DEFENSE HEALTH INFORMATION MANAGEMENT SYSTEM CHCS Virtual Classroom VC Instructor Guide For Patient Appointment S by rey15315

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									                       DEFENSE HEALTH INFORMATION MANAGEMENT SYSTEM




    CHCS Virtual Classroom (VC) Instructor Guide
                        For:
               Patient Appointment &
    Scheduling/Managed Care Program (PAS/MCP):
                Front Desk Functions




                                       Visit Us Online at:
                                    http://dhims.health.mil

The DHIMS Program Office is a component of the Military Health System Office of the Chief Information Officer.
                                  Course Notes
              Purpose of Course
              Target Audience
              Environment for Application Share




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Purpose of Course:
The purpose of this training is to demonstrate the options that allow front desk
personnel to Check-in patients for appointments, monitor and process patient
appointments, and perform other activities and processes associated with front desk
functions at medical treatment facilities (MTFs).
Target Audience:
Composite Health Care System (CHCS) and AHLTA users who currently process
clinic appointment data and telephone consults (T-cons) on-line and complete end-
of-day (EOD) processing
Environment for Application Share:
AHLTA CHCS II Training System (CTS) and CHCS Training Database (TDB)




                                                                                        2
                          Course Notes (cont.)
              Pre-
               Pre-positioned Data




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Pre-positioned Data:

CHCS Training Database (TDB):
Prior to class (on the same day class is scheduled), enter the following data in the
TDB.
   Lesson 2: Cancel an Appointment, Topic 2 (Slide 45)
   Book a wellness appointment for Picard,Z on June 22.
   Lesson 3: Display Patient Appointments, Topic 2 (Slide 58)
   Create a future appointment for Zachary Picard.
   Lesson 4: Individual Patient Check-in, Topic 2 (Slide 68)
   Book a wellness appointment with Jessica Picard’s PCM for June 21,
   via the BHCF menu option.
   Lesson 5: Multiple Patient Check-in, Topic 2 (Slide 76)
   Modify an appointment type to GRP$ for Dr. G. Albert in the Mental
   Health Clinic. The maximum number of patients is 10. Book August
   Photon, C. Photon, and D. Photon to the group appointment.

CTS Notes:
Reset the CTS prior to class daily:
• Access the CTS.
• Select “Training Disk Database Reset” from the TOOLS menu.
• Click the ‘Entire Database’ button.
• Click ‘Done’ once the database has been reset.




                                                                                         3
                                        Acronyms
           AHLTA       Armed Forces Health Longitudinal Technology
                       Application
           CHCS        Composite Health Care System
           CTS         CHCS II Training System
           DEERS       Defense Enrollment Eligibility Reporting System
           EOD         End- of-
                       End-of-Day
           IPC                            Check-
                       Individual Patient Check-in
           MCP         Managed Care Program
           MEPRS       Medical Expense and Performance Reporting
                       System
           MTF         Military Treatment Facility
           PAS         Patient Appointing & Scheduling

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Instructor Notes:
The acronyms are listed here for your reference.




                                                                                         4
                     Patient Appointment &
                    Scheduling/Managed Care
                      Program (PAS/MCP):
                      Front Desk Functions
            (AHLTA and Composite Health Care System [CHCS])

                    Clinic staff who manage patient appointments
                             and other front desk functions




Instructor Notes:
Be sure to complete a sound-check before beginning the class.
Text:
Welcome to the PAS/MCP: Front Desk Functions course for AHLTA and CHCS
users.
This course is for military treatment facility (MTF) personnel who currently process
clinic appointment data and telephone consults (T-cons) on-line and complete end-
of-day (EOD) processing. Where applicable, we will demonstrate how to perform
these functions in both AHLTA and CHCS.

To begin our session, let’s review the agenda for the course.




                                                                                       5
                                Table of Contents
                 Agenda                                                                  7
                 Course Objectives                                                       8
                 Introduction                                                            9
                 Lesson 1: Process Unscheduled Visits                                   10
                 Lesson 2: Cancel an Appointment                                        35
                 Lesson 3: Display Patient Appointments                                 48
                 Lesson 4: Individual Patient Check-in                                  63
                 Lesson 5: Multiple Patient Check-in                                    70
                 Lesson 6: End-of-Day Processing                                        79
                 Course Summary                                                         90
                 References                                                             91
                 Questions                                                              92


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Instructor Notes:
This Table of Contents is intended for the hard-copy reader and should be skipped
for the presentation.




                                                                                                 6
                                         Agenda
           Lesson 1: Process Unscheduled Visits
           Lesson 2: Cancel an Appointment
           Lesson 3: Display Patient Appointments
           Lesson 4: Individual Patient Check-in
           Lesson 5: Multiple Patient Check-in
           Lesson 6: End-of Day Processing
           Course Summary
           References
           Questions


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Instructor Notes:
Point to each item as it is discussed.
Text:
This course will cover the following [read agenda items].




                                                                                         7
                                     Course Objectives
                       Upon completion of this course, you will be able to:

                          Process unscheduled patient appointments
                          Cancel patient appointments
                          Display patient appointment data
                          Check in individual patients for a clinic visit
                          Check in multiple patients collectively
                          Update patient appointments




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Text:
[Read the objectives.]
Now let’s advance to the next slide for an introduction.




                                                                                                8
                                     Introduction
               Need for Training
               Target Audience
               Methodology
                  PowerPoint Slides
                  Software demonstrations
                  Test Questions




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Need:
If the user performs the tasks incorrectly or does not perform the tasks at all, it will
cause a delay in patient care, and patient records with inaccurate appointment
information. There will also be interruptions of provider schedules, and reports
containing incorrect data and billing. Formal training will ensure that front desk
users have the knowledge, skill, and ability to effectively manage patient
appointments.
Text:
This course was created to assist front desk personnel in using AHLTA and the
Composite Health Care System (CHCS) to process unscheduled visits, check in
patients, display and cancel patient appointments, and perform EOD processing.
The presentation today will include PowerPoint slides, as well as some
demonstrations of the software in a simulated environment. Throughout the course,
you will have exercises and questions to answer so that you can test your
knowledge of the content as we go along.
Now let’s get started with Lesson 1.




