eCWSystem Admin Guide

© eClinicalWorks, Westborough, MA. All rights reserved. Jan 2007.

SYSTEM ADMINISTRATION GUIDE

Version 7.0 R1.9

System Administration Guide

2 Copyright eClinicalWorks, Westborough, MA. All rights reserved. Jan 2007.

DOCUMENT CHANGE LOG The following document details the System Administration segment of eClinicalWorks for Version 7.0 Release 1.9. Version-specific updates of this document are released biannually with information compiled from individual release notes.

The change log below lists recent updates, along with the date they were added to the document.

Date Change

12/05/06 Release of initial draft

01/31/07 Release of final version



CONTENTS Using this Guide ______________________________________________ 5

Security Settings ______________________________________________ 6

Specifying the Administrator_______________________________________________ 6 Specifying a Co-Administrator________________________________________________________ 7

Selecting Security Settings by Users _________________________________________ 8 Selecting Security Settings with Templates _____________________________________________ 9

Selecting Security Settings by Attribute _____________________________________ 10

Provider and Staff Setup _______________________________________ 12

Providers _____________________________________________________________ 12 Staff_________________________________________________________________ 14 Uploading Images ______________________________________________________ 15 License Information ____________________________________________________ 17

Patient Setup _______________________________________________ 18

Adding Mandatory Fields for Patient Information ______________________________ 18

Facility Setup _______________________________________________ 20

Facility Groups_________________________________________________________ 23

Setting up Databases _________________________________________ 25

Pharmacy ____________________________________________________________ 25 Referring Physicians ____________________________________________________ 26

Entering Personal Information ______________________________________________________ 26 Entering Provider Numbers_________________________________________________________ 27 Entering Billing Information ________________________________________________________ 30 Configuring Mandatory Fields _______________________________________________________ 32 Associating Referring Physicians with Insurance ________________________________________ 33

Zip Codes_____________________________________________________________ 33 Lab Companies ________________________________________________________ 34 Custom Prescription Categories ___________________________________________ 35

Machine and User Settings _____________________________________ 38

Local Settings _________________________________________________________ 38 My Settings ___________________________________________________________ 39 Practice Defaults _______________________________________________________ 41 Authentication Settings__________________________________________________ 42 Hard Reset Password ___________________________________________________ 44 Unlocking a User Account ________________________________________________ 45 Browse Text __________________________________________________________ 46 Fax Server Setup _______________________________________________________ 46

Logs ______________________________________________________ 49

Encounters Log ________________________________________________________ 49 Fax Log ______________________________________________________________ 50



Letter Log ____________________________________________________________ 51 User Log _____________________________________________________________ 52

ePrescription________________________________________________ 54

Registering Prescribers __________________________________________________ 54 Assigning Refill Authorization _____________________________________________ 55 Linking Pharmacies _____________________________________________________ 55 Setting up Prescription Information ________________________________________ 57



Using this Guide This document is intended to guide Office Administrators through the initial setup of the eClinicalWorks system:

This guide provides step-by-step procedures for establishing physician, staff, and facility profiles, as well as configuring the eClinicalWorks application with user, practice, and security settings.

For details about front office procedures using eClinicalWorks, refer to the Front Office User's Guide.

For details about electronic medical records and the most common procedures of the medical professionals in the practice, refer to the EMR User's Guide.

For details about billing, refer to the Billing User’s Guide.



Security Settings Security attributes allow the Administrator to designate access to the features of the eClinicalWorks system that the Administrator wants each user to have.

The Administrator can designate security permissions by selecting a user and a set of security attributes or can select an attribute and the set of users who have permission to use it.

Specifying the Administrator The Administrator of the system is the person in your practice who has access to all features of the system and all security clearances.

To specify the administrator:

1. From the File menu, select Settings > eClinicalWorks Administrator.

The eClinicalWorks Administrator window opens and displays the name of the person who has been designated Administrator, as well as list of the people who have been designated Co-Administrators.

For more information on Co-Administrators, see Specifying a Co-Administrator .

2. To change the administrator, click Change.

Only the administrator can change the name in this field.

The Users List window opens.



