Professional Documents
Culture Documents
November 2014
CONTENTS
ABOUT THIS GUIDE __________________________________________________4
Product Documentation ___________________________________________________________4
Webinars ___________________________________________________________________________ 4
eClinicalWorks Newsletter _____________________________________________________________ 4
Getting Support__________________________________________________________________5
Conventions_____________________________________________________________________5
CONTENTS
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Product Documentation
The eClinicalWorks documentation supports the eClinicalWorks Electronic Medical Record (EMR), Practice
Management (PM), and/or additional software features.
eClinicalWorks Documentation is available from:
https://my.eclinicalworks.com
click the Documents and Videos widget on the Knowledge tab to display the documents available in PDF
format
click the HelpHub widget on the Helpdesk tab to display the documents available in HelpHub
eClinicalWorks application - from the Help menu, click the HelpHub link
Webinars
For more information, take advantage of the free unlimited eClinicalWorks webinarsinteractive seminars
conducted online. These courses are presented by product trainers who are experts with eClinicalWorks and all
of its capabilities. To sign up for an eClinicalWorks webinar, go to:
https://my.eclinicalworks.com.
To view and register for the webinars, from the Services tab click the eCW Webinar option.
eClinicalWorks Newsletter
To receive important, timely, and informative product notifications, subscribe to the eClinicalWorks Newsletter
e-mailing list.
To subscribe to the newsletter:
GETTING SUPPORT
Getting Support
Send messages directly to eClinicalWorks Support through the eClinicalWorks Customer Portal:
https://my.eclinicalworks.com
You may also call or e-mail eClinicalWorks Support:
Phone: (508) 475-0450
E-mail: support@eclinicalworks.com
Conventions
This section list typographical conventions and describes the icons used to call out additional information and to
indicate item keys, new features, and enhancements to the application.
Typographical conventions:
Bold
Italic
Monospace
Identifies examples of specific data values, and messages from the system, or
information that you should actually type.
Icons are used to highlight new features and indicate enhanced features and item keys:
Icon
Description
Indicates an item key.
Identifies new features, suggested by clients, from the eCWIdeas website:
http://ecwideas.eclinicalworks.com.
Identifies new features.
Indicates an enhanced feature.
Points out helpful tips or additional information.
Indicates feature meets a Meaningful Use requirement.
Note to Cloud/SaaS Users: When accessing the eClinicalWorks application via RDP (Remote Desktop
Protocol) as a backup, be advised that Microsoft Office applications such as Excel and Word will
not be supported.
CARE PLAN
The Care Plan module is used by the providers to treat patients on a Care Plan where they will be seen over a
period of time. The system enables the providers to manage such episodes and monitor their patients
treatment plan over a period of time. The Care Plan module can be used in various treatment plans for shortterm and long-term care, such as weight-loss, anger management, etc.
Note: This feature is an item key that is enabled by default. To disable this feature, contact eCW
Support and refer to Item Key Code 0098_UK. For more information, refer to Getting Support.
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CARE PLAN
After the module has been activated, visit types for Care Plan must be created from the Admin section.
The Care Plan Visit box must be checked for such visit types:
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CARE PLAN
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CARE PLAN
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CARE PLAN
To search a problem by its name, enter the name in the search field and the problem will display
underneath.
The search used here is a wildcard search.
To delete a problem, select the radio button corresponding to the problem and then click the minus (-)
icon.
To add goals and objectives, follow the same set of steps for the corresponding sections as used in
adding problems.
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CARE PLAN
To remove an association, click the Delete (x) button to the left of the Problem-Goal-Objectives mapping.
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CARE PLAN
To delete an association, click the Delete (X) button to the left of the ICD Code-problem mapping.
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CARE PLAN
Under Frequency, the number of times the patient is required to visit the clinic can be specified, such as
once a week.
Under Modality, the method of treating a problem can be specified, such as Group Therapy or Collateral.
Under Status, various status options for Care Plan problems can be added, such as In Progress and a score
can be specified for each status option, such as 10, 20, etc.