                                                                                           9
               Lesson 1: Process Unscheduled Visits
                        Walk-    Sick-          Tel-
                Topic 1: Walk-In, Sick-call, and Tel-Cons via AHLTA
                        Walk-    Sick-          Tel-
                Topic 2: Walk-In, Sick-call, and Tel-Cons via CHCS




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Instructor Notes:
Point to each topic as it is read.
Text:
In Lesson 1 of our class today, we will discuss processing unscheduled visits to
include Walk-In, sick-call, and telephone consults. The topics for this lesson are
listed here. [Read the topics].
Now, let’s go over the objective for Lesson 1.




                                                                                           10
                            Lesson 1 Objective
               Process unscheduled patient appointments.




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Text:
This is the objective for Lesson 1. By the end of this lesson, you will be able to [read
objective].
Now let’s move on to Topic 1.




                                                                                           11
                      Topic 1: Walk-In, Sick-call, and
                            Tel-Cons via AHLTA




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Text:
In Topic 1, we will discuss how unscheduled visits (walk-in and sick call) and
telephone consults are processed in AHLTA.




                                                                                          12
                      Demo: Walk-In via AHLTA




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Instructor Notes:
Log onto the CHCS II Training System (CTS) application by double clicking the CTS
icon. Accept the default of “Medical” in the Role Identifier window and click ‘OK.’
Press the <Esc> key twice to close the next two windows. The system will
automatically log you onto AHLTA.
The CTS logs you on as a provider; hence, the student will have more access than
s/he may have on the live system.
Text:
We will access the CHCS II Training System (CTS), which is the training database
for AHLTA. Although, the official name was changed from CHCS II to AHLTA, the
name of the training database was not. However, it functions just the same.
When logging onto AHLTA, you will default to the appointment module. This can be
changed. However, your primary tasks will be performed in this module.
Let’s create a Walk-In appointment for Edward Alexander who complains of having
had a headache for three days.
Click on the ‘New Appt’ icon located on the “Action Bar” to display the Patient
Search window.




                                                                                          13
                      Demo: Walk-In via AHLTA (cont.)




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Text:
In the Patient Search window, you may enter any combination on the search screen
to search for a patient. We will use the ‘Quick Search’ field by entering the first
initial of the last name and the last four digits of the patient’s SSN. Enter A5743 in
the ‘Quick Search’ field, and then press the <Enter> key or click the ‘Find’ button.
Names of individuals that meet the search criteria will display. Select Edward
Alexander from the patient list, and then click the ‘OK’ button. You may also
double-click on the patient’s name.




                                                                                          14
                      Demo: Walk-In via AHLTA (cont.)




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Text:
The patient’s information displays at the top of the New Unscheduled
Appointment/Telcon Visit window as well as on the patient ID line. If you realize
that you have selected the wrong patient, you can click on the ‘Change Patient’
button to search for a different patient.
We will accept the default clinic and provider and select the ACUTE APPT in the
Appointment Type list. You can also document a telephone consult from the
appointment module by clicking on the Telephone Consult appointment type. Once
the telephone consult is completed, it will display in the telephone consult module
and not in the appointment module.
Notice towards the middle of the window, you have the ‘USV Type’ with “Walk-In”
selected as the default. If this unscheduled appointment was during sick-call, you
would select the ‘Sick Call’ radio button.
Enter Pt has been suffering from headaches for 3 days in the ‘Reason for
Appointment’ field. The “Comments” field is a free text field used to enter any
additional information.
Click the ‘OK’ button. The system will automatically perform an allergy
synchronization between AHLTA and legacy CHCS.




                                                                                          15
                      Demo: Walk-In via AHLTA (cont.)




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Text:
The patient’s name displays at the bottom of the appointment list and the ‘Status’ is
“CheckedIn.” This appointment is marked KEPT in legacy CHCS at this point.
Documenting sick-call in AHLTA is the same as documenting a Walk-In, except you
would select the ‘Sick-Call’ radio button, as mentioned earlier.
Your access to the patient’s electronic medical record is based on your role. We
are signed on as a provider; therefore, the access is greater.
Before we continue with documenting a telephone consult, let’s clear the patient ID
line.




                                                                                          16
            Demo: Clear Patient via AHLTA (cont.)




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Text:
On the menu bar, click Go  Patient  Clear Patient. We want to make sure that
we do not document information on the wrong patient. Therefore, you are
encouraged to clear the patient ID line often.




                                                                                       17
              Demo: Telephone Consults via AHLTA




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Instructor Notes:
Emphasize that once a telephone consult is started in AHLTA, it must be completed
in AHLTA, and the same guidelines applies for CHCS.
Text:
The patient ID line is clear.
Let’s look at documenting a telephone consult in AHLTA.
Prior to documenting the telephone consult, it is important to remember that once
you start a telephone consult in AHLTA it must be completed in AHLTA.
A telephone consult can be documented within the Appointment module, as pointed
out earlier, as well as within the Telephone Consult module.
To display the Telephone Consults module, click on Telephone Consults from the
Folder List on the left side, or click the Telephone icon in the shortcut bar.




                                                                                             18
                      Demo: Telephone Consults via
                             AHLTA (cont.)




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Text:
One thing to notice as you move from the Appointment module to the Telephone
Consults module is that your action bar changes. The actions are module
dependent.
You will notice that there is one telephone consult displayed in red. Anytime a
telephone consult is marked with an urgency of “High,” it will display in red.
Let’s continue with documenting a telephone consult. Click the ‘New Telcon’ icon on
the action bar to display the Patient Search window.




                                                                                         19
                       Demo: Telephone Consults via
                              AHLTA (cont.)




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Text:
You are familiar with searching for a patient. Enter C0058 in the ‘Quick Search’
field and press <Enter>. The list of names that meet the criteria will display in the
patient list. Double-click on Heather Cloud’s name.




                                                                                          20
                       Demo: Telephone Consults via
                              AHLTA (cont.)




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Instructor Notes:
You are instructing from Build 841 P3. The telephone consult window in Build 838
is different then what is displayed. In Build 838, the new telephone consult window
is the same as the one used to create a walk-in, except that the default appointment
type is T-con.
Text:
The New Telcon window displays with the patient information at the top, as well as
on the patient ID line. Verify that her information is correct (i.e., for Heather Cloud).
If you have access to multiple clinics, make sure that you select the correct clinic
and correct provider. You cannot transfer telephone consults or appointments
between clinics.
Enter the phone number where the patient may best be reached such as a cell
phone number, work number, or home number. We do not want the nurses and/or
providers to try three different numbers before they can reach the patient. Check
with your site regarding its policy. Enter (123) 555-1225 in the ‘Call Back Number’
field.
Enter Pt c/o nose bleed for 2 hours in the ‘Reason for Telephone Consult’ field.
Mark the urgency as ‘Medium’ by clicking the radio button, and then click the ‘OK’
button.




