Patient Files Pro 3.0 Manual
(Windows Xp, Vista or 7)
By: Dr. Eyes (Richard T. Mata, MD)
www.easyclinicsoftware.com
TABLE OF CONTENTS
Please click on any topic below to go to the details immediately.
Before you start, familiarize the 12 databases first:
How to Add a New Out-Patient Record
How to Add a New In-Patient Record
I want to review the past admissions of my patient (ex. John Smith). What should I do?
I want to view the past visits of my patient. What should I do?
How do I back-up my files?
How do I troubleshoot in case an error happens?
Can I ask my secretary to do the encoding for me?
How to share files via USB flash disk?
I want to know how many patients visited me in the clinic today and the total cash. What should I do?
I want to view my presently admitted patients. What should I do?
I want to know who were the patients I scheduled for vaccination this coming May 5 and their corresponding
vaccines as well. What should I do?
I want to know how many patients had bronchopneumonia for the whole year and its percentage in comparison to
my total number of patients examined in the clinic on the same time span.
I want to make an Excel tabular list of my admitted patients beginning March 1 to 31. How can I do that?
I want to print the admitted record of my patient (ex. John Smith). What should I do?
I want to know my total professional fees from my admissions for the whole month of June. How can I do that?
I would like to add and delete something at the pop-up lists (ex. Medicines, Diagnosis, Chief complains, etc).
How can I do that?
The list of my patients seems to be not alphabetical, what should I do?
My patient records disappeared!!! Where did they go?
How can I transfer my patient database from the desktop to my smartphone (iphone, palm, blackberry, windows mobile) or
iPad?
Specific instruction on how to transfer files from PC to Handbase iPhone:
B.The different screens of rmAdmitLink database:
 B1. Using the Main (Ma) Screen
 B2. Using the History screen:
 B3. Using the Physical Exam screen:
 B4. Using the Laboratory Screen:
 B5. Using the Medicines Screen



B6. Using the Procedures Screen:
B7. Using the Going Home Medicines Screen:
B8. Using the Professional Fees Screen:
C. The different screens of rmVisitLink database:



C1. Using the Main Screen
C2. Using the Vaccines (Vx) Screen:
C3. Using the Professional Fees Screen:
Before you start, familiarize the 12 databases first:
Make sure to set the Select A User to My
Patients (Desktop Only)
rmPatientFiles is the main ENTRY
POINT for adding a new patient or adding
data to an old patient
Notice that rmAdmitLink and
rmVisitLink contains the word Link.
These two databases are linked to the
entry point database (rmPatientFiles). If
you want to add data here, you have to
pass thru rmPatientFiles first and from
there you will see the Visits and
Admissions icons that will lead you to the
said links. Explained how later…
Notice that all the remaining 9 databases
contain either a Pop or Popup word.
These databases are the storage of the
different pop-up buttons that are used in
rmAdmitLink and rmVisitLink
databases.You may update these
databases later as you go so that the
templates/phrases for you choose from
will really be in line with your practice.
Explained later also…
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How to Add a New Out-Patient Record:
(Note this program allows you to encode both out and in-patients, for this example we will use the outpatient first.)
To add a new patient:
Double click Patient Files icon
at the desktop to open the figure below.
Click rmPatientFiles to open the list view (Figure 4b)
Figure 4a
Figure 4b below is the list view of rmPatientFiles database. Here you will be able to see all the different names
of your patients that you have added in this program. It is in alphabetical order and can be searched by just
typing the first letter of the patient’s last name, To add one new patient click the New icon.
Figure 4b
Type the last name then the first name on the blank provided at Figure 4b below.
To input your patient’s demographics and past medical history, click Notes and Personal Info button. This will
open a page as seen at Figure 5 below:
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Figure 4b
Figure 5: The Notes allows you to enter a text field by which you could add in information regarding your
patient’s Past Medical History, Allergies, Family History, etc. Try to customize the shortcut pop-up in your
practice. (note: you may be able to tap the shortcut popup several times and the common phrases will just add up
. Personal is where you can encode the address, age, sex, birthday, contact numbers and companion’s name.
After entering the patient’s data click Back to Main Screen button. This will bring you back to Figure 6 below.
