Part 7 Clinical: Paperless Receptin and Online Prtal Cnfiguratin - Patient-Centric Care (Ruby versin) Visual Outcmes Australia USA: PO Bx N434, 3494 Camin Tassajara, Suite #142 helpdesk@visualutcmes.cm Grsvenr Place NSW 1220 Danville CA 94506 www.visualutcmes.cm +61 402 484 177 1.888.859.0885 2016 Visual Outcmes Dcument issued August 2016
PART 7 Clinical: Paperless Receptin and Online Prtal Cnfiguratin - Patient-Centric Care (Ruby versin) Intrductin: Patient-Centred Care... 5 Client Input... 5 The patient/client will have direct input t their file... 5 In the Clinic... 6 Setting up... 6 1. A paperless receptin in the clinic (Welcme kisk)... 6 2. Online prtal fr clients (VO-iSite)... 6 3. Electrnic signatures fr clients... 6 Part A: New Client VO-iSite (nline prtal)... 8 1. New Client... 8 New Client Defaults... 8 Cnfiguratin f the PCs wh will be wrking with New Client Defaults... 8 Questinnaires and Cnsents: New Client Defaults... 8 Email by default - selectin and messages... 9 On yur clinic website and clients phne as an icn... 10 The New Client Prcess... 11 2. VO-iSite - Online Patient Prtal/Health File... 13 Ntes:... 13 3. VO-iSite Cnfiguratin - Online Bkings... 14 VO-iSite Set-up:... 14 Setting up Rules fr a Service available fr bking nline... 15 4. New Client lgs int VO-iSite... 17 Cnfiguring the Welcme page fr New Clients... 18 Privacy Statement... 20 5. VO-iSite Cnfiguratin - Initial Intake... 22 5a. Attributes Patient Prfile and Persnal Details... 22 Using Attributes fr specific practitiners/speciality cnsultatins... 22 Hw t create Attributes list... 23 Respnse Type fr the answers that will be expected n VO-iSite... 25 Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 2 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Using Attributes fr specific practitiners/areas f clinical interest... 27 5b. Questinnaires... 28 First Create Questinnaire Categries in Dmain Manager... 28 Secndly create a New Questinnaire... 28 Validate, Apprval and Cnsent buttns in the Questinnaire t supprt yur practice prtcls 30 Edit a Questinnaire... 32 Cpy a Questinnaire... 32 Questinnaire Scring and Display fr Practitiners/Physicians and Care Manager Rles... 32 Scres tab... 33 5c. Cnsents... 35 Create a Cnsent frm... 35 Attach the cnsent frms t the client s upladed frms fr nline e-signatures:... 36 Part B: Existing Client... 37 1. VO-iSite fr an Existing Client... 37 1a. Uplading Frms... 37 Assigning Questinnaires/frms fr a client t cmplete withut bking an appintment... 37 Attaching Questinnaires and Cnsents t a specific appintment service-type... 37 1b. Service-Specific Requirements... 41 Cnfiguratin: Attribute Categry assignment t Service... 41 Client updates Attributes/details nline... 41 1c. Client Invlvement in their Health Jurney... 43 Educatinal tls fr patients using the nline prtal - VO-iSite... 44 2. Welcme Kisk... 45 2a. Receptin area Welcme Kisk... 45 Hell Screen... 45 Tday s Hell Screen... 45 Educatinal Tls fr patients arriving themselves fr their Appintments... 46 2b. Cnfiguratin f the Hell Screen... 47 Hell Screen Setup... 47 Questins in the Hell Screen... 47 Hw t Create Questins fr a Specific Appintment/Service... 47 Hw t Attach Questins t Specific Appintment/Service-type... 48 Patient t Practitiner... 49 Patient t Frnt Desk... 49 2c. Using Hell Screen... 50 Sign-in page... 50 Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 3 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Self-Determinatin Health Awareness... 50 Self-determinatin screen with a bdy image... 51 Part 7 Review Questins:... 52 Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 4 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Intrductin: Patient-Centred Care Visual Outcmes is a patient-centred healthcare delivery platfrm that values data. The platfrm receives direct input frm the client and is fcused n data integrity acrss the whle healthcare jurney. Sme basic surces f data input in the Visual Outcmes platfrm: Client/Patient Clinician/Physician Clinic/Administratin Financial data, Clinical/medical prcesses and measures f satisfactin Diagnstics/labratry results Clinical utcmes Patient-centred questinnaires Client Input The patient/client will have direct input t their file - utside f the clinic r in the receptin area when arriving fr their appintments. The patient is in the centre f their jurney; persnal infrmatin can be entered nline VO-iSite is their secure persnal nline prtal; accessed frm hme r ffice They have a unique name and passwrd fr them t pen the prtal t cmplete frms/add items This input t their file nline (utside the clinic) is set up accrding t the rules f yur clinic A new client first enters infrmatin via their nline prtal. The new client will cmplete intake frms (called attributes f that client/their health prfile) Fr a secnd r subsequent service; such as a new speciality appintment yu may link new questins/ attributes t be cmpleted befre that appintment. Then there is a ntificatin sent t the client cncerning these new attributes as requested by that practitiner: please have these cmpleted befre that appintment These attributes are then updated in VO_Main in their file directly. The clinic can request a number f the attributes/health prfile be updated befre an appintment; these are then highlighted r made bvius t client/patients when selected fr a certain appintment/service. S, when this is required an email will infrm them t lg n t their prtal and that these areas are t be updated fr their annual review r next appintment. These are als flagged fr the clinician in the client file when pened by the Dr prir t that appintment. Insurance infrmatin can be cmpleted via VO-iSite and immediately ppulates their health file There is an encuragement f each patient/client t mnitr their health markers via VO-iSite Client-centred utcmes tracking is pssible with utcmes questinnaires n VO-iSite Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 5 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
In the Clinic Welcme Kisk can be set up in the receptin area/waiting rm. Hell Screen a PC is set up with pre-cnsultatin interface Barcde scanner is set up fr the client t self-arrive rather than the frnt desk arrive them Hell screen includes a general sense f health tday scale (self-awareness nt a validated questinnaire) Other infrmatin is set up by yur clinic Cncerns and requests are entered by the patient themselves All the data ges int their file Prir t cnsultatin with their attending physician, the physician may view patient-direct inputs Setting up 1. A paperless receptin in the clinic (Welcme kisk) 2. Online prtal fr clients (VO-iSite) 3. Electrnic signatures fr clients 1. A patient centred receptin with a welcme kisk and self-arrival area: VO-iSite is the nline prtal fr their questinnaires, intake and persnal details t be entered A clinic can set up a welcme kisk t greet the client in the receptin befre every scheduled clinic appintment. The PC in the Welcme Kisk is set up t display the Hell Screen. The Hell Screen is used pre-cnsultatin in the receptin area by the clients. It will ask sme precnsult questins set up by yur clinic t assist frnt desk as t requests r alert the Dr as t health cncerns pre-cnsultatin. The Arrival Screen is set up n a PC as an Arrival display; usually a wall munted screen is attached. This displays clients by name as they arrive nly first name then first initial f surname Visual Outcmes cnfiguratin required fr the abve PCs managing this. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 6 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