                                                                                            21
                       Demo: Telephone Consults via
                              AHLTA (cont.)




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Text:
You will not see this screen with a Clerk role. We’ll click the ‘Close’ icon on the
action bar.




                                                                                          22
                       Demo: Telephone Consults via
                              AHLTA (cont.)




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Text:
The telephone consult displays at the bottom of the list and it will display on the
provider’s Telephone Consults list. It will also display on any other individuals
Telephone Consults list if this provider is selected in their Telephone Consult
Search Selections.
One thing to note, is that you can only transfer telephone consults between staff
within the same clinic, with the T-con appointment type.
Now, for an exercise.




                                                                                          23
                           Student Interaction
          Scenario:
            Lance Cloud (C0058) has had a pink eye for two days.
                     walk-
            Create a walk-in appointment for him to see Dr. User
            Test.




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Instructor Notes:
Have the student guide you though walking in a patient based on the scenario.
Text:
Now you will guide me through creating a walk-in appointment in AHLTA. Our
scenario is [read the scenario.]
[Instructor note: Upon completion of the exercise, explain to the student that
creating a sick-call appointment is the same as creating a walk-in. The only
difference is selecting the ‘Sick-Call’ radio button.]
Now, here’s a question.




                                                                                         24
                                         Question
             True or False:
             In AHLTA, you can transfer telephone consults or
             appointments between clinics.




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Instructor Notes:
The answer is False.
Topic discussed on Slide 23.
Text:
The correct answer is False. Telephone consults can only be transferred between
staff within the same clinic, using the T-Con appointment type.
Now, let’s move on to Topic 2.




                                                                                         25
                      Topic 2: Walk-In, Sick-call, and
                            Tel-Cons via CHCS




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Text:
In Topic 2, we will discuss how to process unscheduled clinic visits via CHCS. This
includes walk-ins, sick-call, and telephone consults.




                                                                                         26
                         Demonstration (Demo):
                        Unscheduled Visit Walk-In

                                          USV→ (W)alk-
               Menu Path: PAS → M → CDSK → USV→ (W)alk-In




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Instructor Notes:
Log into the CHCS training database with the access code of MCPFMF and the
verify code of MCPFMFV.
Remember to press <Enter> for every entry you make, as noted in the text below.
Talk as you enter the information so the audience knows what you are entering and
why.
Text:
Your primary menu is the first menu you see when signing onto CHCS. Depending
on the facility where you work, you may have a primary menu that differs from the
one shown here. We will begin at the PAS System Menu.
Type M, for the Managed Care Program Menu. Remember, each time we make an
entry, we will press the <Enter> key. Let’s do that now. Now, type CD to display the
Clerk Front Desk Functions Menu.
Type U, for USV, to display the Unscheduled Visit search criteria screen.
At the beginning of the day, all fields on the screen are blank, except for the time
range and dates (the current time and date). The last clinic and the last provider’s
name entered will display after the first use of the USV – Unscheduled Visit option.
Notice that the default is “W” (for Walk-In). Press the <Enter> key to accept the
default. The Walk-In search criteria screen displays.




                                                                                         27
                       Demo: Unscheduled Visit
                             Walk-In (cont.)




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Text:
You must enter the Walk-In criteria. Press the <Enter> key to accept the default of
(C)hange the Walk-In criteria. Patient, provider, clinic, and appointment type are
required.
We want to set these criteria as our default so we don’t have to select them each
time we process an unscheduled visit. Press the <F11> key to select all the criteria
then press the <Enter> key.
Enter Picard,J at the ‘Select Patient Name’ prompt and press <Enter>. Press the
<Enter> key again to confirm that this is the correct patient, and again to confirm
that the sponsor is correct. Type X to exit DEERS (Defense Enrollment Eligibility
Reporting System), which checks the enrollee’s eligibility to receive medical
treatment.
Review the Demographic Display screen. To make the appropriate changes type
the corresponding letter of the action and press the <Enter> key. We will accept the
default and press the <Enter> key.
Enter BGAZ, the Medical Expense Performance Reporting System (MEPRS) code
for the Family Practice Clinic, at the ‘Select Clinic’ prompt and press <Enter>. A list
of choices displays. Type 2 and press <Enter>. Notice that as you enter the
information, it populates in the search criteria area.
Enter Ballard at the ‘Provider’ prompt and press <Enter>. Press <Enter> to confirm
your selection. Enter ACUT as the appointment type and the press <Enter> key.




                                                                                          28
                       Demo: Unscheduled Visit
                             Walk-In (cont.)




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Text:
You are prompted to set the criteria selections as your default. Note: You are not
setting the specific data as the default, just the fields. Press <Enter>. The Walk-In
Search Criteria screen displays again but with a different action bar. File the Walk-
In patient’s data by pressing <Enter>.
Several prompts will appear. [Instructor Note: Press <Enter> at the prompts listed
below or enter the bold text at the appropriate prompts.]
    OK to file Walk-In? Yes//
    Select MEPRS CODE: BGAZ//
    Select REQUESTING SERVICE:
    Workload Type: COUNT//
    BGAZ CkIn 1050
    Appointment Comment:
    Reason for Appointment: SEVERE HEADACHES FOR 3 DAYS
    Is this appointment related to an Injury or Accident? NO//
    Produce an Encounter Form? No//
The Walk-In search criteria screen displays with the default of ‘N,’ for new patient.
Type Q and press the <Enter> key to return to the Unscheduled Visit search criteria
screen.




                                                                                          29
                       Demo: Unscheduled Visit
                         Telephone Consults




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Instructor Notes:
Return to slides to display the scenario for creating telephone consult.
Text:
The data entry for (S)ick-Call is identical to the (W)alk-In action, except that the
screen names and action bar prompts replace “Walk-In” with “Sick-Call.” Therefore,
we will not demo Sick-Call.
Since we will document a telephone consult, let’s look at a scenario for this on the
next slide.




