PRACTICE MANAGEMENT

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Copyright © 2012 Nightingale Informatix Corporation. All rights reserved.

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Table of Contents

Table of Contents ........................................................................................................................................ 1

Practice Management ................................................................................................................................. 3

Introduction to Nightingale On Demand (NOD) ......................................................................................... 4

Overview ................................................................................................................................................ 4

Log into the NOD Application ..................................................................................................................... 4

Training Account .................................................................................................................................... 4

Production Account ............................................................................................................................... 5

Navigate the NOD Application .................................................................................................................... 5

Modules and Menus ............................................................................................................................... 5

Active Window ...................................................................................................................................... 6

My Patients Tab Overview ..................................................................................................................... 6

Keyboard Navigation .............................................................................................................................. 7

The Help Menu....................................................................................................................................... 7

Exercise 1 – Help Function ..................................................................................................................... 8

The Dashboard ............................................................................................................................................ 8

Dashboard Preferences.......................................................................................................................... 9

Global Preferences ........................................................................................................................... 9

Location Specific Preferences ........................................................................................................... 9

myDisplay Customization ............................................................................................................... 12

Manage Menu Icons ............................................................................................................................ 13

Exercise 2 – Dashboard Settings .......................................................................................................... 13

Patient Registration and Chart Management ........................................................................................... 14

Detailed Registration ........................................................................................................................... 14

Mandatory fields when registering a client .................................................................................... 15

Socio-demographics ............................................................................................................................. 15

Registration Save Options ......................................................................................................................... 16

Exercise 3 – Client Registration ............................................................................................................ 16

Open a Client Chart ................................................................................................................................... 17

Hot List ................................................................................................................................................. 18

Client Card Swiper ................................................................................................................................ 18

Edit a Client Chart ................................................................................................................................ 18

Exercise 4 – Chart Manipulation....................................................................................................... 19

Scheduling and Appointment Management ............................................................................................. 19

Schedule Navigation Bar ........................................................................................................................... 20

Manage Day Notes ............................................................................................................................... 20

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Booking Appointments – For Existing Patients .................................................................................... 20

Exercise 6 – Booking an Appointment ................................................................................................. 21

Appointment Management ................................................................................................................. 22

Exercise 7 – Schedule Management .................................................................................................... 23

Viewing Schedule Groups .................................................................................................................... 23

To create a Schedule Group ........................................................................................................... 23

Exercise 8 – Schedule Groups .............................................................................................................. 24

Searching the Schedule ............................................................................................................................. 25

Patient Appointment Search ............................................................................................................... 25

Next Available Appointment Search ......................................................................................................... 25

Schedule Reports ...................................................................................................................................... 26

Exercise 9 – Schedule Management .................................................................................................... 27

Practice Management Tools ..................................................................................................................... 27

To Do List .............................................................................................................................................. 28

Assigning Tasks to Yourself or Others ............................................................................................. 28

Recording Completed Tasks ............................................................................................................ 29

Outstanding Tasks ........................................................................................................................... 29

Exercise 10 –Tasks ................................................................................................................................ 30

Adding Administrative Phone Calls ..................................................................................................... 31

Exercise 11 –Phone Actions ................................................................................................................. 31

Messages ........................................................................................................................................ 32

Creating a New Message ...................................................................................................................... 32

Chart Overview ......................................................................................................................................... 33

Details Menu ........................................................................................................................................ 33

Summary ......................................................................................................................................... 33

Patient Contact Summary ............................................................................................................... 34

Viewing the Patient Contact Summary ................................................................................................ 34

Client Scheduling History ................................................................................................................ 34

Client Chart History ........................................................................................................................ 35

CPP/Encounters/Lab Results ..................................................................................................................... 35

Referral Management ............................................................................................................................... 35

Exercise 14 – Referral Management ......................................................................................................... 36

Creating Refill Requests ............................................................................................................................ 36

Using the Print Manager ........................................................................................................................... 38

Securing Data ............................................................................................................................................ 39

Advanced Document Management .......................................................................................................... 40

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Practice Management

Overview of the Course This course covers the basics of the Nightingale on Demand (NOD) software application. This

courseware is intended to accompany Nightingale Informatix Corporation, instructor-led training

sessions for Practice Management. After attending this session and performing the provided

practice exercises, participants will be able to:

� Navigate the Nightingale application

� Customize personal account preferences

� Register patients and manage patient records

� Book and manage patient appointments

� Create and manage individual and group schedules

� Create schedule reports

� Navigate non-clinical chart sections

� Use internal messaging and task management tools

� Advancement Document Management

ROLE – This document is intended for Front Desk Staff, Receptionists, Office Managers, and

Administrators who perform related tasks for those positions. Nurses and providers may find this course

useful if they are performing any of the basic office tasks but attendance is optional for this group.

