What’s New? - Hello Health User...Each Hello Health upgrade impacts the user interface in either...

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What’s New? For Providers and Staff

Chapter 1 – Overview

Chapter 2 – Online “What’s New?”

Chapter 3 – Application Header and

Carrousel

Chapter 4 - Overview Landing Page

Chapter 5 – Revamped Scheduling

Chapter 6 – Revamped Patient Card

Chapter 7 – Provider Library Document

Reviewer

Chapter 8 – Medication and Prescription

Enhancements

Chapter 9 – Additional Enhancements

© Hello Health v 6.0 May, 2013

What’s New? – For Providers and Staff 2

Chapter 1

Overview _________________________________________________________________________________________________

1.1 Hello Health – Version 6.0

Each Hello Health upgrade impacts the user interface in either one or several

sections of the platform.

In version 6.0, changes include:

Recommended resolution is 1280x800 (1024 x768 still supported but user

experience is better with a 1280x768 + resolution)

Online “What’s new?” information

Changes in application header including new carrousel

Improved Overview including access to most recent messages

Improved Scheduling including better performance

Improved Patient Card allowing quick printing and editing of patient

demographics

Enhanced Document Reviewer

Medication and Prescription improvements including quick renewal

New Notification Dashboard

Export Health Record and clinical summary enhancements

Patient related tasks available from patient record

Advanced search now allows searching patients for a specific

membership plan

Additional enhancements



Chapter 2

Online “What’s New?” _________________________________________________________________________________________________

2.1 “What’s New?” information displays after login

New version information is now available online, within the Hello Health

application.

1. Directly after login, a “What’s New?” dialog box appears, outlining the latest

changes in the version.

2. Once you have read the information, you can select the “Don’t show

anymore” check box.

2.2 “What’s New?” available in the Help section

If you have chosen not to display the “What’s New?” information when loging in,

you can access it on demand by navigating to the Help section. Click the What’s

New? link at the top of the page.



Chapter 3

Application Header and Carrousel _________________________________________________________________________________________________

3.1 Application header

1. Your avatar and name are now displayed in the top right corner.

2. The admin tab has been replaced with an Admin link just below the user

name and avatar in the top right corner.

3.2 Staff Carrousel to work on behalf of a provider

1. To work on behalf of a provider on your team, access the Carrousel by

clicking the Change User link, just below the user name and avatar in the top

right corner.

2. When working on behalf of a provider, you will see the selected provider

name and avatar in the top right corner.



Chapter 4

Overview Landing Page _________________________________________________________________________________________________

4.1 Today’s Visits

1. All your Today’s Visits now are shown in the left pane of the overview.

2. The time of the visit, patient name and avatar as well as the visit status are

shown under Today’s Visits.

3. A horizontal blue bar indicates the current time.

4. When all visits cannot be displayed at a glance in the Overview, a scroll bar

appears allowing you to scroll and see all visits.

5. You can click the patient name to display the Patient Card.

6. You can change the visit status (e.g. cancel a visit or check in a patient)

directly in the Overview. Simply click the Visit Status icon. A sub-menu will

appear allowing you to change the visit status.



4.2 Recent Messages

1. The five (5) most recent messages display in the right panel.

2. The five (5) most recent messages from your inbox are displayed by default,

but you can also see the most recent messages from any of the folders

(including system or fax inbox) using the drop down menu next to the

Messages section title.

3. If your auto-reply is enabled, a visual cue displays to the right of the folder

drop down.

4. Click on any message to navigate to the Messages dashboard and read the

selected message.

4.3 Pending Tasks

1. The five (5) most recent pending tasks (i.e. most recent start date) display in

the right panel below the Messages section.

2. Unread tasks are marked with a blue dot to the left of the task title (task title is

bold when the task is unread).

3. A visual cue indicates the priority of the task:

Urgent

High

(no cue) Normal

Low

4. When a due date has been captured for a task, the due date displays in the

date column. If no due date was captured, the start (creation) date displays. A

label in front of the date indicates what date is displayed for the task.

5. You can use the pen icon to the right of the task to manage your tasks

directly from the Overview.

6. A View Last Completed Tasks link is available next to the Pending Tasks

section title allowing you to navigate to the Tasks dashboard and see all

completed tasks (the status filter is automatically set to “Completed”).