Figure 5
Now to input the present medical findings of the out-patient consult click the Visits icon at the main screen below
(Figure 6).
Figure 6
It will bring you to a linked database (rmVisitLink) (Figure 7), then click New icon.
Figure 7
4
.
You will then be presented with a green colored screen (Figure 8). This will be the first page where you can
encode your patients present age, weight, chief complain, diagnosis, history, special notes, physical exam
findings and lab results. Take advantage of the pop-up buttons (the yellow buttons and shortcut buttons) which
will allow you to choose common phrases to make the encoding easier. Next thing is click Meds,
Procedure,Vaccines button found at the top to enter the next page as seen in Figure 9 below.
Figure 8
Figure 9 is the 2nd page where you can add your patient’s medicines, procedures done and vaccines given if any.
Next thing is to click the Fees button to enter the Figure 10 below.
Figure 9
The page for fees (Figure 10) also contains pop-up buttons that you may use to make the encoding easier. Once
done click Back to Main Screen button which will bring you back to Figure 11 below.
Figure 10
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To save and exit, click OK button and it will bring you back to the List view where you can see a Row format of
your new patient’s out patient record. (Figure 12)
Figure 11
Figure 12 is the list view of the rmVisitLink database. Here you may view your other patient’s info in a row
format just use the scroll bars to go left or right. Next thing is to click the Home button.
Figure 12
A dialogue box will appear which will ask you to save or not your data as seen in Figure 13. Just click Yes to
save your new record. This will then bring you back to the Patient Files screen (Figure 14).
Figure 13
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To exit and save, click ok button and this will bring you to the list view (Figure 15)
Figure 14
Figure 15 now shows your added record in the list view of rmPatientFiles database in alphabetical order. Next is
to click the Home button
Figure 15.
Another box will appear asking you to save or not the new record, just click yes to save.
Figure 16
This will bring you to the figure below. You may reopen the Patient Files program by clicking the Folder icon
found at the upper left area or you may just exit the application by clicking File then click Exit.
Figure 17
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How to Add a New In-Patient Record:
To add a new in-patient record:
Double click Patient Files icon
at the desktop to open the figure below.
Click rmPatientFiles to open the list view (Figure 18)
Figure 18
Figure 19 below is the list view of rmPatientFiles database. Here you will be able to see all the different names
of your patients that you have added in this program. It is in alphabetical order and can be searched by just
typing the first letter of the patient’s last name, To add one new patient click the New icon.
Figure 19
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Now to input the present medical findings of an admitted patient click the Admissions icon at the main screen
below (Figure 20).
Figure 20
It will bring you to a linked database (rmAdmittLink) (Figure 21), then click New icon.
Figure 21
You will then be presented with a blue colored screen (Figure 22). This will be the first page where you can
encode your patients present age, weight, chief complain, diagnosis, history, progress notes, physical exam
findings and lab results. Take advantage of the pop-up buttons (the yellow buttons and shortcut buttons) which
will allow you to choose common phrases to make the encoding easier. Next thing is click Meds, Procedure,
Home Meds button found at the top to enter the next page as seen in Figure 23 below.
Figure 22
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Figure 23 is the 2nd page where you can add your patient’s medicines, procedures done and home meds. Next
thing is to click the Fees button to enter the Figure 24 below.
Figure 23
The page for fees (Figure 24) also contains pop-up buttons that you may use to make the encoding easier. Once
done click Back to Main Screen button which will bring you back to Figure 25 below.
Figure 24
To save and exit, click OK button and it will bring you back to the List view where you can see a Row format of
your new patient’s out patient record. (Figure 26)
Figure 25
Figure 26 is the list view of the rmAdmitLink database. Here you may view your other patient’s info in a row
format just use the scroll bars to go left or right. Next thing is to click the Home button.
Figure 26
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A dialogue box will appear which will ask you to save or not your data as seen in Figure 27. Just click Yes to
save your new record. This will then bring you back to the Patient Files screen (Figure 28).
Figure 27
To exit and save, click ok button and this will bring you to the list view (Figure 29)
Figure 28
Figure 29 now shows your added record in the list view of rmPatientFiles database in alphabetical order. Next is
to click the Home button
Figure 29.
Another box will appear asking you to save or not the new record, just click yes to save.