3. In the User List drop-down list, select the group from which you

want to select the new administrator. 4. Check the box next to the person who will be the new

administrator. 5. Click OK.

Specifying a Co-Administrator A co-administrator has the same security settings as the administrator. You can have permanent co-administrators or assign the role only when the administrator is away.

To specify a co-administrator:

1. From the File menu, select Security Settings.

The Security Settings window opens.



2. Click the By User tab. 3. Select a staff member. 4. Check the Manage Security check box. 5. Click Save to save the selection. 6. Click Close. 7. To view the list of co-administrators, select File > Settings >

eClinicalWorks Administrator.

The list of co-administrators is displayed in the Co-Administrators field.

Selecting Security Settings by Users To set security by user:





2. Click the By User tab. 3. Select a staff member. 4. Set permissions for the staff member:

Important! Initially, all permission check boxes are unchecked, but all staff members are granted access to most features. To grant access, you must select a staff member and then check the relevant permission check boxes for that person. You must repeat this selection for each staff member.

For new staff members, check the Permission check box at the top of the list in the right pane. This selects all permissions and you can remove checks for attributes that the staff member will not have permission for.

For existing staff members, the permissions that have been granted to that staff member have been checked in the list in the right pane. Select or remove features, as necessary.

5. Click Save to save your changes. 6. Repeat the selection and save operation for all the employees for

whom you want to add security attributes.

Selecting Security Settings with Templates If you have many staff members who need the same settings, such as billers or nurses, you can streamline the process of assigning security settings. You can create and save a template, and then copy the



template settings to each biller or nurse by clicking Copy from Template. There are separate templates for Providers and Staff.

To set security for users with a template:

1. Select Template at the bottom of the list of providers or staff.

2. Click the check boxes to select the appropriate permissions for the

group of employees you are setting up. 3. Click Save to save the template. 4. Select a staff member or provider. 5. Click Copy from Template.

The template settings are set for the selected person.

6. Click Save to save your changes. 7. Repeat the copy and save operation for every user you want to

have the template's settings.

Selecting Security Settings by Attribute In addition to assigning security access by user, you can select a security attribute and assign it to all the users you want to have it.

To assign security attributes:



2. Click the By Security Attribute tab.



3. Select a Security Item from the list in the left pane.

In the right pane, the list of users displays and a check appears next to all users who have been assigned that security item.

4. Place a check in the box next to the users for whom you want to add the selected security item.

5. Click Save. 6. Repeat the selection and save operation for all the attributes you

want to assign.



Provider and Staff Setup This section describes how to enter settings for the providers and staff in your practice.

Providers To establish providers in your system, enter their information into the Providers file. This information is used in billing and record-keeping.

To set up providers:

1. From the Admin band, click the Providers icon.

You need your username and password to log onto Admin. The Providers window opens.

2. Click Add.

The Personal Info window opens. To modify the information for an existing Provider, click the name in the Providers window.



Enter the required fields:

Last Name First Name Primary Service Location Password Confirm Password

Enter other information that will be used by your practice.

The following fields are important for treatment, billing and claims:

Degrees/Credentials Taxonomy code Specialty Provider initials Social Security number



DEA number Provider Tax ID (Enter with no dashes) NPI

Note: After May 23, 2007, HIPAA regulations require that all physicians be identified by their NPI number for electronic transactions.

UPIN EMC Provider ID Medicare group number or PIN Medicaid group number or PIN Mammography certification number Champus group number Blue Shield group number or PIN Tax ID suffix or Provider site ID Specialty license State license Anesthesia license Taxonomy Code Provider Initials

If you need to look up the Taxonomy Code for your specialty category, go to www.wpc-edi.com/codes/taxonomy.

3. Select the new provider's gender using the Male or Female radio buttons.

This selection determines the icon that appears with the provider's name on the Practice band.

4. Copy a visit duration for the new provider from an existing provider in the Copy visit type duration from provider drop-down list.

5. Click Save to return to the Providers window.

Staff To set up your staff members, enter their information in the Staff file.

To set up Staff:

1. From the Admin band, select Staff.

The Staff window opens.

http://www.wpc-edi.com/codes/taxonomy



2. Click Add

The Personal Info window opens. To modify the information for an existing Staff member, click the name in the Staff window.