SKILL LEVEL – You should have a working knowledge of Windows and Internet Explorer. Also, you should

have a working knowledge of practice management.

PRE-REQUISITES – Review the Getting Starting guide before logging into the training site to change

necessary Internet Explorer settings and to make sure your Internet Explorer is properly set up.

DELIVERY – This document is intended to accompany Nightingale Informatix Corporation, instructor-led

training sessions; It can also be used alone as a supplement or as a review.

About This Course

A high-speed internet connection and specific Internet Explorer settings are required to use NOD.

Before logging into the training site, use the Getting Starting Guide to make sure your computer is

set up properly.

Throughout this manual, there are several conventions that are used to make the information

easier to use and understand.

• Navigation is presented as bold text separated with a vertical line (|)

e.g. Patients | Registration | New.

This means the Module (found to the left of the screen) is clicked. The rest of the menu items

are selected by pointing the mouse over the selection (hovering, not clicking) until the final

menu item which is clicked.

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• Modules and other specific buttons, windows, etc. of NOD are Bold; e.g. Click Save to save

changes to a client demographics.

Introduction to Nightingale On Demand (NOD)

Overview

The Nightingale on Demand (NOD) application is an ASP (Application Service Provider) based Practice

Management and Electronic Medical Records system that aims to provide a paperless solution to

medical clinics and healthcare organizations.

Since NOD is an ASP based application, client charts, labs, billing, scheduling and other related

information can be accessed from any computer whether at home, at the office or any other

location that meets the minimum required specifications and has an internet connection. No

client data resides on any computer that accesses the application and hence there is no need for

routine backups and ensuring the physical security of an office server. All client charts and

related information reside on highly secure central servers. In addition, all activity on the

clients’ charts is logged.

Log into the NOD Application

Nightingale consultants will create two separate accounts for all centres - a training account and

a production account. The training account is very similar to the production account and is used

to conduct all training sessions. The production account will hold real client data and is used

when the centre goes live.

Training Account

You will be provided with a username and a password by your centre’s administrator. Go to the

website: https://training.mynightingale.net. Enter your username and password to log into the

training account. Click Enter.

Boxes like this are included in the manual to provide hints or tips about a particular

section.

Trainees are encouraged to:

* Take notes in their workbook

* Ask questions

* Complete the practice exercises

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Production Account

To access the production account, you will need an RSA SecurID® token that provides a higher

level of security than passwords. Your administrator will provide you with a user name and RSA

SecurID token that you will use to log into your production account. Detailed instructions on how

to log into the production account will be given to you with your RSA SecurID.

Navigate the NOD Application

Each page in the NOD application has several consistent features. You can develop an efficient

workflow and reduce the time to find a function by understanding how to navigate through the choices

on the page.

Modules and Menus

NOD is divided into nine different modules that are displayed to the left of the screen at all times. To

open or switch to a different module, simply click the name of that module. Each module opens in a

separate Internet window.

Module

Description

Dashboard Reminders, notifications, account settings and preferences

Schedule Client appointments, Day sheet reports, Setup

Patients The client’s chart, registration, CPP, encounters

Billing Invoicing, Financial reports,

Office Actions Messages, Tasks, Work queues

System Setup Location specific setup and customization

Reports Operational, Financial, Clinical and Custom Reports.

Enterprise Enterprise wide setups, customization and security setup

Data Miner Advanced reporting utility to allow authorized users to report on and

analyze data

When a Module is active, the Menu at the top of the screen changes to reflect the different tasks that

are available in that module. A comparison of the Schedule module menus and the Patient module

menus is shown below.

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Active

Window

All activity takes

place in the centre

of the screen, or

the active window.

The active window

will change

depending on both

the Module and

Menu item.

My Patients

Tab Overview

The My Patients tab

of the Dashboard is

divided into three

main areas:

A. Reminders area

(left)

B. Schedule area

(middle)

C. Patient Action

area (right)

Active Window

Modules

Menus

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At the top of the Reminders area is a calendar. When you click a date, all clients scheduled for that date

are displayed in the Schedule area. The Reminders area also contains notifications or reminders for

actions that need to be completed. When you click on each reminder, NOD will open the module

needed to complete the task or review the item.

The Schedule area displays the list of scheduled clients. When you click a client’s name, the name is

highlighted in blue and that client’s summary (CPP) is displayed at the bottom of the screen. When a

client’s name is selected, you can click any icon in the Patient Action area to perform that action.

Keyboard Navigation

You can navigate within the modules of the NOD application without clicking the module menu option.

To open a module, press and hold down the Alt key and then press the key that corresponds to your

desired module, as indicated in the chart below.