2. Online prtal fr a client (VO-iSite) The Visual Outcmes VO-iSite is website that is fully managed by Visual Outcmes This nline access fr yur clients is linked t yur applicatin VO-iSite rules are t be set up by yur clinic administratin accrding t yur prtcls This cnfiguratin is dne at the initial set up f the Visual Outcmes applicatin 3. Electrnic Signatures Each Client is given a Unique name and passwrd This is sent t each new client with their initial bking Used fr their access t their nline prtal and when the clinic Welcme Kisk (Hell screen) has a tuch screen passwrd pp up. This user name and passwrd acts as an electrnic signature fr their cnsenting nline and in the clinic during the cnsultatins. The client will be required t re-set their passwrd ( like their banking/teller machine access) Can be easily re-set by the clinic if they frget their passwrd ( default is in their file) G t Chapter 1: New Client cnfiguratin if yu can: Name the ways Visual Outcmes cllects patient data. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 7 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Part A: New Client VO-iSite (nline prtal) 1. New Client A New Client is usually entered int the Visual Outcmes system by frnt desk/clinic staff Yu can create New Client with a new appintment Or yu can create a New Client withut an appintment New patient intake frms (attributes) set up in VO_Main - setting up the attributes The set f attributes (e.g. medical intake/ wellness prfiling) appear n the prtal (VO-iSite) Each client is given a user name and passwrd t access their prtal, they cmplete frms nline New Client Defaults Client frms are first set up (New Client Defaults cnfiguratin) Cnfiguratin f the PCs wh will be wrking with New Client Defaults Check settings n each PC that is t be wrking with this feature (and each Windws user as needed) as belw: The nline prtal is linked t yur applicatin; there is a setting fr the address fr yur VO-iSite There are settings t activate the New Client Default system There is a setting t add a default email message fr the new client s infrmatin abut their nline prtal Best way t prpagate crrect settings is t create Predefined Settings grup. Cntact VO Supprt fr assistance with Predefined Settings Grups: helpdesk@visualutcmes.cm Questinnaires and Cnsents: New Client Defaults Yu may attach Questinnaires and Cnsents t be upladed fr new client t cmplete nline: G t Navigate - Management - New Client Defaults The New Client Defaults windw has tw tabs - Practitiner Types and Services Practitiner Types assign Questinnaires and Cnsents relevant t a new client appintment with a Practitiner Type in the clinic e.g. Chirpractr, GP Services assign Questinnaires and Cnsents fr a specific Service in the clinic (nt nly fr a new client) e.g. Cmparative Exam, Update Cnsultatin, Initial Cnsultatin with a secnd practitiner type in the clinic, fr the client t cmplete nline Reminder: Prir t setting up New Client Defaults yu need t create all Cnsents in the Cnsent Creatin Wizard fr them t appear fr selectin in the drp dwn menu New Client appintment sets - start with the Practitiner Types tab: Select the Practitiner Type yu need t cnfigure frm the drp dwn menu, e.g. Chirpractr: Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 8 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Select the apprpriate Cnsent/s frm the drp dwn menu under Cnsents Select the apprpriate questinnaire/s frm the drp dwn menu under Questinnaires If multiple questinnaires are selected, change the Order Of t specify in what rder the questinnaires are t appear fr the client t fill in n VO-iSite When satisfied, clse the New Clients Defaults windw G t Data - Refresh Entire Data Cache Nw the New Client system is ready. D this is VO_Test and then check all is ready; create a new client and g thrugh the prcess Create in VO_Live Email by default - selectin and messages The New Client Defaults prcess includes: Sending the client their user name and passwrd (VO-iSite prtal lgin details) This can be dne directly frm the New Client windw Email is the default messaging methd preferred. Email allws yu t send an infrmative message r intrductin t VO-iSite t the clients when yu send them their lgn details (NB: it is nt pssible with SMS t due t the character limitatins f SMS prviders). The Email message is t be set up as yur default VO-iSite message fr clients (Help Setting NewClientDefaultSystemEmailEnding can be included in the Predefined Settings grup): The default email message reads: Yu are welcmed t yur nline file/prtal (VO-iSite). This prtal gives yu access t yur health jurney with ur clinic. Yur clinic team will cmmunicate with yu via this persnalised prtal. Yu have been sent a default passwrd and are asked t lg n t cmplete sme initial frms. Please change yur default passwrd t ne that is uniquely yurs (like yur set up n an autmatic teller machine). Yu will then use yur passwrd every time Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 9 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
yu lg n t yur nline file. Online access time is limited; it will lg ff after a specified perid, but all yur entered infrmatin is autmatically saved. On yur prtal read Welcme t understand the many ways yu can interact with yur team and use yur nline file. Please call the clinic staff f yu have any queries as yu start t use yur prtal. Selecting SMS will still generate a message t the client but this will be sent withut the default message. The client will nly receive their user name and passwrd and the web address fr their access t the patient prtal: There is als a default wrding/infrmative vide fr them t learn mre abut their VO-iSite when they lg in. This is in the Welcme screen f VO-iSite: Get started! instructins fr yur nline health prtal/file: Yu enter yur name and passwrd as yu lg in t yur nline file. Nte, that fr security reasns yur nline access is limited when yu are nt active nline; but all entered data is autmatically saved int yur health file. If yu lse yur passwrd, yu will need t cntact the clinic manager fr the default passwrd t be re-set; yu then will g nline and re-set yur wn unique passwrd. Enjy yur persnal health file access nline! Yu can always review hw t use steps /instructins here under the welcme tab n yur VO-iSite. Please call the clinic staff