Enter the required fields and any other information as needed. At the minimum, you must enter Last and First Name, Primary Service Location, Username, and Password.

3. Click Save to return to the Staff window.

Uploading Images After each provider and staff member is set up, the administrator can upload images of their signatures and a logo for the practice. These images can be used when printing letters or faxing and printing prescriptions.



To upload signature and logo images:

1. From the File menu, select Settings > Upload Images.

The Upload Images window opens.

2. To upload a signature:

Click the Signature tab. Select the provider name from the Provider drop-down list. Click the More (…) button next to the Signature field to

browse for the provider's signature file.

The file displays in the Preview window.

3. To upload a practice logo: Click the Logo tab. Click the More (…) button next to the Logo field to browse for

the practice's logo file.

The logo is used in the Modern I and Modern II Progress Notes.

4. If your server requires authentication for uploads: Enter your user name in the UserName field. Enter your password in the Password field.

5. Click Upload to upload the file or files you selected.



License Information Each provider in your practice is licensed to use the eClinicalWorks software. Authorization to use eClinicalWorks is granted with a license key that is unique to each provider. Licenses are updated automatically by the eClinicalWorks Support team.

To view license information:

1. From the Help menu, select License Info.

The License Information window opens.

2. Select a provider name from the Provider drop-down list.

The provider's full name and license start and expiration dates appear in the corresponding fields.

3. Click OK to exit.



Patient Setup You can set up the type of patient information that appears in patient records in the eClinicalWorks system.

Adding Mandatory Fields for Patient Information On the Patient Information window there are a number of fields that must be filled in to add a patient to the eClinicalWorks system. These fields are marked on the window with red asterisks (*) Among these fields are the patient's first and last name, date of birth, and sex.

If your practice requires additional information on patients, you can configure additional mandatory fields, such as home telephone number, social security number, and primary care physician that must be filled in before the patient can be added to the system.

At the same time, you can add mandatory fields for guarantor information.

To add patient and guarantor mandatory fields:

1. From the Patient menu, select Configure Demographics Mandatory Fields.

The Demographic Mandatory Fields window opens.

2. Select the check boxes next to the types of information that you

want to configure as mandatory fields for patients, guarantors, or both.

3. Click OK.



The fields you selected appear with a red asterisk in the Patient Information and Guarantor Information windows.



Facility Setup Facility information is used on insurance claims and reports. The Facility ID and POS (Place of Service) are stored in the Facility file.

To set up your facility:

1. From the File menu, select Facilities.

The Facility Lists window opens.

You can filter this list by selecting a Facility Type from the drop-down list.

2. Click New.

The Facility Information window opens.

3. To modify an existing facility, highlight the facility in the Facility List window and click Update.



4. Enter your Practice Name in the Name field. 5. Enter an abbreviation of the name in the Code field.

This code is used to identify the facility in many windows throughout the system.

6. Select the Type from the drop-down list – Practicing Facility, Consulting Facility or Hospital Group.

The facility type is used for filtering the facility list view.

7. Select the Resource Color; this will be the background color on the Resource Schedule.

8. Check the Primary Practice box if this is the primary practice location.

9. Click the Billing Address tab.

Enter the billing address information. This is important for insurance payments.



10. Click the Facility IDs tab.

Enter the information that is relevant for your practice.

11. If your practice performs in-house labs, enter the CLIA ID

NUMBER.

The CLIA number is the Facility Lab ID # from the Department of Public Health. CLIA numbers are waived for practices that do not do their lab work in-house.

12. For Facility Type, enter FA (for all practices). 13. Select the Place of Service (POS) from the drop-down list.



This is required for insurance claims.

The Facility/Lab ID Numbers at the bottom of the window are normally issued by Medicare and Blue Shield to facilities such as hospitals, nursing homes and surgical day centers.

The Facility ID Type is always LU except for MA Medicare and BCBS submitted through the Emdeon and McKesson Clearinghouses. MA Medicare ID Type is 1J and BCBS is 1B.