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This will bring you to the figure below. You may reopen the Patient Files program by clicking the Folder icon
found at the upper left area or you may just exit the application by clicking File then click Exit.
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I want to review the past admissions of John Smith. What
should I do?
To review the past admissions of a particular patient (ex.: John Smith) do the ff;
1. Open rmPatientFiles .
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2. Look for the patient named John Smith. You can easily do it by entering the first 2 letters of his last name
for quick search. So just type the letters SM at the Search bank. Once found it, just click it to open.
3. Tap the Admissions button and a list of his/her previous admissions will show up.
The figure below shows that John Smith was admitted for 3 times. You view it via row format or you may click
a row to open a more detailed presentation of the record.
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I want to view the past visits of my patient. What should I do?
To review the past outpatient visits of a particular patient is just the same as that of FAQ no. 1. , except that
you must tap Visits button rather the Admissions button as seen in the Figure below.
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How do I back-up my files?
These are the rules in backing up you files:
1. It must be done as often as possible. At least every day after once clinic ends.
2. It is safer to back-up the files separately everyday rather than do overwriting of the previous files with the
latest files. This will be explained below:
Doing the back-up process:
(In this example, we will use May 9,2010 as the day you are making a backup)
First create a backup folder: Open start button> Open Computer> open Drive C. At the Drive C area do a right
click and create a New Folder. Label the new folder as Backup MyPatients. (This will be your main back-up
folder where you will place all your future backups)
Now open Backup MyPatients folder and then create another New Folder inside it and label it with the present
month and year (ex. May2010 folder).
Now locate MyPatients folder which is where your files are saved every time you update Patient Files program.
To locate this click Start button> Open Computer> Drive C> My Patients Folder.
Right click MyPatients folder and click copy. Open Backup MyPatients folder (also at Drive C) then open
May2010 folder and right click and paste MyPatients folder in it. Rename MyPatients folder (that you just
pasted) to the present date (ex. May9 folder)
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For the next day just do the same as above but rename MyPatients folder to next date (ex. May10 folder).
When the next month comes (ex. June) just make a new folder inside the Backup MyPatients folder and just
label it as June2010 folder. Inside this new June2010 folder is where you will again copy and paste the
MyPatients folder (from Drive C) daily and just rename it based on the latest date.
Note: The folder you made where all the backups will be contained named Backup MyPatient folder (located in
Drive C) can also be copied and be saved in a CD or USB Flash disk at least once a week. Following the above
backup instructions religiously will give you safety reserve files that you may use just in case an error might
occur.
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How do I troubleshoot in case an error happens?
It is good to remember that the buttons in this program are designed to work with a single click from your mouse.
Occasionally an error may happen if you do a double click instead of one. Usually no problem will happen with
your database even this happen. Occasionally the error will result to a disappearance of the contents of a linked
database. For example the patients list in rmVisitLink database can no longer be seen. If ever that happens, exit
the program by simply clicking the upper right X box
. The program will then ask you if you want to save
the changes. Just click No as seen in the Figure below.
Exit the program totally without saving changes (this will avoid the program from saving the error that
happened). Re-open the program again by double clicking the Patient Files desktop icon. Recheck if the lost
files are still there. If it does then you have successfully not saved the error.
If in an unfortunate scenario when you clicked Yes and was able to save the error, You will be able to discover
that the lost files failed will no longer be there even if you restart the program. What you will do to troubleshoot
that are the following: (In this case lets assume the files in rmVisitLink are the ones that disappeared):
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1. Start button, click computer, click Local Drive C, open Backup MyPatients folder, open the latest
month folder (ex. May2010), open the latest folder based on date (ex. May10). Now look for
rmVisitLink.PDB file (Note: not rmVisitLink_HDF.PDB).Right click rmVisitLink.PDB and click
copy.
2.
Go to MyPatients folder (also locate at Drive C) open it and paste the rmVisitLink.PDB you have
just copied there. The computer will ask you if you want to overwrite the existing file with the same
file name just click yes. This process will restore your files based on the latest backup you have done
to date which is May 10 based on our example above. Try opening Patient Files icon again, you
expect Thus, it is really good to have a daily backup. We also suggest that when you do a backup just
follow the above suggestion which is to backup daily ni a separate folder rather than overwriting old
files with new files. As the months goes on you may delete older files of previous months just to save
space.