f yu have any queries as yu start t use VO-iSite interacting with us at the clinic and uplading yur health infrmatin. We are here t help We encurage yu t lk thrugh the many tabs/pages here n VO-iSite - yur nline health file. 1. Make r alter appintments/vide cnsults (within clinic rules r phne t check) 2. Persnalised health questinnaires (self-tracking yur health markers nline) 3. Renew prescriptins nline/enter respnses (pharmaceutical/ nn-pharmaceutical regime) 4. Review all lab results and track health gals (uplad persnal health infrmatin) 5. Use internal messaging t interact (respnd t yur health team cmmunicatins/advices) 6. Access yur clinical actin plan (fllw recmmendatins frm yur health prfessinals) 7. Infrm yur team f caring prfessinals f yur prgress; send them a pht f last night s healthy chices fr dinner 8. Wrk as a team with yur practitiner; cnfirm yu are taking their recmmended supplements r are n target with the medicatins regime n a daily basis This all adds up t better health utcmes fr yu! On yur clinic website and clients phne as an icn Clients shuld have a way f recrding their user name and passwrd Have a clear link n yur website fr clients t access VO-iSite Yu can suggest they create an easy access icn n their smart phne Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 10 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
The New Client Prcess T create a New Client in Visual Outcmes either: Duble click n a time slt in the Appintment Calendar t pen the New Appintment windw, then click n the New Client buttn t pen the New Client windw. Or g t Navigate - Frnt Desk - New Client (if an appintment is nt t be bked) New Client - cmplete the Client Details *mandatry fields - DOB and Gender and a mbile/cell phne At this stage, yu may als enter Financial, Cntact and Address details as well as a Marketing Referral (create a list in dmain manager - marketing analysis) r if a client yu can select frm the drp dwn f current clients) Next n the RHS Online Prtal infrmatin: Select the preferred methd f cmmunicatin - Email r SMS Email is the default fr an infrmative message t be sent with client s lgn details Request their email address Select Email r SMS t send lgin details Click Save and Display if Frnt Desk need t see the lgin details t give the client verbally/by phne: Click Save if the details dn t need t shw Otherwise the frnt desk can find the lg n details frm the Client Wizard Client Lgn tab Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 11 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Practitiner Type Cnsents and Questinnaires: These are Questinnaires and Cnsents t appear fr the client upn lgging n t their VO-iSite (as set up in the New Client Defaults windw) T uplad Select the Practitiner Type bking fr this new client appintment frm the drp dwn menu Once the New Client details and Prtal infrmatin has been entered, click n Save t take yu back t the New Appintment frm Prceed with the appintment bking as nrmal. G t Chapter 2: VO-iSite Online Patient Prtal if yu can: Prcess a New Client in the Clinic; Prvide Client with VO-iSite Lgin details; Uplad New Client defaults t a New Client s VO-iSite. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 12 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
2. VO-iSite - Online Patient Prtal/Health File Yur patients/clients g nline via any type f web brwser n any available device (PC, laptp, tablet) frm hme, ffice r in yur receptin area t access their VO-iSite/nline prtal. Patients lg n t VO-iSite with their user name and passwrd They then re-set their passwrd (if lst, default is re-set frm Client Wizard Client Lgn tab). Ntes: VO-iSite des nt stre infrmatin n the Internet at all VO-iSite is nly prviding a secure interface r pipeline between the patient/client and database Patient data input is directly int their file in yur database Intake frm answers CCS - Client Intake tab. G t Chapter 3: VO-iSite Cnfiguratin if yu: Understand hw VO-iSite interacts with the Visual Outcmes applicatin. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 13 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
3. VO-iSite Cnfiguratin - Online Bkings VO-iSite Cnfiguratin is usually dne during the initial set up f Visual Outcmes. Ask yur in-huse Visual Outcmes Champin r VO training leader if yu have any questins. VO-iSite Set-up: VO Supprt requires cntact with yur IT adviser First t enable secure access and cnnectin between VO-iSite and yur database Set up static IP address fr yur VO-iSite cnnectin Check f yur cmpleted VO-iSite Requirements frm Fund n www.visualutcmes.cm - Client Lgin Dcumentatin - Installatin Prcess VO-iSite Establish Clinic Rules fr nline bkings Rules fr clients using VO-iSite fr nline bkings Services Wizard - each service that is t be available fr bking nline New Client Default System is ready Questinnaires/frms and attributes fr intake and updates by client Specific rules fr yur clinic: Creating an appintment Mving an appintment Viewing frward appintments Viewing a histry f services received Items t be shwn nline Visual Outcmes default rules exist: A Client can nly mve an appintment that was scheduled fr the next wrking day Appintments cannt be mved t the past frm tday s date Each client persnally creates unique Passwrd n first lgn the default exists in their Client Wizard (Refer t Client Wizard - Client Lgn and New Client Default infrmatin). A client cannt mve an appintment frm tday t a frward date. The appintment can be mved t anther time tday but nt cancelled. T defer an appintment beynd tday client is instructed t make cntact with the Clinic. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 14 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Setting up Rules fr a Service available fr bking nline G t Navigate - Clinic Set Up Services Wizard: Click Use an Existing Service and select the service fr nline bking frm the drp dwn menu and click Next Select the VOID (Visual Outcmes Internet Delivery) tab In the General sectin change the red crss t a green tick n Allw Use n the Internet: T restrict clients in hw they mve appintments: D nt tick There are n rules fr this service - leave as a red x In the Day Rules fr Internet Use sectin belw, next t When mving an appintment, specify maximum days frward r backward - enter the number f days allwed T restrict clients when creating new appintments: Use Specify maximum days since client s last appintment fr them t be able t bk - Enter the number f days allwed since the client was last in yur practice Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 15 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