4.4 Unfinished Past Visits

1. Five (5) unfinished past visits display at the bottom of the right panel.

2. To see more unfinished past visits, click the View More link.



Chapter 5

Revamped Scheduling _________________________________________________________________________________________________

5.1 Availabilities

1. Availabilities are now displayed in a separate tab. To add or edit your

availabilities, click on the Hello Health logo in the top left of the application

and then click the Availabilities tab.

2. It is now possible to “hide” availabilities from patients when you do not want

your patients to be able to self-book appointments in a certain time frame.

Uncheck the Visible to Patients checkbox when creating an availability for a

period for which only the clinic should be able to book appointments.

- When unchecked, patients will not see this availability in PortalConnect.

The “not visible to patient” availability period will display color-coded white

in the Availabilities tab.

- Keep this box checked if you want your patients to be able to book

appointments during an availability period. An open availability period will

display color-coded yellow in the Availabilities tab.

Please note: The availability color-code only applies to the

Availabilities tab. When in the Scheduling section, availabilities will

always display in white.



5.2 Scheduling

1. New features available in the control bar:

- Change date or date range: To change the date, click the date or date

range to access the Calendar dialog. You can click the current month in

the header of the calendar dialog to quickly select another month, and

then click the year to select another year. Make sure to select a specific

date in the calendar to change the date or date range you want to see.

- Now: Click the Now button to the right of the date(s) to return quickly to

current date.

- Refresh: The refresh icon can be useful when many users are working in

the same schedule (e.g. staff and provider). Clicking Refresh will help

make sure that the schedule displayed shows any new appointments or

changes made by another member of the office staff.

- Zoom: User working hours are displayed “at a glance” by default (as

configured in the user Admin > Settings). To zoom in or zoom out, use the

drop down to select the view of your choice.

- Day-Week-Month view: As in the previous version, you can change the

range period for which you see appointments.

- Staff can now see the Week and Month view for a provider directly

from Staff Scheduling. When accessing the Week or Month view, you

can only see the schedule of one provider at a time (whether in

calendar or list view). To select the provider, use the Filters button

(see below for more details). The name of the selected provider is

shown just above the calendar.

- In the Month view, the name of the patient now displays instead of

the reason for visit.

- Calendar vs. List view toggle: As in the previous version, you can view

your appointments in a Calendar or List view.



- In the List view, you can change the visit status by clicking the visit

icon to the right side of the appointment list. A menu showing all

possible status will display. Simply click the desired status to select it.

- To document the patient visit, click on the patient name in the List

view to display the Patient Card. Then, click the pen icon in the

Patient Card to display the menu and select either Edit visit or View

visit in the list.

Please note: The appointment list is now merged for all providers

and a column displays the provider name for each specific

appointment. To see the List view of a specific provider, click

the Filters button (see below for details) and select a provider.

- Add event: Click Add to create a new appointments or create an out of

office or block time in your schedule.

- A field for patient instructions now displays in the same window. You

no longer need to switch tabs to enter instructions.

- When changing the time of appointments, when going from 11 to 12

or vice versa, the AM/PM radio buttons will automatically adjust.

Select the appropriate radio button if the automatic adjustment does

not correspond to the time of the appointment.

- Once you have selected the patient in the Add Visit dialog, the

Patient Card will display. Note that in this context, the only menu item

available via the pen icon is Edit Private Info.

- Date: There are now two (2) easy ways to edit the visit date. Click the

date field to display a calendar dialog and select a date; or, manually



type the date directly in the input box in the format MM/DD/YYYY.

Click the date field and type the desired date.

- When selecting a House Visit, the application assumes the address

for the visit is the patient home address. If the visit must take place in

another location, simply uncheck the Home Address check box and

enter the location where patient will be seen.

- When selecting a Phone Visit, you must enter the telephone number

at which the patient must be reached.

Please note: For house and phone visit, if the patient has moved

or has a new phone number, you must make the change directly

in the patient record, either via using the pen icon in the Patient

Card or go to the Private Info section of the patient record.

Address and phone information captured underneath the visit

type in the Add Visit dialog apply only to that specific visit and do

not modify the information in the Private Info section of the

patient record.

