop up display and return to the Nurse’s Workstation.

Additional Tabs

Appt Scheduling

Use this tab or <F8> to launch the appointment scheduler to book an

appointment for a patient that is not on the current day’s schedule.

Fee Schedules

Use this tab or <F6> to access the Multiple Procedure Amounts Maintenance

screen. On this screen all procedure codes with fees attached will display along with an effective date as

shown below.

The user can load all codes by using the ‘Execute a Query’ icon or <F2> from the keyboard.

To find a specific code follow the steps below.

Use “Enter a Query’ icon or <F1> to set the screen in query mode

Enter a code in the Proc Code field, or use the Wildcard % to view a series (992%)

Select the “Execute a Query’ icon or <F2>

Field Name Field Description – Doctor/DOS Detail Inquiry

Group Code The group code will default.

Procedure Code Procedure Code

Price Code If multiple price schedules are used this field identifies which schedule is displayed

Fee Schedule If multiple fee schedules are used this field identifies which schedule is displayed

Charge Amount Amount of the charge

Effective Date Date the fee became effective

% of Perf No longer used

Procedure Description Description of Procedure

Patient Account

Use this tab or <F12> to access a patient’s account that is not on the current day’s

schedule.

Search using Name, DOB, SSN, Account Number, or Phone.

Change Doc/Date

This tab or <Ctr G> will clear the screen to allow a new Doctor/Resource Code and

Search Date to be entered.

CCI Codes

This tab or <F10> will display the Correct Coding Initiative screen. This table is

populated by ClinixPM and updated quarterly.

Select ‘Enter a Query’ icon or <F1>

Insert the primary code in Column 1 and the secondary code in Column 2 if checking to see if the two

specific codes can be billed together.

Select ‘Execute a Query’ or <F2>

The CCI Modifier Column will display 0, 1 or 9. See help message for description and detailed below.

0= Not allowed under any circumstance

1= Can be billed with a modifier

9= Edits expired no longer applicable

Generate Doctor Schedule

By selecting this tab or <Shft F8> from the keyboard, the application will display the

‘Generate Appointment Schedule’ form. This form can also be accessed by MM11.11 without the need of

going through ‘Nurse’s Workstation.’

Group - Users can <tab> or <enter> to populate the group number and name.

Start Date - The system will auto populate the current system date, as the start date, or the user can enter

another date.

End Date - If the ‘End Date’ field is left blank, the system will default the same date as the ‘Start Date’.

Enter the Location number(if applicable).

For the question “For all Doctors in the Group?”, if a schedule is needed for all doctors on a specific day,

the user will need to change the defaulted ‘N’ to a ‘Y’ and hit <tab> or <enter>. If this field is left to the

defaulted ‘N’, when the user hits <tab> or <enter>, the cursor will default to the Doctor field and the user

can enter the doctor number or doctors numbers for which they would like to print the schedule. The user

will then select the tab or <F8> from the keyboard. The following pop-up displays.

The user selects the appropriate radio button beside the report to run. If multiple printers are available the

user can select the down arrow beside the printer field to select the appropriate printer or the user can leave

it on ‘View’ and the application will produce a PDF which can be printed.

Chart Pull List (6114)

Route Slip/Out-Guides (9062)

Doctor’s Appt List (13981)

Patient Info (8631)

Daily Schedule (6113) This report will print both booked appointments and open time slots.

Daily Schedule - Abbreviated (21562) This report will print both booked appointments and open time slots.

DOS Detail Inquiry

This tab or <F3>will display the Doctor/DOS Detail Inquiry showing charges that

have been posted to the patient’s account.

Group Code, enter if not defaulted

Group Name, will display group name

Account #, Enter the patient account number, <tab>

If the account number is unknown use the LOV button to launch the account lookup screen

below.

o <Tab> to the Name columns, enter the name Note: the Wildcard can be used (%)

o <F2> or the ‘Execute Query’ icon can be used to display accounts

o Verify patient by Birth Date and or SSN, if applicable

o Then double click, <F4>, or the ‘Save’ icon to return the account number to the ‘Doctor/DOS

Inquiry’ screen

Patient Name, will display after entry of account #

Doctor, Leave blank to see all doctors or enter specific doctor number to limit <tab>

Doctor Name, will display if a doctor number is entered

Print Forms

Use this tab or <F11> to access the ‘Registration and Fee Ticket’ screen. Users can

print Patient Information Forms, Encounter Forms or Labels.

To print a Patient Information Sheet

o Select the tab or <F10> from the keyboard

o The parameters pop up window will display, choose the printer

o Adjust the number of copies, if applicable

o Select ‘OK’

To print an Encounter Form

o Confirm the radio button is set for Encounter Form Only

o Select the tab or <F8> from the keyboard

o The parameters pop up window will display, choose the printer

o Select ‘OK’

To print the Encounter form AND Patient Info sheet

o Confirm the radio button is selected

o Select or <F8> from the keyboard

o The parameters pop up window will display, choose the printer for each form, and number of

copies if applicable

o Select ‘OK’

To print Labels

o Confirm the radio button is selected

o Select or <F8> from the keyboard

o The parameters pop up window will display, choose the printer for each form

o Select ‘OK’

Exercise – Use DOS 12/1/06, Doctor # 3

1. What is Howdy Doody’s work phone number?

___________________

2. How much is Moon Dog’s copay?

_____________________________

3. What is Top Dog’s reason for visit? ______________________________

4. When was Hot Dog’s appointment made and by whom? _____________________

5. List the patients that cancelled their appointments today? _________________

6. How do you know when a patient has arrived? ___________________________

7. Book a follow up appointment in two weeks for Jan.

8. Update Darby’s account: her phone number has been changed to 615-321-1242.

9. Darby has not arrived yet; does she have a history of no shows? _________

10. List the diagnosis codes used on Hot Dog’s last office visit. ______________

11. How much does your clinic charge for a 25 min office visit, CPT 99214? ________

12. Print your doctor’s schedule for today.

Nurse’s Workstation – Module 8

ClinixPM Training Signoff

NAME _________________________

DATE TRAINING COMPLETED ___________

Check mark Subject User’s

Initials

1. Go to the Patient Account

2. View the Patient’s Appointments

3. Make an Appointment

4. Change an Appointment

5. Cancel the Appointment

6. View the Patient’s Detail History

7. Print the Patient Appt Report

8. Additional Tabs