Welcome to release 4.0.0.0 Service Pack 1.  There are many new enhancements in this release.  The main release video contains all the videos for this release.  The videos are also individually linked to their appropriate section below.  As always, if there are questions about any enhancement, please contact your support team.

We would like to thank all the offices that contributed suggestions to improve our system.  Please keep them coming.

CLICK HERE --- >>>> RELEASE 4.0.0.0  Service Pack 1 OVERVIEW VIDEO <<<< --- CLICK HERE

Share The Wealth – Have you created phrases for your system?  Did you know you can share your phrases with the rest of the ChiroWrite community?  Phrases are easily shared from the Administration > WorxPhrase menu.  Simply click on the phrase and click the “Share Selected” button.  Sharing phrases will allow other DC’s to download your phrases into their ChiroWrite system and you can download phrases that have been shared by other DC’s.  We hope every DC will take advantage of the opportunity to help a colleague and share what they have created.  If you would like to share but are not certain how, please contact us and we will help you get started.

ChiroIntake - Online Patient Intake Forms

It amazes us that thousands of patients have used the ChiroIntake product to make life easier for both patients and our ChiroWrite users.  Some offices have asked if there is a way to ask custom questions during the patient intake.  This enhancement has now been completed.  Please look at the ChiroWrite section for further details.

If you have not looked at ChiroIntake yet, check it out at www.chirointake.com and take the "View Demo".

NEW MODULE - Waiting Room

There is a new module designed to be used in the waiting room.  It allows patients to see who is in the queue and the order so they can see when they are up.  It's designed to be used with the room assignment and when a patients is assigned a room a sound is played, that is the patients signal signal to come back. This would require a large screen in the waiting room so patients can easily see the list.  Contact your support team for pricing if you are interested.

ChiroWrite

Office Tasks

Keeping track of tasks to be performed can now be added and monitored within the system.  Tasks can be at an office level or specifically for a patient.  If desired, there is an option to turn the bar across the top with the icons a gold/yellow color as an indication that there are outstanding tasks due.

This option can be found under Administration > System Configuration > Defaults.  Select the Misc tab.  Check the option "Check For Office Alerts". 

When there are tasks due, the toolbar will highlight Gold/Yellow color.

Open the task windows by selecting Office Activities > Office Tasks or Patient Activities > Tasks.  Opening tasks from the Office Activities menu will show both office tasks and patient tasks.  Opening from the Patient Activities menu will only show tasks for that particular patient.  Click the appropriate buttons to manage tasks or print the list.  Use the filter criteria to limit information.

You can right click on a task and change the status or move the due date/time as needed.  This can also be done by editing the task.

Range of Motion Speed buttons

New speed buttons have been added to the range of motion screens to make data entry faster.  When entering numbers, the quick options allow you to indicate pain level with a single click instead of selecting each motion.

When doing Visual style, the quick options add a section for decreased Mild, Moderate, Severe.  Again allowing  for a single click to set all options.

On the ROM extremity screens, there is a drop down that allows for the selection of left or right specifically.  Selecting one of these options will then cause the speed buttons to only effect the left or right motions.  The standard Defaults button will also follow these selection for left or right.

Treatment Row Order

A new option has been added to the system to allow ordering of treatments on "Today's Treatments" screen in the SOAP.  To turn this feature on, go to Administration > System Configuration > Defaults.  Go to the SOAP2 tab and check "Allow moving treatments on Today's Treatments".

On Today's Treatments, there are two ways to move an entry in the treatment list.  First is to click on the row and  use the up/down arrows to move it.  The second method is to drag the row up or down.  This is done by clicking on the gray Area (in this example that would be C1,L1,T1,Cervical, Lumbar) and holding the left mouse button down.  Then moving the row with the mouse.

Show Date of Birth instead of room #

On the Current Patients window there is a column for the room number that a patient may be assigned.  However, some offices do not use the room number and have asked for the patient's date of birth to show instead.  To do this go to Administration > System Configuration > Defaults.  On Global 3, select "Show Date of Birth instead of Room No".

The Current Patients windows will now display the patient's date of birth instead of the room number.