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Can I ask my secretary to do the encoding for me?
PatientFiles is designed to be very layman as possible. That’s why you can designate the encoding job to your
secretary. It is also filled with customizable shortcut pop-ups that will allow your secretary to just choose the
appropriate words and phrases in the database rather than typing everything.
So this will be your set up:
1. You will still be using the index card during a patient consult as usual. Once you’re done writing things there,
it will then be given to your secretary as the patient goes out of your room as usual.
2. Your secretary will then encode the new data to the Patient Files installed at her desktop. .
3. At the end of the day she will just copy the latest files to your USB flash disk. In this way, all your patient
records can be brought by you anywhere and if want to view them just insert your USB flash disk to your laptop
and open Patient Files program and see all your files update by your secretary in it anytime anywhere.
Note: In the long run it will be your option to let go of having a physical cabinet files of your patients in your
clinic. Because the files in your USB flash disk that is updated by your secretary at the end of every clinic can
already be your digital cabinet file that allows you to review your patients’ past medical history during a
consultation when you’re inside the clinic. Later you may just use a piece of paper to write your notes during a
consultation (instead of your usual patients’ card. This paper will then be handed to your secretary for her to
encode the details to her desktop. The paper can then be filed in a corner for awhile but later can be disposed
because the details of it can already be viewed digitally through the program. Thus you may be able to
decompress your clinic from big filing cabinets in the long run.
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How to share files via USB flash disk?
This is used when you want to view the files from your secretary’s desktop in your laptop. Both your laptop and
the secretary’s desktop must have the Patient Files program installed and configured.
At the secretary’s desktop do the following:
1. Insert a USB flash disk and click Open Folder to View Files.
2. Now click Start button, click computer, click local disk C.
3. Inside local disk C look for the folder named MyPatients. Right click it and click copy.
4. Go to the USB flash disk and paste MyPatients folder there.
5. Safely remove the USB flash disk.
Do the following with your laptop:
1. Insert the USB flash disk that you used above.
2. You now need to configure Patient Files program to read the files saved in the USB flash disk. To do that
just follow these instruction:
a. Double click Patient Files icon at desktop to open and you will see the box same as the figure
below. Now click the X at the upper right corner.
At the screen below click Configure at task bar, then click Other/Custom users,
You will see the box below and just do the following:
1. Click Create New User
2. At the User Name, change customuser to MyPatients USB
3. At Path to PDB Files, click the Browser button then under Computer look for the USB name (ex.
Kingston), then click it to open, then look for MyPatients folder there, click it and click OK.
4. At the user type, set it to Desktop only.
5. At the left lower corner, click the OK button.
6. Click File then Exit the application
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Now reopen again Patient Files icon to view the the box below. At the Select Handheld User, click it and set it to
MyPatients USB. This will now allow the program to view the files you have in the USB
flash disk which came from your secretary’s desktop.
Note: If you set this program to MyPatients USB as seen above make sure the your USB flash disk containing
the MyPatients folder is connected to your laptop. To update the information in the USB disk just follow the
above instructions daily (At the secretary’s desktop do the following) and just overwrite the old MyPatients
folder (including the contents) in the USB disk. You may do this at the end of every clinic day. Thus allowing
you to bring anywhere all the latest information regarding your patients.
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I want to know how many patients visited me in the clinic today
and the total cash. What should I do?
1. Open rmVisitLink database
2. Upon opening the said database you will find a list of your patients’ name. All the patients you saw in the
clinic from the day you started using this program will be seen here. But if you want to check only those
you saw today, just do the following steps:
a. Tap the Filter icon.
b. Tap the check box at Filter 1 Enabled.
c. At the select field make sure it is set to DATE OF VISIT.
d. Set Lower limit to today’s date.
e. At the Upper limit choose also Today button then Tap Ok.
Note: The lower limit is the beginning date and the upper limit is the End date that you want
to view. This is helpful if you want to view a span of time. But in this case you just want to
view Today, that’s why both upper and lower will have the same value.
f. Now what remains in the screen are just the patients you saw for today.
g. Look for the column that has Cash as its heading, and click that heading itself, and then tap Run
Report. A Report for Cash will then appear. The Num Entries designates for the number of
patients you saw today and the Sum is the expected cash you will receive for today.