Use To Open Use To Open Use To Open

Alt+A

Dashboard

Alt+S

Schedule

Alt+P

Patient

Alt+B

Billing

Alt+O

Office Actions

Alt+T

System Setup

Alt+R

Reports

Alt+E

Enterprise

Atl+L

Logout

The Help Menu

NOD has a comprehensive Help menu that provides easy to understand, step by step instructions for

completing various actions within the application. The Help menu is accessible at all times from all

modules. When accessed, it opens up to the help page relevant to the active window.

The figure below is a snap shot of the Contents tab within the Help menu which you access using

Help | Contents and then click the Index button.

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Click the blue hyperlink to open detailed help on a particular topic. Help pages can be printed by clicking

the button on the top right.

You can also use the Search tab which will allow you to search for information by typing in a topic.

We recommend that you try using the Help menu before asking for assistance.

Exercise 1 – Help Function

1. Click on the HELP button, choose ‘Contents’.

2. Choose ‘Getting Started’, noting that the HELP is associated with the module you were in when you

chose HELP.

3. From within HELP, select ‘Search’ and enter in a topic of interest (e.g., encounter). Please note

that the search will produce a list of topics with a ‘Rank’ (% of information related to search

criteria) and ‘Title’. The selected title will display the details in the window to the right.

The Dashboard

When you log into to the NOD application, the Dashboard is displayed. The Dashboard provides a

summary of your activities and notifications, and provides shortcuts to many of the functions of NOD.

The NOD Dashboard has three tabs with the following purposes:

1. My Patients - Provides you with a quick route to any task associated with the care of

clients.

2. My Practice - Provides access to reports, graphs, and statistics for your practice.

3. My Settings - Enables you to set display options for the Dashboard and configure

your own preferences.

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Dashboard Preferences

When you first log into NOD, you are taken to your Dashboard. You can change preferences to

customize how NOD will work for you on the Dashboard | mySettings | myPreferences tab.

Global Preferences

1. Default Location: If your centre is set up to have multiple locations in NOD (e.g. a main centre

location plus satellite centre locations), it is recommended you set the default location to the site

you work at the most. NOD will always open first to that location.

2. Change Password: This password is used for the NOD Lock feature as well as for the ADM

(Advanced Document Management) program.

3. Patient Hotlist Size: The Hotlist is the list of recently searched clients. You can set the number of

names that display in the Hotlist from 1 to 15.

4. Automatic Logout: NOD will become inactive after 70 minutes of being idle. You can increase or

decrease this time frame.

Location Specific Preferences

There are three

options available to

you for these

preferences.

Mandatory - These

settings are not to

be changed to

ensure accurate

data is recorded to

meet your centre’s

reporting needs.

Optional – Select

whichever option is

best for you or leave

as the default.

Recommended - These settings are suggested as the most useful but you

may choose the setting that is best for you.

1 2

3 4

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• Provider (Mandatory for Providers) – Select

yourself as the default provider allowing you to

chart under your provider name.

• Schedule (Mandatory for Providers) – Select

your schedule as the default schedule.

• Message Recipient (Optional) – Identify a

default individual for new messages you create.

• Action Recipient (Optional) – Identify a default

recipient for every new task you create. You

can choose an individual person or a user role

(e.g. Reception).

• Demographics (Mandatory) – Select the

Detailed option to allow you to enter/update

information such as priority populations.

• Rx Directions (Optional) – Select the Simple

option to enter a basic medication direction.

Select the Advanced option to allow you to

create detailed prescription instructions.

• Drug Interaction (Optional) – Select Automatic

if you want interactions to automatically appear

before you prescribe (based on the Severity

Alert – see other column). Select Manual if you

want to click the Interaction button each time

to check for interactions.

• Schedule View (Optional) – Select Normal to

see the schedule with the appointment

information, the reason for visit and comments.

Select Restricted view if you only want to see

the client’s name.

• Allergy Display (Optional) – Select the Simple

display of allergy to see two categories

(allergies and intolerances). Select the Detailed

display of allergies to see four categories (Drug

Allergy, Non-Drug Allergy; Drug Intolerance;

Non-Drug Intolerance).

• Patient Search (Optional) – Select Normal to

search for clients using Last Name, First Name

or Chart #. Select Advanced to search for

clients using additional fields such as Health

Card Number and Date of Birth.

• Search Results (Recommended) – Select

Detailed which will let you see more

demographic details prior to opening the

client’s chart.

• Clinical Template (Mandatory) - Select the

“Services Provided” template to preload into

every new encounter.

• Chart Section (Optional) - Select which section

of a client’s chart opens by default (e.g. CPP,

Chart History).

• ICD list (Mandatory) – Select ENCODEFM. This

classification system is used when choosing the

client’s Reason for Visit and Assessment/issues

addressed.

• Image Viewing (Optional) – Select Server

Control.