The status is used to track the progress of the patients case on a Care Plan chart.
Under Care Plan Rules Setup, specific rules for care dates and Care Plan labels can be added.
Add Frequency
To add a frequency:
1. Click the Setup tab from the Care Plan Compendium window.
2. Click the plus (+) icon next to Frequency.
The Create New Frequency window opens:
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CARE PLAN
Add Modality
To add modality:
1. Click the plus (+) icon next to Modalities.
The Create New Modality window opens:
Add Status
To add status:
1. Click the Plus (+) icon next to Status.
The Create New Status window opens:
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CARE PLAN
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CARE PLAN
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CARE PLAN
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CARE PLAN
2. Clear the selection for the Show All box to display only the Active items.
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CARE PLAN
5. Click Save.
The Problem, Goal, or Objective is saved.
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CARE PLAN
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CARE PLAN
4. Click the More (...) button next to the Care Plan Type field.
The Case Types window opens:
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CARE PLAN
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CARE PLAN
2. Click the N button to open a drop-down list, and then click Case Plan Manager:
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CARE PLAN
3. Click an ICD Code to open the list of problems, goals, and objectives that were mapped to the selected ICD
Code:
Note: One ICD Code can be mapped to multiple problems and one problem can be linked to multiple
goals and objectives. As a result, an ICD code can trigger a list of same problems that are linked to
different goals and objectives. The user can select one or many combination of problems-goalsobjectives from this list as needed for the visit.
4. Click the arrow next to a row to add a problem and the related goal and objective.
Repeat this process to add multiple combinations of problems, goals, and objectives.
5. Click Close.
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The problem, goal, and objective is added to the Care Plan window.
To enter notes for a specific problem, goal, and objective, select a row from the Care Plan window and
type your notes in the Notes field.
To browse notes from a predefined list, click Browse and select a note.
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CARE PLAN
7. From the drop-down lists corresponding to the fields, select a frequency and modality for the problem.
The drop-down lists display options that were configured during Care Plan setup.
8. Click the Prv or Staff button to select a provider or staff member who is treating the problem-goal-objective.
For example, if the modality is individual treatment, and frequency of visit is once every week, the provider
who would supervise the problem-goal-objective could be a physical therapist.
Note: Different providers could be working together on the same patient on the same care plan.
For example, one provider could be focused on a single objective and devising a treatment plan,
while another provider could be treating the other objective(s) for the same patient's care plan.
There can be multiple providers treating the patient on a single care plan.
9. From the drop-down calender in the Completion Dt. field, select a date to specify the expected date by
which the problem should be resolved.
10. Drag the pointer under Status to specify the current status of the problem.
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The Status displays a score that was configured during the Care Plan setup.
The status of the problem, goal, and objective can be updated periodically as the treatment progresses.
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CARE PLAN
The Care Plan chart is plotted for each set of patients problems, goals, and objectives based on their
status score.
Click Save & Next to save the current information and to move to the next problem.
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CARE PLAN
2. Add a problem, goal, and objective by clicking the Plus (+) icon in the corresponding sections.
For more information on adding problems, goals, and objectives to the compendium, refer to Create Care
Plan Compendium.
3. Click Add next to Problems->Goals->Objectives.
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CARE PLAN
4. Click Close.
The problem and the associated goal and objective is added to the Care Plan window:
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CARE PLAN
When Update Problems is clicked, the Care Plan Problem window opens. Edits can be made to this
window.
When Delete Problems is clicked, the problem, goal, and objective is removed from the Care Plan
window.
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CARE PLAN
5. Click the green arrow next to the Add Problems button, and then click Update Problems.
The Care Plan Problem window displays.
6. Click the Notes tab.
Any notes added in the previous Care Plan window displays under the Notes tab:
To create and use structured data questions for pre-defined notes, refer to the Progress Notes
Customization section of the Electronic Medical Records Users Guide.
To add notes in the Notes box, simply type the notes and use the Browse, Spell Check, and Clear
functionality as necessary.