                                                                                          30
                       Scenario: Unscheduled Visit
                          Telephone Consults
                                                   Clinic’
          You are working at the Family Practice Clinic’s front desk.
          Jessica Picard calls complaining of feeling dizzy due to her
          hypertension (HTN). Create a telephone consult.




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Instructor Notes:
Read the scenario and return to the TDB for the demonstration.
Text:
[Read the scenario.]
You will notice that the same information from the previous entry is in the search
criteria area. Type T at the prompt. Press <Enter> again to accept the default of C
to access “(C)hange the Tel-Con criteria.”
Press <F11> and then <Enter> to select all displayed criteria.
Type Picard,J at the ‘Patient Name’ prompt. Accept the default, and then exit out
of the DEERS screens. Press <Enter> to accept the default of C to continue.
Enter BGAZ at the ‘Select Clinic’ prompt. A list of choices displays. Type 2. Notice
that as you enter the information, it populates in the search criteria area.
Enter Espo at the ‘Provider’ prompt, and then set your search criteria as Default
Selection Criteria.




                                                                                         31
                       Demo: Unscheduled Visit
                      Telephone Consults (cont.)




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Text:
The cursor is blinking in the clerk note area where you will enter the reason for the
telephone consult. Whenever a telephone consultation is entered or updated, an
alert message for the provider displays on the main menu when the provider enters
the Clinical module of CHCS. It will also display on the provider’s Telephone
Consults screen under the New Consult(s) header. We’ll enter Pt c/o dizziness
due to HTN.
Continue to press the <Enter> key to File/exit.
We will press <Enter> to accept the defaults at the next set of prompts:
   Select MEPRS CODE: BGAZ//
   Select REQUESTING SERVICE:
   Is this appointment related to an Injury or Accident? NO//
   Do you want the patient's medical record pulled? No//
Type Q to quit and return to the Unscheduled Visit Search Criteria screen.
The training database does not interface with DEERS, therefore, we aren’t able to
demo a DEERS search.
Type Q to quit and return to the Clerk Front Desk Functions Menu.
Now I have an exercise for you.




                                                                                          32
                          Student Interaction
          Scenario:
            Jessica Picard is leaving for vacation and needs a refill of
            her HTN medication. Create a telephone consult to Dr.
            Aaron.




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Instructor Notes:
Have the student guide you though creating a telephone consult based on the
scenario.
Text:
Now you will guide me through creating a telephone consult for Jessica Picard. Our
scenario is [read the scenario.]




                                                                                        33
                                          Question
                True or False:
                In CHCS, you can not set your search criteria as a default
                for unscheduled visits.




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Instructor Notes:
The answer is False.
Topic discussed on Slide 28.
Text:
The correct answer is False. You can set the search criteria as a default so you do
not have to select them each time you process an unscheduled visit for the current
session. Default Search Criteria is the last entry on the search criteria list.
Let’s move on to Lesson 2.




                                                                                           34
                       Lesson 2: Cancel an Appointment
               Topic 1: Cancel an Appointment via AHLTA
               Topic 2: Cancel by Patient (CBP) via CHCS




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Instructor Notes:
Book a wellness appointment for Picard, Z on June 22.
Text:
These are the topics that we will cover in Lesson 2 [read the topics].
Now let’s go over the objective for this lesson.




                                                                                           35
                            Lesson 2 Objective
          By the end of this lesson, you will be able to cancel patient
          appointments.




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Text:
In Lesson 2, we will discuss canceling an appointment in AHLTA at the request of
the patient, or by facility. We will also discuss how an appointment is cancelled in
CHCS at the patient’s request.




                                                                                          36
                      Topic 1: Cancel an Appointment
                                 via AHLTA




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Instructor Notes:
Access the CTS.
Text:
For Topic 1, we will discuss canceling a patient appointment in AHLTA, which can
be at the request of the patient or the facility.
Let’s access the CTS.




                                                                                         37
                       Demo: Cancel an Appointment
                               via AHLTA




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Instructor Notes:
If it is after 10:30 when you demo this feature, cancel Edward Alexander’s
appointment and select the “Left without being seen” radio button.
Text:
Select the appointment for Olaf Berg. His name appears on the patient ID line.
We’ll click the ‘Cancel’ icon on the action bar.




                                                                                           38
                       Demo: Cancel an Appointment
                            via AHLTA (cont.)




           July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   39




Text:
The Cancel Appointment window appears.
There are four reasons for cancellation. Facility Canceled will always be available;
however, the others availability will depend on the status and time of the
appointment. For example: the ‘Left without being seen’ choice is only available if
the patient status is “CheckedIn.”
One thing to note: If you complete all of your actions in AHLTA, you will not have to
perform EOD functions in CHCS. However, it is recommended that you print the
EOD report to make sure that nothing was missed.
“Patient Cancelled” is selected as the default. Click ‘OK.’




                                                                                          39
                       Demo: Cancel an Appointment
                            via AHLTA (cont.)




           July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   40




Instructor Notes:
Stress the importance of clicking the ‘Refresh’ button often since AHLTA does not
automatically refresh. If the user is on Build 838, the ‘Undo Cancel’ function does
not work if the patient was accidentally checked-in.
Text:
Now the status of the patient appointment is “Patient Cancelled.”
Let’s say that you accidentally cancelled the wrong patient appointment. AHLTA
allows you to undo the cancelled appointment. Notice on the ‘Action Bar,’ that the
‘Undo Cancel’ button is dimmed. One thing I would like to stress is to refresh your
module throughout the day to keep the module updated. This is not automatically
done.
Click the ‘Refresh’ icon on the action bar.




                                                                                          40
                      Demo: Cancel an Appointment
                           via AHLTA (cont.)




          July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   41




Text:
Now, the ‘Undo Cancel’ icon is available.
Click the ‘Undo Cancel’ icon.




                                                                                         41
                      Demo: Cancel an Appointment
                           via AHLTA (cont.)




          July 2007        VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   42




Text:
Click the ‘Yes’ button on the Restore Cancelled Appointment window.




                                                                                        42
                       Demo: Cancel an Appointment
                            via AHLTA (cont.)




           July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   43




Text:
The appointment is restored to its original status.
Now for an exercise.




                                                                                          43
                           Student Interaction
           Scenario:
             Dr. Test has an emergency and will not be able to see
             Marie Alexander for her 0900 appointment. Cancel her
             appointment.