• Severity Alert (Optional) – Select Mild,

Moderate, or Severe to determine the severity

level alert you receive when viewing drug

interactions. You can also select <Enterprise

Settings> to use the severity level alert set for

your centre. (See also Drug Interaction setting

in previous column.)

• Medication Display (Optional) – Select Detailed

to see the client’s medications in four

categories (Long Term, Short Term, Recently

Active, Historical). Select Simple to see the

medications in two categories (Active

Medications, Historical Medications).

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You may choose your own preferences for these settings.

• Sign encounter electronically – Sign

encounters with a digital signature or sign

off encounters without a signature.

• Sign Rx electronically and Sign referral

letters electronically -

Sign the documents with a digital signature

or print the documents to be signed by

hand.

• Sign Requisitions electronically – Sign lab

requisitions with a digital signature. Note:

The ON lab requisition must be printed off

and signed by hand.

• Encounter single sign off – Sign off on the

encounter including any pending Rx, lab

requisitions or referral letters with one

single sign off. If this option is selected,

make sure you do not select the Default

Active Medications into new encounter.

This option is not recommended.

• Match Requisition – Electronic lab results

coming into NOD will prompt the user to

match to outstanding lab requisitions and

remove them from the Dashboard.

• Hide Unmatched Lab Reports – Hide labs

that have come into NOD as unmatched if

you are not the person responsible for

matching the lab results to existing clients.

• Default Past Diagnosis into new

encounter – The client’s past diagnosis

will be added into every new encounter

created for the client. This is not

recommended for multi-disciplinary

clinics.

• Default Active Medications into new

encounter – The client’s active

medications will be added into every new

encounter created for the client.

• Auto load latest form into encounter –

The latest form template created for the

client will be added into the new

encounter.

• Use Quick Search and Search Favorites –

These options are used for provincial

billing and only work with ICD quick

search. Contact your centre’s

Administrator for additional information.

• Preview Rx – Display the prescription

before you print it.

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myDisplay Customization

You can customize the look of your Dashboard on the Dashboard | mySettings | myDisplay tab.

To add icons to your Dashboard, select an action from the left column and click the Add button to

move it to the right column. To move more than one item, hold down the shift key and click the Add

All button. These selected items will appear on the right-hand side (Patient Action area) of the

Dashboard.

To add shortcut links to your Dashboard, select the required sections from the left column under the

Customize My Panel Sections and click the Add button. To move more than one item, hold down the

shift key and click the Add All button. These selected items will appear on the left column (Reminders

area) of the Dashboard.

You can reorder the Actions To Display and Sections to Display by clicking the up and down arrows

beside the list.

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Manage Menu Icons

Menu Icons are always visible on the bottom left-corner of every page in NOD. These

icons provide easy access to some frequently used tasks within the application. You can

reorder these shortcut icons by clicking and then selecting .

Drag and drop the icons to rearrange their order. Only the first 5 icons will be display on every page

of NOD.

Exercise 2 – Dashboard Settings

Configure your dashboard as follows:

1. Change preferences to the Mandatory settings.

Provider: Choose yourself

Schedule: Choose yourself

Demographics: Detailed

Drug Interaction: Automatic

Clinical Template: *Services Provided

ICD List: ENCODE-FM

2. Modify other settings.

Message Recipient: set a default message recipient

Action Recipient: set a default task recipient

3. Configure additional settings that you would use at your centre including the quick icons.

Menu Icons Dynamic* Menu Icons

Icon

Description

Icon

Description

Card Reader

View Staff Messages

New Staff Message

View overdue Actions

Create a new Task

View today’s Schedule

New Phone conversation

View Lab Reports

Address Book

* The Dynamic Menu Icons are visible

only when there is an item that needs

your attention.

Provider Education links

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Patient Registration and Chart Management

Each client in your practice will be registered in the system and the process of registration creates a

client chart. In this section you will learn how to register clients.

Detailed Registration

To register a new client, go to Patients | Registration | New. The Detailed Registration page displays

(as long as you have set detailed registration as the default on your Dashboard settings). The figure

below shows the various sections available within the Detailed Registration mode.

The table below outlines the flow of information for some of the important sections in the detailed

registration:

Section

Personal

Client’s name, Rostered Status, DOB, Sex, Marital Status, Spoken

Language, Religion, Place of Birth, etc.

Identifiers

Used to capture Canadian Health Card Numbers; Non-Insured Status;

and Socio-Demographics.

Residential Address Client address and phone numbers

Employer

Employer information

Guardian

Guardian contact information entered in this section can be used when

generating letters for minors

Contacts Able to enter the client’s emergency contact; substitute decision maker;

next of kin; as well as an external providers.

Healthcare Team Enter the providers that are part of the clients care.

Referring Provider

Enter who referred client to the center.

Do not enter allergies on the

demographics screen, they should be

recorded in the CPP.

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Preferred Pharmacies

Used in prescription refill requests; the Pharmacy list will be populated

by each centre.