7. Click Save.
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CARE PLAN
Problems
John is unable to
find a job
Goals
John would like to
be employed in a
part-time job
Objectives
Interventions
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CARE PLAN
(Optional) Use the Browse button to select from a list of user-defined keywords:
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CARE PLAN
When a status changes, the user name and the status change text display:
Note: The Intervention status displays in the Care Plan Hub, under the Care Plan tab.
After adding an Intervention, the user may or may not delete it. Use the Addendum button to document
any additional information to the Intervention.
Interventions display in the Progress Notes:
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CARE PLAN
3. Click Save.
The Intervention is added.
The problems, goals, and objectives that were added to the current encounter display under the Care
Plan tab.
To add other problems, goals, and objectives to the case, click Add Problems in the Care Plan window.
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CARE PLAN
Print Options
Review Due Date - This signifies the due date by which the care team should review the case and signoff on it.
Patient Sign-Off Due Date - This signifies the due date by which the patient would agree to accept and
sign-off on their Care Plan.
Utilization Due Date - This signifies the due date by which a team of people should analyze the Care
Plan to see if the proper treatment was provided and appropriate resources were utilized. This is
usually performed by the insurance company after the case is closed.
Note: These dates also display under Care Plan Manager as a reminder of the tasks that are due
on individual cases. For more information on Care Plan Manager, refer to Care Plan Manager.
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CARE PLAN
4. Click the blue arrow link next to a logged action to view the comments.
For more information on signing and reviewing signatures, refer to Multiple Signatures on Care Plan Hub on
page 48.
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CARE PLAN
To delete a staff member from the team, select the radio button corresponding to their name and click
the Delete (-) button.
To appoint a member as the lead clinician for treating the patient, select the radio button next to a
provider.
Note: The designated lead physician supervises the entire Care Plan.
Lead Clinician for a Care Plan has been renamed as Lead Clinician/Case Manager.
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Click on the Plus (+) icon to view the notes, frequency, modality, and treatment provider, as well as a
chart reflecting the current status for the problem-goal-objective:
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CARE PLAN
The patients progress is plotted in blue against the optimal progress denoted in red.
The progress is plotted based on the status assigned to a patients problem-goal-objective over time and
the score set for the status.
For example, when a patient came in last week, their problem-goal-objective status was set at 10 for a
care plan case. This week when the patient comes in, the provider can import the same care plan case
from the Chart Panel to the Progress Notes and update the status of the problem-goal-objective to 20,
based on the progress. When the provider views the graph on the Care Plan Hub, it displays the
progress of the status in the graph. For more information on importing care plan cases, refer to Import
Care Plan Cases.
You can update a problem-goal-objectives status each time you work on it, from the Care Plan Problem
window. For more information on documenting a problem-goal-objectives status, refer to Adding
Problems, Goals, and Objectives to a Care Plan and Deleting or Updating Problem, Goal, and Objective
in a Care Plan.
Click Print Summary to open the Care Plan Discharge Summary window and to print the summary.
Click the Printer icon to open the Print Care Plan window and select options to print.
For more information on printing options, refer to Print Options.
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The visit type associated with the encounter displays next to the visit date. Click a visit date to open the
patients Progress Notes for that date:
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CARE PLAN
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4. Click Print.
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CARE PLAN
For more information about changing the status of an Intervention, refer to Interventions for Care Plan
Problems.
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CARE PLAN
The encounters are displayed under the Encounters tab by visit date, visit type, facility, and provider
name.
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CARE PLAN
The structured data questions are displayed under the Discharge Summary tab.
4. Click a row to open the Care Plan Discharge Summary Data window.
5. Enter responses to the structured data questions:
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6. Click Close.
The structured data questions and the responses associated to them are displayed under the Discharge
Summary tab:
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4. Repeat steps 1 through 3 for the Care Plan Sign-Off and Care Plan Utilization options.