           July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   44




Instructor Notes:
Have the student guide you though a facility-cancelled appointment based on the
scenario.
Text:
Now you will guide me through canceling an appointment for Marie Alexander. Our
scenario is [read the scenario.]
[Instructor note: After the student completes the exercise read the following text.]
Text:
The only time you want to facility cancel an appointment is when the clinic, provider,
or other circumstance dictates. Otherwise, you should select Patient Cancelled,
Left without being seen (LWOBS), or No-Show. There is a Facility Cancellation
Statistical Report that provides the total number of facility appointment cancellations
by reason.
Let’s move on the second topic for this lesson.




                                                                                          44
                       Topic 2: Cancel by Patient (CBP)
                                  via CHCS




           July 2007          VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   45




Instructor Notes:
Log onto the CHCS Training Database (TDB) with the access code of MCPFMF
and verify code of MCPFMFV.
Remember to press <Enter> for every entry you make in CHCS.
Talk as you enter information so the audience knows what you are entering and
why.
Text:
Topic 2 will cover steps used to cancel an appointment at the patient’s request.
Canceling a patient appointment can be done from the CMCP (Cancellation by
Patient) option on the Managed Care Program Menu, as well as through the CBP
(Cancel by Patient) option on the Clerk Front Desk Functions Menu. We will demo
the latter.
Let’s get started.




                                                                                           45
                        Demo: CBP via CHCS




          July 2007        VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   46




Instructor Notes:
Remember to press <Enter> for every entry you make in CHCS, as listed in the
instructions in the text.
Text:
From the Clerk Front Desk Functions type C.
The Cancellation by Patient Search Criteria screen displays.
Press <Enter> to accept the default of S, for ‘(S)earch for Appointments.’
Enter Picard,Z at the ‘Patient Name’ prompt. Press <Enter> to confirm, and then
once more to display the demographics.
Press <Enter> to continue and display the patient appointments. From the
Cancel/Reschedule Patient Appointments screen, select the appointment dated
June 22 to cancel.
At the ‘This appointment was booked from PCM booking’ prompt, type C to cancel.
In order to reschedule a cancelled appointment, you must quit from this menu
option and use the CMCP menu which is discussed in the Advance Front Desk
Functions course.
Type Q to quit and return to the Clerk Front Desk Functions Menu.
Now here's a question for you.




                                                                                        46
                                         Question
          True or False:
                                                     patient’
          You can only cancel an appointment at the patient’s
          request using the CBP or the CMCP option in CHCS. In
          AHLTA, an appointment can be marked as “Facility
          Cancelled,”          Cancelled,” No- Show,”
          Cancelled,” “Patient Cancelled,” “No-Show,” or “Left
                         seen.”
          without being seen.”




          July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   47




Instructor Notes:
The answer is True.
Topic discussed on Slides 39 and 45.
Text:
The correct answer is True. In CHCS, canceling a patient appointment can be
done from the Cancellation by Patient option on the Managed Care Program Menu
or from the Clerk Front Desk Functions Menu using the CBP option. In AHLTA, you
can select either “Patient Cancelled” or “Facility Cancelled” based on the date and
time, and status of the appointment.
Let’s continue on to Lesson 3.




                                                                                         47
                       Lesson 3: Display Patient
                            Appointments
           Topic 1: DPA via AHLTA
           Topic 2: DPA via CHCS




           July 2007          VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   48




Text:
These are the topics that we will cover in Lesson 3 [read the topics].
Let’s go over the objective for this lesson.




                                                                                           48
                             Lesson 3 Objective
           By the end of this lesson, you will be able to display patient
           appointments.




           July 2007          VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   49




Text:
[Read the objective.]
Let’s move to the first topic for this lesson.




                                                                                           49
                      Topic 1: DPA via AHLTA




          July 2007        VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   50




Instructor Notes:
Log onto CTS (CHCS II Training System).
Text:
In AHLTA, a minimal role of Tech_Corpsman is required in order to view a patient’s
appointment history.
Let’s continue.




                                                                                        50
                          Demo: DPA via AHLTA




           July 2007           VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   51




Text:
Upon accessing the AHLTA application, you will be defaulted to the appointments
module to display ‘Today Plus Incomplete’ appointments. However, this default
may cause your system to run slower than normal. You can change the status that
is being viewed without using the Appointment Search Selections dialog box. A filter
drop-down list can be accessed from the Appointments module located at the top
right.
Let’s click the ‘Options’ button located to the far right of the ‘Patient ID’ line to
display the Appointment Search Selections window.




                                                                                            51
                       Demo: DPA via AHLTA (cont.)




           July 2007          VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   52




Text:
The Appointment Search Selections window displays. It is used to filter
appointments by clinic, provider, date and status. Once the selections are made,
they can be set as the default settings or for the current session only.
Accept the default of “This Clinic” for the Clinics section.
In the Providers section, click the ‘Selected Providers’ radio button and select Dr.
User. As the front desk clerk, you would select the active providers that work in that
clinic. Do not select the radio button for ‘All for this Clinic(s),’ as some providers
may no longer work in the clinic.
In the Dates section, click the ‘Today Only’ radio button. You may return to this
option to change if you need to be specific.
In the Status Selection section, select the following status: ‘Pending,’ ‘Checked In,’
‘Waiting,’ and ‘In Progress.’
Click the ‘Set Selections as Default’ button at the bottom right.




                                                                                           52
                       Demo: DPA via AHLTA (cont.)




           July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   53




Text:
You are viewing Dr. Test’s appointments for today only in the pending, checked-in,
waiting, or in progress status.
As the patient is seen throughout their appointment, the status of the appointment
will change. For example, when a technician enters the patient’s vital signs, the
status changes to “Waiting.”
Recall that you must refresh your screen throughout the day to keep it updated.
Now that you have your appointment selection setup, let’s take a look at past
appointments. Again, you will only have this option if your role is at least that of
Tech-Cor.
Click on the appointment for Violet Alexander.




                                                                                          53
                      Demo: DPA via AHLTA (cont.)




          July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   54




Text:
A typical clerk menu would only be viewable up to demographics. Having a
Tech_Cor role will allow you to view additional patient information. This is
determined at the site level. Remember, we are logged on as providers and have
access to the entire patient record.
To view past appointments, click Previous Encounter on the folder list.




