STANDARD 4-DAY EMR TRAINING AGENDA

eClinicalWorks, Westborough, MA. All Rights Reserved. Rev 1.0, FEBRUARY 2011.

eClinicalWorks Training Agenda

Introduction ................................................................................................ 4 Recommendations....................................................................................... 5 Durations and Required Attendance............................................................ 6 Training Sessions ........................................................................................ 7 EMR - I .................................................................................................... 11 EMR - II ................................................................................................... 13 EMR III: Advanced EMR .......................................................................... 15 Notices ...................................................................................................... 20 Trademarks .............................................................................................. 20 Copyrights ............................................................................................... 20

eClinicalWorks Training Agenda

Document Change Log

The following document details this document change log.

Change Log
Date User Changes

02/22/2011

E. Sullivan

Release of initial draft

eClinicalWorks Training Agenda

Introduction
Welcome to eClinicalWorks training. This four-day training is targeted toward our new clients to train them on how to use the eClinicalWorks (eCW) electronic medical record (EMR) system. The goal of this training program is to optimize your practice's workflow by mapping it to the capabilities of the eCW software and impart a working knowledge of all eCW functionality that applies to your practice's needs and to facilitate the integration of the eCW EMR system. Opportunities are provided to work hands-on with the program, allowing participants a chance to experiment with what they have learned in fictitious scenarios. Workflow-related scenarios are discussed throughout the training to identify the best possible integration of the eCW software for your practice. In order to best utilize the trainer's time with your practice, it is recommended that you not have a full load of patients scheduled during training. Some patients are recommended after a few days of training, but patients should be scheduled for double the time typically allocated for each visit type. Training hours are either 8:00 AM 5:00 PM, 8:30 AM 5:30 PM or 9:00 AM 6:00 PM with a one-hour lunch break, unless otherwise arranged with your Project Manager. Additional hours on-site are billed at $105/hr.

eClinicalWorks Training Agenda

Recommendations
The following is the general patient load recommendation: WEEK 1 TUE AM System Setup ATTENDEES OM/ Surper Users Nurse / MA, Provider Front Desk PATIENT LOAD None PM Front Offie 1 EMR 2 ATTENDEES Front Desk Providers and Super Users Only Nurse / MA, Provider All Staff PATIENT LOAD None

WED

EMR 1

None

Light

THURS

Front Office 2 Go Live (Workflow Analysis)

Minimum

EMR3

Minimum

FRI

All Staff LEGEND:

Minimum

Go Live

Minimum

100% patient load (Regular patient load) Minimum Reduce patient load by 50% of actual None No patients / Practice closed Normal Included in the training schedule above are the main topics needed for success with eClinicalWorks softwares core functions. A comprehensive training of eClinicalWorks, as well as eClinicalMobile, eClinicalMessenger, and Patient Portal is available through a 5-day training schedule. For further details about this agenda, you can contact your project manager or SAM. Completion of the training agenda above provides a practice with the tools and knowledge of high-level topics required for Meaningful Use. A complete consultation outlining the 25 lower-level objectives and how they are achieved through the system can also be arranged. Please discuss this opportunity with your project manager or SAM.

eClinicalWorks Training Agenda

Durations and Required Attendance

Role Nurses/ MAs Training Objectives Status of patients at all times Communication with front office and providers Documentation of subjective section of the Progress Note Taking a patients vitals Documenting the administration of injections and immunizations Recording in office labs and/or imaging Printing and faxing of patients pertinent medical information and visit summary Access to schedule and status of patients Reviewing past labs and imaging results Documenting Progress Note Alerts/Recalls/Letters Outgoing Referrals Flowsheets Templates 16 Hours Duration 8 Hours