Insurance Insurance companies client uses.

Drug Plan Choose the Drug Plan for each client and this will carry forward to the

medication screens.

Family Members Can associate family members that are currently registered, if one

members address is changed you are asked if you would like to change

the other family members.

Mandatory fields when registering a client

Rostered: When registering clients within NOD the Rostered check box is used to track all clients that

receive ongoing primary care. The rostered field would not be checked off for clients that only come

to groups or only see the dietitians/chiropody, etc. Once the rostered check box is selected a rostered

date box will appear. You can allow this to default to today’s date.

Spoken Language/ Official Language: can choose from a drop down of languages.

Race/Religion/Ethnicity: enter information into the appropriate field to document how a client

describes themself

Place of Birth/ Date of Arrival: enter the country of birth if a client is not born in Canada. Once a

different country is entered the Date of Arrival field will appear.

Socio-demographics

The remaining mandatory required data is captured using Patient Identifiers. Within the detailed

registration form under the Identifiers tab, Socio-demographics are recorded and updated.

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Centres are able to add additional identifiers but should not change the ones already established. It is

recommended that any additional identifiers are set up at the centre level, not individual level.

Registration Save Options

The list below briefly explains the various save options available once you have completed a

patient registration.

Save Option Button

Action

Saves the patient information

and assigns a chart number.

Opens a blank registration page

to continue registering clients.

Saves the client information and

opens a popup that enables that

client to be checked in to an

existing schedule.

Saves the client information and

remains in the Demographics

section for the client. The button

is only available for a new

registration.

Does not save the current client

and returns to a blank

registration page.

Exercise 3 – Client Registration

1. Register a client with all of the required fields

2. Register a second client who is a family member of the registered client in Step 1

3. Search for a client, edit record by adding a Health Care Team

4. Modify client status to ‘Inactive’

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Open a Client Chart

Existing client charts are opened by doing a search from Patients | Registration | Select. The figure

below shows the client search page.

Advanced search options are accessed by clicking the button. The Advanced Search

window provides additional criteria for searches such as Health Card Number and date of birth.

Enter the search criteria and click the button.

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Highlight the client’s name and click the button (to see detailed information at the bottom of

the active window for the selected client) or the button (to hide the detailed

information for the selected client). Select the correct client and click the button. The

client’s name will appear in the orange bar under the Menu items.

Hot List

Previously opened charts can be quickly reopened by using the Hot List icon in the client search screen.

The Hot List will display a drop down of clients who you have previously searched for. The number of

entries in the Hot List is based on your Dashboard settings.

Client Card Swiper

Another way to register a new client or update a client’s health card number, version code, expiry

date and date of birth; is by swiping a client’s health card. When you swipe a health card the client’s

name is changed or updated to match exactly as it is written on the health card.

To swipe a health card it does not matter which module you are in and you do not need the specific

client’s chart open you just click on the Card Swipe icon located in the bottom left corner.

Edit a Client Chart Find a client’s chart using the following steps Patients |Registration |Select. Within the detailed

registration form make any necessary changes. Each time you open a client’s registration form it is

ready to be updated or changed, click the Save button after any changes are made.

There is a status drop down for each client that defaults to Active; you can change this status to

mark they are no longer a client of the centre. If you mark a client as Inactive you will not be able

to find their name on any active search windows, you will need to use the advanced search function

to find their chart.

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Exercise 4 – Chart Manipulation

1. Lesson 1:

i) Close current client chart

ii) Find one of your clients using the hotlist search

iii) Change the phone number and annual income

2. Lesson 2:

i) Find another client using the Advanced Search

ii) Modify the client status to ‘Inactive’ including the step that they need to be ‘Unrostered’

3. Lesson 3:

iii) Open a client registration and add a ‘Preferred Pharmacy’

Scheduling and Appointment Management The Scheduler allows you to manage simple or multiple schedules with ease, connects client data to

each appointment, and enables quick access to client information.

1. Grayed out time slots represent blocked time (No appointments can be scheduled).

2. To unblock/block time slots, check the box to the left of the time and click the Block or

Unblock activity buttons.

1

1

2

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Schedule Navigation Bar

The Schedule Navigation bar allows you to browse from one day to another and view the

schedule in multiple ways:

• Click the to display a schedule in daily, weekly and monthly

view.

• Use the arrows beside the 1, 7, or 31 to go ahead or back by 1, 7, or 31 days.

• Click the Today button to return to today’s date and refresh the schedule.

Manage Day Notes Day notes enable you to document information for a particular day. These notes display on top of the

schedule for the day they were entered as shown:

Day notes can be edited or added to by clicking the hyperlink and then click Save.

Booking Appointments – For Existing Patients

There are two easy ways of booking appointments for existing clients (clients that are registered).

