ChartMaker® 2018.2 Software Release 6.4.8

Where can I find it?

Clinical: Facesheet > Patient Access
Practice Manager: Patient > Patient Access button
Practice Manager: Appointment > Select Patient > Patient Access button

What do I need to know?

In conjunction with the 21st Century Cures Act (21CCA), specifically as it details requirements against Information Blocking, the system has been updated so that on November 1, 2020 and after, any electronic results (lab, radiology, etc.) that are received into the ChartMaker Medical Suite will be automatically transferred to the applicable patient’s PatientPortal and/or API without needing to be viewed or signed by the provider, if they are activated for Patient Access. Likewise, whenever an unmatched result has been matched to a specific patient, those results will automatically be sent to the applicable patient’s PatientPortal and/or API without needing to be viewed or signed by the provider, if that patient is activated for Patient Access.

After the note has been reviewed and signed by the provider, if any comments were added prior to signing, then after signing the system will then automatically resend and replace the results on the patient’s PatientPortal and/or API that were automatically sent prior to signing (i.e., the original unsigned results) with an updated note that contains those results and the additional comments, and the patient will be sent a notification that changes were made. If the note does not contain any comments or changes, upon signing no additional exports or notifications will be sent.

There are, however, exceptions to automatically sending electronic results that can be manually configured on a patient basis, should a medical decision be made that it is in the patient’s best interest to not automatically send these results. Do note that these exceptions must comply with those exception cases outlined in the 21st Century Cures Act (21CCA), as actors (i.e., providers) can be penalized for conducting information blocking practices that do not comply with those outlined in the final rule.

To this end, the Patient Access dialog (accessed via the Patient Access button) has been updated with a Do not export unsigned results option. When this option is checked, the system will not automatically send unsigned results to the patient’s PatientPortal and/or API.

Do note that a warning message outlining the ramifications of checking this option will be generated when you click the OK button, and the system will also track whenever this option is checked or unchecked in the audit trail. When this option is activated, the system will behave as in previous versions where results, notes, labs, and scans are sent to the patient’s PatientPortal and/or API upon signing (unless, of course, if the Do not export on note, lab and scan signing option is checked).

If the Do not export on note, lab and scan signing option is checked, and the Do not export unsigned results option is not checked, when you click the OK button a warning message will be generated indicating that there is a conflict and you will not be able to continue until both options are checked. However, the Do not export unsigned results option can be checked with the Do not export on note, lab and scan signing option not being checked.

Also note, any patient that has the Do not export on note, lab and scan signing option checked, when upgrading to this version, the system will automatically check the Do not export unsigned results option for that patient, as it is assumed since the patient is not receiving exports when signing should not receive exports for unsigned results.

 

How do I use it?

Upon upgrade, the options in the Patient Access dialog will appear as outlined above. The system will not begin automatically transferring electronic results received into the ChartMaker Medical Suite to the applicable patient’s PatientPortal and/or API until November 1, 2020.

Where can I find it?

Clinical: Organizer
Clinical: Edit > Preferences

What do I need to know?

The system has been updated with a new user-friendly interface that allows you to easily send faxes to Updox. Please note that this new feature requires operating systems of Windows 10 (or above) for PCs and laptops, and Windows Server 2016 (or above) for servers.

When the Updox Faxing Credentials preference is configured, whenever you choose to fax valid notes and documents (CPN, ICPN, Lab, Scan, PDF) from the Organizer, either via the right-click menu, or via Chart > Fax option, the Updox Faxing dialog will appear allowing you configure Sender Information, a Cover Sheet, Documents to be Faxed, and the Recipients. A warning message will appear prior to accessing the Updox Faxing dialog if any invalid documents (unfinalized custom forms, midmark files, Flexforms) were selected. The applicable invalid documents will be listed and will be removed if you choose to continue with the faxing. Likewise, you will also get a similar warning if you are running an unsupported operating system.