Providers

In addition to the hours allocated above, it is recommended that each staff member spend additional time on their own during the week getting familiar with the software. Each provider session with the trainer must consist of at least four consecutive hours uninterrupted by seeing patients. Work with the Project Manager to discuss the best scenario for your practice. Providers need to spend time getting familiar with their tablet PCs prior to training. It is strongly advised that staff have basic computer training prior to training. Any practice letters, forms, or other documents should be given to the trainer on Day 1 of the training so that they can be entered or duplicated in the eClinicalWorks system. The Office Manager should separate staff into the groups outlined in the schedule and identify which staff members will attend each session.

eClinicalWorks Training Agenda

Training Sessions System Set Up

Duration: 4 hours Target Audience: Office Manager, Super User, All staff Description Overview of the System Logging into eClinicalWorks and basic navigation Overview of the Menu bar and Navigation Pane (on left-hand side) Configuring settings (Local Settings and My Settings) Changing password Task bubbles (i.e., Jelly beans) Patient Lookup and Demographics Patient lookup window and lookup options Patient Hub overview Accessing the patients demographics and Additional Information windows Entering structured data on demographics Messaging and Actions Sending messages to individual/multiple staff members and providers Replying to/deleting received messages Overview of the Actions feature Working with assigned Actions

eClinicalWorks Training Agenda

Administrative Setup Demographic mandatory fields Demographic structured data fields Document Management Folders setup Fax Inbox mapping Facilities Providers, Resource, and Staff profiles Referring Providers Pharmacies Security Settings Visit Types/Durations/Status Working Hours for Providers and Resources Practice Defaults My Settings Local Settings Authentication Settings eClinicalWorks P2P Activation eClinicalMessenger (if a 5 day training only)

Activate Admin Set up Configure Patient preferences Creating Vmg templates Selecting message templates Blast eMessges (i.e. weather, flu clinic) Looking up messaging logs Sending messages to patients Patient Portal (if a 5 day training only)

Activate Set up Web-Enabling Patients Unlocking patients for portal access Sending and receiving messages from the patient portal

eClinicalWorks Training Agenda

Front Office - 1
Duration: 4 hours Target Audience: Scheduling, registration, and front desk staff members Description Patient Registration Registering a new patient Capturing structured data fields on demographics Scanning insurance cards / licenses Web-enabling patients Pre Registration Import Function vMgs enabling Advanced Directive Scheduling Appointments Making appointments for new and established patients under providers/resources Printing out schedules and encounter forms for the day (if applicable) Rescheduling, cancelling, and marking appointments as No-Shows Blocking time slots from schedules for patients or providers Copying/cutting and pasting appointments Bumping appointments Scheduling Appointments Workflows Review Review workflow for scheduling appointments Review workflow for rescheduling and cancelling appointments Review workflow for making appointment reminder calls only if applicable Review workflow for chart prep process only if applicable

eClinicalWorks Training Agenda

Checking-In Verifying the patients demographics Verifying/changing patients insurance and co-pay details Entering the patients preferred pharmacy Scanning in drivers license, HIPAA Form and insurance cards Capturing patients picture only if applicable Verifying / viewing the Insurance Eligibility for a patient Verifying patients Rx eligibility and setting the formulary for the visit Using Signature Pad devices to capture patients signature only if applicable Collecting the co-pay, collecting payments for previous patient balance(s), posting payments made for previous balances and printing receipts Work comp and MVA visits only if applicable Incoming Referral linking to Appointment only if applicable Scanning Bubble Sheets eHX registration if applicable

Checking-In Workflows Overview Review workflow for appointment check-in process Review workflow for appointment check-out process Review workflow for walk-in payment collection process

Checking-Out Checking the providers orders Searching and scheduling follow-up appointments Setting follow-up reminder alerts Collecting (self-pay) patient payments Printing visit summary

Hands-On / Q&A session

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eClinicalWorks Training Agenda

