Version No: 3.0, Build No: 3. Portal Release Notes V3B3

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1 Version No: 3.0, Build No: 3 Portal Release Notes V3B3

2 Table of Contents Important Note: The current version of V3B3 is supported with Compatibility View Settings OFF for IE (Internet Explorer) browsers Introduction Employer Portal Employer Portal Login screen Forgot Password screen Change Password screen Disclaimer Employer Portal screen Documents menu tab Billing tab menu Changes done in PrognoCIS with regards to Employer Portal Sharing documents on Employer Portal User Login Details popup Employer template and tags Two new roles introduced to restrict access to Employer Portal Settings screen

3 Important Note: The current version of V3B3 is supported with Compatibility View Settings OFF for IE (Internet Explorer) browsers. 1. Introduction User mentioned in the document is any PrognoCIS User within their permissible rights assigned to their role. The term, System and application are being interchangeably used to refer to PrognoCIS application. Patient/Employer information within images is not real or at times may be blurred to safeguard Clinic information. Fictitious user data created by Fake Name Generator < 3

4 2. Employer Portal PrognoCIS Employer Portal is designed for securely sharing Patient s Protected Health Information (PHI) to their Employer, who is registered in a Clinic. The Employer Portal will allow employers to view various documents shared by a Clinic and Patient s billing related information for treatments taken in the Clinic. Note: Employer Portal is compatible with Chrome, IE11, and Safari and is available for EMR only Clinics as well as EMR + Billing Clinics. UIs of Employer Portal Following description describes the UI (User Interface) of an Employer Portal: 2.1 Employer Portal Login screen The left side of Employer Portal Login screen displays the welcome message and other defined messages, whereas, the right side displays the User ID and Password fields to enter the Employer s login credentials; Login button; and Forgot Password? link to get new password in case the Employer forgets his/her Password. Refer to figure Figure 2.1-1: Employer Portal Login screen 2.2 Forgot Password screen When the Employer clicks on the Forgot Password? link on Employer Portal Login screen, the Forgot Password screen is displayed. Forgot 4

5 Password screen consists of the User ID and Address fields to enter the User ID and address of an Employer that is registered in PrognoCIS. Refer to figure Figure 2.2-1: Employer Portal Forgot Password screen If the Employer Account details entered on Forgot Password screen is NOT found in PrognoCIS then an alert, No Account with the entered Address was found. Please contact the clinic at <Clinic s Work Tel1> is displayed. Refer to figure Figure 2.2-2: 5

6 Note: If the Clinic s Work tel1 is not present then Work Tel2 is displayed in the alert. Once the newly generated password is sent to the Employer s registered address, a confirmation message, Your password has been reset and an has been sent to your registered address. is displayed. Refer to figure2.2-3 Figure 2.2-3: 2.3 Change Password screen Change Password screen is displayed in the following two scenarios: 1. When the Employer logs into the Employer Portal for the first time using the login credentials sent to them via When the Employer logs into the Employer Portal (not for the first time) by using the login credentials sent to them via on apply of Forgot Password request. Refer to figure

7 Figure 2.3-1: Change Password screen The Change Password screen consists of fields such as Old Password to enter the password received via ; New Password to enter the desired password; and Re Enter New Password to confirm the entered new password. Once the password is changed on click of Submit button, a confirmation message, Password has been changed successfully. Please login with your new password. is displayed. Refer to figure Figure 2.3-2: 7

8 2.4 Disclaimer The Disclaimer or Terms and Conditions popup is displayed when the Employer logs in to the Employer Portal for the first time and after the Password is changed. The Employer has to select the I Accept checkbox and click on ok button to login to their Employer Portal. However, if the Employer clicks on ok button without selecting the I Accept checkbox then the Employer is not allowed to login to their Employer Portal and is navigated back to the login screen. Refer to figure Figure 2.4-1: Disclaimer Employer Portal 2.5 Employer Portal screen The header of the Employer Portal screen displays the Clinic Logo along with Clinic name; and the logged-in Employer s name preceded with the text, Welcome and Logout icon: on right side. Refer to figure