• By clicking the blue time hyperlink

OR

• By clicking the empty area associated with each time slot.

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After using either method, the New

Appointment page displays and you

can search for the client you are

booking the appointment for.

Fill in the Appointment Details.

• Select from the Appointment

Type drop down; this

appointment type list is created

and maintained by your centre.

You will only see appointment

types that are associated to that

particular schedule.

• You can change the Appt. End

Time to change the duration of the appointment.

• Mandatory - Appointment Priority is where you select the Mode of Contact e.g.: walk in,

scheduled, crisis/emergency, urgent/same day etc.

• If the appointment is recurring check the box to the left of Recurring appointment.

An example of a recurring pattern: four appointments every three days.

• Reason for visit is a text field where you can type why the client is coming in. This does not flow

into an encounter it is just text that appears on the schedule.

• Comments is a text box for additional comments regarding the appointment that will appear on

the schedule.

• Click the Schedule Patient button when you have completed the appointment details.

Exercise 6 – Booking an Appointment

1. Book 3 appointments for 3 different clients, one later today, one tomorrow and one next week.

Make sure you put in the Appointment Type and the Priority fields.

Ma

nd

ato

ry F

ield

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Appointment Management

In this section we look at the various tools available for managing existing appointments. The

figure below shows an appointment scheduled at 2:00pm for client Michael Abraham.

The table below describes the icons, symbols and menus that are displayed on the Schedule with each

appointment:

Icons Description

• A red exclamation mark before a client’s name

indicates they have an alert. Click the exclamation

mark to see the alert.

• This symbol indicates the appointment is part of a

recurrence pattern. Click the appointment time

(for example, 2:00 pm) to view or edit the

recurrence pattern.

• Appointment status. All appointments are

defaulted to To Be Confirmed (TBC). Change the

appointment status by selecting from the drop

down. L/M – left message; OK – confirmed; IN;

OUT; NS – No show. Appointment statuses can be

added at each centre.

• To reschedule an appointment, click the scissors

icon, then click the time hyperlink to indicate

where you wish to reschedule this appointment

• To copy an appointment, click copy icon, then click

the time hyperlink to indicate where you wish to

make a copy of this appointment.

• The print icon can be used to print labels, consent

forms, patient handouts and general letters.

• To edit appointment details, click the time

hyperlink.

• To cancel an appointment, click the check box next

to the time, then click the button. You

must select or type in a cancellation reason to

complete this action.

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Exercise 7 – Schedule Management

1. Book a regular appointment for one of your clients later today, make sure you put in the

Appointment Type and the Priority fields

2. Reschedule this appointment for tomorrow

3. Cancel the appointment

Viewing Schedule Groups

Schedule groups can be used to view more than one schedule at the same time on the same page as

shown below.

To create a Schedule Group

Group schedules are user dependent. If you create a group schedule, it will only appear for your

login.

1. Go to Schedule | Setup | Groups | Schedule to display the Manage Schedule Groups page. If

there are any, saved Schedule Groups display and can be edited by clicking the Schedule Group

Name link (for example, All Providers).

2. To create a new

Schedule Group,

click the

button.

2

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3. Type a

name in the

Group

Name text

box.

4. Highlight

the desired

schedule(s)

from the

list in the

Schedules window and click the button. The order in which you add the

schedules will reflect the order of the schedules within the group from left to right.

5. Check box beside the Display group of schedules in condensed view if you want to view the group

schedules on one page.

6. When all schedules you desire are listed in the Selected Schedules window, click the

button.

To view a Group Schedule, select the group from the Schedule drop down menu on the Appointments

page as shown below.

Exercise 8 – Schedule Groups

1. Create two schedule groups that you would use at your centre.

3

4

5

6

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Searching the Schedule

NOD facilitates two different types of searches on one or more schedules, Patient Appointment search

and the Next Available Appointment search. This section describes these search types.

Patient Appointment Search

Patient Appointment Search allows you to search for any previous, current, and future appointments

for any client. A search can be performed by going to the Schedule | Search Schedule | Patient Appt.

Search.

From the Patient Appointment Search page you can search on a specific provider’s schedule or all

schedules.

Appointment Type: You can narrow your search by choosing to search for a particular appointment

type or leave the default Any.

Appointment date: You can search on future or past appointments. If Appointment Date field is

set to Any date, the system returns the complete scheduling history for the client.

Appointment Status: You can be specific and search for a client’s list of no shows or the last cancelled

appointment or all appointments by selecting NS, Cancelled or All from the drop down.

Enter the client’s last name and first name and click on the Search button, you will be provided with a

list of appointments. Appointment details can be seen by clicking any of the appointment dates; e.g.

who scheduled or cancelled an appointment and why did they cancel the appointment.