Note: After doing the above procedures, you have to disable the filter to retain the default view list. If you
are unable to disable the filter, you might experience a disappearing of records on the next day (which is not
actually a problem) because you have programmed it to view a specific date only. To do it just tap Filter then tap
the Disable button below.
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I want to view my presently admitted patients. What should I
do?
To view your presently admitted or still in patients do the following:
1. Look for the rmAdmitLink database and open it.
2. Once opened, you will be able to see all your admitted patients from the first day you started using this
program (the still in and discharged patients combined). To view only those who are presently admitted,
just do the following:
a. Tap Filter.
b. Check the Filter 1 and set it to STATUS.
c. At value must be, set it to STILL IN, then tap ok. What remain in the screen by this time will be
the presently admitted patients (or those records that still says STILL IN at the STATUS pop-up.)
Reminder: Once you’re done with the filtering you may disable it to resume the default view.
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I want to know who were the patients I scheduled for
vaccination this coming May 5 and their corresponding
vaccines as well. What should I do?
To know the patients you have scheduled for vaccination on May 5 just do the following:
1. Open rmVisitLink .
2. Tap filter. Check Filter 1 enabled. Set the field to DATE-NEXT VACS and place May 5,2007 at both upper
and lower limit. And click ok. What remains in the list will be the names you have scheduled for vaccination on
May 5 with the corresponding vaccines.
3. To view the vaccines that were scheduled for the corresponding patients just look for the column with a
heading: NEXT VACCINE.
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I want to know how many patients had bronchopneumonia for
the whole year and its percentage in comparison to my total
number of patients examined in the clinic on the same time
span.
The first thing to do is to go the rmVisitLink database.
1. Open rmVisitLink.
2. Tap the tool icon below and then tap filter
3. Set the filter to DATE OF VISIT. The lower limit will be the beginning date and the upper limit will be the
date one year after that.
4. On the 2nd filter option, set it at DIAGNOSIS and then tap Must Contain (this will lead you to a database of
diagnosis) choose Bronchopneumonia. Then tap ok. What remains in the screen will be all the patients with
bronchopneumonia that you saw in that particular time frame.
5. Now go to the DATE OF VISIT column and tap the Heading (DATE OF VISIT), a scroll down will occur
and choose Run Report . The number of entries will correspond to the number of patients seen with
bronchopneumonia .
6. To know its percentage from the total number of patient’s seen, just open the Filter again and unchek the 2 nd
filtering you did for Diagnosis and tap ok. Then Run Report at DATE OF VISIT column again. The number of
entries will now correspond to the total number of patients no that time frame. Just do your math after this.
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I want to make an Excel tabular list of my admitted patients
beginning March 1 to 31. How can I do that?
1. First and foremost make sure that it is configured to export the patients’ names. Go click Configure as
seen at figure 59 then click Preferences. At the box that appears (Figure 60) click Formats and then check
Value from “SHOW VALUE FROM” of linked field. Then click OK.
2. Go to the Filter button and click it (Figure 61). Check filter 1 enable and set it at DATE IN (Figure 62).
3. At Lower limit choose the date March 1 and at upper limit choose March 31 and click ok . What remains
in the screen will be the admitted patients you saw in the whole month of March.
4. Now click File at left upper corner and click Export (Figure 63) and choose Excel (Figure 64). You will
then be asked for a new file name. You may use “March Patients” (just an example) as a file name and
save it to a folder you can easily locate.
5. Look for that new Excel file and open it. You may then further edit your excel file (like removing the
unnecessary columns) and print it.
Figure 59
Figure 60
Figure 61
Figure 62
Figure 63
Figure 64
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I want to print the admitted record of John Smith.
should I do?
What
To print an admitted file just do the following:
1. Open John Smith’s record at rmPatientFiles then tap the Admissions icon. And look for the record you
wish to print in the list view.
2. Right click that record in the list view and click Export.
3. Give it a unique name (ex. JohnSmithrecord) and save it to an easily accessible location (ex. My
Documents folder).
4. Open that newly exported file with Word and edit it there further then print as a document.
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I want to know my total professional fees from my admissions
for the whole month of June. How can I do that?