5. Click Save.
View the reminders in Care Plan Hub from the Care Dates tab:
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CARE PLAN
To view the reminders from the Referrals band, point to Care Plan Manager, Message Board, and then click
Reminders:
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If using a Tablet PC, use the Stylus to sign in the Please Sign Below box, and then click Done:
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CARE PLAN
If using a Signature Pad, click the Sign with Sig Pad button. For more information about using Signature
Pads, refer to the Devices Users Guide.
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CARE PLAN
Print Options
A Print icon is available for printing, next to the Print Summary button in the Care Plan tab and Print Discharge
Summary buttons in the Discharge Summary tab. The Print icon enables users to choose specific options to
display when printing the Discharge Summary.
To select Print Options:
1. Click the Print icon to open the Print Care Plan window:
2. Check the options to display the related information in the Print Summary window:
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CARE PLAN
The Care Plan window opens displaying the case name, goals, objectives, and the ICD Codes associated to
the problem:
3. Double-click a problem row to open the Care Plan Problem window and to update the status of the
problem-goal-objective.
4. Click Save to save the changes and return to the Care Plan window.
5. Select a row of problem-goal-objective, and enter notes in the Notes field.
6. Click Close.
The problem and all the related problem-goal-objective and notes are imported to the Care Plan section of
the current Progress Notes.
Note: If a problem has multiple goals and objectives, they are imported to the Progress Notes as well.
Note: Click the orange More (...) button next to the Care Plan name to open the Care Plan Hub.
To import a specific combination of problem-goal-objective within a problem (rather than all problems-goalsobjectives within a problem) to the current visit:
1. Click the orange More (...) button next to a problem:
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Note: For more information on printing, faxing, and locking Progress Notes, refer to the Electronic Medical
Records Users Guide.
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CARE PLAN
A message displays confirming if you want to close the existing Care Plan.
4. Click OK to close the case.
5. Close the window.
The case is locked for use and an alert message is displayed on the Care Plan Hub:
The following points are important to note when viewing closed Care Plan cases:
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If a user tries to modify any item in the Care Plan Hub, a message will inform them that the case is
closed.
The user can still print a Discharge Summary from the Discharge Summary tab of a closed case.
All closed cases are displayed with an asterisk in the Care Plan Cases drop-down list.
Closed cases can be viewed by filters, such as patient, lead clinician, case type, case label, and date
range from the Care Plan Manager window.
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CARE PLAN
Message Board
Filter
Patient
Description
Filter to search by patient name:
1.
2.
3.
Lead Clinician
Case Label
Filter to search by the case label. You can enter free text
in this field.
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Filter
Date Drop-Down List
Description
Filter to search by created date, review date, patient signoff date, and utilization date:
1.
2.
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CARE PLAN
Message Board
The Message Board contains reminders on important dates associated to a patients Care Plan case, a running
list of messages or notes entered in the cases, and actions taken on a case.
To view the Message Board:
1. From the Referrals band, click the Care Plan Manager icon.
The Care Plan Manager window opens.
2. Click the Message Board tab.
The Message Board opens, displaying reminders, messages, and events.
The Reminders, Messages, and Events icons display an item count in brackets for each category:
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The Reminders page displays significant due dates, such as, review date due by.
The Reminders page displays the Care Plan case name and the patients name associated with it.
To open a case and take action on it, click the blue hyperlink for the Care Plan case or the patient
name:
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The Messages page displays notes that were entered under the Notes tab in the Care Plan Hub and
the user that created the notes.
The Messages page displays the Care Plan case name and the patients name associated with it.
To open a case and enter notes in it, click the blue hyperlink for the Care Plan case or the patient
name:
The Events page displays any actions that were taken on a case along with the date and user name.
To open a case, click the blue hyperlink for the Care Plan case or the patient name:
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APPENDIX: NOTICES
Trademarks
eClinicalWorks
eClinicalWorks is a registered trademark of eClinicalWorks, LLC.
All other trademarks or service marks contained herein are the property of their respective owners.
Microsoft
Microsoft, Excel, and Word are either registered trademarks or trademarks of Microsoft Corporation in the
United States and/or other countries.
Copyright
Microsoft Copyright Notice
2014
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