TIPS: Select Shuld an appintment be denied when the client has nt received this service type befre fr regular visits and fllw up services. DO NOT select this ptin fr initial and rarely perfrmed services. Select Shuld an appintment be denied when the client has nt seen this practitiner type befre if the rule exists in yur multi-specialities/multi discipline practice. Rules are available fr the client t view in the Appintment sectin f their Hme page: G t Chapter 4: New Client lgs int VO-iSite if yu can: Find the VOID tab in the Services Wizard. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 16 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
4. New Client lgs int VO-iSite The menu at the tp is disabled until the new patient details are cmplete: The New Client clicks n the Start buttn Welcme Page can be set up with yur infrmatin/instructins This will be seen by clients nline (see belw fr hw t cnfigure this page) They need t then read thrugh yur Privacy Statement (see belw fr hw t add this) then the screens fr Patient Details appear in successin by clicking Next at the bttm f each screen: Data entered by the client is saved directly int their Client Wizard/Client Insurance Wizard/Client Intake tab (CCS) in Visual Outcmes main applicatin Next, the patient must change their passwrd: Passwrd must be a minimum f six characters with at least ne capital letter and at least ne number. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 17 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
The Passwrd is very imprtant: It is their Electrnic Signature in Visual Outcmes Each patient is able t sign Cnsents and/r apprve treatments with this passwrd in Visual Outcmes main applicatin during the cnsultatin/examinatin and treatment sessins as well as this Passwrd being their wn unique lgin fr access t their details n their prtal/vo-isite. Their changed passwrd is encrypted/nt visible fr any staff member in Visual Outcmes If a client frgets their passwrd, it can be reset - a staff member with CEO security rights accesses their Client Wizard - Client Lgin tab click n x t reset the passwrd t the default. The patient will then be able t answer any Questinnaires and Cnsents assigned t them by Practitiner Type in the New Client/Prtal frm See Chapter 5 fr hw t cnfigure Questinnaires and Cnsents Cnfiguring the Welcme page fr New Clients This must be dne by smene with CEO access t the Practitiner mde f VO-iSite. G t yur clinic s VO-iSite Lg in as CEO select Practitiner: G t the user menu in the tp left crner: Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 18 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Select Manage Site Manage Cntent: This displays the areas f the patient prtal that yu may custmise fr yur clinic. Fr the Welcme Page select Abut: Type in yur Welcme page text and frmat as yu require using the tls prvided (in this example we have used Ariel 12pt): When yu have finished, click Save Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 19 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Use the user menu t Lg Out The next time a New Client lgs int their patient prtal they will be able t read thrugh these instructins, fr example: Privacy Statement Yur Privacy Statement can als be added t VO-iSite in the same way as the Welcme page: Lg in as CEO select Practitiner G t the user menu in the tp left crner Select Manage Site - Manage Privacy: Add a Privacy Link and/r type in the windw belw then Save. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 20 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
G t Chapter 5: VO-iSite cnfiguratin - Initial Intake if yu can: Set-up Services/details and rules available fr Client Online Bking; Understand the imprtance f Clients creating their wn Passwrd; Guide a New Client thrugh the prcess f New Client Access nline. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 21 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
5. VO-iSite Cnfiguratin - Initial Intake 5a. Attributes Patient Prfile and Persnal Details Attributes are the health prfile maintained by the client/patient themselves. Attributes are unique defining characteristics f the client: demgraphics, health cncerns, medical and scial histry, fitness and nutritin intake r diet status. The client/patient als cmpletes nline sme persnal details such as phne cntacts and insurance. Every new patient cming t the clinic needs t fill in initial histry frms. Attribute list: these are fields t be cmpleted n VO-iSite by the client; these are the same as yur initial histry questinnaire/frm. All attributes cmpleted nline are autmatically reflected in the Client Intake tab f the Client Clinical Screen (CCS). Attribute list: all fields are updated by the patient as they see apprpriate r n request frm the clinic/clinician; unique factrs that define them may stay as in their initial intake frm but ther areas f their prfile may need t be changed/updated. The practitiner can review this as highlighted updates f the attributes list (patient input t their Prfile/attribute list nline). This is all viewed in the Client Intake tab f the Client Clinical Screen (CCS). Using Attributes fr specific practitiners/speciality cnsultatins An appintment is bked fr a new patient with a specific practitiner f a specific practitiner-type. This bked service can nly be prvided by that specific prvider within the Visual Outcmes set up and this service is what is bked fr that patient. This set up will ensure the crrect type f attributes autmatically appear fr that speciality n VO-iSite (crrect practitiner-type and service). These particular attributes are then there fr that client t cmplete pre-cnsultatin. The Client ges nline and sees the My Prfile sectin: Attribute Categry/click t see next categry Attributes Attribute Respnse Last date respnse was given Reset After the Prfile sectin f VO-iSite is finalised by the patient, it can be viewed in the Client Intake tab f Client Clinical Screen in its entirety. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 22 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
The answers als shw as read nly in the Client Sessins view Cmpleted Intake tab n the RHS tab f the CCS. Nte: If there is an update appintment the areas requested t be checked by the patient nline will be highlighted. Als if the patient/client updates any areas f their attributes it will be highlighted fr the clinic/clinician fr their infrmatin. See belw fr hw t set this up. Purple blded text indicates that an attribute has been updated by that client in last 48hrs. Hw t create Attributes list G t Navigate - System - Dmain Manager - AttributeCategry: Attribute Categry - each categry has a name. This will appear as a header fr the questins sectin n VO-iSite Descriptin is used t give the patient instructins n hw t fill in the questins in this Attribute Categry, e.g. When describing hspitalisatins include reasn and event date Order By clumn defines the sectin s appearance rder n VO-iSite, e.g. Demgraphics is the tp sectin, Preferred Cntact sectin fllws next, etc. Is Active must be checked fr an Attribute Categry t be visible fr a client n VO-iSite Prac Types (Practitiner Types selectin) - each practitiner type has specific questins in the histry frm. In additin t questins generic t the whle practice, these specific questins will then appear when an appintment is bked with a particular specialist/practitiner-type. If the Attribute Categry is a generic area f questin r required acrss all practitiner-types fr this clinic, such as demgraphics, then Select All in the drp dwn menu, r select the practitiner type if the categry is fr that practitiner-type nly. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 23 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Update cnsultatins/special appintments: Service Cdes selectin is used t assign an Attribute Categry t a particular appintment type, e.g. an Update cnsultatin is bked annually and the practitiner requires Medical Histry Details t be checked and updated: Attributes can nw be created: Once all Attribute Categries are created Save and g t Data - Refresh Entire Data Cache yu can nw create all the Attributes: Each Attribute has a name Select the Attribute Categry fr where this this questin will appear Select the Respnse Type (see belw) Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 24 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Respnse Type fr the answers that will be expected n VO-iSite Respnse Type is a drp dwn windw with 20 items (select the apprpriate type f respnse yu want frm the patients as they cmplete the attribute fields): E.g. Use Date if yu want a respnse that is a date, Numerical fr a number, Text fr a typed respnse, etc. There are a few specific nes requiring explanatin: Use Dmain Cmb and Dmain Grup when yu want t create yur wn type f answers, e.g. specific answers t a questin f Pain Intensity mild, mderate, severe T create a Dmain Cmb r Dmain Grup yu need t type: mild mderate severe in the Dmain Values clumn. Nte: - (pipe) is the separatr between individual values: Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 25 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Use Dmain Cmb if yu want answers t appear in a drpdwn list: Use Dmain Grup if yu want answers t appear with a check buttn near each value: Nte: When creating any Dmain values yu shuld nt have any white space arund the separatrs. Separatrs used in Dmain values are : and Fr example, what yu have is this (with extra white space): 0:N 1:Yes Must lk like this (with n extra white space): 0:N 1:Yes Use Text Respnse Type nly if yu need t add cmments r yu can t use any ther dmain values as the system can use all ther dmain values fr search at later stage, but nt test value Avid using Standard Blean Respnse Type in attributes: althugh it is used t create check/nt check ptin, the website display changes it t True r False - best t create a Dmain Grup with a Yes value if yu want patient just t check the ptin Avid using Lkup and Lkup Grup respnse types in attributes these types f respnses are used in Questinnaire scres nly Use Multi Select if yu want multiple chice selectin Use Wrded Blean if yu want a True r False answer Use Spin Numeric if yu want an answer t enter/adjust value via scrll bar TrackScale scale range is 0 t 10 numbers are visible n respnse TrackBarMinus range is -5 t 5. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 26 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Using Attributes fr specific practitiners/areas f clinical interest An appintment is bked fr a new patient with a specific practitiner. This bked service is set up t nly be prvided by a specific prvider within the Visual Outcmes. This will ensure the crrect type f attributes autmatically appear n VO-iSite fr the crrect practitiner/service being given. These particular attributes are then there fr that client t cmplete pre-cnsultatin. The Client ges nline and sees the My Prfile sectin: Attribute Categry/click t see next categry Attributes Attribute Respnse Last date respnse was given Reset Prfile sectin n VO-iSite: After the Prfile sectin f VO-iSite is finalised by the patient, it is autmatically displayed in their wn file in the clinic database. The patient file in database displays the prfile/attributes f the patient in real time in Visual Outcmes: The Prfile sectin f attributes can be viewed in the Client Intake tab f Client Clinical Screen in its entirety Purple text indicates the attribute has been updated by that client in last 48hrs. The client s lgn ID will shw in the table: Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 27 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
5b. Questinnaires Questinnaires in Visual Outcmes may be used fr the purpse f clinical tracking f utcmes. Questinnaires are NOT fr practitiner input. The mst cmmn uses fr Questinnaires are: 1. Client Feedback 2. Tracking Health Changes 3. Clinical Outcmes Measures First Create Questinnaire Categries in Dmain Manager Please refer t Part 6 Training Manual n hw t wrk with Dmain Manager. Secndly create a New Questinnaire G t Navigate - Clinical - Questinnaire Wizard: Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 28 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Select Create New Questinnaire Click Next Type Name and Descriptin, select Grup Select Scre Type frm the drp dwn menu: Please see belw under Part A - VO-iSite chapter 5: Questinnaires. Fr examples f scres - answers frm the clients - see the Questinnaire windw. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 29 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Select Client Web Enabled and/r Practitiner Web Enabled: NB: if yu want a Questinnaire t be available nline fr yur clients t access their health details and cmplete these Questinnaires nline, the Questinnaire is ticked Client Web Enabled: Make sure the Questinnaire Is Active. Validate, Apprval and Cnsent buttns in the Questinnaire t supprt yur practice prtcls Selecting these buttns give sme assurance f accuracy f cmpletin/rules t yur Questinnaires: Validate: used t check that all required fields are cmpleted and expected values entered befre the questinnaire is deemed cmpleted. Buttn installed by default. Validate appears n the nline client prtal/vo-isite as the Submit buttn. Where there are required fields the Submit buttn will allw the cmpletin/validatin. Validate: in the practice clinical setting the validatin buttn is used fllwing review by the practitiner with the client. E.g. the client has cmpleted the Initial Histry nline and then arrives fr the Initial Cnsultatin. Apprval - clinical gvernance and learning envirnments: the management f sme questinnaires/examinatin prcedures may require a check/cnsent frm anther member f the practice such as a university set up where a supervisr is t check the frm r a multi-specialty clinic where there is a crdinating practitiner fr that client. Cnsent: the client r patient may be required t agree r cnsent t the cntents f the frm/have read/are cnsenting t the infrmatin being distributed t ther practitiners. Yu can select Apprval and Cnsent buttns t appear when creating the Questinnaire: Select Apprval Required if as a questinnaire is cmpleted it must be checked ver befre acceptance. (Example in learning envirnment - cmmented n by a student but student cmments require supervisr apprval/feedback select apprval required fr that questinnaire) Select Client Cnsent if it is has cnsent attached/share questinnaire answers. Click Next Click n + icn n left f Questinnaire name t expand Each Questinnaire cnsists f Parts, Sectins and Questins: Parts and Sectins have descriptins which are visible when answers are entered. Yu can enter up t 2000 characters int the descriptin field. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 30 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Enter a name fr each Part (can be as simple as a number) Select Appearance Order and make the part Active Press Enter key n yur keybard. Remember t use the Tab key n yur keybard t mve thrugh the rws f the Questinnaire. Click n + icn n the left f Part name t expand t Sectin Enter Sectin name and descriptin if any; select appearance rder and make Sectin active; press Enter key, enter next Sectin name and repeat the prcess Click n + icn n the left f the Sectin name t expand t Questin. Enter Questin name: The Respnse Type is a drp dwn windw with 20 items frm which t select the apprpriate type f respnse, same as described in the Attributes sectin f this manual. Respnse types Lkup and Lkup Grup are used when yu want t create yur wn type f answers and place weight n them r percentage used, e.g. specific answers t a questin f In general, wuld yu say yur health is : Excellent, Very Gd, Gd, Fair, Pr and weight each answer. T create Lkup r Lkup Grup yu need t type: 100:Excellent 75:Very Gd 50:Gd 25:Fair 0:Pr in the Dmain Values clumn. Nte: weight values will nt be visible fr clients when they fill in the questinnaire, Visual Outcmes will use these t prduce a scre Use Lkup if yu want answers t appear in a drpdwn list Use Lkup Grup if yu want answers t appear with a check buttn near each value; In the Multiplier clumn fr each questin, change the value t 1 (at a later stage yu ll be able t assess hw many times particular answers are used) Select the Appearance Order Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 31 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Yu can make sure that a questin is cmpulsry by selecting Is Required T make a questin visible in the questinnaire yu are creating, make sure it Is Active Once yu are finished with all Questins, Sectins and Parts, click Next and Finish Questinnaire. Edit a Questinnaire Yu can edit it at a later stage thrugh the Questinnaire Wizard: Select Use Existing Questinnaire, select the ne yu want t edit, click Next Click n the Questinnaire Details tab t expand the Questinnaire and edit it Remember if the Questinnaire has been used at least nce yu cannt delete any questins but yu can make them Inactive and they will nt be visible t answer. The research grade f Visual Outcmes data cllectin ensures that a questinnaire nce used by a client cannt be altered. A new editin f that questinnaire is required when any ne questin is altered r edited. That new questinnaire will require a unique name/identifier fr any research validity. Data integrity is required fr accurate infrmatin in any research. Be aware that any changes in yur questinnaires will mean that a query f the database will nt return data frm different questinnaires nce an internal factr f questin name, rder r cntent is different between them. Cpy a Questinnaire Yu can cpy an existing Questinnaire thrugh the Questinnaire Wizard: Select Use Existing Questinnaire, select the ne yu want t cpy frm the Questinnaire drp dwn menu, click Next Enter a new name r add the editin date t the existing name Click OK Restart the Questinnaire Wizard, make the cpied questinnaire inactive and Save Edit the new versin. Questinnaire Scring and Display fr Practitiners/Physicians and Care Manager Rles T view a cmpleted Questinnaire: Frm the CCS - make sure the client is laded int the Client in Fcus then pen the Client Questinnaire windw (tabbed abve the CCS in Practitiner layut) t view a cmpleted Questinnaire Or use the CCS Jump T menu - Questinnaires Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 32 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Scres tab Questinnaire scre systems sectin sum, grup sum, grup average. Belw are examples: DASS (Depressin Anxiety Stress Scales): grup sum RAND-SF36 (set f generic, cherent, and easily administered quality-f-life measures): grup average Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 33 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Health Appraisal Questinnaire: sectin sum Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 34 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
5c. Cnsents Create a Cnsent frm G t Navigate Clinical - Cnsent Creatin Wizard: Select Create a new Cnsent Click n Next Type Cnsent Base Name Select Web Enabled fr clients t be able t give cnsent n VO-iSite Set up a Duratin (expiry date) fr the cnsent given (the nminated term runs frm when the cnsent is actually attached t the client file) Type the cnsent text Select Next and Finish. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 35 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
NB: Please remember that the cnsent frm is a simple rtf file. DO NOT insert any images. Attach the cnsent frms t the client s upladed frms fr nline e-signatures: New Client Please refer t the New Client Defaults sectin abve in Part A. Existing Client Please refer t next sectin - Part B: Existing Clients G t Part B: Existing Client if yu can: Create an Attribute List and understand the different Respnse Types; Understand hw Attributes relate t a the Dmain Manager and Questinnaires; Create a new Questinnaire and Cnsent fr nline prtal e-signature. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 36 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Part B: Existing Client 1. VO-iSite fr an Existing Client 1a. Uplading Frms Assigning Questinnaires/frms fr a client t cmplete withut bking an appintment Lad the client int the Client in Fcus by typing the first letters f their surname, r left click n their appintment in the Appintment Calendar client will be in fcus Click n the icn in the Client in Fcus t take yu directly t the Create Questinnaires and Cnsents windw Expand the grups and select a Questinnaire frm the list, click n the Create buttn and cnfirm by clicking OK The Questinnaire will nw appear under the Questinnaires heading in the Client Directr: Attaching Questinnaires and Cnsents t a specific appintment service-type This enables a client t cmplete the Questinnaire/Cnsent nline prir t the appintment/cnsultatin. Outcme: when this type f appintment is bked, Questinnaires and Cnsents will autmatically appear fr the client n VO-iSite: G t Navigate Management New Client Defaults: Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 37 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Open