14. Click OK to return to the Facility List window.

Facility Groups You can set up Facility Groups, which enable the grouping of facilities based on practice preferences for reporting purposes. You can run Claims IPE for Facility-filtered claims. There are several windows that allow you to search by Facility or Facility Group, some examples are:

Accounts Look-up window Patient Inquiry Detail window Batch window

To set up a facility group:

1. From the File menu, select Facility Groups.

The Facility Groups window opens.

2. Click Add.

The Facility Groups information window opens.



3. Enter a short Group Name (up to 15 characters) and a Group

Description. 4. Check the facilities to add to this group. 5. Click Save.



Setting up Databases

Pharmacy To set up pharmacies:

1. From the File menu, select Pharmacies.

The Pharmacies window opens.

2. Click New.

The New Pharmacy window opens.

Complete the necessary fields.



Note: The first field for the Fax number is for the dial-out access number, if your practice uses one and 1, if the number is in a different area code.

3. Click OK.

Referring Physicians To establish referring physicians in your system, you need to set up their personal information, provider numbers, and insurance information.

Entering Personal Information To enter personal information for referring physicians:

1. From the Admin band, select Referring Physicians.

The Referring Physicians window opens.

2. Select the physician:

To add a new referring physician to the system, click Add. To modify an existing entry, click the name in the Referring

Physicians window.

The Personal Info window opens.



3. Enter required information, indicated by an asterisk (*), and other

information that will be used by your practice, including the NPI.

Note: After May 23, 2007, HIPAA regulations require that all physicians be identified by their NPI number for electronic transactions.

It is important to enter the UPIN if the physician is a Medicare provider.

Note: If you want UPIN to be a mandatory field, select Configure Provider Mandatory Fields from the File menu and check the appropriate box.

4. Click Save.

Entering Provider Numbers To enter referring physician's provider numbers:

1. From the File menu, select Provider Numbers.

The Provider Numbers window opens.



2. Select Referring Providers from the Provider Type drop-down list. 3. Select the provider's name:

Highlight the name on the list. Enter the provider's last name in the Search provider field. Use the <<Prev and Next>> buttons to page forward and back

in the list. 4. Click View Provider Numbers.

The Provider Insurance Data window opens.



5. Select Individual Insurances from the View By drop-down list. 6. If there are no insurances listed, click Add, select one from the

Insurances window, and click OK. 7. Double-click on an insurance company in the grid.

The Provider Billing Data for Insurance window opens.



Field Information

Provider The name of the referring physician

Insurance Information about the insurance you selected that has been entered in the system.

Copy Tax ID Populates the Group and Provider Number fields with the provider's 9-digit tax ID number.

Provider Number and ID The physician's number with the insurance company and the ANSI code for the insurance type. These are mandatory fields.

Group Number and ID The physician's number with the insurance group and the ANSI code for the insurance group type. These are mandatory fields.

Effective Date The date on which the Provider and Group numbers became effective.

Use HCFA Defaults Check this check box to populate the fields in this group box with the numbers in the Provider Number and Group Number fields.

Use Electronic Claim Defaults

Check this check box to populate the fields in this group box with the numbers in the Provider Number and Group Number fields.

8. .When you have entered all the required information, click OK.

Entering Billing Information To enter referring physician billing information:

1. From the File menu, select Provider Numbers.

The Provider Numbers window opens.



2. Select Referring Providers from the Provider Type drop-down list. 3. Select the provider's name:

Highlight the name on the list. Enter the provider's last name in the Search provider field. Use the <<Prev and Next>> buttons to page forward and back

in the list. 4. Click Billing Info.

The Provider Billing Information window opens and displays the provider name and UPIN.



5. Enter the state-based healthcare numbers, as necessary. 6. Click OK.

Configuring Mandatory Fields To configure mandatory fields for referring physicians:

1. From the File menu, select Configure Provider Mandatory fields.

The Mandatory Fields window opens.

2. To allow more than one UPIN for physicians that practice in more

than one state, check the Allow duplicate UPIN check box. 3. To make the UPIN field a mandatory field (with a red asterisk

next to it) on the Personal Info window, check the Make UPIN Mandatory check box.



4. Click OK.

Associating Referring Physicians with Insurance You can associate referring physicians with the insurances they accept so that when a provider creates a referral; the referring physician can be selected based on the insurance that the patient uses.

