Tip Sheet for Healthquest Users

Tip Sheet for Healthquest Users
May 2014
The Alberta Screening and Prevention initiative is focused on supporting primary
care providers and team members to offer a screening and prevention bundle to all their patients through
enhanced opportunistic and planned outreach methods, targeting patients who do not present for screening care.
The EMR is a tool, that when used effectively, will enable both opportunistic and outreach screening methods.
Part I: Preparation:
Administrator - Setting up the Client Card:
The Verified field in the client card is useful for panel identification. If this is not set up as below, then it needs to be set
up by the clinic administrator.
To add the Verified box to the Client Card:
From the top menu choose Setup > Program Setup > Client Card. In the screen below ensure that PDI Program is
checked off and choose Apply.
Note: When adding the “Verified” field to
the client card the “Hospital Admin Date”
field will be viewed on the Billing tab.
2
Setting the Default Practitioner for New Patients is also set at Setup > Program Setup > Client Card Options > Default
Values. To support panel identification processes consider your options:


The clinic may wish to un-click “Auto-Populate Default Practitioner for New Patients”
The clinic may wish the Default Doctor to be set to a specific practitioner, Test, leave blank or by adding “Walkin” to your menu options. If you do not have “Walk-in” as an option and would like to use that option, call
Healthquest.
3
Part II: Panel Identification
Opportunistic and outreach screening processes should be applied to the active, paneled patients for each provider.
In the Client Card:



Use the Default Prac fields to assign a patient to a provider. This field can be left blank for walk-in or temporary
patients
When a patient’s demographic data and primary care physician has been verified, click the Verified box. This
time stamps the chart. The clinic should set a default time to re-verify demographics at check-in (E.g., a
minimum of once every 6 or 12 months).
When a patient is no longer active at the clinic, the Client Card is not deleted but an end date is entered in the
client card, which makes it Inactive.
1. Right click the End Date field in the client card. The calendar will appear.
2. Click the Today button (or appropriate date)
3. Enter the End Date Reason by selecting form the list in the drop down box (Deceased, Moved, Fired,
Duplicate or Other).
4. If Deceased is selected the age of the client will be calculated appropriately.
5. Click on Save
6. There is a prompt to delete future appointments if applicable.
4
End dating Records
The client card gets end-dated when a patient is no longer active or is deceased. If a patient moves away and moves
back the Client Card can be re-activated by removing the end date (changing back to 00/00/0000) on the client card.
When a patient’s Client Card is end dated, you will no longer be able to quickly pull up the patient in the Lookup window
but can pull them up in the Search window.
Example: Patient “Damion Anderson” was made inactive by end-dating his record. So, in the Lookup window, his name
does not appear.
But by searching in the Search window, using his last name:
5
This screen will come up and you can see his name, and that this record has been end-dated. This will be the way to
lookup patients who are deceased and you can still add scans to the record.
6
Part III: Reporting for Panel Identification
From the top menu choose Reports > Report Central > Client Lists > By Default Doc. Choose Launch Report
This generates another screen:
Choose the Practitioner and click Retrieve.
Note that this client list shows which patient names have been verified and when it occurred. This is a very helpful
report when redesigning your panel management processes at the clinic. It will provide valuable feedback on how many
patients are having their provider and demographics verified by the front desk at check-in.
7
The list can be printed or exported. To save this file so that it can be opened in Excel or another spreadsheet, Save as
type: CSV with headers. Open in Excel or Open Office to use the spreadsheet.
8
Other Useful Reports:
The Active / Inactive clients report is a very useful report during panel identification to identify patients with no activity
(appointments) during a date range.
Another useful report is the Inactive Since Date report which will produce a list of clients with no activity on or before a
given date. Both of these reports can be exported to a spreadsheet. NOTE: Because referring doctors have client cards in
Healthquest, the inactive referring doctors may also appear in your lists. One criteria that may help identify a doctor
client card is that there may not be date of birth associated with the record.
9
Patient List for Chart Review
To generate a list of patients by age produce the Client List by Default Doc and export to Excel or Open office to sort the
list by patient age and then by last name. For the Chart Review produce an alphabetical list of patients age 18-79. This
list will be used for the ASaP Chart Review.
10
Part IV: Recording Offers of Screening
Healthquest has made an ASaP Chart Note for documenting screening offers. When selecting a chart note choose ASaP.
If you do not have this chart note available in your clinic request it to be loaded by Healthquest. The chart note
automatically selects the male chart note for male patients and the female chart note for female patients.
If you do not have the ASaP Chart Note, see the Appendix on importing the chart note.
11
Use the template as a prompt to record screening offers. Comments and information can be placed in the text boxes.
12
User Tip:
It is useful to see have two or more chart notes, patient history sheets or forms open at the same time during a patient
encounter. While in the charting menu Overview Tab, move your cursor over the desired chart note or form. Single click
on the note. Now, hold down the Ctrl key on your keyboard then Right-mouse click. The form opens in a new window.
Repeat to open another form or choose a New to open a new form or chart note.
Ctrl – Right mouse click to open two
or more chart notes, forms or patient
history windows at the same time.
13
Part V: Monitoring Screening
ASaP Screening Chart Notes from Previous Visits can be viewed in the Browse tab. To selectively view only ASaP chart
notes, in select ASaP in the drop down menu, enter dates if desired, and choose Filter. This will allow a provider or team
member to monitor screening for a patient.
14
Framingham CV Risk Assessment:
When creating a new Chart Note select Framingham Risk Calculator
Enter the patient information into the calculator. Hit Calculate. When you click on Save the calculator will be in the
patient’s chart as part of the record.
15
Appendix: Importing the ASaP Chart Note template:
Save the e-mailed ASaP.hqt file to your computer Desktop.
To import the template Healthquest has created for ASaP:
From your Healthquest Table Top go to Setup > Report Design > Import/Export
IMPORTANT:
Healthquest is developing a smart ASaP
Chart Note that is expected to be made
available to users June 2014.
Consider using this basic chart note as
temporary.
When the following screen appears, click on Import.
16
When the Import File box opens. Click Look In: Desktop for the ASaP.hqt file.
Click on the ASaP.hqt file.
Click Open
The new template is in your system when the following Imported box appears.
Click OK.
17
ASaP Form
For clinics that used the Health Screen in Action form that has been available for many years in Healthquest, an updated
ASaP form is now available. When the forms are downloaded and updated, the new ASaP form can be downloaded. It is
recommended to use a Chart Note over a form but the updated ASaP chart note should be available in June 2014.
Part I: Loading Form Updates in Healthquest
1) In top menu go to Setup > Charting Setup > Form Management
The following screen appears.
18
2) Scroll down to ASaP Checklist of Screening Maneuvers
Or type “ASaP” into the Search box.
3) Click on “Often “or “Rarely“ for form Usage.
At this time you may wish to check that other forms used in the clinic are up to date.
19
4) Click “Load Form Updates”.
5) Click Save Changes.
The new forms will be updated.
Part II: How to find the ASaP Form
1) When charting for a patient click on Forms.
2) Choose ASaP Checklist of Screening Maneuvers
The new form can be used to document screening offers for a patient. It will be saved in the patient chart and
can be used again and again over years to documents screening offers.
Part III: Using the Form
Once the form is open:
1) Right mouse click on the date field to mark the date the screening offer took place.
2) Click in box to document if the screening maneuver was offered, declined or ordered.
3) Click Save
20
Right mouse click
in the date field
to choose the
date.
Click to choose if the
screening offer was
offered, declined or
ordered.
21

Download Report