Overview

Generally, if you need to modify the information that is available to you within the various databases in your EHR, you would do that via the Admin - Manage menu.


Details

Under Admin > Manage, you can add to or edit the following:


Alternate Plan Options

Fully custom and editable list of treatment plan items other than rxs, orders, or vaccines. That is, items that you want to be able to "prescribe" to patients, including supplements, dietary recommendations, exercises, IV therapy, etc.


Charge List

This is your fee schedule: the list of services, products, etc. that you charge to patient accounts, with prices and codes, if applicable.


Chart Parts

Chart Parts are dynamic, flexible charting and message templates. They work like macros or quick text for being able to insert preset bits of text. But can also have associated "actions" for charting (diagnoses, plan items, charges, etc.)


Diagnostic Codes

This is your "preferred short list" of diagnostic codes. The shortlist consists of the stock "most used" codes or codes that you have used previously. To add something to this list that isn't there already, just add that diagnosis to a patient's chart!


Discounts

Any discounts that you want to be able to apply to patient charges. Discounts can be a dollar amount and/ or a percentage. If you specify BOTH a dollar amount and a percentage, then discount will first apply the dollar amount, then the percentage discount to the already-reduced price. 


You can see and select from available discounts when adding a charge to a patient's account, or editing a charge that was already added.


Encounter Types

The encounter types are how you categorize your encounters/ SOAP notes. You can control the types/ categories that are available to you, as well as the:

  • Associated icon
  • Whether the encounter should or should not generate a summary for the patient when the note is signed
  • In-person status (for insurance billing/ HCFA/ superbills)
  • Diagnosis code requirement
  • Sort order in the list of encounter types
  • Insurance location (for insurance billing/ HCFA/ superbills)


Group/Corporate Accounts

If you treat patients under a group or corporate account (which pays for some or all of the patient's charges), you can set up your companies or organizations for group billing here.


Health Maintenance Trackers

You can add, edit, or delete your Health Maintenance Trackers or run Health Maintenance Tracker Reports from this menu.


Insurance Companies

For clinics that bill insurance, you can set up the insurance company information that you use and want to have available to assign to patients' charts here.


Integrations

You can view/ request integrations with third parties in this menu. At the bottom of the Manage Integrations window, you can see which labs you are currently integrated with as well.


Laboratory Listings

View and edit your contact book of local laboratories/ labs you use here. Storing their contact information makes it easy to assign a patient's preferred laboratory, and to efax requisition forms.


Non-Rx Allergens

This allows you to view and manage the list of non-drug allergens that you have available to assign to patients in their Allergies/ Intolerances/ Discontinued Medications block. This would be for things like environmental or food allergens. Medication allergens are drawn from the drug database.


Orders/Labs Database

This is where you would view and manage the list of lab, imaging, and referral orders that are available to order for patients. The list is pre-populated with a comprehensive lab and imaging (including MRI, XRay, CT) orders. And you can add your specialty and referral orders as needed.


Pharmacy Listings

Your preferred shortlist of pharmacies includes any local pharmacies that were pre-populated for you during implementation, as well as any pharmacies that you have assigned to patients from the full NCPDP database. You can view and manage your pharmacy shortlist in the Manage menu, including removing it from the shortlist using the Delete icon at the right. 


The system comes pre-loaded with the full, nationwide NCPDP pharmacy database. To add a pharmacy to your shortlist from the full database, you can search for it and add it as a preferred patient pharmacy. NOTE: If you don't see the pharmacy when you search, you can try different search terms (the street number and zip code can be particularly useful) and/ or add a + to your search to force it outside of your preferred list to the full nationwide database.


If you have manually added a pharmacy, or accepted a pharmacy that was manually added by a patient, you can use the Manage Pharmacies window to map that manually-added pharmacy to the official, e-prescribable NCPDP listing. 


Phone Numbers (Twilio users ONLY)

If you have the optional Twilio integration, you can manage how calls and texts to you Twilio number are routed in the Manage menu.


Radiology Lab Listings

View and edit your contact book of local imaging facilities/ radiologists you use here. Storing their contact information makes it easy to assign a patient's preferred facility, and to efax requisition forms.


Schedule Types

View and manage the appointment types that you have available for adding appointments and setting work schedules here.


Specialists/ Other Listings

View and edit your contact book of specialists or other external providers/ clinics that you use here. Storing their contact information makes it easy to assign a patient's preferred facility, and to efax requisition forms.


Subscription Plans (Stripe users ONLY)

For clinics that do membership/ subscription billing through Stripe, you can manage the subscription plans that are available to assign to patients in this Manage menu.


Note for Bluefin users - any charge in your charge list can become a membership/ subscription. So your subscription plans are managed by adding the charge to your Charge List.


Tags

Add, edit, or remove tags that you want to have available to apply to patients' accounts here. Your tags can be used for creating custom patient lists/ reports/ email lists, controlling which forms and questionnaires are shown to which patients on the patient portal, flagging certain key information on the patient's chart, when scheduling, and when sending them a secure message, and triggering automations in Active Campaign.


Users

Manage your EHR users/ staff access here. This is also where anyone with Superadmin permissions can reset a user's password, and add or delete a user.


Vitals

The vitals list includes a stock list of lab results fields. But you can add to or edit this list in the manage menu. Most commonly, you would use this to add custom vitals fields. But you may also use it to add results fields so that you can manually input structured lab result data for patients.