the Services tab Select the Service yu need t set up with attributes frm the drp dwn menu, e.g. Update Cnsultatin Send questinnaires and a message t that client abut the need fr them t update their VO-iSite befre this appintment: Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 38 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Type in the Message text area fr the client t read. This message can be used t advise the client t g and review their respnse in a range f specific Prfile sectin/s (attributes) The Message will be sent t the client s VO-iSite autmatically Yu have mail will appear n the Welcme page f their VO-iSite when they lg in: Select a Cnsent frm drp dwn menu f existing Cnsents Select a Questinnaire/s and set up the rder f appearance n VO-iSite if applicable. When set up is dne: Click n the Save buttn (RHS tp f the New Client Defaults page) G t Data - Refresh Entire Data Cache. Bk an Update Cnsultatin appintment: There is a prmpt Cnfirm yu wuld like t attach Questinnaires & Cnsents fr that service: Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 39 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
All items will immediately appear n VO-iSite fr the client. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 40 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
1b. Service-Specific Requirements Specific types f appintments may require a patient t update data abut themselves. This is dne by the client in the My Prfile sectin n VO-iSite when the specific service requires infrmatin: Annual Review Update appintment Seeing anther type f practitiner fr the first time (as an established client f the clinic) When this type f appintment is created, a specific message is sent directly t this client s VO-iSite asking them t update selected sectins f their Prfile nline (Attributes). Cnfiguratin: Attribute Categry assignment t Service T set up Specific types f appintments: G t Navigate - System - Dmain Manager and select Attribute Categry Select the service/s frm the drp dwn menu Service Cdes field - Save and cnfirm Clse the Dmain Manager G t Data - Refresh Entire Data Cache. Client updates Attributes/details nline My Prfile is where the client updates attributes Their current prfile is always available n the patient prtal Client/patients are encuraged t review this sectin and keep it up-t-date A Message frm the clinic abut a service requirement appears n their hme page The Client lgs in t VO-iSite the Hme page shws a summary The Client clicks n the Messages header and the message displays: Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 41 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Click the My Prfile header n the Hme page t update Prfile areas as requested Prceed t fill in requested updates sectins marked fr update are highlighted purple: Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 42 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
1c. Client Invlvement in their Health Jurney There are many areas f VO-iSite s that clients may gradually increase their invlvement in the healthcare jurney with yu and participate with interactive decisins and respnsibilities t help in achieving their best health utcmes; persnally fcused interactin is encuraged. My Jurnal is available nline via VO-iSite: The client clicks the My Jurnal header n the Hme page t access the jurnal, a simple frm f nline diary Then they click n the Make New Entry buttn, type text in the Entry bx and click Save: A Client may be asked t use the jurnal as a fd diary - shws in real time t their practitiner what they have been recrding. The Jurnal may be fr health measures such as peak flw meter readings r bld pressure A practitiner may view these client entries in the Client Clinical Screen Client Activity tab: Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 43 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Educatinal tls fr patients using the nline prtal - VO-iSite G t the Visual Outcmes website VO-iShp t access educatinal tls fr client/patients VO-iSite Yur Online Health File An explanatin fr yur client/patients n hw t use VO-iSite G t Part B Chapter 2: Welcme Kisk if yu can: Attach Questinnaires and Cnsents t a specific appintment type; Instruct a Client n hw t Review areas n their VO-iSite; Instruct a Client hw t use the nline Jurnal. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 44 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
2. Welcme Kisk 2a. Receptin area Welcme Kisk Yur patients can assist with their wn check-in (bar cde r tuch screen - type passwrd) Used nly fr clients arriving fr a scheduled appintment n the day use a bar cde/passwrd Hell Screen The Hell Screen is set up n a specified PC fr the purpse in the receptin area The Hell Screen intrduces the client/patient t the appintment that they have tday. It then mves t a series f screens that have ptinal input fr them (client may just click thrugh t arrive themselves). There are tw r three screens as a flw fr a client/patient; includes a scale f questins as t their selfawareness f hw they are feeling tday and a Visual /self-determinatin bdy image t increase a sense f self-awareness f their health status tday. A visual scale f hw they slept/sense f energy and level f self-perceived wellness (the client is asked t mve/slide the scale frm 0-----10 t reflect their sense f wellness tday) Questins pre- appintment fr that service (set fr yur clinic prtcls) A diagram f the bdy - male r female accrding t their lgged n ID (the client is asked t help the clinician knw hw they are feeling/where the prblem is). Tday s Hell Screen Client entered infrmatin is autmatically saved in their wn file in Visual Outcmes The visual screen f self-assessment is immediately visible in the Drs area - n their Client Clinical Screen - it will be the first template they see when the Dr lads the patient int the CCS tday. This self-assessment screen is differentiated as a Clinical Nte Type - self- determinatin Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 45 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Hell Screen input frm the patient is differentiated as self-determinatin in the Drs clinical sessin and may be filtered in the Histry list t review with them Any questins frm patient n arriving appear in the CCS as a VOTalk message Patient can be assessed and their input t the Hell Screen viewed pre-cnsultatin Questins are aut-filed in the Clinical Review windw VOTalk tab (CCS - Jump T menu) fr practitiner t review The sense f health that they have recrded in their Hell Screen is available each time the client is n their VO-iSite (nline prtal) r in the Hell Screen as they barcde their arrival. Educatinal Tls fr patients arriving themselves fr their Appintments G t the Visual Outcmes website: www.visualutcmes.cm and use the VO-iShp t access Client Educatin tls fr client/patients Hell Screen Yur Arrival t Clinic Explanatin fr yur client/patients n hw t use the Hell Screen Als yu may chse t cnfigure the assciated Help buttn n the bdy image screen Click the Help buttn t shw a patient/client hw t add symbls t the bdy image surface Fr mre infrmatin, please cntact VO Supprt: helpdesk@visualutcmes.cm See a vide f the Hell Screen by visiting: http://visualutcmes.cm/index.php/hme-secure/dcumentatin/training-vides-part-7/ Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 46 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