Next Available Appointment Search

This feature allows for the searching of available slots by provider, day of week, and time of day. The

definition of time of day is as follows:

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• Morning: 6:00am –

11:55am

• Afternoon: 12:00pm –

5:55pm

• Evening: 6:00pm –

11:55pm

• Night: 12:00am –

5:55am

Best use of this is if the client

is indicating they are only

available at specific times. If

searching for next available

appointment for a provider,

it may be better to scroll

week by week.

Schedule Reports One of the most useful reports from the schedule is the Schedule Report (Day Sheet). Schedule Reports are a great tool for printing single or multiple schedules for the current day, a

specific date or for a date range. Once a report is created, you may generate results from it as often

as you wish. To run a Schedule report go to the Schedule |Generate Reports | Schedule Reports;

click on the report name, change the date for the results and click the Run or Print button.

Your clinic super users can create and maintain day sheets.

Day Notes will not print out on day sheets for multiple provides, they will however print out on an

individual schedule day sheet.

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Exercise 9 – Schedule Management

1. Create a Schedule Group with 3 or more providers.

2. Search for the client’s appointment using the Patient Appointment Search

3. Book a physical for one of your clients next week with two different providers using the Next

Available Appointment Search

4. Add a Day Note to your provider’s schedule

5. Display a Day Sheet for 1 provider

6. Display a Day Sheet for multiple providers

Practice Management Tools

NOD has the functionality for staff members to communicate with each other regarding a client and

have that communication tracked within the chart. There are both messages and tasks (also called To

Do lists). When to use a message and when to send a task depends on the type of communication. If

the communication is more of a general discussion between two people then a message would suffice

as it works similar to email. If the communication is more of an action required and could be sent to a

group of people e.g.: reception then a task is better.

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To Do List You can assign tasks to other clinic members, yourself, or to a role within the clinic (for example,

Front Office). A task can be associated to a client’s chart or separate from any client chart. Tasks are

managed from the TO DO list. To see your current list of To Do items go to Office Actions | Actions | To Do List or access them from

the notifications area on the Dashboard:

You can sort the Task List by status so that critical actions can be placed at the top of the list. To sort

by status, click the column with the exclamation point (!). To sort again from least important to

most important actions, click the exclamation point again.

Assigning Tasks to Yourself or Others 1. Navigate to Office Actions | Actions |To Do List or access Tasks from the notification area on

the Dashboard

2. Click New.

3. If the task is concerning a client and you want it documenting in the client record, select the

appropriate client’s chart. Tasks do not need to be associated with a client.

1

2

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4. Select an action from the drop-down box, this list of actions is customizable and shared by the

clinic. 5. Assign a priority from the drop-down list (Low, Normal, or Urgent).

6. Assign the task to a staff member or a user role from the drop-down box.

7. Select the Start and Due Dates.

8. To add further comments, type in the Comments section.

9. Click Save to complete assigning the task.

Actions regarding a client can be viewed in the client’s chart under Patients| Details | Summary, here

you will find any tasks that have not been completed as well as any messages that have not been

deleted. Once a task is completed or a message deleted you will find them on the Details – Summary

page by clicking on Options in the top right corner.

Recording Completed Tasks 1. Navigate to Office Actions | Actions | To Do List,

or click To Do from the Reminders area on the

Dashboard.

2. Select the task that you have completed by

checking the check box next to the task.

3. Click Complete. A Completion Note dialog box

displays.

4. Type in your notes regarding the task.

5. Click OK to complete the task.

Outstanding Tasks When you assign tasks to a staff member, a list is created so you can track the activity. To access the

outstanding tasks list go to Office Actions | Actions |Outstanding Tasks. Tasks that created by you and assigned to others, can be completed, deleted or re-assigned from

the Outstanding Tasks page.

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Exercise 10 –Tasks

1. Create a tasks for a client and assign it to another person in the class

2. Create a task for yourself that is not linked to a client.

3. Review your list of tasks and sort them in different ways

4. Record that the task that you created for yourself is complete (Note: the other users cannot see

progress on tasks that are assigned to a role such as reception; e.g., if one user in reception is

working on the task, there is no notation about that)

If a task is not completed and needs

re-assigning, click the Re-assign

button to re- assign that task.

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Adding Administrative Phone Calls

Documenting a client phone call using the Record Phone Call icon is only done if the call is administrative

in nature i.e. leaving a message about a rebooking. This feature cannot be used if a service is provided

over the phone; providers need to record these conversations as an encounter.

1. Click the phone icon from the

main menu icons . The

Record Phone Call To Patient

page displays.

2. Search for and select the

client.

3. Select the Call Action from

the drop-down field (this list will

be populated by your centre).

4. Select the provider that made

the call (if appropriate).

5. Record a Call Summary in the

text area.

6. Click to save the

record.