EMR - I
Duration: 4 hours Description The Office Visits Window Introduction to the Office Visits window Monitoring provider/resource appointment through the office visits window Check-in/out process and changing patient status codes. (Review workflow) Progress Notes Overview Accessing a patients Progress Note Overview of the S.O.A.P note, chart panel and patient dashboard. Documenting Subjective and Objective Information on a Progress Note Nursing Workflow review: Entering Chief Complaints, Current Medications, Allergies and Vitals Documenting patient history information (Medical, Hospitalization, Surgical, Family and Social history sections) HPI Structured vs. Free-form data fields Using Smart Forms (Asthma, Tobacco control, PHQ-2, and PHQ-9) ROS Overview Saving mini templates for individual categories in ROS Examination and Physical examination Saving mini templates for individual categories in Examination and Physical Examination Uploading / using Drawings in the examination section (e.g., drawing of a foot) Configuring categories for display on the Progress Note, by user / role Entering Assessments for a Patient Searching and entering Assessment codes Entering assessment from a favorite list Specifying details and onset date for accidents Building the Problem List for a patient and choosing the work-up status.

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eClinicalWorks Training Agenda

Documenting the Treatment Plan I Overview of the Treatment window Ordering/refilling medications; printing / faxing / e-Prescribing Ordering Labs and Diagnostic Imaging procedures (using the Search option and using an electronic Lab/DI order form) Sending out lab orders electronically (using the Quick Transmit functionality) Creating outgoing referrals Documenting treatment notes. Using the eCliniSense feature Patient instructions setup and printing

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eClinicalWorks Training Agenda

EMR - II
Duration: 4 hours Description Documenting the Treatment Plan II Ordering and documenting procedures Ordering and documenting Injections/Immunization details Reviewing previously ordered Labs/DI results on the current Progress Note Ordering and documenting any clinical procedures performed during the visit Documenting Preventive Medicine counseling Specifying follow-up appointment duration and details. Entering Billing Information Entering procedure codes (CPT* codes) Entering visit codes (E&M codes) Using the chart-based and time-based EM Coder to calculate a visit code. Using an electronic Superbill Using billing notes to communicate to billing department Review Overall Provider Workflow Progress Notes Post-Completion Options Printing and faxing Progress Notes in different styles Printing patient visit summary and modifying it Printing and faxing as consult notes/report Locking a Progress Note Setting up and using eCliniForms Using Specialty Forms Patient Dashboard Options Accessing the patients demographic information Accessing the patients Hub Printing/Faxing Medical Summary Setting/suppressing patient specific and generic alerts

CPT only 2010 American Medical Association. All rights reserved.

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eClinicalWorks Training Agenda

Viewing/printing/faxing Lab and Diagnostic Imaging reports Viewing/printing patient encounters Viewing/printing/faxing patients scanned documents Viewing/updating/printing patients flowsheets Viewing/printing Immunization Forms for a patient

Progress Notes Shortcuts Using the Chart Panel to populate all the History and Allergy sections of a Progress Note Populating HPI, ROS, Examination, Physical Examination, Assessment, and Treatment sections from previously entered recent information Using shortcut drop-down options for HPI, Exam notes sections from the Progress Notes.

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eClinicalWorks Training Agenda

Front Office - 2
Duration: 4 hours Target Audience: Scheduling, registration and front desk staff members Description Incoming and Outgoing Referrals Creating and attaching an incoming referral to an appointment Entering the prior authorization number on an incoming referral Creating and sending out (printing/faxing) an outgoing referral with attachments. Review workflow for outgoing referrals / DI tests Alerts, Recalls, and Letters Setting patient-specific reminder alerts from the Hub Running recall lists for patients with reminder alerts Running a list of cancelled / no-show patients Generating patient-specific letters. Review workflow for follow-up alerts and recalls Document Management Overview of the D task bubble (jelly bean) Overview of the Patient Documents section Reviewing/Re-assigning scanned and faxed documents assigned to a provider/staff member Review workflow for document management How to attach lab and imaging results to an order End of the Day Reports Accessing eBO (PM dashboard) and navigating through the welcome window Knowledge of Standard Toolbar , Public Folders, and My Folders How to run and execute reports in different formats PDF, Excel, HTML, CSV, etc. How to run a Day Sheet Payments Report Detail

