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1 Handy Hints and Tips Contents Outline... 2 Keyboard Shortcuts... 2 View Shortcut Keys... 2 Patient Details... 2 Adding a Patient... 2 Searching a Patient... 2 Send an SMS Text... 2 Purchasing More Credits... 2 Correspondence... 3 New Letter... 3 Previous Letters... 3 To Dictate a Letter... 3 To Import a Dictation... 3 To Transcribe a Letter... 3 Viewing Recent Letters... 3 Correspondence By Date Report... 3 Lists... 3 Clinic List... 3 Theatre List... 4 Accounts... 4 Invoice... 4 Amend/Delete Invoice... 4 Re-Print Invoice... 5 Statement Summary or Detailed... 5 Receive Payment / Payment Received... 5 Multiple Payment... 5 Reverse Payment... 5 Deposits... 6 Refund... 6 Write off... 6 Credit Note... 6 Individual Reminders... 6 Automatic Reminders... 6 Data Backup... 6 Other Information... 6 Clanwilliam Health (DGL) Ltd., Aurora House, Deltic Avenue, Rooksley, Milton Keynes, Buckinghamshire, MK13 8LW, United Kingdom.

2 Outline This guide mentions how different day to day tasks are carried out within DGL Practice Manager however for more detailed information on how to do these tasks please refer to Anytime. Anytime is an online training resource which gives you access to videos and quick reference guides on how to do specific tasks. To register for Anytime go to Keyboard Shortcuts View Shortcut Keys > Front Screen > Help DGL Practice Manager has various shortcut keys that can be used and examples of these are mentioned in this guide to help you. [F1] = Help Menu Ctrl C = Copy Text [F2] = Opens Search Screen Ctrl V = Paste Text [F10] = Change Consultants Patient Details Adding a Patient > Front Screen > Patient > Patient Details GP list: NHS GP s will be available by clicking the magnifying glass and selecting NHS GP List. The More button allows you to record a second GP. Clinician: Bupa registered consultants will be available by clicking the magnifying glass and selecting Search BUPA List. The More button allows you to store up to 10 clinicians. Insurance: Click More button to record the patients insurance details and the claim information. If the patient is registered with AXA or BUPA you can click Find next to membership number to search for the membership number. This option only works if you have entered the patient s surname, date of birth and postcode. Save and close Save and New Close without saving Searching a Patient > Front Screen > Patient > Patient Details Type part or all of the patients surname and then click the magnifying glass. Patients appearing in BLUE within the patient search list indicate a similar name. [F2] = Open the search screen [F3] = Bring up last patient viewed in DGL Practice Manager. [F4] = Bring up last 10 patients viewed in DGL Practice Manager. [F5] = View all patients on the Clinic List for today, dates can be scrolled backwards or forwards. [F6] = View all patients on the Theatre List for today, dates can be scrolled backwards or forwards. Send an SMS Text > Front Screen > Patient > Patient Details Entering a mobile number activates the button next to mobile. To use this option you need to have credits available to use. Purchasing More Credits > Front Screen > Miscellaneous > SMS + Postcode Lookup + E-Fax > Check Remaining Credits Credits can be used for SMS, Postcode Lookup. E-Faxing and Electronic Billing.

3 Correspondence New Letter > Front Screen > Patient Details > Correspondence DGL Practice Manager Toolbar: Within Microsoft Word you can insert a CC or an Address by clicking the drop down lists for Insert CC or Insert Address. Click Save and Return button or Ctrl-X to save the document and return to the DGL Practice Manager screen. Previous Letters > Front Screen > Patient Details > Select Patient > Correspondence > Previous Letters Show Preview: Ticking Show Preview shows a preview of the selected letter on the right hand side. Various options for ing previous letters including a secure function. E-Fax: Send previous letters via electronic fax. Outgoing faxes only and requires 1 credit per page. Delete: Type YES to delete, if deleted it can never be retrieved. Scan: Scanner must be TWAIN compatible. To Dictate a Letter > Front Screen > Patient Details > Correspondence > Dictate Letter The consultant can dictate straight into DGL Practice Manager using the in-built DGL Dictation software. To Import a Dictation > Front Screen > Patient > Correspondence > Import Dictation Dictation files can be imported from the hard drive or digital Dictaphone by clicking on the browse folder button and navigating to the relevant location. Once imported these will show in the Transcribe Letters/Notes list ready to be transcribed. To Transcribe a Letter > Front Screen > Patient Correspondence > Transcribe Letters/Notes The secretary can select any dictation in this list that needs transcribing to playback through DGL s inbuilt transcription software. Once the letter has been typed use the Save and Return button or Ctrl-X to save the document and return to the DGL Practice Manager. Viewing Recent Letters > Patient > Correspondence > Most Recent Letters This will allow you to see ALL letters typed in the last 7 days regardless of who typed it. Edit, View, Print and bare the same functions as in the previous letters screen. Correspondence By Date Report > Patient > Correspondence > Correspondence By Date Report Same as report above accept you can specify the date period of letters you wish to see. Lists Clinic List > Front Screen > Lists > Clinic List or Patient Details >Lists Coloured numbers on the calendar indicate the following; Green text: Available slots booked in. Red text: No available slots. Black text: Empty, no slots booked in. Grey text: Non-working day. Yellow Background/Green Text: One or more appointments booked in but still availability. Yellow Background/Black Text: One or more appointments booked but NO availability. New Appt: To make a new appointment.

