Outpatient Prescriber Workflow
|Thing You Want to Do||What is It Called?||Pro Tip||EHR Website Links|
|See Appointment Schedule, Schedule Appointment, Start Client’s Service||Staff Calendar and/or “Appointments for Today” widget on Provider’s Dashboard||Save Staff Calendar as a Quick Link to easily access schedule||How to Create an Appointment from Your Calendar
The Appointments For Today Widget
From Other Providers
|Messages/Alerts or “New Alerts &Messages” widget on Provider’s Dashboard||Through the widget providers can view new/unread messages from other providers.|
Can also search for messages/alerts under Message/Alert screen.
Can attach a document by going to a signed document PDF and sending it as part of a message.
|How to Send a Message
How to Send a Document in a Message
Information on the Role of a Proxy
|Look Up Client||Type into the “Person Search” icon||With Person Search icon, type the first 3 letters of last name and/or their medical record number and it will autofilter.|
For a more extensive search, under Person Search icon, select Client Search.
|How to Use the Client Search Window
How to Use the Client Search Icon to Find a Client in Your Caseload
How to Use the Client Search Icon
|Services/Notes (Client) and/or Documents (Clients)||Filter “Complete” in services/notes screen. Click hyperlink under “Document” to access a specific note. You can also filter Documents screen by “Signed.” Can save filters as favorites.||How to Save Filters and/or Create Favorites
|Review Previous and Current Programs||Programs (Client)||Filter “enrolled” for current programs and remove date range to see all current enrollments.||How to Save Filters and/or Create Favorites|
|Review Labs||Client Orders or Quick Orders. Any POCT can be added manually by your administrative team.|
Please ensure that a lab diagnosis is included.
|How to View Interfaced Lab Results
How to Document Non-Interface Lab Results
|Review Diagnoses||Diagnosis Document (Client) ||Of note, when clinicians enter problems in their notes,this information will go into “Client Clinical Problems,”a separate list from Diagnosis Document.|
|Review/Document Vitals||Flow sheet (Client) Screen and choose Vitals dropdown or within psych note, click“Exam” tab||Using a flow sheet allows you to view recorded data in graph format to track trends.||How to Document Vitals|
|Start a E&M Psych Note||Services/Notes [Client], Staff Calendar and/|
or Appointment for Today widget on
Provider’s Dashboard. In Service tab,
change “Scheduled” to “Show.”
|Commonly Used Procedures:|
90792-Assessment MD: Used for formal psychiatric
evaluation, including integrated biopsychosocial and
99202-99205-Medication Support New Client: Used
to document E/M medication support services
provided to new patients and/or > 3 years since
99212-99215-Medication Support Existing Client:
Used to document E/M medication support services
provided to established patients, if visits within 3 years.
99202-99205 and 99212-99215 are the time-based
codes used to document “standard” outpatient
psychiatric visits. Choose based on time spent and if
patient is new vs. established. These CPT codes use
the same psych note template, so previous data will be
saved from last use.
Outpatient MD Nurse Documentation Quick Guide (PDF)
Service Code Definitions
How to Write a Psychiatric Service Note for a Scheduled Service
|Document Diagnoses Within a Service/Note||Within Note: "Diagnosis" Tab and/or Billing Diagnosis||Use ICD-10 code to will autofilter instead of descriptive text for better search. You will need to designate one primary diagnosis for the service and place it as the #1 spot|
|How to Add a Diagnosis
Reordering Diagnoses List
Difficulties with Finding a Diagnoses
How to Modify and/or Re-Order a Diagnosis
How to Delete a Diagnosis
Common Diagnoses Codes (PDF)
|Problem List Within Notes||Within Note: "MDM" Tab||CalMHSA will be developing a different one in the future. When you enter a "Problem" in MDM, it does not save to "Client Clinical Problems," which|
clinicians will be using. You will need to enter at least 1 problem to complete your note.
|Order Labs||Client Orders or Quick Orders. Any POCT can be added manually by your administrative team.|
Please ensure that a lab diagnosis is included.
|When you order a lab, it will automatically be sent to the lab. To notify your prescriber, then add as co-signer as all orders are live when sent to labs.|
If you are only queuing the lab order, then switch the author to your prescriber’s name; if you are proxy, enter your password to send order to prescriber to sign.