- Filters: This option makes it possible to search for specific appointment(s)

or filter out appointments you do not wish to see. Uncheck the elements

you wish to hide. The changes apply immediately as you check and

uncheck elements in the filters dialog. To close the dialog, click anywhere

on the screen outside the dialog.

- In the Calendar view, those elements will fade out (still visible so that

you can see them, but faded so that the appointments that you are

interested in stand out).

- In the List view, the unchecked elements are hidden completely.

- A new filter, Show Weekdays Only, has been added as an option,

allowing you to hide Saturdays and Sundays from the schedule.

- When a staff member is in the Multi-Provider Scheduling view, the

Filters dialog box will either display check boxes or radio buttons for

provider selection, depending on whether or not the current view

allows displaying only one provider at a time, or many. For instance,

in Week and Month view, only one provider can be selected at a time.

- You can also change the order in which the providers display in the

schedule using the up and down arrows next to the providers names

in the Filters dialog.



- Print: Click the Print icon to print a list of all the appointments in the

selected period. Note that filters also apply to the print features, so

elements unchecked in the filters will not be printed.

Please note: For providers, visit categories are displayed in the

Filters dialog and can be selected or unselected. However, when

staff is in the Multi-Provider Scheduling view, categories do not

display (as they may vary from one provider to another).

2. Block Time and Out of Office events

- Recurrence: Creating recurrent block time or out of office events is now

easier. Select all the days that apply directly in the same dialog box (you

no longer need to switch tabs).

- To edit a block time or out of office event, simply double click the event in

the calendar; to delete, do the same, double click the event and in the

event dialog box, select the Delete button.

3. Other changes

- No Show appointments: In Scheduling, once you indicate that a patient

did not show up as expected (i.e. change the status to “No Show”), the

appointment will be “hidden” and will no longer display in the

Calendar view. That is, the display of “no show” appointments now

follows the same rules as “cancelled” appointments:

- They are hidden in the Calendar view (day, week and month view),

- They display in the List view (and they can be printed) based on your

filtering preferences.

- Appointment Tool Tip: When putting the mouse over an appointment in

Scheduling, the displayed tool tip now includes the name of the person

who created the appointment.

- Change visit status directly in the Patient Card: When clicking an

appointment in Scheduling, the patient card includes visit information at

the bottom of the card. You can click the Visit Status icon to the bottom

right of the card to quickly change the visit status.

- In the Calendar, you’ll sometimes notice a horizontal blue bar. This bar

indicates the current time.



Chapter 6

Improved Patient Card _________________________________________________________________________________________________

6.1 Improved Patient Card in the Overview and Scheduling sections

1. The border of the card indicates whether the patient has access to

PortalConnect or not (i.e. whether the patient has activated his/her account).

- Gray border: patient does not have access to PortalConnect.

- Green border: patient has access to PortalConnect (but if not

registered to a plan, has limited access, i.e. “Freemium” access).



2. Membership plan visual cue

- If the patient is registered to a plan, a badge appears underneath the

avatar to indicate if the patient is on a single plan or family plan. You

can mouse over the badge for more details regarding the membership

plan(s) to which the patient is registered.

- If the patient is inactive (no longer part of your panel), a displays in

the badge.

3. Access to the Shortcuts and Actions menus via the pen icon at the top right of

the card

- The Patient Card menu now allows you to quickly edit some of the

patient demographic information with a simple click. Click the pen icon

and select Edit Private Info in the menu. Make your changes and click

Save.

- You can now print the demographic information displayed in the card.

Click the pen icon and select Print Card in the menu.

Please note: the improved Patient Card is available in the Overview and Scheduling

sections. In other sections of the application, you have access to the patient card

with which you are already familiar.



Chapter 7

Document Reviewer for Provider

Library _________________________________________________________________________________________________

7.1 Tool to improve document review

A new tool is now available to ease the task of document review and signing

reviewed documents in the Provider Library. The Document Reviewer allows you

to review, in batch, all the documents located in the same folder.



1. When opening a document in the provider library, the document displays in

the Document Reviewer. Directly from the document reviewer, you can

navigate back and forth amongst all the documents located in the same

folder. Use the Prev and Next buttons in the bottom left corner to see other

documents.

2. A new functionality allows you to assign a document to a patient, regardless

of whether or not you want to save the document in the Patient Library or

whether you will share it with patient. In the top left corner, select a patient

name to indicate that this document is related to a specific patient.