2b. Cnfiguratin f the Hell Screen The Hell Screen is set up n a separate PC r laptp: Using the Visual Outcmes CheckIn-Barcde (if barcde technlgy is used) r CheckIn-Tuchscreen applicatin (if a passwrd check-in is used) The Hell Screen is set up in the receptin area where clients aut-check in and cntains three pages: Hell Screen Setup Sign in Page (aut-check in fr an appintment) Wellbeing Assessment Scales and Questins Page Self Determinatin Page (type bx and symbl/surface set) Patients can select a type bx and put a nte int the bdy image f their questins/cncerns (selecting a text bx frm the symbl set and apply t surface - then type). Patients may answer questins related t that service (pre-set per yur clinic prtcls) Pre-set questin are set-up in the Services Wizard (explained belw). Please cntact VO Supprt fr the Settings Grup t cnfigure yur Hell Screen: helpdesk@visualutcmes.cm Questins in the Hell Screen Questins attached t appintment type-service will appear in the Hell Screen Hell Screen questins are created nly t have a check bx respnse (select/unselect) Client can nly change the respnse t a green tick/yes r red crss/n) If a questin is answered by a client (NB this is ptinal), ntificatin f the yes/n respnse is sent t Frnt Desk r t the Practitiners (depending n questin prtcl/set up/yur clinic prcedures). Hw t Create Questins fr a Specific Appintment/Service The Hell Screen allws a client t be asked particular questins n their arrival in the clinic. These questins appear n the same page as the Wellbeing Assessment Scales Questins are created thrugh the Dmain Manager (Navigate System menu) - Arrival Questin sectin: Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 47 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Questin Name Please remember that when creating the questin, the Questin name must be smething meaningful (within allwed length f 50 characters). Nte: Questin Name will be displayed in the VOTalk Message area - nt the questin itself. Questin displayed n the Hell Screen fr client selectin with respnse t the questin limited t be nly select Yes (green tick) r unselect - N (red crss) Cnstruct the questin fr this type f respnse - Yes (green tick) r unselect - N (red crss), e.g. D yu have any questins fr the dctr tday? D yu want t ask the frnt desk where yu wait till yur Dctr is ready t see yu? D yu knw the waiting area fr yur appintment tday - if n enter the red crss X and g t the frnt desk nw please? Ntify Frnt Desk - if selected, the Questin Name is sent t the VOTalk f every Frnt Desk staff member t cver all wh may be rstered (CA security level) Ntify Practitiner if selected, the Questin Name is sent t the VOTalk f the practitiner with whm appintment is bked (Practitiner security level) Is Active make questin active s available fr Hell Screen when that service is bked Once questins are created - Save Cnfirm changes in Dmain Manager - Clse G t Data - Refresh Entire Data Cache. Hw t Attach Questins t Specific Appintment/Service-type Questins will appear in the Hell Screen when the client arrives. Questins are created in the Services Wizard fr a specific service cde: G t Navigate Clinic Set Up - Services Wizard Click Select an Existing Service and select the service yu wuld like t create questins fr Click Next Open the Service Arrival Questin tab Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 48 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Mve the selected questin/s frm LHS f the screen t RHS - Save. Patient t Practitiner Service-specific questins fr the practitiner fr the appintment that day are sent via VOTalk The message appears in the VOTalk view at the bttm f the Client Clinical Screen and is filed in their Clinical Review windw (CCS - Jump T menu) fr practitiner t review. Patient t Frnt Desk Service-specific questins fr the Frnt Desk fr the appintment that day are sent via VOTalk Fr example the questin appears: I need mre supplements tday, the client selects/unselects and the answer is sent via VOTalk t the Frnt Desk and are then filed in their Clinical Review windw VOTalk tab (CCS - Jump T menu) fr practitiner t review. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 49 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
2c. Using Hell Screen Sign-in page Check-in fr appintment tday Self-Determinatin Health Awareness This is a fur questin page that asks them abut hw they have slept hw they feel abut their energy and sense f wellbeing as well as any pain t reprt. Nte: self-assessment scales are hard cded n changes available t Visual Outcmes users. These self-assessment areas are vluntary and help a client becme engaged mre in their health (like the verbal greeting - hw are yu feeling tday?) There are simple scales fr mving right and left by the client - the tracking f health self-awareness Each is mved frm left t right indicating nt at all ------ extremely s. The graph at the bttm f the screen shws the last 10 inputs If there are questins in the RHS f the screen the client can respnd. Yur clinic prtcls arund the questins set fr a service-type need t be clear fr them; as t whether it is t be read/answered r ptinal/nn-existent. Client clicks OK at end f page (green arrw) t mve n t the next screen a Selfdeterminatin screen with a bdy image. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 50 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm
Self-determinatin screen with a bdy image Client can use Symbls: There is a set f symbls n the RHS f the screen fr the client t use The client needs t tuch r click n any f these symbls n the RHS then place the symbl n the bdy image (d nt drag and drp) Placement is t reflect where they want t express their feeling/pain, where they feel is mst apprpriate Client can type free text: Client can draw: Take the TT bx frm the Symbls n the RHS and place it anywhere n the bdy image Type the cncern/nature f hw they are feeling whether is related t a bdy part r an emtin r a feeling f cncern abut sme area f their health tday If drawing tls (lines arrws and shaping tls) are included t the Hell Screen Symbl set, the client can draw n the image as well. Patient Clicks OK at the bttm f the page the aut-arrival prcess is cmplete. Visual Outcmes Part 7: Clinical: Client Data Inputs and Cnfiguratin (Ruby versin) Page 51 f 52 Australia: PO Bx N434 Grsvenr Place NSW 1220 +61 402 484 177 USA: 3494 Camin Tassajara, Suite #142 Danville CA 94506 1.888.859.0885 helpdesk@visualutcmes.cm www.visualutcmes.cm