Exercise 11 –Phone Actions

1. Add an administrative message into a client’s chart using a phone action

2

3 5

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Messages NOD Messages allow two way discussion between staff and can be linked to a client chart or not.

To view your Inbox for messages received from staff, go to the Office Actions | Messages | Staff |

Messages or access your messages from the Reminders area on the Dashboard:

• Click the message link to see details about the messages. Priority messages are marked with a red

exclamation mark.

• Messages can be sorted by clicking on the column links.

• Use the Options menu to access Deleted, Sent and Draft message folders.

Creating a New Message Within the messages window click on New in the top left corner to create a new message. Messages do

not have to be about a client, they can be a way to communicate between staff within the centre. If the message is concerning a client, locate the client’s name by doing a search. (This is not

mandatory to create and send a message, if you do not associate a client to a message it will not be

stored in that client’s chart).

1. You can send a message to a maximum of 2 people.

• Recipient: Select the recipient from the drop-down list. Use the Advanced link to send a

message to a person at another location within the same enterprise (a satellite center), and

select the location from the drop-down list.

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• Copy To: To copy the

message to another staff

member. 2 . Assign a priority from the drop-

down list, that is, Low,

Normal, or Urgent. 3. Enter a subject in the Subject

box,

4. Type the message in the

Message box

5. Click the Send button.

Exercise 12 –Messaging

1. Send a message attached to a client’s chart to another person in the training session

2. Send a message to yourself that is not attached to a client’s chart

3. Manage messages that you have received

Chart Overview

Details Menu

Summary

The Summary page, displays current and future appointments, recalls or follow-ups, active tasks or

messages, and health maintenance alerts for a particular client.

1

2

3

4

5

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Patient Contact Summary

NOD enables you to track all administrative communication that the clinic has had with a client. This

can include phone calls, e-mail or faxes.

Viewing the Patient Contact Summary

The Patient Contact Summary is accessed from Patients | Details | Patient Contact. The Patient

Contact Summary page displays.

Client Scheduling History

A client’s scheduling history is accessed from Patients | Details | History.

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Client Chart History

A client’s chart history is accessed from Patients | Details | History |Chart History.

You can search the chart for specific things by selecting from the Events drop down. For example if you

needed to reprint a client’s lab requisition change the event drop down to Lab requisition and click the

Search button.

CPP/Encounters/Lab Results

While in a client’s chart you can create a split screen of their chart and see select sections of their chart

on the left hand side in read only. Click on the folder icon in the orange bar at the top of the client’s

chart and choose from the drop down; CPP, Encounter, Lab Reports, DI Reports.

Referral Management

Once a referral letter is signed and printed by a provider a copy of that letter is available and can bee

managed from Dashboard | Outstanding Consultations. A shortcut on the dashboard can take you to

Office Actions | Administrator | Outstanding Consultations.

All referral letters initial status is Pending. Once the referral is successfully sent change the status to

Sent. Change referral status to Booked once you receive the appointment date and time.

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Your centre’s workflow will direct when to check the box to the left of the letter and click Received.

This will remove the letter from the list. The letter can always be accessed from the client’s chart at

any time.

If there is a need to print the referral letter click on the client’s name to see the letter and click Print.

Exercise 14 – Referral Management

1. Select Outstanding Reports for a particular provider

2. Find a referral that has the status of ‘Pending’

3. Print the referral letter and change to status to ‘Sent’

4. Mark another referral as ‘Booked’

5. Review in the client’s chart where you would see this information

Creating Refill Requests

The Refill Management screen allows office staff to create prescription refill requests for the provider

to review for approval. It also gives the provider an area to review all outstanding refill requests to

take the appropriate action for each request.

1. In the Office Actions module, click Refills and select Refill Management.

2. In the Pending Refills for Approval By field, select the provider who will approve the refill.

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3. Click the New button.

4. Search for the client you are requesting the refill for.

5. In the Patient field, select the client’s name.

In the Pharmacies Attached to Patient section, select the pharmacy where the client will have the

prescription filled.

Pharmacy list needs to be created by the Clinic prior to requesting a medication refill.

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6. Click Next.

Any pending refills for the client display so you do not create a duplicate refill request.

7. If the medication is not in the pending refills list, click the New button.

The client’s Active Medications screen display.

8. Select the checkbox beside the medication to be refilled and click Add & Finish.

The medication is added to the Pending Medications screen for that patient.

Once you select the required medication and input the instructions of the refill click the Add and

Finish or Add and Continue.

Using the Print Manager

The Print Manager can be used to print client charts and can be accessed by going to the System

Setup | Reports | Print Manager.

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Securing Data

Client data in NOD can be masked so specific details about a client are hidden from one or more users.

Only users that have masking privileges can mask client data. The image below is what a CPP would

look like with masked data. For further information on how to mask or unmask, please see your clinic

super user.

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Advanced Document Management

(See ADM manual)