1. From the File menu, select Referring Physicians/Insurances.

The Referring Physicians Insurance window opens.

2. Select a Referring Physician from the Referring Physician drop-

down list. 3. Search for and select all of the insurances that the referring

physician accepts. 4. Click the Save button. 5. Repeat this process for each referring physician. 6. Click the Print button to create a print out of the associated

insurances for the selected referring physician.

Zip Codes To set up Zip Codes:

1. From the File menu, select Zip Codes.

The Zip Codes List window opens.



2. Click New.

The Zip Code window opens.

Enter the city, state and Zip.

3. Click OK.

Lab Companies To set up lab companies:

1. From the File menu, select Lab Companies.

The Lab Company List window opens.



2. Click New.

The New Lab Company window opens.

Complete the necessary fields.

3. Click OK.

Custom Prescription Categories eClinicalWorks has three standard databases for prescriptions, the Multum Rx database, the Custom Rx database for drugs and dosages that are not in the Multum database, and the NonPharma Rx database for prescription equipment, such as syringes.

In addition to these databases, your Administrator can add custom databases for other prescriptions that physicians in your practice order.



To add custom prescription categories:

1. From the Admin band, click the Admin icon. 2. Log in using the Administrator username and password.

The Admin window opens.

3. Click Rx to view the prescription categories in your system. 4. To add a category, click Categories at the top of the right-hand

pane and select Create.

The Define New Category window opens.



5. Enter the name of the new prescription category in the Name

field. 6. Enter a description of the new category in the Description field. 7. Click Save.



Machine and User Settings Local (machine specific) settings and user settings can be customized through the File menu.

Local Settings Local settings are specific to each machine.

To set local settings:

1. From the File menu, select Settings > Local Settings.

The Local Settings window opens.

2. Click More (…) next to Default Appointment Facility to open the

Facility List window and select a facility. 3. Click More next to Fax Inbox Folder to select a directory for

saving files. 4. Check the Show Printer Selection Dialog check box if you want to

be able to make printer and print option selections when you print from your local computer.

5. Check the Use Microsoft Word for HCFA Printing check box to use MS Word as the editor when you print HCFA forms.

6. To use a Dymo label printer: Check the Enable Dymo Label Printing check box.

The following 300-series Dymo LabelWriter label printers are supported:

Model 315 for 1" labels.

Model 330 for 3" labels.



To browse for and select the label template, click the More (…) button next to the Dymo Printer Template file.

7. Customize the appointment and schedule settings: Select whether the system issues a warning for multiple

bookings. Set the time interval for refreshing the schedule. Select whether to show all visits (including cancelled or

rescheduled visits) or only billable visits. 8. Select MS Excel, instead of Notepad, as the format for any copied

file by checking the Excel File check box. 9. If the Dragon Naturally Speaking voice recognition system will be

used on this computer, select the Dragon Settings check box.

My Settings The settings in the My Settings are specific to the user who has logged on. You can customize many features that affect the appearance of the screens.

To access My Settings:

1. From the File menu, select Settings > My Settings.

The Settings window opens.

2. On the My Providers tab, select your Default Appointment

Facility. 3. Select the providers whose names appear in the Practice band and

on the Resource Scheduler:



Select a name from the list of providers. Click => to move the name to the My Providers List.

4. Click the User Settings tab.

5. On the Views tab, select the options for information display in

Web or classic view.

Web-based views provide improved flexibility and navigation. It is recommended that users become familiar with the new web views since these offer significant functionality improvements.

In the… …the Web View Option…

Lab Review window enables the Lab Results window to be in the updated web style and includes the new Patient-centric view.

Document Review window

enables the Document Details/Review window to be in the updated web style and includes the new Patient-centric view.

Lookup Pages Style enables the web styles for the Telephone Encounters, Labs/Imaging, Messages, Referrals, and Review Documents Lookup windows.

Telephone Encounter window

enables the Telephone Encounter window to be in the updated web style and includes the new Patient-centric view.

Patient Hub includes Hot Keys (Alt + letter) to perform common actions using keyboard command. For example, press Alt + M to launch the patient’s Medical Summary.