ChiroIntake Custom Questions

The ChiroIntake functionality has been enhanced to allow up to 15 custom questions.  Each chiropractic office has their own specialties and therefore want to capture certain information beyond the basics.  There are 4 types of questions that can be asked.

1. Questions that require a Yes/No answer

2. Questions that require a date answer

3. Questions that allow the patient to pick from a list of possibilities

4. Questions that allow the patient to type an answer

To Configure this functionality, go to Administration > System Configuration > Kiosk Custom Questions.  Once there click the "Add/Edit" button to create/edit a question.  Enter the question the patient will answer in the "Question" entry box.  Select an answer type.

If the answer type selected is a "List", then you can add the list items by clicking the "Add" button below "Answer Type".  If there is a problem such as a spelling mistake, then select the item and click edit.  To remove an item, select it and then right click to get a remove option.  If the list is the type where multiple items can be selected, then check the "Multi Select" option below the list items.

Answers to custom questions can be seen on the Patient Edit screen.  Select the "Misc" tab to see custom question responses.  If there is an incorrect or empty answer, you can edit the answer by selecting the question and then Right Click to get an edit option.

Kiosk

Do Not Start Note After Check-In

There are times when a patient checks in through the kiosk that you do not wish to start an encounter within the documentation.  An example may be that the patient has a massage appointment and the office is not documenting massage appointments.  A new option has been added to the Visit Reasons screen to allow this scenario to occur.  Go to Administration > Visit Reasons.  Once there, check the option "Kiosk check-in does NOT start Daily Visit".

Scheduler

Vortex (Lost Patient List)

Patients seem to disappear sometimes.  But how to find them.  The Vortex is the answer.  The Vortex lists patients that have either missed appointments or patients that have no future appointments.  Based on configuration parameters setup by the office, the list will populate with patients matching the desired criteria.  Once in the list, the patient can be tracked as they are attempted to be communicated with.

Setup is done under Administration > Vortex.  Enable the options you wish.  Set the grace days.   In the example below,  we have set one week.  This means the system will look back one week to populate the Vortex.  This basically gives the patient a week to make a new appointment before coming into the Vortex.  Select the "Auto remove patients ..." option so that if an appointment is made for a patient and they are in the Vortex list as a "No Future Appointment", they will automatically be removed from the list.  Restart the Scheduler for these settings to take effect.  Only patients that have been at least "Arrived" in office will have "No Future Appointment" setup in the Vortex.

An office may wish that some appointment types do not process through the Vortex.  An example may be massage appointments.  Not having a future massage appointment may not be what is desired to trigger a Vortex entry.  To skip Vortex processing for certain appointment types go to Administration > Visit Reasons.  Once there, edit the entries as desired and select the "Skip Vortex Processing".

To access the Vortex go to Office Activities > Vortex Patients.  Select a patient and click the "Edit" button.

On the edit screen, you can indicate if and how they were contacted.  Then an action such as call back next week.

Office Tasks

Keeping track of tasks to be performed can now be added and monitored within the system.  Tasks can be at an office level or specifically for a patient.  When there are tasks due, the bar across the top of the schedule turns a gold/yellow color as an indication that there are outstanding tasks due.

There are a couple of items that can be configured.  These can be found under Administration > Schedule > Settings.  Select the Misc 1 tab.  By default, the task window will open when you open the scheduler if there are tasks due. 

Select the "Open Office Tasks when task is due" option so the system will automatically open this window throughout the day.  For example, if a task is due at 2pm, with this option on the Task window will open.

Select the "Office Tasks show pending on open" if you wish to see tasks that are currently due.  Current tasks do not include future tasks based on the date/time of the task.

Open the task windows by selecting Office Activities > Office Tasks or Patient Activities > Tasks.  Opening tasks from the Office Activities menu will show both office tasks and patient tasks.  Opening from the Patient Activities menu will only show tasks for that particular patient.  Click the appropriate buttons to manage tasks or print the list.  Use the filter criteria to limit information.

You can right click on a task and change the status or move the due date/time as needed.  This can also be done by editing the task.