Please note: We do not prevent publishing a document to all patients

even if a patient is assigned, you should always double check, before

publishing to all your panel, that a document is does not pertain to a

specific patient.

3. With the Document Reviewer, you can select where you’d like the document

to be stored. Select between My Library or Patient Library, and then use the

drop down underneath to choose a specific folder.

4. Once a patient has been selected, if you choose to save the document in the

Patient Library, you’ll be able to indicate whether or not you want the patient

to see the document in PortalConnect. Select Share File with Patient if you

wish the patient to have access to this document in PortalConnect.

Please note: The patient must be registered to PortalConnect to view

the document.

5. You can then capture internal remarks and/or shared notes with patient

- Internal remarks never display to the patients, regardless of whether the

file is shared with patient. Those are notes only the providers and staff

can view.

- Shared notes with patients are visible to the patient if the file is shared

with them, and if they open it in PortalConnect.

- For both internal remarks and shared notes with patient, you can click the

Template icon to quickly access existing templates (created in the Admin

section of the application, under Settings > Templates)

6. The following file information also displays in the document reviewer:

- File name (which you can edit)

- Source (which you can edit)

- Category (which you can edit)

- Uploaded by (read-only)

- Date (read-only)

- Size (read-only)

- File type (read-only)

Please note: Depending on your screen resolution, some of this

information may only be visible on demand. If not visible at a glance,

click Show File Info just beneath the Category field.



7. A Create Task link allows you to quickly create a task. You’ll be redirected to

the Tasks dashboard. Once you have saved the task, simply click the Library

tab to return to Document Reviewer. When a task is created from the

Document Reviewer, the following fields are prefilled:

- Task type is preset to Document Review

- Assignee is preset to provider name (even if staff working on behalf)

- If document is assigned to a patient, About Patient is also preset in the

task. Warning: even if you haven’t saved the changes, the displayed

patient in the top left corner will be added to the Task. You can always

remove the patient information in the Task dialog box, but you will need to

do it manually.

8. Once reviewed, you can check the Mark as Reviewed check box.

Please note: unlike with the standard document viewer, you need to

manually indicate that a document has been reviewed.

9. Once you have completed the review and entered remarks or notes, if any,

you can sign the document by checking the Sign Electronically check box.

- When you check Sign Electronically, a dialog will pop up prompting you to

enter your password.

- Enter your password and confirm.

- If you intend to review and sign many documents during your working

session and want to avoid having to capture your password for each

document signature, leave the box labeled Remember your password for

the current document reviewing session? checked. If, for security matters,

you prefer the Document Reviewer to request a signature each time, just

uncheck this box and a password will be required for each signature.

10. When you have completed the review of a document, save your changes by

clicking Save and you can the exit the reviewer or navigate to other

documents using the Prev and Next arrow at the left bottom of the page.

Please note: Once a document is filed to the Patient Library, if you close

the Document Reviewer, this document will no longer be accessible from

the Document Reviewer. That is, if your review process consists in first

assigning documents to patient and editing file info, and later, the

provider reviews and signs, make sure that patient-specific documents

are not saved to Patient Library until you are ready to sign.

Note also that concurrent access to the same document is not allowed.

Two users cannot be working on the same document at the same time.



7.2 Archiving or deleting a document

1. To archive a document, select the red Discard button in the bottom right

corner, and then select Archive. The document will then be stored in the

Archives folder of the selected library.

2. To delete a document (e.g. junk faxes or duplicates), select the red Discard

button in the bottom right corner, and then select Delete. A confirmation

message will display. Select Yes to delete permanently the document.

Please note: When a document is discarded (archived or deleted), the

document is immediately removed from the series of documents you can

browse using the Document Reviewer. If there was only one document, the

Document Reviewer will close automatically.



7.3 Internal Remarks vs. Shared Notes with Patient

Both fields Internal Remarks and Shared Notes with Patient are not only

available in the Document Reviewer, but also wherever one can capture remarks

and notes in a document. So in the Upload dialog box, and in the standard

document viewer, you’ll also notice that we now have two distinct input boxes to

capture the appropriate comments.

Please note: Notes captured by the patient when uploading a file in the

PortalConnect library will display in the Shared Notes with patient section,

preceded by “entered by patient” to differentiate from notes entered by

the provider or staff and shared with patient.

