Management of Information and
Communication

• When you finish this chapter, you will be able to:
– 8.1 Use software as an internal communication tool.
– 8.2 Differentiate the steps used to import documents using scanning technology.
– 8.3 Build master files and templates using
PrimeSUITE.
– 8.4 Create custom screens within PrimeSUITE.
– 8.5 Develop a task list within PrimeSUITE.
– 8.6 Set up system flags within PrimeSUITE.
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• Default values
• Flags
• Internet
• Intranet
• Live
• Master file
• Optical character recognition (OCR)
• Resolution
• Scanner
• Templates
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• The “Internet” is a series of networks that allows instant access to information from around the world.
• The “Intranet” exists within an organization.
– It is a secure environment or private internal network that is available only to a select group (e.g., the staff) within an organization.
– “A webmaster” is used keep the information up-todate.
– Remember, when “internal e-mail” is used to communicate work related information and is not cluttered with personal communications, it is even more valuable.
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• Many organizations have policies regarding the personal use of work e-mail.
• Some offices use a priority rating on their workrelated e-mails.
• Priority rating helps to sift out what needs to be done immediately, versus what can wait for a later time.
• In a priority system, everyone should at least be clear on what is and is not considered high priority.
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• Communication involves many forms other than email messages, including:
– reports and test results
– verification of insurance coverage
• Reports may be sent to the practice in digital or hard copy format but in the end must be merged into the appropriate patient’s record.
• Below is an example of how electronic results are merged with records.
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• Not all documents can be sent electronically.
• Above is an example of how a faxed or hard copy report would be scanned and merged with a record.
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• The goal is to create a paperless office.
• Hard copy images are scanned into the EHR.
– Feed the document through the scanner.
– Follow the prompts.
– Attach the document to the proper patient’s record within PrimeSUITE.
• Remember, before a scanned image is attached to a record, the healthcare professional needs to verify that the correct patient and the correct visit are selected.
• Documents may be bar-coded for readability.
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• Master files are building blocks for parts of the chart notes.
• Templates are preformatted documents built into the
PM and EHR.
– Building templates is done prior to going live.
– Templates may also be added as necessary.
– Templates may be used for screenshots, letters, and progress notes.
• Care providers may prefer their own documentation customization.
• Practices with multiple providers may have different templates for each provider.
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• Care providers, registration staff, medical assistants, nurses, therapists, billers, and coders all use the information in the PM and EHR software.
• Not all of the users “see” things the same way.
• Keep care providers and healthcare professionals in mind when customizing.
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• PrimeSUITE, has a functionality called Task
List or Tasks.
• Providers or other healthcare professionals can assign tasks to other staff members or to an entire group.
• Tasks don’t have to be clinical in nature; they can be anything that needs to be done by an individual or individuals in the practice.
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• It is impossible to remember every situation about every patient.
• It is important to place alerts or reminders in the patient’s chart.
• Flags can be added in the system and used for all patients.
• Flags can be set up in the system as needed.
• Caution—do not create so many flags that it is difficult to remember their meaning.
• Alerts can become the rule rather than the exception and therefore be ignored.
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• Examples of common uses for flags include:
– Frequently cancels appointments
– Phone number on file is no longer in service
– Co-pay required (can include amount)
– Patient is noncompliant
– Account in collections
– Allergic to penicillin (can be created for different medications)
– Environmental allergy to ____
– Pap smear due
– Requires patient education
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• Software, the Internet, and an Intranet can be used for communication.
• Don’t use work email for personal emails.
• Many records stored in the EHR can be scanned in.
• Use master files and templates to save time.
• Customize reports as needed.
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• Use EHR software to organize your work.
• Create task lists for yourself and others.
• Use flags to remind yourself of important information concerning the patient.
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