Claims Lookup offers two views of the Claims Lookup window:



Pmts/Refunds = Paid Amount minus Refunds (use this to see the net paid amount)

Pmts/Adjust = Paid Amount plus Adjustments plus Withheld minus Refunds

If you make a change on the Views tab, you must log out then log in again for the changes to take effect.

6. On the Show/Hide tab, select whether the features listed appear in the windows of the software.

Feature Show or hide…

Outlook Tree View The Navigation Pane on the left. The left patient-centric toggle button shows or hides the Navigation pane regardless of your selection here.

Handwritten Signature The signature of the appointment provider for printing and faxing or the signature of the provider who locks a Progress Note.

Patient Dashboard The patient Dashboard. The middle patient-centric toggle button shows or hides the Dashboard regardless of your selection here.

Patient Chart Panel The chart panel that displays to the right of Progress Notes and new Telephone Encounters windows. The right patient-centric toggle button shows or hides this chart panel regardless of your selection here.

Patient Hub Chart Panel The chart panel that displays to the right of the Patient Hub.

Providers Initials in Progress Notes

Provider's initials in the Encounters drop-down list in the Progress Notes.

Discontinued Drugs Discontinued drugs in the Multum database

Display insurance at line item level payment posting

The insurance group name for the insurances listed in the Insurance(s) list on the Payment Posting window.

7. Click OK.

You must log out of eClinicalWorks then log in again for your selections here to take effect.

Practice Defaults You can select default features for all the computers in your practice and simplify the display of data in the system.

1. From the File menu, select Settings > Practice Defaults.



The Practice Defaults window opens.

2. Select the default sex for new patients in the Default sex for new

patients group box. 3. Make new immunizations billable by default by checking the

Check Billable for New Immunizations by default check box.

Authentication Settings Authentication settings allow the administrator to determine how a user is allowed to log on and work on the eClinicalWorks system.

The system administrator can:

Specify a minimum password length for all providers and staff

Set eClinicalWorks to time out after a specified time period. Once the timeout is initiated, the user must re-enter a username and password to continue using eClinicalWorks. Another user must open a new instance of eClinicalWorks using their own username and password.

Turn on a lock on a user's account if they enter the wrong password more than a specified number of times.

To set the minimum password length:

1. Click File > Settings > Authentication Settings.

2. Click the check box for Password Minimum Length.



3. Enter the number of characters that is desired for the minimum

length.

4. Click OK to Save.

Note: Impact to Current Users

If a user currently has a login with a password that is less than the minimum length set by the administrator, then they will receive the following prompt on their next login:

5. Click the Yes button to change the password. If the user clicks No

they will not be logged into eClinicalWorks.

6. Enter your old password

7. Enter and confirm your new password ensuring that you follow the new minimum password rule

8. Click OK to save the new password, and you will be logged into the system



Note: If the Administrator's password is less than the minimum length, it does not have to be changed at the next login.

To set the session inactivity time out:

1. Click File > Settings > Authentication Settings

2. Select the check box for Session Activity Time Out

3. Enter the number of minutes for the time out to be applied. The number displays as 00:00:00 (hh:mm:ss)

To lock accounts after failed login attempts

1. Click File > Settings > Authentication Settings.

2. Select the check box for Authentication Failure Lockout.

3. Enter the number of login attempts that are allowed before the account is locked.

4. If the user enters the wrong password when logging in then their account is locked (at the point of the failed logins being met) and the following message displays:

Note: The system administrator account does not lock because the administrator is the only user who can unlock an account.

For more information, on unlocking an account, see Unlocking a User Account.

Hard Reset Password The system administrator can use the Hard Reset Password feature to reset a user’s password. Only the administrator has access to this function.

To reset a password:

1. From the File menu, select Settings > Hard Reset Password.

The Reset Password window opens.



2. Select All, Providers, or Staff from the Users List drop-down list. 3. Check the box next to all users for whom you want to reset the

password. 4. Enter and confirm the new password. 5. Click OK.

Unlocking a User Account Only the system administrator or co-administrator can unlock an account.

To unlock a user account:


2. Click the Locked Users button.

The Locked Users window opens.

