1	On-Line Progress Notes II “The Deuce” Support Staff Version 2.30
2	Table of Contents Logging Into Clinician’s Gateway . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Clinician’s Gateway - Home Screen . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Entering a New Service Note – Support Staff. . . . . . . . . . . . . . . . . . . . . 5 Finalizing a New Service Note – Support Staff . . . . . . . . . . . . . . . . . . . . 8 Printing a Service Note – Pending or Finalized . . . . . . . . . . . . . . . . . . . . 9 Security – Password Reset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Frequently Asked Questions (FAQ) . . . . . . . . . . . . . . . . . . . . . . . . . . 11
3	Logging Into Clinician’s Gateway To Login to Clinicians Gateway… Double Click on the “ADMHS Intranet” Icon on your Desktop. Single Click on the Link “OLPN II (The Deuce)” OR Open “Internet Explorer” and type the URL “admhs2” You may get a 1^st Login screen. Type “co\username” and your regular computer “password” On the Clinician’s Gateway Login Screen, Type your “Staff ID“ and unique “Password“ This will bring you to your “Home” Screen. ================================== To Logout of Clinicians Gateway… Click on the “Log Out” Link located at the top-right corner of every screen You can also quickly get back to your “Home” screen or “Help” screen by clicking on these links
4	Clinician’s Gateway - Home Screen The “Home” Screen will allow the User to perform a multitude of tasks. It includes Links to other screens, Column Heading Sorting, Searching, Start Service Notes, View/Finalize Pending Services Notes, and Resetting Passwords. See below for some examples:
5	Entering a New Service Note – Support Staff To Set Up a “Support Staff Service Note”... On the Support Staff “Home” Page Select “Edit Primary Clinician List” in the “Enter New Service” window Select “Select Provider” in the drop-down window A list of Clinician/Physician names will be displayed Find the Name of the Clinician/Physician you will be doing Support Staff Notes for and Click the “Add” Button When finished, Select the “Home” Button
6	Entering a New Service Note – Support Staff To Enter a “Support Staff Service Note”... Select “Individual” in the “Type of Service” window The “Clinician/Physician” may be displayed in the Primary Clinician window If not, use the drop-down button and select the Clinician/Physician Enter all or part of the Client ID # or Client Name (Last First) in the “Client” window Select Adult, Children, Extender, or Physician in the “Note Template” window When all information completed, Click the “Start Indv Service” Button If you entered partial information into the “Client” window, a list of names will appear that meet that criteria When the Client is located, make sure you are billing under the correct RU by selecting the proper Provider Click the “Select” Button to start a New Individual Service Note
7	Entering a New Service Note – Support Staff The “Service Entry, Individual” Screen will appear… Enter your “Billable” and “Narrative” Information into the appropriate windows Most windows are Drop-down Fields that give you a list of choices to select from To help select the “Service Date”, Click on the “Show Calendar” Button. This will allow you to single click on the proper date and automatically populate the “Service Date” window The “Previous Entries” window will display the last 5 narrative information you wrote on this client. Clicking on one of the choices will place that information into the appropriate narrative window “Spell Check” Button is available When the Service is complete, Click the “Save as Pending” Button. This will allow the Clinician/Physician to Edit and Finalize their note
8	Finalizing a New Service – Support Staff To Complete a “Support Staff Service Note”... On the Clinician/Physician “Home” Page Under the “Pending Services”, Select the “Update” Link The “Service Entry, Individual” Screen will appear… “Edit” any Information you want including date, time, procedure, location, med compliant, side effects or narrative When the Service Note is complete, Click the “Finalize” Button.
9	Printing a Service Note – Pending or Finalized For a Support Staff to Print a Pending or Finalized Note for the Clinician/Physician… Do a “General Search for Staff”... Select “Staff” in the General Search Drop-down window located at the top-right corner of your screen Enter all or part of “Staff Number or Staff Last Name” (minimum 3 or more characters) in the “Search Criteria” window Click the “Search” Button The “Search Results” will display a list of “Staff” that meet the criteria To View Staff Information, Select “View” Link in the Staff column or Select the Staff “Name” Link To see more Staff Information, “Expand” the “blue bars” labeled Pending Service Records, and Finalized Service Records Select “View” Link to see Note Select “File-Print” or the “Printer” Button on the Toolbar =========================================== For a Support Staff to Print a Pending or Finalized Note for the Clinician/Physician… Select your own “Staff Name” Link at the top-left corner of your home page “Expand” the “blue bars” labeled Pending Service Records, and Finalized Service Records Select “View” Link to see Note Select “File-Print” or the “Printer” Button on the Toolbar
10	Security – Password Reset To “Reset” your Password... Select the “Security (Password)” Link located at the bottom-center of your “Home” page screen This will take you to the “Clinician’s Gateway Security Personalization” screen In this screen, Enter your Old Password in the “Old Password” window Enter your New Password in the “New Password” window Enter your New Password again in the “Confirm Password” window Your Password must contain at least one upper case character, lower case character, and one numeric character. It is recommended to make your Password 6 or more characters long. You will need to reset your Password with a new password every 60 days Click “Update Password” Button Check if your New Password works by “Logging Out” and “Logging In” with your new Password
11	Frequently Asked Questions (FAQ) Are there any requirements for having a note deleted? Yes. If an error is made to any billing information, the note has to be deleted from VAX and redone by the clinician/physician in OLPN. We can not modify any notes that have been finalized. Notes are deleted ONLY if there is an error in any of the billing information. Wrong client number Wrong staff number Wrong procedure code Wrong reporting unit Wrong service hours Wrong service date Wrong treatment location Wrong number of clients in group Incorrect text is NOT an acceptable reason for deleting electronic notes. What do I do to get my note deleted? Print the note out Write the reason for deletion (see #3a, 1-8) on the bottom of the page Black out the Client Name (NOT the Client Number) FAX the note to MIS at X5631. DO NOT brown mail DO NOT email DO NOT US mail When do I FAX my note? As soon as the error is discovered. If notes are faxed after the service is claimed, the note cannot be deleted. Is there any problem if I have more than 1 service for the same client on the same date with the same procedure code for the same minutes and at the same location? The billing system will not allow exact duplicate services to upload. Exact services means: All billing information is the same—date, client, RU, procedure code, service time, staff number, location. Since the service cannot upload, we will lose the billing. Possible solution: make each service 1 minute different