9 Figure 2.5-1: Login screen The footer of the Employer Portal screen displays the copyright information and the text, Powered by Bizmatics Inc and on the left hand side bottom it displays the browser it is compatible with. The Employer Portal screen displays two menu tabs such as Documents and Billing which can be configured from Employer Portal Settings screen in PrognoCIS EMR. Refer to figure Figure 2.5-2: Two menu tabs displayed On mouse hover over these menu tab s, respective sub-menus are displayed. The Documents menu tab consists of sub-menu, Clinic Shared Documents and the Billing menu tab consists of sub-menus; Invoices, Payments, and Aging. Refer to figure 9

10 On the Employer Portal, by default the sub-menu screen of the first menu tab s first is loaded and displayed. A breadcrumb trail of the navigation path is displayed on the tab that informs the Employer the exact location in the Portal. Refer to figure Figure: The breadcrumb trail informs User the navigated path to reach the screen 2.6 Documents menu tab All the documents shared with an Employer by a Clinic are displayed in the Clinic Shared Documents sub-menu. The Clinic Shared Document sub-menu displays the following details of a document: Columns Document Date Patient s Name Type Category Subject Attending Doc Description Displays the visit date of a Patient. Displays the Patient s name. Displays the type of a document. Displays the category of a document. Displays the subject of a document. Displays the Attending doctor of a Patient. View On click of View icon:, displays the document. The Patient Search field has been provided to search for a required Patient and view that Patient s information in Patient band along with his/her shared documents. Refer to figure

11 Figure 2.6-1: Patient Search field to invoke a particular patient s document details A click on any Patient name link from the under Patient s Name column, displays the Patient band and all the shared documents of that respective Patient. Refer to figure Figure 2.6-2: Patient details displayed At a time, 15 documents are displayed in one page of the UI. After that, proceeding pagination numbers are displayed depending upon the number of records. User is then able to navigate by clicking on the page number links provided at the bottom right hand side of the screen. Limitation: If the employer of the patient is changed from Patient Registration screen (Goto menu: Patient Register Contacts tab), the system stops 11

12 displaying the documents to the last Employer and instead starts displaying them to the changed (or new) Employer. Clinics have to be extra cautious while changing the employer, if they already have shared the Documents. Whereas, the Billing Information on Employer Portal remains intact; the Portal continues displaying the information to appropriate Employers associated on the Claim. 2.7 Billing tab menu The Billing tab menu on Employer Portal consists of following three sub-menus: 1. Invoices 2. Payments 3. Aging 4. These three menu options are non-editable and view only. Each of these menu options has respective sub-menus. The report names are displayed in a dropdown list for each of the menu options and in the fixed sequence. Refer to figure Figure 2.7-1: Employer Portal Billing tab Invoices: In Invoices sub-menu, the Select Report dropdown list consists of following three options, Refer to figure Figure: Options such as List of Invoices; Invoices with Claims; and Invoices with Claims-Charges 12

13 List of Invoices The report displays all the Invoices, settled and not settled, generated so far for the selected Employer in the descending order i.e. the latest one at the top. It displays the Invoice No., Invoice Date and Billed Amount of the generated Invoices for the logged-in Employer. Refer to figure Figure 2.7-2: Employer Portal List of Invoices Report Invoices with Claims The report displays all the Invoices with Claims that are generated for the loggedin in Employer. The Invoices are displayed in descending order (i.e. the latest one at the top) of Invoice Date. It displays the Invoice No, Invoice Date, Claim ID, Claim Date, Patient Name, and Claim Amount. Refer to figure

