6.0.2 CHANGES/ENHANCEMENTS

02/23/2006

System-wide Changes

Screen size - screens are now at least 50% larger

New Main Menu screen displaying user ID and login time as well as Quote of the Day

Appointment times are no longer military time. When your system is upgraded, all past, present and future appointment times will be changed to the new time format.

Client Register

New Screen Sizes

The following screens have been changed to take advantage of the larger screen size, with additional screen changes to be made in future releases:

Client Information (CR-23) now 1 page instead of 2
User ID and date Client Status last changed now displays
Family Information (CR-26) family members added to 1st screen
Billing Information (CR-32) now 1 page instead of 2
Immunization History (IM-04) now includes up to 26 pods
Immunization History (IM-04) now has a column that displays ** when there is a
Comment on a specific immunization record.
KS and WA state CVR (EP-05) now 1 page instead of 2

Document Tracker allows more than one of the same doc by program

Document Tracker will now allow you to enter more than one document signed by client and guardian, if they are entered for more than one program.

Omaha System and External Applications

Buttons have been added to Client Information for Omaha System (OS) and External Apps and to the Encounter Detail for Omaha System. For information on Omaha System, see accompanying PHClinic Omaha System Information Sheet. External Apps functionality is currently under development.

Automatic Program Enrollment/Disenrollment

A new option has been added for Auto Program enrollment to Program records in Program Maintenance (System Maintenance). When this option is selected for a specific program and a client has an encounter in a program where they are not enrolled, a program enrollment record will be created for the client in the program. The encounter date and site will be used for the program Admit Date and Enrollment Site on the program enrollment record.

An option has also been added for automatic program disenrollment. When the client has an encounter in the enrollment program that has the procedure selected as the “Auto Disenroll Procedure” on the Program Maintenance record, program enrollment will be deactivated effective with the date of the encounter.

Program Enrollment End Eligibility field

Client Program Enrollment Maintenance (PE-03) now has fields to enter enrollment date and end eligibility. NOTE: The following reports utilized the Next Certification field in order to report end eligibility and have been changed to report end eligibility from the new End Eligibility field:
First Steps Case Load report, IMSS/ICM Case Load report, and Infant Case Management report. If you were using the Next Certification field to record eligibility ending dates and would like to have a “fix” program to move the date from Next Certification to the End Eligibility field, contact the KIPHS Help Desk.
Appointment Scheduling

Billing

Billing Menu Changes

Buttons from the Billing Menu in System Maintenance have been added to the Billing module on the main menu for easier access. There is no longer a Billing Menu in System Maintenance.

Check-In

Print option added to print CPT Code on encounter form

A “Print CPT Codes” check-box has been added to Client Check-In (AS-06). When selected and an encounter is printed, the CPT code set up for private insurance billing on the procedure record will print in the Procedure column of the encounter instead of the PHClinic procedure code.

Encounter Processing

Encounter Processing displays client DOB and age

The client’s date of birth and age now display in the top right corner of the Encounter Processing (EP-06) screen.

Encounter Processing column added to display CPT

A CPT column has been added to Encounter Processing (EP-06) to display the code entered as the CPT billing code used for private insurance billing.

Nurse Encounter Processing

A user option to use a Nurse Encounter screen for encounter processing has been added to the system for encounter processing use only. Any user who wishes to utilize this screen must have the Nurse Encounter Screen check-box selected and their Provider # entered on their System User Maintenance screen (SM-28) in order to use this functionality. Users processing encounters using this screen will not have the ability to commit encounter records.

Preferences

Preferences, Required Fields - new preference - Allow Limited Client Add

This is a new preference that will allow entry of a new client with the minimum required information (last name, first name and date of birth). When the client is checked-in, the system will prompt the user to enter additional required fields.

Preferences, HCFA Preferences - new preference - HCFA Phone #

A new field has been added to HCFA Preferences for the HCFA Phone # to be used on Private Insurance HCFA’s. When a phone number is entered in this field, it will print in the phone # field in block 32 and 33 of Private Insurance HCFA’s.

Preferences, General Preferences - new preference - Print Provider’s Last Name on Encounter Form

A new check-box has been added to General Preferences to print provider’s last name on the encounter form. When selected, the encounter form will print first and last names for all associated providers.
 

System Reporting

The System Reporting menu has been reformatted.

System Reporting Matrix

A System Reporting Matrix document has been developed and will be sent along with revised manuals for version 6.0 to all clients. Contact the KIPHS Help Desk if your Health Department does not received a CD with the revised manual by March 31.

System Reporting Definitions

Report definitions have been revised and a Report Definition document will be included in the System Reporting folder of the manual revised for version 6.0 that will be sent to all clients.

System Maintenance

Remote Workstation Functionality

Remote workstation functionality has been added to the system and is currently in beta testing. Additional information will be provided when testing is complete. This will give you the ability to transfer a copy of your database to a remote workstation like a laptop. The remote workstation can then be taken into the field and data added. A file can be created to update your main database with data added in the field.

Billing Menu buttons relocated

Some billing buttons that were formerly in the System Maintenance Billing Menu have been moved to Procedure Maintenance for easier complete set-up of new procedures. Other buttons were moved to the Billing button on the Main Menu. The System Maintenance Billing Menu has been deleted. Vaccine Series Maintenance is also now available in the Procedure Menu.

Additional Immunization Pods

To take advantage of additional Immunization History pods, after this version of PHClinic has been applied, go to System Maintenance, Tables Menu, Immunization Pod Maintenance to modify and add Immunization Pods.

Holiday Scheduling

A Holiday Scheduling template has been added to Calendar Profile Maintenance. Click on the Holiday button at the bottom of AS-04 to set up your holiday schedule. All clinics will default to using the holiday schedule. If you have a clinic you do not want to use the holiday schedule, edit the clinic and deselect the “Close for Holidays” check-box.

Limit Procedures included in export to Immunization Registry

A “Do Not Export” check-box has been added to procedure records, and when selected on a specific procedure record, the procedure will not be included in Washington and Utah Immunization Registry export files.

Site Maintenance

The ability to set the sort order of site records for selection in Site combo box fields has been added. In System Maintenance, Site Maintenance (SM-45), select site records individually that you wish to re-order and click the up/down arrows at the bottom of the screen until the site table is in the desired sort order.

Procedure Groups Maintenance

The ability to set the sort order of procedure groups as they appear on the Check-in (AS-06) screen under the Available Procedure Groups browser has been added. In System Maintenance, Procedure Menu, Procedure Groups Maintenance (SM-33) select the procedure group that you wish to re-order and click the up/down arrows at the bottom of the screen until the procedure group table is in the desired sort order.