|How to Order Labs|
|Order Outpatient Medications||Medication Management (Rx) (Client) and/or Within Psych Note, MDM tab: Medications “SmartCare Rx”||If prescribing controlled substances, download Identrust's HID mobile app and have a staff signature on file (Your Profile --> My preferences). Rx is also|
where you can sign any queued medication orders. Save as a quick link for easy access.
|How to Place a New Medication Order
How to Add Medications Prescribed Elsewhere
Making a QuickLink
|Calculate Time for Visit||Within Psych Note, "MDM" Tab: Activities Completed||Can enter different time than was scheduled under "Service" tab. This is the official time that will be used for billing purposes.|
|Wrap up a Visit||"Sign" Button on Upper Right||You will get validation pop-up with direction of where an error is if you cannot sign. After care instructions are pending development.|
|Co-sign Notes||Click on "Co-sign" Within the Assigned Documents Widget on Providers Dashboard||You can also search for "batch signature" to sign multiple documents at once.|
|Assessments: PHQ-9 and GAD-7, AIMS||Search PHQ-9 and GAD-7. For AIMS Assessment, see Tab within Psychiatric Note|
|Within Client Quick Links --> Assessment/Screening Tools to find full list of other available tools||Making a QuickLink|
|Reconcile Medications Within Programs/Systems||No SmartCare Functionality||For external medication: Medication Management (Rx) --> "Add medications"|
|Record Allergies||Medication Management (Rx) (Client) --> Allergies/ Intolerance/Failed Trials||This will autopopulate your note if done prior. Refresh to load into your note.||How to Add an Allergy, Intolerance, or Failed Trial|
|Discharge Instructions||Discharge Instructions [Client]||How to Complete the Discharge Instructions|
Medication Management Rx
|Thing You Want to Do||What is It Called?|
Where Can You Find It?
|Send Medications to a Preferred Pharmacy||Preferred Pharmacy||Can select most common site and save for future use as a dropdown when you order a specific medication. Of note, the pharmacy will default back to preferred pharmacy even if a specific medication was previously ordered for a different pharmacy.|
|Record Allergies||Allergies/Intolerance/Failed Trials||Recommended to put allergies here because it will autopopulate in other parts of EHR.
If the allergy is in a similar drug class as a medication
you are trying to order, you will not be able to
prescribe ̶ switch the allergy to “intolerance” and/or
|Review Active Medications||Medication List||Of note, the current medication widget shows all medications including discontinued or voided. Can go to Medication List and filter for "current." Recommend saving filter as a favorite.|
|Review Past Medications||Medication History||Use the right-hand side darker blue button (rather than the lighter blue one, which is for Surescript's most recent list of medication in their system)
|Consent History||Use the right-hand side darker blue button. The other|
|Order New Medications||New Order||Use the right-hand side darker blue button.|
|Add External Medications||Add Medication||Can add the source of the prescription, who is the prescriber|
|Change an Existing Order||Select Checkbox of Existing Medication and Choose “Change Order”|
|Refill an Existing Order||Select Checkbox of Existing Medication and Choose “Re-Order”||Cannot do this if controlled substance and will need a new order|
|Patient Medication Consent||Select Checkbox of Medication and Choose “Patient Consent”||This will pull up a document that both prescriber and client can sign. Can select and sign multiple consents all at once.|
|Sign Verbal or Queued Outpatient Medication Orders||Queued/Verbal Orders Widget in Providers Dashboard --> Rx||This will automatically connect you to the orders pending your review.|
|Review New/Changed Medications||After clicking “Prescribe” button, a review screen will appear. If you approve, then choose “prescribe” a second time.||Make sure you check the checkbox under “ready to sign.”|
|Approve Conrolled Substances||On review screen, after clicking “Ready to Sign” and “Prescribe,” you will be prompted on phone’s HID app||Swipe "Approve" green button|
|Review Prescription Status||Click on a hyperlink of a medication name --> Script History -- Check “Status”||Prescribers can view a history of multiple clients in
Start Page > Outbound Prescriptions.
If nurses are set up as prescriber proxy they can also
see prescription status (and refill request).
Establishing nurses as “prescriber” does not
mean they can prescribe without doctor approval;
medication orders will still go through the verbal or
queued order approval process.
|Discontinue Existing Medication||Medication List; click the “X” at left||This will then save in medication history with end date recorded and a pop-up will allow you to record the reason.|