3. Select the user and click the Unlock Users button.



Browse Text The Keywords windows that open when the provider clicks on the Browse buttons in the Progress Notes have a default text length. However this default limit can be removed on these windows. If unlimited text is a necessity for your practice, contact the eClinicalWorks Support department to have unlimited text length enabled in these windows on your system.

Fax Server Setup The fax server is the feature of the eClinicalWorks system that actually sends prescription, referral, or other types of faxes from your practice to a pharmacy or practice. You must set up the fax server with information that will allow it to transmit these faxes on the network.

To set up the fax server:

1. From the Fax menu, select Fax Server.

The Fax Server window opens.

2. Click the General tab.

Tip

If the user has forgotten their password, the system administrator can reset it by going to File > Settings > Hard Reset Password.



Field Information

Version The version number of the fax server software

Host Name The name of the computer on which the fax server software is installed.

Host IP The IP address of the host computer

Start Time The date and time that the fax server began operating

End Time The date and time that the fax server stopped operating

VNC Viewer The location and file name of the VNC Viewer software on the local computer. Click Connect to connect to the fax server host computer.

Graceful Shutdown Allows a controlled shutdown of the fax server. The fax server sends faxes in the queue before shutting down.

Restart Shuts down the fax server and discards faxes in the queue.

Enable Receive Allows the fax server to process incoming faxes

Cancel Closes the window without making changes

3. Enter the fax server configuration information. 4. Click the Global Properties tab to enter global fax server

information.



Field Information

Cover Page Enter "Yes" or "No" to indicate whether faxes from your practice include a cover sheet. The cover sheet is installed on the fax server.

Prefix The external access number for the telephone system at your practice (usually 8 or 9). This number populates the prefix field for fax numbers.

Resolution The print resolution of the faxes. Enter "High" or "Low".

Retry Count The number of times the fax server attempts to send a fax. Three to four retry attempts is recommended.

Retry Interval The number of seconds between each retry attempt. Sixty seconds is recommended.

5. Click Save to save the information you entered on both tabs.



Logs

Encounters Log The encounters log displays a list of a specific type of encounter with the patient. This log can also be used to view the times that a patient has cancelled or rescheduled visits.

To view the encounters log:

1. Click Encounters: On the Patient Hub At the top of Progress Notes At the top of an Appointments window

The Encounters window opens.

2. Select the provider for the encounters from the Provider drop-

down menu. Click More (…) to select from all staff. 3. From the Encounters drop-down list, select the type of encounters

to view: All, Office Visits, Out of Office Visits, Telephone Encounters, or Deleted Encounters.

4. To select the encounters, click in the box next to the ones you want to view.

5. To view a log of the encounters you selected, click View Logs.



The Logs window opens and displays the encounters, what action was taken, by whom, and when.

6. To review the details of an encounter: Select the encounter. Click View.

The window that opens depends on the type of encounter you selected from the Encounters drop-down list:

If you selected… This window opens…

Office Visit Progress Notes (in eClinicalWorks Viewer)

Out of Office Visit Out of Office Encounter

Telephone Encounter Telephone Encounter

Fax Log The fax log displays the faxes that have been sent about the selected patient and allows you to view the contents of a fax.

To view the fax log:

1. Select a patient: Click the Patient Lookup button. From the Patient menu, select Lookup. Double-click on the patient's name in the Patient Lookup

window.

The Patient Hub opens.

2. From the Patient Hub, click Fax Logs.

The Patient Faxes window opens.



Field Information

Sent by The name of the person who sent the fax

Provider The patient's provider

To Name The person or company the fax was sent to

Fax No The number assigned to the fax by the fax server

Fax Status The status of the fax: Logged –- waiting to be transmitted by the fax server Completed –- successfully transmitted Failed –- transmission was not successful

Sent Date The date and time the fax was sent

3. To view a fax, select it and click View. 4. Click Cancel to return to the Patient Hub.

Letter Log The letter log displays the types of letters that have been sent to the patient.

To view the letter log:

1. Select a patient: Click the Patient Lookup button. From the Patient menu, select Lookup.



Double-click on the patient's name in the Patient Lookup window.