To know your total professional fees for the whole month, just do the following:
1. Open Patient Files icon and then click rmAdmitLink database
2. Tap Filter
3. At filter 1 set it to DATE IN and the lower limit will be the starting date (June 1) and the upper limit will
be the end date (June 30) and tap ok . What remains in the screen will be the patients you saw for the said
month.
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4. Now scroll the list to the right to view the Total PF column and click the heading (Total PF) and a pop
down menu will appear and tap Run Report .
The number of entries corresponds to the number of patients you admitted and the Sum will be the income you
should have for the said month.
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I would like to add and delete something at the pop-up lists (ex.
Medicines, Diagnosis, Chief complains, etc). How can I do that?
Lets focus on Chief complaints pop-up list (what you do here is just the same with all the rest of the pop-up
databases).
Double click Patient Files icon to view the box below. Now click rmComplainsPop. You will then be able to
enter the database of the different complain list.
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To add a new complain which is not in the list click the New icon below and a blank screen will for you to enter
the new word of phrase that will be in the pop-up list. Click save once you have typed the new complain word or
phrase in the blank.
To delete a complain, just click the word in the list you want to delete. Once opened just click the delete button.
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The list of my patients seems to be not alphabetical, what
should I do?
That’s easy!
1. Open the rmPatientFiles first to view the patients’ list.
2. At the NAME column, tap the heading (Name) and a scroll down will come out. Tap SORT FORWARD
and you’re done.
Note: This SORT FORWARD function is applicable to all the databases that you want to resume its alphabetical
order.
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My patient records disappeared!!! Where did they go?
Before you get panic please try to tap the Tools icon below. Tap Filter and when you found out that a filter is
enabled, try to disable it. Now try to check if your patients came back on the screen.
Note: When a filter function is enabled, only those chosen records will be seen on screen. That’s why when you
filtered it to view yesterday’s date, you will not be seeing the new patients you are adding today. Got it? Just
disable it.
If this is not the case, probably you need to do some troubleshooting using your back-up files, kindly refer to the
above topic regarding troubleshooting.
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How can I transfer my patient database from the desktop to my
smartphone (iphone, palm, blackberry, windows mobile) or
iPad?
1. First you need to install the specific Handbase software to your specific mobile gadget. You may get this
software at www.ddhsoftware.com.
2. Next you need to read the manual that came with Handbase download on how to install PDB files in your
gadget.
3. Once you already know how to install PDB files from the desktop to your gadget locate the My Patients
folder located at the Local Disk Drive C.
4. Open it and you will the files as seen in the image below. Some of the files in this folder can be
transferred to your gadget but not all. Those that contains the acronym HDF.PDB at the end of the file
name can not be transferred but only those that ends with PDB only. Once you have transferred them,
open Handbase in your program and within it open Patient Files folder and where you will see 13
databases. Just like in this program in the desktop, just open rmPatientFiles database first if you want to
search a name of your patient. It may not look the same by design with the desktop patient files program
it works the same way. You may transfer files from the desktop to the mobile gadget time to time to
update the information
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Specific instruction on how to transfer files from PC to
Handbase iPhone:
First you need to download in your iphone via AppStore, Handbase software. Once it is installed, proceed as follows:
Connect your iphone via cable and open itunes. At the screen below click Apps tab.
At the Apps page scroll down to view the bottom part.
Click Handbase
Click the Add button...this will browse your PC. Locate where you are saving the Patient Files data. In our instruction it’s located at the
MyPatients folder located under Local Disc C. Once you found it, click rmPatientFiles. PDB, rmAdmitLink.PDB and rmVisitLink.PDB
one after the other. This will upload the files to your Handbase iphone. You may do this everyday so you may have an updated patient
files in your iphone. It will just overwrite the old files.
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Going to the Details of the different screens of the program:
B.The different screens of rmAdmitLink database:
B1. Using the Main (Ma) Screen
At the Main screen you will be able to encode the
following:
1. Hospital: is a pop-up list to add a new hospital’s
name at the pop-up list just tap EDIT POP-UP
LIST)
2. Room: blank is provided. Just type it in.
3. Name: It will be automatically placed. It will
follow the name from rmPatientFiles. But this will
only happen if you entered rmPatientFiles first
before you reached the rmAdmitLink database.
4. Status: a pop-up list. Just choose still in or
discharged.