                                                                                         54
                       Demo: DPA via AHLTA (cont.)




           July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   55




Instructor Notes:
Point to the different areas of the screen as they are being discussed.
Text:
When accessing the previous encounter module, the default is to display the last
four encounters. This includes telephone consults as well. You may change to
view all encounters by clicking the appropriate radio button.
Click on the encounter you want to view and the information displays at the bottom
of the window. If you look to the right, it will tell you the appointment type.
To return to the previous module, click the ‘Close’ icon on the action bar.
Let’s discuss how to display future appointments.




                                                                                          55
                          Demo: DPA via AHLTA (cont.)




              July 2007        VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   56




Text:
To display future appointments, click the ‘Options’ button at the top right and select
one date or a date range, and then click the ‘OK’ button.
We will select the radio button for ‘Date Range.’ Accept the default of today as the
start date and select a date 30 days from today as the ending date.
Select the ‘All my Clinics’ and ‘All for this Cinic(s)’ radio buttons for “Clinics” and
“Providers,” respectively.
Click ‘OK.’




                                                                                            56
                      Demo: DPA via AHLTA (cont.)




          July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   57




Text:
The future appointments display. Notice that you are viewing appointments for all
patients scheduled for that date or date range.
As previously discussed, you can cancel future appointments.
Now, let’s move on to Topic 2.




                                                                                         57
                      Topic 2: DPA via CHCS




          July 2007       VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   58




Text:
Topic 2 discusses how to view patient appointments in CHCS.




                                                                                       58
                      Demo: DPA via CHCS (cont.)




          July 2007          VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   59




Instructor Notes:
Log on to CHCS using MCPFMF as the access code and MCPFMFV as the verify
code.
Menu Path: M  C  D
Text:
Type D at the ‘Select Clerk Front Desk Functions Menu Option’ prompt.
Enter Lennon,Jackie at the ‘Patient Name’ prompt. Press <Enter> once more to
confirm.
You may type the corresponding letter to display the desired list. Press <Enter> to
accept the default of (F)uture. The device prompt displays. You may enter a
printer name to generate a printout of the data or <Enter> to display the data on
your screen. Let’s print to screen, by pressing <Enter>.
The screen is divided into two sections: The history of appointments for the patient,
and the Wait List requests for the patient.
The top section lists the past and future appointments, as well as those canceled.
Telephone Consults are also listed. However, if there is no history of appointments,
the following message displays: No Future Appointments. The lower section lists
the Wait List requests. If there are no Wait List requests for the patient, the
message: “No Wait List Requests!” displays.




                                                                                          59
                      Demo: DPA via CHCS (cont.)




          July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   60




Text:
Press <Enter> to continue. The next prompt allows you to print or display any
family member appointments. We will press <Enter> to accept the default of NO.
Now, I have an exercise for you.




                                                                                         60
                           Student Interaction
          Scenario:
            Zachary Picard would like to know the date/time of his
            next appointment. Use DPA to display his future
            appointments.




          July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   61




Instructor Notes:
Pre-position data: Book a future appointment for Zachary Picard.
Have the student guide you though displaying future appointments for Zachary
Picard, and upon completion of the exercise, read the last sentence.
Text:
Our scenario is [read the scenario.]
Now for a question.




                                                                                         61
                                         Question
                True or False:
                In CHCS, you are allowed to view past and future
                appointments for the patient and his/her family members.




          July 2007          VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   62




Instructor Notes:
The answer is True.
Topic discussed on Slide 60.
Text:
The correct answer is True. In CHCS, after viewing the appointments for the
patient, a “Display/Print Appointment History of Other Family Members? NO//”
prompt displays, at which time you can type YES and display family member
appointments.
Let’s continue on to Lesson 4.




                                                                                          62
             Lesson 4: Individual Patient Check-in
                                       Check-
           Topic 1: Individual Patient Check-in via AHLTA
                                       Check-
           Topic 2: Individual Patient Check-in via CHCS




           July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   63




Instructor Notes:
Book a wellness appointment for Jessica Picard with her PCM for June 21 via the
BHCF menu option.
Text:
These are the topics that we will cover in Lesson 4 [read the topics].
You may check in patients who have scheduled appointments with an appointment
status of “Pending.” After the patient is checked in, the appointment status is
changed by the system to “Kept” in legacy CHCS.
Now, let’s go over the objective for this lesson.




                                                                                          63
                              Lesson 4 Objective
            Check in individual patients for a clinic visit.




            July 2007          VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   64




Text:
By the end of this lesson, you will be able to [read the objective].
Let’s look at the first topic for this lesson.




                                                                                            64
                 Topic 1: Individual Patient Check-in
                              via AHLTA




          July 2007        VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   65




Text:
In AHLTA, the Appointments module, individual appointments that were scheduled
in CHCS can be checked in for their appointments. Appointments that are checked
in from AHLTA do not need to be checked in on CHCS. Once an appointment is
checked in in AHLTA, the appointment status in CHCS is marked as “Kept.”
Let’s see how to Check-in a patient via AHLTA.




                                                                                        65
                      Demo: Individual Patient Check-in
                             via AHLTA (cont.)




          July 2007           VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   66




Instructor Notes:
Access the CTS.
Text:
Select Violet Alexander from the patient list. Remember to verify (name, FMP,
sex) that you are selecting the correct patient.
Click the ‘Check-in’ icon on the action bar. Double clicking on the patient
appointment will automatically check in the patient.




                                                                                           66
                      Demo: Individual Patient Check-in
                             via AHLTA (cont.)




          July 2007           VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   67




Text:
The status of the appointment is “CheckedIn.”
Now, let’s move on to Topic 2.




                                                                                           67
                 Topic 2: Individual Patient Check-in
                               via CHCS




          July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   68




Instructor Notes:
Remember to press <Enter> for every entry you make, as noted in the text below.
Text:
Access the Individual Patient Check-in Menu (IPC) option on the Clerk Front Desk
Functions Menu. The Individual Patient Check-in screen displays.
Press <Enter> to accept the default of (C)hange Search Criteria. You can narrow
your search by selecting all items. Since we know the clinic and patient, we will
select both of those items and <Enter>.
Enter Picard,J at the ‘Patient Name’ prompt. Press <Enter> once more to confirm
and display the demographics screen.
Press <Enter> to accept the default of C to continue, and then enter BGAZ at the
‘Clinic’ prompt.
Type 2 at the ‘Choose 1-3’ prompt.
Press <Enter> to search for appointments. The patient’s pending appointment for
today display. You cannot Check-in past appointments from this menu option. It
must be done in the EOD.
Select the appointment and press the <Enter> key.