14 Figure 2.7-3: sub-menu, Invoices Invoices with Claims-Charges The report displays all Invoices generated for the logged-in Employer and its Claims details and further drilled down to Charge code level as well. The Invoices are displayed in descending order (i.e. the latest one at the top) of Invoice No. It displays the Invoice No, Invoice Date, Claim ID, Claim Date, Patient Name, Code, and the Charge Amount. Refer to figure Figure 2.7-4: Employer Portal Invoices with Claims-Charges Payments: In Payments sub-menu, the Select Report dropdown list consists of following three options, Refer to figure

15 Figure 2.7-5: Employer Portal Payment Report Payments Not Posted The report displays all the payments the logged-in Employer has made through Employer Receipts in PrognoCIS, which are in Entered status. The Receipts are displayed in descending order i.e. the latest one at the top. It displays the Receipt No, Receipt Date, Pay Mode, Payment Details, and Receipt Amount. Refer to earlier figure

16 Figure 2.7-6: Report displaying payments not posted Payments Posted The report displays all the payments with status, Posted that the logged-in Employer has made through Employer Receipts in PrognoCIS. The Receipts are displayed in descending order i.e. the latest one at the top. It displays the Receipt No, Receipt Date, Pay Mode, Payment Details, and Receipt Amount. Refer to earlier figure Figure 2.7-7: Report displaying posted payments Payments by Invoices The report displays all the payments with status, Posted that the logged-in Employer has made through Employer Receipts in PrognoCIS. It further displays the Claim Details, against which the payments have been made, in a receipt. It displays the Receipt No, Receipt Date, Total Receipt Amt, Pay Mode, Invoice Date, Invoice No, Billed Amount, WO Amt, and Paid Amt. Refer to earlier figure Aging: In Aging sub-menu, the Select Report dropdown list consists of following six options, Refer to figure

17 Figure 2.7-8: Sub-menus of the Aging Report AR AR (i.e. Account Receivable) report displays the outstanding amount of the logged-in Employer in different Aging buckets. It displays the Due 0-30 Days, Due Days, Due Days, Due 120+ Days, and Total Due. Refer to figure Figure 2.7-9: Aging Report for Account Receivable AR by TPA The report displays the outstanding amount of the logged-in Employer in different Aging buckets, grouped by each of its TPA (Third Party Administrator). It displays the TPA Name, Due 0-30 Days, Due Days, Due Days, Due 120+ Days, and Total Due. Refer to figure

18 Figure : Aging Report for Third Party Administrators (TPA) AR by Job The report displays one Job No. in one row and for each Job of logged-in Employer, it displays its Amount Outstanding in each Aging bucket like 0-30, 31-60, etc. Entries of only those Jobs are displayed which have some outstanding Invoices in at least one Aging bucket. Details displayed are Job No, Job Name, Due 0-30 Days, Due Days, Due Days, Due 120+ Days, and Total Due. Refer to figure Figure : Aging Report Account Receivable by Job List of Outstanding Invoices This report displays only Outstanding Invoices of the logged-in Employer. The Invoices are displayed in descending order i.e. the latest one at the top. It displays the Invoice No, Invoice Date, Billed Amount, Paid Amount, WO Amount, Bal Amount, and OS Days. Refer to figure

19 Figure : Aging Report Outstanding Invoices Outstanding Invoices by Claims This report shows a list of all the Outstanding Invoices of the logged-in Employer with details of the claims billed under each of the Invoice listed. It displays the Invoice No, Invoice Date, Claim ID, Claim Date, Patient Name, Claim Amount, Paid Amount, WO Amount, Balance Amount, and Outstanding Days. Refer to figure Figure : Aging Report Outstanding Invoices by Claims Outstanding Invoices by Claims-Charges The report shows a list of all the Outstanding Invoices of the logged-in Employer with details of the Claims billed under each of the Invoices listed and Charge Codes billed underneath each of those claims. 19