4 Find Appt: Find available appointments. Edit Appt: Edit an existing appointment in the list. Delete Appt: You can use this feature to Record Did not attend and cancellation. Top Menus: Various functionality relating to the appointment selected e.g. New Letters, Dictate Letter, Invoice and Payments. To colour code different types of appointments, go to; Preferences > Appointment Types. To change slot times and colour preferences, go to; Preferences Menu > Diary Preferences. Theatre List > Front Screen > Lists > Theatre List Coloured numbers on the calendar work in the same way as in the clinic list. Sessions: 1=Morning, 2=Afternoon, 3=Evening. Slots: (within a session); 1=first op within a session, 2=second op within a session. Red arrows on the right hand side of the screen allow the slot order to be rearranged. Add to List: To add a patient to a theatre slot. Edit Entry: Can edit any entry in the theatre list. TCI Date: To Come In Date. TCI Time: To Come In Time. ELOS: Estimated Length Of Stay. Episode: I/P = In Patient; O/P = Out Patient; D/C = Day Case. Top Menus: Various functionality relating to the appointment selected e.g. New Letters, Dictate Letter, Invoice and Payments. Accounts Invoice > Patient Details > Billing > Invoice Account Date: Found on the Invoice To screen, This is the date the invoice is raised, NOT the date of the procedure. Procedure Date: Found on the Invoice Items screen is where you would specify the date of the procedure/consultation. Claim Information tab: Contains the patient s insurance details. EDI Billing Electronic Claims: You can also send insurance claims electronically and securely direct to the relevant insurer using DGL Practice Managers EDI Billing module. This eliminates having to print off your invoices and posting them out to the insurer which enables you to become a paperless office. To enable EDI Billing within DGL Practice Manager you need to first register with Healthcode who can be contacted on or Once set up please call DGL Customer support to enable electronic billing in DGL Practice Manager. For further information on EDI Billing using DGL Practice Manager please contact Amend/Delete Invoice > Patient Details > Billing or Front Screen > Billing Always record a valid reason for your action for auditing purposes.

5 Re-Print Invoice > Patient Details > Billing or Front Screen > Billing Statement Summary or Detailed > Patient Details > Accounts > Summary Statement or Detailed Statement Patient s Summary Statement: This facility allows you to see a summary of a patients account, showing each invoice sent for this patient, and the totals billed, paid and outstanding for each invoice. This is very useful to find out quickly which invoices have and haven't been settled. Patient s Detailed Statement: This facility allows you to see a detailed statement of a patients account, showing each transaction recorded, including each item invoiced, payment received, credit note, write-off and reminder. This is in date order. Receive Payment / Payment Received > Patient Details > Accounts > Payment Received Amount Paid: If the amount entered is less than the full amount outstanding then the Reason for partpayment and Send Reminders To boxes become available. Payment Method: If selecting credit or debit card then, Credit Card Details will become active. If setup with World Pay for online credit card processing, you can take the online payment at this stage. World Pay: Allows you to take secure online credit card payments directly through DGL Practice Manager which enables faster payments and less time spent chasing overdue accounts. To set up online card payments through DGL Practice Manager you will need set up an account with World Pay that is compatible with DGL Practice Manager by calling Once you have an account set up you will need to contact DGL Customer Support on who will enable this option through your DGL Practice Manger. Multiple Payment > Front Screen > Accounts > Multiple Payment This allows you to pay off several invoices from a single payment. This is mostly used when a BACS payment is received from an Insurer, where a single payment is received along with a statement detailing which invoices are being settled. Using the Multiple Payment screen allows you to deposit any over payments from an insurer and then recoup them later. Over & Under Payments: Use Over Payment (deposit) to store any over payment by the insurer. Then use Under Payment (Recoup Previous Deposit) to recoup the previous deposit/over payment. Ask if receipt needed? Always/Shortfalls only: Select whether you would like a receipt printed Always or only when doing Shortfalls. Normally only needed to be on shortfalls as generally the insurers do not require a receipt. Reverse Payment > Patient Details > Accounts > Reverse Payment This screen allows you to reverse a payment received against an invoice. This is useful if a cheque bounces or a payment is declined. Make sure something is entered in to the Reason box for auditing purposes.

6 Deposits > Front Screen > Accounts > Deposits Refund > Front Screen > Accounts > Refund You can only refund a patient that is in credit. Write off > Patient Details > Accounts > Write Off or Front Screen > Accounts > Write Off Credit Note > Patient Details > Accounts > Credit Note or Front Screen > Accounts > Credit Note You can only credit an outstanding invoice. Commonly used when duplicate invoices are raised by mistake Individual Reminders > Front Screen > Accounts > Reminders > Individual Reminder This screen allows you to send reminders out of sequence. E.g. send final reminder straight after reminder 1 if needed. Automatic Reminders > Front Screen > Accounts > Reminders > Automatic Reminders This screen allows you to print reminder letters for all patients that fall in to the reminder timescales set out in the reminder preferences screen. Patients in RED indicate they have part paid so you can double check the reminder is going to the correct recipient. Data Backup (non-hosted) It is VITAL that regular backups are made of your data. If your computer malfunctions and you do not have an up-to-date backup of your system you stand to lose the entire contents of DGL Practice Manager. If you are ever concerned about your DGL Practice Manager backup then contact the DGL Support Team on Other Information The DGL Practice Manager functions that require credits are: Postcode Look-up, E-Fax and SMS texts. To scan documents or images into DGL Practice Manager, your scanner must be TWAIN compatible. Philips and Olympus Digital Dictaphones are most commonly used with DGL Practice Manager. Hosted users only - To use DGL Practice Manager on an ipad, simply download an app called Microsoft Remote Desktop Client.