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eClinicalWorks Training Agenda

Electronic Faxing Accessing the Fax Inbox and attaching a fax to the patients respective folder Attaching certain pages only to a patients chart Appending a document Assigning a faxed document to a staff member Creating a telephone encounter for prescription refill faxes Accessing the Fax Outbox: Resending failed faxes Viewing Fax Logs in the patients Hub Review workflow for document management

P2P Review P2P Share (Hub > Share Button) Review S,T,M functionalities Show how to schedule an appointment using P2P

Hands-On / Q&A session

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eClinicalWorks Training Agenda

EMR III: Advanced EMR

Duration: 4 hours Description Customizations of Progress Note Customizing Categories and Symptoms under HPI, ROS, Exam, Physical Examination and Preventive Medicine Setting default options for symptom notes Lab/DI/Procedure/Immunization Dictionary Associating CPT*/LOINC codes to Labs/DI Adding / updating Vitals items Building custom Rx and Rx folders Progress Notes Templates Using patient-specific templates Using standard generic templates Categorizing and defining public and private generic templates My Favorite templates Order Sets Overview of Order Sets Using complete Order Sets / specific section of an Order Set Creating Order Sets and quick Order Sets Setting Order Sets as a favorite Linking Order Sets with Progress Note templates CDSS Measures and Specialty Forms Overview of using CDSS Alerts Linking Order sets with CDSS Alerts Calculating percentage of measures achieved through registry band

CPT only 2010 American Medical Association. All rights reserved.

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eClinicalWorks Training Agenda

Electronic Prescribing Overview of the E task bubble (jelly bean) Review workflow for handling refill requests received electronically Viewing e-Prescription logs Lab and Diagnostic Imaging Results Overview of the L task bubble (jelly bean) Overview of receiving lab results electronically and viewing results Reviewing/Re-assigning lab and DI results assigned to a provider/staff member Generating Lab Letters for patients Review workflow for receiving and addressing electronic lab results Use of labs tab to review and document past results addressed with a patient Alerts, Recalls, and Registry Setting patient-specific clinical alerts Recalling alerts and printing letters Running registry reports Saving registry report queries Generating letters for patients from the Registry window Review workflow for using clinical alerts and recalls Security Settings and P.S.A.C if applicable Flowsheets Creating and customizing flowsheets.

Electronic Superbill and Lab and Diagnostic Imaging Order Forms - if applicable Setting up multiple electronic Superbills and Lab/DI order forms, setting a default Superbill and Lab/DI order form for a provider. Bubble Sheets - if applicable Creating and customizing a bubble sheet for medical questionnaires

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eClinicalWorks Training Agenda

eClinicalWorks P2P Review high level explanation of eClinicalWorks P2P Activate one provider Show provider Settings and Profile (My Settings > eCW P2P) Review P2P Share, S,T,M functionality overview Show how to build network o Invite at least one provider Show how to send referral using eCW P2P Show how to send records How to send message How to schedule appointment Show how to send using normal referral workflow w/ P2P

eClinicalMobile Activate Admin Set up Show Providers how to set up their Profiles How to use the Mobile Applciation

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eClinicalWorks Training Agenda

NOTICES
Trademarks
eClinicalWorks eClinicalWorks is a trademark of eClinicalWorks, LLC. All other trademarks or service marks contained herein are the property of their respective owners.

Copyrights
CPT Copyright Notice CPT only 2010 American Medical Association. All rights reserved. Fee schedules, relative value units, conversion factors and/or related components are not assigned by the AMA, are not part of CPT, and the AMA is not recommending their use. The AMA does not directly or indirectly practice medicine or dispense medical services. The AMA assumes no liability for data contained or not contained herein. CPT is a registered trademark of the American Medical Association

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