20 It displays the Invoice No, Invoice Date, Claim ID, Claim Date, Patient Name, Charge Code, Charge Code Description, Charge Amount, Paid Amount, WO Amount, Balance Amount, and Outstanding Days. Refer to figure Figure : Aging option Outstanding Invoices by Claims Charges Note: Print icon: viewing. on top right allows Users to print the report they are currently Configuration of Employer Portal in EMR A new screen, Employer Portal Settings master has been provided on the menu Settings click Configuration under Workflow column to do the configuration for Employer Portal. Refer to figure The Employer Portal Settings master screen consists of the following fields: Login Set up section: Password Rule for Autogeneration: 20

21 21 Portal Release Notes V3B3 Enter the password to be used to generate the temporary password for Employers of Employer Portal. The value entered in the field is set as the password for all Employers, for example if the entered value is password1 then password1 will be set as password for all the Employers. The default value is password1. Show Disclaimer: Slide to turn ON the feature of displaying Disclaimer on the Employer Portal during the Employer s first login. OR Slide to turn OFF the feature and let the Employer login to the Employer Portal without any display of Disclaimer. Attach Disclaimer Click the Attach Disclaimer icon: to attach an HTML file as Disclaimer or Terms and conditions page that should be displayed on Employer s login to Employer Portal. Click the View Disclaimer icon: to view the attached HTML file. This will be enabled ONLY when the Show Disclaimer is turned ON. Login Page Message Line 1 Enter the welcome message that should be displayed in the first line of Employer Portal s login screen. The maximum allowed characters limit is 16. By default, the message, Welcome to is displayed. Refer to figure Login Page Message Line 2 Enter the message that should be displayed in the second line (below the welcome message) of Employer Portal s login screen. By default, the message, PrognoCIS Employer Portal is displayed. The maximum allowed characters limit is 21. Refer to figure Login Page Message Line 3 Enter the message that should be displayed in the third line i.e. below the second line s message on the login screen of Employer Portal. You can use it to put a single line message about the Clinic or Practice. The maximum allowed characters limit is 31. Refer to figure Login Page Message Line 4 Enter the message that should be displayed in the fourth line of Employer Portal s login screen. The maximum allowed characters limit is 196. Refer to figure

22 Note: On click of Zoom icon: on the Message line 4, the entire message is displayed in the Edit Notes popup. Patient Band section: Row1-Column1: Click on the Select Tags icon: and select the required tag whose value needs to be displayed in the row1-column1 of Patient band on the Employer Portal. The default value of the field is Patient s Display name. Row1-Column2: Click on the Select Tags icon: and select the required tag whose value needs to be displayed in the row1-column2 of Patient band on the Employer Portal. The default value of the field is Patient s Age. Row1-Column3: Click on the Select Tags icon: and select the required tag whose value needs to be displayed in the row1-column3 of Patient band on the Employer Portal. The default value of the field is Patient s Cell Phone number. Row1-Column4: Click on the Select Tags icon: and select the required tag whose value needs to be displayed in the row1-column4 of Patient band on the Employer Portal. The default value of the field is Patient s Chart number. 22

23 Row2-Column1: Click on the Select Tags icon: and select the required tag whose value needs to be displayed in the row2-column1 of Patient band on the Employer Portal. The default value of the field is Patient s Gender. Row2-Column2: Click on the Select Tags icon: and select the required tag whose value needs to be displayed in the row2-column2 of Patient band on the Employer Portal. The default value of the field is Patient s DOB (Date of Birth). Row2-Column3: Click on the Select Tags icon: and select the required tag whose value needs to be displayed in the row2-column3 of Patient band on the Employer Portal. The default value of the field is Patient s Primary Physician name. Row2-Column4: Click on the Select Tags icon: and select the required tag whose value needs to be displayed in the row2-column4 of Patient band on the Employer Portal. The default value of the field is Patient s Address. Tabs section (Available only on Admin login): Tab1: Enter the menu tab1 s name and all the sub-menus keyword (separated by comma) that are required under this tab. 23