                                                                                         68
                       Demo: IPC via CHCS (cont.)




           July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   69




Text:
[Instructor Note: Press <Enter> through the following prompts.]
OK to file? Yes//
Select MEPRS CODE: BGAZ//
Select REQUESTING SERVICE:
Workload Type: COUNT//
Select PROVIDER: ESPOSITO,FRANK M// You can change the provider at this
point. Press <Enter>.
Select PROVIDER: ESPOSITO,FRANK M// ESPOSITO,FRANK M                                      666-62-
9732
               OK? YES// (YES)
Is this appointment related to an Injury or Accident? NO// <Enter>
Produce an Encounter Form ? No// <Enter>
The Individual Patient Check-in displays the changes. The Appointment Status (last
column) for selected patient appointment slot changes from Pending to Check-in
(current time), and the appropriate clinic Medical Expense and Performance
Reporting System (MEPRS) code displays. In the EOD, this appointment status
displays as “Kept.”
Press <Enter> to continue.
Type Q to quit and return to the Clerk Front Desk Functions Menu.
Let’s move on to Lesson 5.

                                                                                                    69
                   Lesson 5: Multiple Patient Check-in
                                     Check-
           Topic 1: Multiple Patient Check-in via AHLTA
                                     Check-
           Topic 2: Multiple Patient Check-in via CHCS




           July 2007          VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   70




Instructor Notes:
Pre-populate the CHCS training database as follows:
        Modify an appointment type to GRP$ for Dr. G. Albert in the Mental Health
        Clinic. The maximum number of patients is 10.
        Book several patients to the appointment.
Text:
You may check in multiple patients with pending appointments at one time. This is
mainly used for group appointments such as smoking cessation or counseling.
Let’s go over the objective for this lesson.




                                                                                           70
                             Lesson 5 Objective
                By the end of this lesson, you will be able to check in
                multiple patients collectively.




           July 2007           VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   71




Text:
By the end of this lesson, you will be able to [read the objective].
Now, let’s move to the first topic of this lesson.




                                                                                            71
                      Topic 1: Multiple Patient Check-in
                                 via AHTLA




          July 2007           VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   72




Text:
In AHLTA, you can also select multiple patients to be check in. Appointments that
are checked in from AHLTA do not need to be checked-in on CHCS. Once an
appointment has a “CheckedIn” status in AHLTA, the appointment status in CHCS
is marked “Kept.”
Let’s see how this is done.




                                                                                           72
                      Demo: Multiple Patient Check-in
                            via AHLTA (cont.)




          July 2007          VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   73




Instructor Notes:
Access the CTS.
Text:
To check in multiple patients or a group of patients at one time, select an
appointment from the patient list. Press the <Ctrl> key while selecting each
additional appointment.
We’ll select Clayton Williams and while pressing the <Ctrl> key, select Reginold
Sugarman, then click the ‘Check-in’ icon on the action bar.




                                                                                          73
                 Demo: Multiple Patient Check-in via
                          AHLTA (cont.)




          July 2007        VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   74




Text:
The appointment status displays as “CheckedIn” for those selected appointments.
Now for an exercise.




                                                                                        74
                           Student Interaction
          Scenario:
            Olaf Berg and Eduardo Suarez have arrived for their
                                                            Check-
            appointments. Check them in using the multiple Check-
            in feature.




          July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   75




Instructor Notes:
Have the student guide you though checking in both patients at the same time
(multiple check-in).
Text:
Our scenario is [read the scenario.]
[Instructor Note: Once the student has completed the exercise, read the text
below.]
Text:
Now, in Topic 2, let’s see how to Check-in multiple patients in CHCS.




                                                                                         75
                      Topic 2: Multiple Patient Check-in
                                  via CHCS




          July 2007           VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   76




Instructor Notes:
Access CHCS training database.
Remember to press <Enter> for every entry you make in CHCS, as listed in the text
below.
Text:
It is recommended that this option only be used after all appointment cancellations
and no-shows have been recorded using the End-of-Day Processing/Editing option.
Patient Check-in for Pending appointments can only be done on the day of the
appointments; it cannot be done for days in the past.
Let’s see how this is done.




                                                                                           76
                       Demo: Multiple Patient Check-in
                                 via CHCS




           July 2007          VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   77




Instructor Notes:
Remember to press <Enter> for every entry you make in CHCS, as listed in the text
below.
Text:
From the Clerk Front Desk Functions Menu, type M at the prompt.
Accept the default of ‘(C)hange Search Criteria’ and select ‘Clinic.’
Enter Mental H at the ‘Select Clinic’ prompt.
Press <Enter> to accept the default of ‘(S)elective Check-in.’
Select those patients that are here for the group appointment.
             [Instructor Note: Select those patients you booked earlier to the
group appointment.]
Press <Enter>.
At ‘OK to file? ? Yes//,’ press <Enter>.




                                                                                           77
                      Demo: Multiple Patient Check-in
                            via CHCS (cont.)




          July 2007          VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   78




Text:
The system files the Check-in(s) and redisplays the appointment list showing the
time and status of check in for the patient(s) just processed, as well as the MEPRS
code associated with each appointment.
Press <Enter>.
Type Q at the next prompt.
Let’s continue on to Lesson 6.




                                                                                          78
                       Lesson 6: End-of-Day Processing
           Topic 1: Update Appointments via AHLTA
           Topic 2: Update Appointments via CHCS




           July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   79




Text:
These are the topics that we will cover in Lesson 6 [read the topics].
Now, let’s go over the objective for this lesson.




                                                                                          79
                             Lesson 6 Objective
           By the end of this lesson, you will be able to update patient
           appointments.




           July 2007          VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   80




Text:
[Read the objective.]
Now, let’s move on to the first topic for this lesson.




                                                                                           80
                       Topic 1: Update Appointments
                                 via AHLTA




           July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   81




Text:
There is not an end-of-day feature in AHTLA. If you update your appointment
status throughout the day (Check-in, no-show, cancel, etc.) as discussed earlier,
this will also update CHCS. Although, CHCS is updated, it is recommended that
you print the EOD report in CHCS to make sure nothing is missed as we will demo
in Topic 2.
In AHLTA, you can print a daily roster.
Let’s take a look at printing a roster of appointments.