Fee Slips

Some offices like to have the provider indicate charges via a fee slip.  This can be done by Right clicking on an appointment and selecting Fee Slip or running Fee Slips for all patient appointments for a given day.

To set this up, first create categories under the billing codes.  The Fee Slip will print according to these categories.  This can be found under Administration > Billing Codes.  On the Billing Codes window, click the "Categories" button and setup categories as needed.

Once the categories are created, go to Administration > Reports > Fee Slips and setup which categories should print along with any other information you wish to change from the default.

There are 2 ways to generate a fee slip.  The first is to right click on an appointment and select "Print Fee Slip".  This will print a single fee slip for that patient.  The second way is to go to Office Activities > Reports.  Select the desired dates desired and select the "Fee Slips" report.  This will generate a fee slip for all patients appointments with the dates selected.

Prior Authorization Amount Alert

When doing a prior authorization, sometimes the insurance company will give a dollar amount instead of a number of visits.  This dollar amount can now be added into the prior authorization.  A limit can be set globally on when to show an alert.  This alert shows up on check-in of the patient.

The first step is to set your alert amount.  This is the threshold that will determine when an alert is triggered.  For example, if the patient was allowed $400 and we set the Alert Amount as $100, then when the charges on the patient add up to $300 or more, the alert will be triggered.  Go to Administration > Schedule > Settings.  On the Misc 2 tab enter an amount in "Prior Auth Alert Amount".

Next step would be to add a prior authorization to a patient.  This is done one the "Edit Case" window.  Go to the billing tab and the New button under Prior Authorization.  Enter the desired information and Save.

In the scheduler, when a patient is Arrived, a message box will show if the patient has reached the the desired limit.

Default Case for scheduling

If a patient has multiple cases open, you may wish to designate one of them as the default case for scheduling purposes.  This option can be found on the Case Edit window on the Main Tab.

Appointment Search

Sometimes trying to find an appointment on the schedule can be a challenging task.  There is a new option that allows you to search the schedule and find appointments matching your search criteria.  To turn this option on go to Administration > Schedule > Settings.

On the scheduler screen, you will find a search option at the top.  The default is to search by last name.  Enter a name and click the search button.  The first entry matching the criteria will be highlighted.  Continue clicking the search button to find the next appointments matching the criteria.  To search by first name, do not enter any information in the entry box and click search.  A new window will open allowing you to enter your search criteria and change the search to first name or patient ID.

Kiosk Check-in trigger Patient check-in alert

When a patient is arrived on the schedule manually, if the patient has a check-in alert then that alert will pop-up.  However, if you are using the Kiosk, then the patient is arrived but the alert never pops up.  This enhancement allows for the alert to continue popping up.  There are 2 ways to enable the functionality. 

The first is to enable it for a particular employee.  This would be front desk staff usually.  If you have created logins for staff then you can designate who will see these pop-up alerts.  Go to Administration > Employees.  Edit the desired employee and select the "Listen For Kiosk Check-In Alerts".

The second option is to manually turn this function on under the File menu.  Click "Listen for Kiosk Check-In".  This needs to be done each time the scheduler is opened.

Don't allow multi-day selection

In the calendar area of the schedule it is possible to highlight multiple days when in single day view and those days will become selected and the schedule will display all of those days.  To turn this feature OFF, go to Administration > Schedule >Settings.  Select the option "Don't Allow Multi Day Selection In Single Day View".

Don't allow drag/drop of appointments

In the scheduler it is possible to drag and drop appointments from one time to another or one day to another.  To stop the drag and drop feature go to Administration > Schedule >Settings.  Select the option "Don't Allow Drag/Drop On Appointment".

History receipt print diagnosis by order

By default, when the diagnosis prints on the print history receipt, they are numerical order of the diagnosis and not the sequence number assigned.  This was because a history receipt can cover a timespan where diagnosis are changing.  However, some offices would like an option to print the diagnosis by the sequence assigned as they do not change the diagnosis for the patient once assigned.  This option can be turned on under Administration > Reports > Receipts.

History receipt print units

By default, the print history receipt does not print the number of units.  To show units on the receipt turn on the option "Show Units" located under Administration > Reports > Receipts.