24 Tab2: Portal Release Notes V3B3 Enter the menu tab2 s name and all the sub-menus keyword (separated by comma) that are required under this tab. The History button on the Employer Portal Settings screen displays the details of all the changes done by you or any User. Only a User Role that has appropriate rights assigned (from menu Settings click Configuration under Admin column, click Roles) would have an access to Employer Portal Settings screen. If the Read right is not assigned to a User Role then the Employer Portal Settings link (on menu Settings click Configuration) won t be available. Limitation: If any tab is added with junk value then a blank sub menu is shown on Employer Portal. Please ensure to add only allowed values under tab properties of Employer Portal Settings screen. 3. Changes done in PrognoCIS with regards to Employer Portal In following screens of EMR, the changes regarding Employer Portal has been done: 3.1 Sharing documents on Employer Portal Share icon is introduced on the Document List screen. Provision is given to share the required documents on the Employer Portal. An additional option, Employer Portal has been added on the Select Portal popup. If you select the document; click on Share icon: and turn on the Employer Portal option then the selected document is shared and available on the Employer Portal. Refer to figure

25 Figure 3.1-1: Employer Portal selection screen Also, a new option, Employer Portal has been added under Documents Available on Portal/s section on the Apply Filters popup (click on Filters button on Document List screen) to filter and display all the documents that are shared on Employer Portal, when selected. Refer to figure Figure 3.1-2: Document available on Portal on Apply filters popup has provision for Employer Portal 2.8 User Login Details popup Also, a new User Type, Employer has been added in User Login Details popup (Goto menu: Settings click Configuration under Admin column, click Login Details) to generate login details of the required Employer for Employer Portal. The Employer User Type would be available only if the Clinic has Employer Portal ON. Refer to figure

26 Figure 3.3-1: Once the Employer login details are generated, the login details are sent to the Employer s address (entered in the Employer s Address details), if present. However, if the Employer s address is not present then the Autogenerate checkbox is displayed disabled and while manually generating the respective Employer s login details, an alert, ID is missing. The Login details will not be ed is displayed. 3.2 Employer template and tags The following new templates have been added under Settings Configuration to send the Employer Portal s login details and Invoice to the Employer by Login for Employer Change Password for Employers Forgot Password (From Employer Portal) Employer Invoice by 26

27 The following new employer tags have been added in the Employer template: Table 1: Employer portal tags with description Tag Description _EMPLOYER_NAME EMPLOYER_FNAME EMPLOYER_LNAME EMPPORTAL_URL_ Displays the Employer s name. Displays the Employer s Contact First name. Displays the Employer s Contact Last name. Displays the Employer Portal s URL. Note: On the Employer Master screen, validations have been added which are invoked only if Employer Portal is ON for the Clinic - A warning is displayed if a new Employer record is added without adding either the FTIN or ID. Refer to figure Figure 3.3-1: Warning message displayed - A similar Warning Messages are also displayed on the Login Details screen (Goto menu: Settings Configuration Login Details) and Patient Registration screen (Goto menu: Patient Register Contacts tab) 3.3 Two new roles introduced to restrict access to Employer Portal Settings screen Access to Employer Portal Settings Screen s is restricted and is role based. A new section name as Employer Portal Settings, is available on the Roles screen for a User to define the Access rights for the configuration screen, Employer Portal 27

28 Settings (Goto menu: Settings Configuration under workflow column, Employer Portal Settings). Refer to screen Figure 3.4-1: Access rights for read and update available for Employer Portal Settings screen If the access rights are not defined for any role then the Employer Portal Settings link on the Settings Master screen is disabled. Refer to figure Figure 3.4-2: Disabled link of Employer Portal Settings 28

29 Note: When Read right is assigned to the User then the save button on Employer Portal Settings hyperlink is shown disabled. When both Read and Update Rights are assigned to the User then the save button on the Employer Portal Settings hyperlink is shown enabled. 29