                                                                                          81
            Demo: Print Provider Roster via AHLTA




           July 2007          VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   82




Text:
You can change the date range of appointments to display by clicking the ‘Options’
button at the right of the patient ID line, as discussed in the DPA related topic.
Click the ‘Print Appts’ icon on the action bar.




                                                                                           82
            Demo: Print Provider Roster via AHLTA




           July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   83




Text:
The report displays. To print a hard copy of the report, click the printer icon located
at the top left.
Let’s move on to Topic 2.




                                                                                          83
                      Topic 2: Update Appointments
                                via CHCS




          July 2007       VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   84




Text:
Topic 2 will cover how to complete EOD processing in CHCS.




                                                                                       84
                      Demo: Update Appointments
                              via CHCS




          July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   85




Instructor Notes:
The Clerk Front Desk Menu should be displayed.
Text:
Access the EOD option by typing E at the prompt, then pressing <Enter>.
Accept the default to change the search criteria by pressing the <Enter> key.
Select ‘Place of Care’ and ‘Delinquent Appointments Only’ and press the <Enter>
key. Selecting delinquent appointments only will display those appointments that are
either in pending status or missing provider’s name.
Enter BACA at the ‘Place of Care’ prompt, and press <Enter>.
Accept the default to search for appointments by pressing <Enter>. The
appointments that meet the criteria display.
Select the first two appointments on the list and press <Enter>.
Press <Enter> to access the ‘Appt Status’ field. Type a ?? and <Enter> to display
the list of choices.
Arrow down to ‘Kept’ and select this choice to update the appointment status field.
Press the <Enter> key to access the ‘Check-in’ field. Enter T@ [Instructor Note:
Enter a time that is 15 minutes earlier than the appointment time.]
Continue to press <Enter> to ‘File/exit.’




                                                                                         85
                       Demo: Update Appointments
                           via CHCS (cont.)




           July 2007         VC_PAS/MCP_FrontDeskFunctions (AHLTA and CHCS)_IG, v2   86




Text:
This appointment is not related to injury or accident, press <Enter>.
The outpatient information displays. Press <F10> to exit and type F to ‘File/exit.’
The next patient displays.
When canceling an appointment in the EOD menu option, it automatically denotes
facility cancel. We only want to use this option if the facility in fact canceled the
appointment (whether by the provider or otherwise). There is a statistical report that
display how many appointments were canceled by facility.
The provider had an unexpected meeting to attend, therefore we need to cancel the
appointment.
Press <Enter>. The cursor is blinking in the ‘Appt Status’ field. Type C to cancel.
Notice that the system automatically populates the fields ‘Cancelled By’ and
‘Date/Time Cancelled,’ respectively.
Other fields may be populated. We are ready to exit, so press <F10> and type F to
‘File/exit.’ Press <F10> to exit the outpatient disposition information, and then type
F to ‘File/exit.’




                                                                                          86
                       Demo: Update Appointments
                           via CHCS (cont.)




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Instructor Notes:
Remember to press <Enter> after each entry, as noted below.
Text:
The EOD screen display with P as the default to print EOD reports. Let’s take a
look at that. Press <Enter>.
A message displays that there are missing providers and/or pending appointments.
At this time you want to print the report so that the appointments can be corrected.
To view those appointments, type D to print the delinquent EOD report. The list of
appointments and providers will display.
Make the corrections, and then you will be able to print the EOD report.
Now for an exercise.




                                                                                         87
                           Student Interaction
           Scenario:
             You are responsible for ensuring that the EOD
             processing is complete for the Mental Health Clinic
             (BFDA). It is 1545 hrs. Print the EOD report to display
             incomplete information, and then update the
             appointments.




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Instructor Notes:
Have the student guide you though completing the End of Day for the Mental Health
Clinic.
Text:
As an exercise, guide me through completing the EOD process for the Mental
Health Clinic. This is the training database and the clinic is Mental Health but on
legacy it is called Life Skills. Our scenario is [read the scenario.]
[Instructor Notes: After the student completes the exercise, read the text below.]
Text:
Now for a question.




                                                                                          88
                                         Question
          True or False:
          A delinquent EOD report can be generated to view those
          appointments with a status of pending or that are missing
            provider’
          a provider’s name.




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Instructor Notes:
The answer is True.
Topic discussed on Slide 87.
Text:
The correct answer is True. The purpose of the Delinquent Report is to make sure
the computer database reflects what has really happened. This data is reflected on
numerous statistical reports. Any appointment with a status of pending or missing a
provider’s name will display on this report. This report must be clear of any entries
before the monthly statistical report can be calculated and printed.
Are there any questions at this point? If not, let’s move on to a brief summary of the
content that was presented.




                                                                                          89
                            Course Summary

           In this presentation, you have learned how to perform the
           following functions in AHLTA and CHCS:
            Process unscheduled visits
            Cancel patient appointments
            Display patient appointments
             Check-
            Check-in individual patients
             Check-
            Check-in multiple patients
            Update patient appointments




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Instructor Notes:
Read all information on the slide.
Text:
This is a summary of the information that we covered in the course. [Read the
slide.]




                                                                                          90
                                              References
                The following documents were used as a reference for
                this course:
                                      TC- 4.5-
                      SAIC/CHCS Doc. TC-4.5-0331 PAS: FRONT DESK
                      FUNCTIONS Presenters Guide (29 Jul 1996)
                                             D2- APTS-
                      SAIC D/SIDDOMS Doc. D2-APTS-5002 CHCS MCP
                      User Desktop Guide (22 Oct 2001)
                                     User’
                      CHCS II Block 1 User’s Manual Build 838 (27 July 05)
                     CHCS II Training System (CTS), Build 841, Patch 3




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Text:
The material for this course was based on the reference documents you see listed
here. We can also provide the Student Guide for this course, if you have not already
received it. It is in a PowerPoint format and is essentially a copy of the course
content that was presented today. Be sure to print it with the notes, not just the
slides.
Thank you for your attention throughout this course. Now I’d like to take any
questions you may have before concluding the class.




                                                                                               91
                                 Questions




Instructor Notes:
Ask students for any final questions before ending the class.
Text:
Are there any questions?




                                                                92

								
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