When first accessing the Updox Faxing dialog, the From field, in the Sender Information section, will contain the user that is currently logged in, and if the system has any practices that have fax numbers for which the user is linked, the Use Practice Fax radio button will be checked by default. If the system does not have any practices with fax numbers, the Use Other Fax radio button will be checked by default. If the user has previously sent a fax, the last used fax number will be selected in either the Use Practice Fax drop-down or in the Use Other Fax text box. You can modify the various fields in the Sender Information section as needed.

The Cover Sheet section allows you to select whether to add a cover sheet to the fax. The Use cover sheet option will default checked. When using the cover sheet you can use a generic Medical Fax header, or you can select to use a practice that the selected user is associated within the Header drop-down. You can then enter an applicable Subject (up to 100 characters) and any Comments (1024-character limit) as needed. A Disclaimer will also be included on the cover sheet that cannot be edited. The information configured in this section, as well as the Sender Information and Selected Recipients sections will comprise the information in the cover sheet (Header, From, To, Subject, Date, Comments, and Disclaimer) and will appear as the first page of the fax document.

The Documents to be Faxed section will contain any valid files that were selected in the Organizer. You can also add additional external PDF files by clicking the Browse button. All the documents checked in this section will be sent with fax. You can uncheck documents as needed.

The bottom section of the dialog allows you to select recipients of the fax. You can select from Patient Referring Physicians (those referring physicians associated with the patient’s chart), Referring Physicians (allows you to search and select those referring physicians in the ChartMaker Medical Suite), or Additional Recipients (manually added recipients). Recipients in these sections are selected into, as well as removed from, the Selected Recipients section, using the applicable arrow buttons between these areas.

When all the applicable information has been configured as desired, you can click the Send button to send the fax to Updox. Do note that there is a 400 page and 40MB size limit for sending faxes via Updox. If the fax exceeds either of these limitations a warning will appear outlining the issue and how to remedy the issue.

When a fax is sent successfully to Updox, or when a fax failed to send to Updox, a confirmation or error message will appear. Do note, however, that sending a successful fax to Updox does not verify that the fax was successfully transmitted to the fax recipients. To verify the transmission to the recipient, you must check the MyUpdox web interface.

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A new Fax tab has been added to the Preferences dialog that allows you to activate Updox Faxing Credentials where you can enter and test your login credentials for the MyUpdox website. When the Updox Faxing Credentials option is checked, the faxing functionality throughout the system will use the Updox Faxing screens and options. Likewise, when the Updox Faxing Credentials option is unchecked, the Updox Faxing functionality will be disabled and other faxing solutions (i.e., Open Text Fax Appliance) will be activated.

When the Updox Faxing Credentials option is checked, the Username and Password fields will become active allowing you to enter your login credentials. You can then click the Test Updox Credentials button to verify the credentials entered. A Valid Login Credentials message or Invalid Login Credentials message will appear depending upon the validity of credentials entered. Once the options and credentials are entered as desired, be sure to click the Save button to activate those changes. Do note, that if the Updox Faxing Credentials option is checked and a Username and Password are not entered, when you click the Save button an error message will be generated and you will not be allowed to continued until they are entered.

How do I use it?

Upon upgrade, this features will be available as outlined above. To use the Updox eFaxing solution you must be enrolled. If you are not yet enrolled, you can do so here: https://sticomputer.com/electronic-faxing-enrollment/.

Where can I find it?

Practice Manager: Add-Ins > Patient Billing > Elect Stmnt Practice Setup

What do I need to know?

The Electronic Statement – Practice Setup dialog has been updated with a URL field that allows you to enter a URL for your practice that allows patients to pay their bill online, along with some descriptive text (up to 80 characters) as needed. See Figure 8. Whenever there is information in the URL field, the text and URL will print on the electronic patient statements on the top section of the patient statement.

This new feature works in conjunction with the Patient Pay Online (PPO) service we have partnered with InstaMed to provide to our clients that allows your patients to pay their bills online in a simple, seamless, and secure interface that can be accessed anywhere. With this service, patients can view and pay their Healthcare Bill on any device including a mobile phone, tablet, laptop, or desktop computer.