5. Weight and Age; blanks provided
6. Date in (In) and date out (Out): Tapping the
triangular symbol allows you to choose a particular
date for the date the patient was admitted and
discharged.
7. Category: pop-up. This will have a multipurpose
function. For students or residents, it can be the
name of the consultants who handles the patient.
8. Complain: it’s a combination of a blank and a
database pop-up. Tapping the yellow Complain
button allows you to fish a chief complain from a
linked
database
of
complains
list
(rmComplainsPop). Just type the first letter for a
quick search . Or you may just directly type it on
the blank provided. But we recommend the former
so that it would be faster the next time you input the
same word or phrase. If you seem to find out that
the complain is not on the list just tap the New icon.
A gray screen will prompt you to add it on a space
provided.
9. For other complains: clicking the Other C button
will allow you to get more complain phrases. You
may click it many times and the words will just
append.
10. Diagnosis and other Dx: same features with Chief
complains.
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27
B2. Using the History screen:
On the History is a wide blank form. This where you may
add the patient’s history or any other important notes.
Please try making use of the shortcut pop-up. This will
enable you to encode things a little bit faster the next time.
(Note: you may be able to tap the shortcut pop-up several
times and the phrases will just add up )
A shortcut pop-up is also provided for Progress Notes
below.
Note: The pop-ups provided in this download are just
examples, you have to edit it to match your practice.
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B3. Using the Physical Exam screen:
1. In the Physical Exam screen you will see 3 blank
spaces (with pop-up capability). Tapping the P.E.
buttons allows you enter the linked database of the
basic parts of the body (rmPhysical1Pop) and just
tap the one that is most appropriate.
2. Findings button: When you tap it you will be led to
fish a shortcut phrase from rmPhysical2Pop. Try to
customize this linked database to fit your style and
practice. You may also use this button several times
and phrases will just add up.
3. If there are more than 3 pertinent PE findings in a
patient, just use the wider blank note page below.
Also use the Tap here button. It would be easier the
next time once you yourself have customized the
linked popup database.
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28
B4. Using the Laboratory Screen:
1. There are 8 blank spaces (with popup capability) for
the laboratory results. Tapping the numbered
buttons on the left, allows you to enter the linked
database of the different laboratory exams
(rmLabsPopup) and just choose one that is most
appropriate.
2. Results: It is the white blank below the grey blank.
You may find out that a template for the particular
lab you have chosen is already there and just edit as
necessary.
Note: You have to customize the linked database
(rmLabsPopup) to your style and practice. You will
already see a sample in this download. You will notice
that there can be several templates done for a particular
lab exam. You may do the same.
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B5. Using the Medicines Screen
1. There are 10 blank spaces (with popup capability)
for the given Medicines of a patient. Tapping the
yellow numbered buttons at the left, allows you
enter the linked database of the different medicines
(rmRxPopup) and just choose one that is most
appropriate
2. Doses: it is the white blanks below the grey blanks.
You will notice that the full prescription of a chosen
drug is already noted there. Just edit it as necessary.
Note: You have to customize the linked database
(rmRxPopup) to your style and practice. You will
already see a sample in this download. If you seem to
notice that your desired drug is not on the list just tap
the New button below of rmRxPopup database. A gray
screen will appear which will prompt you to add the
new drug with its full prescription template. At the
Drug Name blank, just type the name of the drug (brand
or generic name). What you input at the Drug Name
will be the one that will show up at the Rx screen.
What you place at the prescription template area will
be the one to show up at the dose and details page.
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29
B6. Using the Procedures Screen:
1. There are only 2 blank spaces (with popup
capability) for the Procedures done. Tapping the
numbered buttons allows you to enter the linked
database of the different types of procedures
(rmProcedure1Pop) and just choose one that is
most appropriate. Just tap the new icon below to
add your usual procedures to the popup list.
2. Findings button: tapping these buttons at allows
you enter rmProcedure2Pop, where a list of possible
findings can be picked.
3. If you have more that 2 procedures, just use the
More Procedures blank below.
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B7. Using the Going Home Medicines
Screen:
1. There are 4 blank spaces (with popup capability) for
the Home Medicines of a patient. They can be seen
at first page. Tapping the numbered buttons allows
you to enter the linked database of the different
medicines (rmRxPopup) and just choose one that
is most appropriate. Tapping the More meds button
below can allow you to add more meds (you can
click it several times).