The Patient Hub opens.

2. From the Patient Hub, click Letter Logs.

The Letter Log window opens and displays:

The name of the letter that was sent The user name of the person who printed the letter The date and time that the letter was printed

User Log The user log displays a record of when users logged on and off the system. The default view is the current date but logs for other days can be viewed by changing the date.

To view the user log, a user must have security rights. The security attribute for the user log is Access Log Report.

To view the user log:

1. From the Admin band in the navigation bar, select User Logs.

The User Log window opens.



2. To view the log from a different day, click the orange triangle next

to the date field and select a date from the drop-down calendar. 3. To print a log, click Print.



ePrescription eClinicalWorks allows providers to send prescriptions electronically to local pharmacies using SureScripts. SureScripts is a network provider of electronic prescribing services that forwards electronic prescriptions from your practice to the pharmacy and responses from the pharmacy to prescribers. A member of the eClinicalWorks Support team must set up this feature.

Registering Prescribers Each provider who uses ePrescriptions must be registered with SureScripts and be issued a SureScripts prescriber ID (SPI).

You can register prescribers online if your practice has registered with SureScripts. If you have not registered with SureScripts, you can obtain the SPI from your Support representative at eClinicalWorks and enter the number manually.

Note: To register a provider as a prescriber, the provider must already be entered in eClinicalWorks as a provider with name, address, telephone number and DEA number.

To register prescribers:

1. From the Tools menu, select SureScripts > Register Prescriber.

The Provider's SureScripts Registration Form window opens.

2. Select the provider name from the Select Provider drop-down list.



3. Select the type of prescribing the provider is authorized to do from the Service Level drop-down list.

4. Select the active start and end dates for the provider's authorization.

5. If you are registering the prescriber manually: Check the check box in the MR column next to the prescriber's

name. Enter the provider's SPI in the SPI field.

6. If you are registering the prescriber online, check the check box in the R column next to the prescriber's name.

The SPI is automatically entered in the SPI field.

7. Click Register.

Assigning Refill Authorization A prescriber can assign another member of the practice staff to authorize refill requests from a pharmacy.

To assign refill authorization:

1. From the Tools menu, select ePrescriptions > set eRx Assigned to.

The eRx Refills Assignment Form window opens.

2. Select the provider. 3. Select the authorized staff member from the Default eRx Assistant

drop-down list. 4. Click OK.

Linking Pharmacies To send prescriptions to a pharmacy using SureScripts, the pharmacies in your practice database must be enabled, or linked, to pharmacies in the SureScripts database. After you enable a



pharmacy, a SureScript logo S appears next to it in your pharmacy listings.

1. From the Tools menu, select SureScripts > Linking Pharmacy.

The Link to ePrescription Pharmacy Database window opens.

2. Select a pharmacy from your practice database:

Click on the pharmacy in you local listing. Enter the name in the Local Pharmacy Database field. Search by name, city, state or zip code by selecting one of

these filters from the drop-down list next to the database field. 3. Select the same pharmacy from the SureScripts database:

Click on the pharmacy in the SureScripts listing. Enter the name in the SureScripts Pharmacy Database field. Search by name, city, state or zip code by selecting one of

these filters from the drop-down list next to the database field. 4. Click Link to create a link for the pharmacy. 5. If you want to link to a pharmacy that is in the SureScripts

database but not in your practice database, click Import Selected Into Pharmacy Data.

6. To disable a pharmacy, select the pharmacy in the local database and click Unlink.

7. Click OK.

The system first attempts to link pharmacies by address, city, state and zip code; then by telephone number or fax number.



Setting up Prescription Information As part of the setup for ePrescription, the prescription information must include the duration of the prescription, the number of doses, and refills. Columns for this information must be shown on the Rx pane of the Treatment window in Progress Notes that are filled out by any registered prescriber.

To display the prescription information for a prescriber:

1. From the File menu, select Settings > My Settings.

The settings window for the logged-on user opens.

2. Select the User Settings tab. 3. Select the Show/Hide tab. 4. Select the Show button next to Dispense, Duration and Refill info

in Select Rx screen for Multum drugs 5. Click OK.

eCWSystem Admin Guide

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