If you are interested in this NEW Patient Pay Online service and currently use InstaMed as your banking merchant, onboarding can begin immediately. If you currently use another banking merchant, we will assist you in transitioning to InstaMed, so you can take advantage of this time saving feature.

If you would like to offer this valuable feature to your patients, you must enrollment with both STI and InstaMed. You can enroll for with us via our website at https://sticomputer.com/patient-pay-online/, and someone from our STI team will contact you.

Please note, integration of automatic posting of those patient payments is not currently available, but will be in a future release.

How do I use it?

Upon upgrade, this option will be available as outlined above. You must enroll with STI and InstaMed to use the Patient Pay Online (PPO) service.

Where can I find it?

Practice Manager: Add-Ins > Patient > Patient Reminder Module

What do I need to know?

The Patient Reminder Module dialog has been updated with a Recalls tab that allows you to export and import recall data to and from RevSpring in a similar manner as Appointments.

In the new Recalls tab, you can select the appropriate recall dates to send reminders for, using the Recall Range fields. The system will default these fields from today’s date to 30 days into the future. Clicking the Export button will trigger the export, where the system will collect the applicable recall data and then send it to RevSpring.

Also, in a similar manner as importing Appointments, you can click the Import button to import patient recall activity and update Reminder method throughout the system. After the Import button is clicked, the system will download any recall activity since the last import, update the various reminder methods in the system (Charge > Patient Recall, Appointment > Select Patient Recall screen, and Inquire > Recalls, etc.), and a Report dialog will appear summarizing the imported details (Account Number, Recall Date, Patient Name, Confirmation Status Updated, and the Details of the contact) that you can print, if needed.

Prior to using the Patient Reminder Module for exporting and importing recall data to and from RevSpring, your system needs to be configured with an Account ID and Access Code for RevSpring via the Configuration dialog (accessed via the Configuration button in the Patient Reminder Module dialog). The appropriate Practices, Providers, and Recall Reasons codes selected, will determine what is included in the export via the Recalls tab of the Configuration dialog. If your office is currently enrolled in the PRM Recall Reminder Service, an STI Support Representative will contact you to convert your office from using the exporter tool to this new method of transmitting patient recall data. If your office is interested in signing up for the Patient Reminder Module’s Services please enroll online at https://sticomputer.com/solutions/patient-reminders/.

How do I use it?

Upon upgrade, the Patient Reminder Module can be accessed and used as outlined above. If your office is currently enrolled in the PRM Recall Reminder Service, an STI Support Representative will contact you to convert your office from using the exporter tool to this new method of transmitting patient recall data. If your office is interested in signing up for the Patient Reminder Module’s Services please enroll online at https://sticomputer.com/solutions/patient-reminders/.

Where can I find it?

Practice Manager: Patient > Patient Reminder button

What do I need to know?

The Patient Reminder Preferences dialog (accessed via the Patient Reminder button in the Patient screen), has been updated with a Patient doesn’t want to be contacted for Appointments checkbox and a Patient doesn’t want to be contacted for Recalls checkbox.

When the Patient doesn’t want to be contacted for Appointments checkbox is checked, the system will not export appointment contact information to RevSpring for the patient. Likewise, the Appointment Contact Preference section of the dialog will be grayed out. When the Patient doesn’t want to be contacted for Recalls checkbox is checked, the system will not export recall contact information to RevSpring for the patient. When both options are checked, both the Contact Preferences section and the Appointment Contact Preference section will be grayed out. Also note that if no information is selected in the Contact Preferences section, when exiting the dialog via the OK button, a warning message will be generated indicating that no contact preferences were selected and the patient will not be contacted for patient reminders. If you click the OK button, the system will automatically check the Patient doesn’t want to be contacted for Appointments and Patient doesn’t want to be contacted for Recalls checkboxes upon closing.

How do I use it?

Upon upgrade, the options in the Patient Reminder Preferences dialog will appear and can be used as outlined above.