7.4 Document viewing options

Underneath the document displayed in the right pane, the following actions icons

are available

- Navigate the document (change pages)

- More actions

- Message (Send as attachment)

- Open in browser

- Download

- Rotate 180

- Flip

- Zoom in/out

- Resize (fit to width, fit to height).

7.5 Closing the Document Reviewer

To exit the Document Reviewer, click the Close button in the bottom right corner.



Chapter 8

Medication and Prescription

Enhancements _________________________________________________________________________________________________

8.1 Medication grouping in EHR

In the EHR and PHR sections of the Patient Record, it is now possible to have a

grouped view of the Current and Past Medications.

1. To the left of the Medications section title, a Group or Ungroup link displays.

Select to change the manner in which the medications are displayed.

2. When medications are grouped, only the medication names are shown at first

glance. To see the details for a specific medication, click the arrow to the left

of the medication name and strength/dose will display. To see the actual

medication or prescription details, click on the arrow to the left of the strength

and all prescriptions (or medications) will display.

3. You can quickly renew a medication even when Medications are grouped.

Select the pen icon to the right of the Medication name and select Renew.

The Update Medication dialog box will display and, when in grouped view, will

include the medication details of the latest prescription for this specific

medication.

4. You’ll also notice that when custom patient instructions have been added for

a prescription, this information is now shown in the EHR.



8.2 Drug Monograph

Whenever adding, editing or viewing prescriptions, in the Add Medication or

Update Medication dialog, a new View Monograph link appears in the top right

corner of the dialog box. Click View Monograph to see medication information.

Click the Back link at the bottom left corner of the Drug monograph window to

return to the medication dialog box.

Please note: The Drug Monograph is also available when adding medications

in the visit documentation of a patient.

8.3 Drug Formulary performance improvement

Improved performance now provides faster access to the Drug Formulary.



8.4 Batch Renewal

It is now possible to quickly renew, in batch, multiple prescriptions of one patient:

1. To the left of the Medications section title, a Renew link displays.

2. Click Renew to show the list of all of the patient’s current and past

prescriptions. For grouped medications, the most recent prescription is

shown.

3. Select (using the check box) which medication you want to renew for the

patient and then click Next. The Update Medication dialog will then appear

sequentially for each of the prescriptions selected.

Please note: Batch renewal is also available when adding medications in the

visit documentation of a patient.



Chapter 9

Additional Enhancements _________________________________________________________________________________________________

9.1 Notification dashboard

Under the Messages section, a new sub-tab is now available and displays

various notifications received in a session.

1. The Notifications section contains the session history of various notifications

received during a user session such as notifications of new messages, new

tasks, etc.

2. When a new notification is available, a red badge will display in the top right

corner of the application over the user avatar.

3. To see the notifications, you can click the red badge to automatically navigate

to the Notifications section.

Please note: Notification are for informational purposes only. They are

similar in content to notifications you sometimes see displayed temporarily

in the bottom right corner of the application when a new event occurs. You

are never required to review or take action on these notifications; they are

for informational purposes only for those who would like to see all of them

at a glance.



9.2 Clinical summary enhancements

1. When printing the clinical summary for a finished visit, the provider’s

electronic signature is added to the exported summary.

2. Prescription patient instructions, if any, are now available in the clinical

summary.

9.3 Blue button export

In the Export/Import section of the patient record, you can export the patient

health record in the “Blue Button” standard format. This feature is also available

to your patients in the Export section of their Health Record in PortalConnect (for

registered patients only).

9.4 Patient-related tasks available from patient record

1. In the patient record, a new Tasks section is available in the left pane. This

section allows you to see all the tasks related to a specific patient (i.e. when

creating a task, if you select a patient in the About Patient section, this task is

also visible from the patient record).

2. You can also create a task for the specific patient directly from this section.

When clicking New Task, the About Patient section is already prefilled with

the patient information.



9.5 Search by membership plan

Using Advanced Search, you can now search and retrieve a list of all the patients

that are registered to a specific plan.

9.6 New task type: Telephone Message

When creating or editing tasks, a new task type is available in the Type drop

down: Telephone Message.

9.7 Plan Terms and Conditions rich text support

Membership plan Terms & Co field now supports rich text edition.

Please contact [email protected] with any questions.

mailto:[email protected]

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