2. Follow-up check-up date: tap it to choose a date.
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30
B8. Using the Professional Fees
Screen:
PF screen pertains to your expected income for a specific
patient.
1. Cash: a combination of a blank space and popup.
Tapping the triangular symbol allows you to choose
from a popup list of your usual cash charges.
Adding a new amount on the list will be done by
tapping the Edit popup list. You my also type the
amount directly on the space provided.
2. Charged: if the payment is charged to an insurance
of the patient, use this area. It has the same
technical instruction as with no. 1.
3. Insurer: It’s also a popup. Tapping the triangular
symbol allows you to choose from a popup list of
your usual insurance companies by which the
patient uses. Adding a new company on the list will
be done by tapping the Edit popup list.
4. Medicare: This is where the amount that the
government’s healthcare insurance will be logged
in. It has the same technical instruction with no. 2.
5. Total: Is a calculated amount that automatically
adds the Cash, Charged and Medicare value.
6. Rcvd: Are pop-up that says Yes or No, by which
you may tap once you have received the payments
from which it corresponds.
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31
C. The different screens of rmVisitLink database:
Note: The Visits and the Admitted
databases are almost identical with
each other.
The instructions for
different screens are just the same with
the following:
Physical Exam,
Laboratory, Procedures, Medicines
and Notes. So regarding to those
mentioned, please refer to those
corresponding sections in the admitted
technical instructions.
C1. Using the Main Screen
At the Main screen you will be able to encode the
following:
1. Name: This is automatically filled up following the
linked Name from rmPatientFiles. But this will only
happen if you entered rmPatientFiles first before
you reached the rmVisitLink database.
2. Weight and Age; blanks provided
3. Category: pop-up. This will have a multipurpose
function. For students or residents, it can be the
name of the Attending Physician or for consultants
it can be systems to the body or anything you want
to categorize a patient (eg. Respiratory, Gastro, etc)
4. Chief complain: it’s a combination of a blank and a
database pop-up. Tapping the Complain button
allows you to fish a chief complain from a linked
database of various complains (rmComplainsPop).
Just type the first letter for a quick search. Or you
may just directly type it on the blank provided. But
we recommend the former so that it would be faster
the next time you input the same word or phrase. If
you seem to find out that the complain is not on the
list just tap the New icon below. A gray screen will
prompt you to add it on a space provided.
5. Other C Button: click this button to add more
complains. (note: you may tap this button several
times and the chosen words/phrases will just add
up.)
6. Diagnosis and other Diagnosis: same features with
Chief complain.
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32
C2. Using the Vaccines (Vx) Screen:
1. Vaccine given: A blank space with a popup
capability. Tapping the Vaccine given button allows
you enter the linked database of the different
Vaccines (rmVaccinesPop) and just choose one
that is most appropriate. Tap also the Part popup
below, to indicate it’s dose level.
2. Next Vaccine: Input the next planned vaccine here.
This has the same technical instruction with no.1.
3. Date of next vaccine: Tap to choose the desired
date.
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C3. Using the Professional Fees
Screen:
1. Cash: a combination of a blank space and popup.
Tapping the triangular symbol allows you to choose
from a popup list of your usual cash charges.
Adding a new amount on the list will be done by
tapping the Edit pop-up list. You may also type the
amount directly on the space provided.
2. Charged: if the payment is charged to an insurance,
use this area. It has the same technical instruction as
with no. 2.
3. Insurer: It’s a popup. Tapping the symbol allows
you to choose from a popup list of your usual
insurance companies by which the patient uses.
Adding a new company on the list will be done by
tapping the Edit pop-up list.
4. Misc 1 and Misc. 2: there are 2 items allotted for
this function Tapping the Misc word itself will pop
out different additional services that you may
render the patient (ex. Suturing, dispensing of
meds). The corresponding blank spaces next to
them are for their corresponding charges.
5. Total: Is the calculated amount that automatically
adds the Cash, Charged and the 2 miscellaneous
fees.
6. Rcvd: Are pop-ups that you may choose Yes or No,
which you may tap once you have received the
payments from which it corresponds.
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