Therapist Notes User Manual - Proficient Health Application Login
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1. Email to support Delete Note Department 71 wy Rural Health Dept 72 met Not Met 2011 Proficient LLC All Rights Reserved Therapist Notes User Manual Confidential Contents property of Proficient LLC Page 29 of 33 Therapist Notes User Manual Error Codes Error Code Message Indicator 10 DOB is incorrect for the patient client 11 MRN is incorrect for the patient client 12 The patient client could not be found in the Proficient Health tabase D o da 16 The Department could not be found in the Proficient Health database 17 User authentication failed The user name and password do not match what has been defined in the Proficient Health database 18 Duplicate patient client found in the Proficient Health database Therapist Notes User Manual Page 30 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual 6 0 Contacting Support If the user is unable to resolve the sync error and desires to contact Proficient Health for additional support he she can click on Email to support from the Synchronization Report panel The following panel will be displayed File Edit Help Patient Information Monthly Visit Notes a J A Status MRN Last Name e CB4331 Bradiey ce CB2235 Chambers a Please send us your comments or questions and someone will respond to you shortly New Patie2. Therapist Notes User Manual Page 6 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual TherapistNotes is an application downloaded from the Internet Are you sure you want to open it Google Chrome downloaded this file today at 2 34 PM from www proficienthealth com P Cancel P Open Se gt If a re install of the Therapist Notes application is required make sure to close your current session before installing Therapist Notes User Manual Page 7 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual 1 1 Therapist Notes Update Periodic updates to the Therapist Notes application occur as a result of software enhancements It is important to stay current on the application not only from a support standpoint but to prevent data integrity and or sync issues during use If a new version of Therapist Notes is pending download the user will be presented with the following notification when launching the application 4 Therapist Visit Notes File Edit Help Patient Information MRN Last Name E Anew version of Therapist Notes 1 93 is available Month 1 12 SS Changes include l Version information is now included in support emails A manual download link is now available in the event that the auto update feature fails to work Year Treatment Plan Goals y Would you like
3. been used in Proficient Health 6 Re enter the desired Password for confirmation 7 To exit without creating a user profile click Cancel To create the user profile and access Therapist Notes click Save The Therapist Notes login screen will be displayed Therapist Notes User Manual Page 13 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual Te BOliphant Login 8 Note that the Username and Password have been pre filled Click Login to continue Therapist Notes User Manual Page 14 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual 2 1 Navigation 14 Cheshire Therapist Notes M E T Sa aa odin File Edit Help Patient Information Monthly Visit Notes MRN Last Name F irst Name Gender Name Status New Patient Heading visit1 Visit 2 Visit 3 Visit 4 Visit 5 Visit 6 visit7 Visit 8 Visit 9 Visit 10 Visit 11 Visit 12 General Information i Tx Plan Dates IEP IF SP Dates Month 1 12 a From To From Year l l Treatment Plan Goals Scheduled Frequency County CDSA Coordinator Site of Service CDSA Service Deadline Place of Service POS NA Home 12 Health Department 71 Met Office 11 Rural Health Dept 72 N ot MM et 2011 Proficient LLC All Rights Reserved The Therapist Notes display panel is broken down into four areas 1 Patient Information Used to mainta
4. to update to the new version NA Home 12 Health Department 71 Met Office 11 Rural Health Dept 72 Not Met 2011 Proficient LLC All Rights Reserved To proceed with the upgrade 1 Click Yes to continue The Therapist Notes Installer Setup panel is displayed Note To cancel the upgrade and use a previous version of Therapist Notes click No Therapist Notes User Manual Page 8 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual P TherapistNotesInstaller Setup A I M oM Choose Install Location Choose the folder in which to install TherapistNotesInstaller Setup will install TherapistNotesInstaller in the following folder To install in a different folder dick Browse and select another folder Click Install to start the installation Destination Folder Program Files Proficient Health Space required 11 3MB Space available 87 2GB 2 Enter the desired Destination Folder in the space provided or click Browse to display the list of folders currently residing on the user s desktop or handheld device 3 Click Install to continue A progress panel will be displayed To exit without upgrading click Cancel Therapist Notes User Manual Page 9 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual P TherapistNotesInstaller Setup installation Complete Setup was completed successfully Completed wE Show deta
5. version 1 2 Therapist Notes Troubleshoot The Therapist Notes Troubleshoot feature allows users to apply corrections or what is often referred to as patches to the Therapist Notes application Users will be instructed to apply these patches whenever they become available To apply a patch do the following Click Help in the top upper left hand corner of the display Select Troubleshoot Select the respective patch to apply Follow the screen prompts to apply the patch ie A message will be displayed indicating that the patch was successfully applied 5 Click OK to continue Therapist Notes User Manual Page 11 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual 2 0 Accessing Therapist Notes After launching the Therapist Notes application from the desktop the following panel is displayed i 14 Therapist Visit Notes _ gt a gt M 5 File Edit Help Patient Information MRN Last Name esco vst vist2 vens visna vo R TxP Month 1 12 Your Fro Login Treatment Plan Goals e of Service CDSA Service Deadline Place of Service POS NA Home 12 Health Department 71 Met Office 11 Rural Health Dept 72 Not Met 2011 Proficient LLC All Rights Reserved 2 Enter the Username and Password 3 Click Login to continue If this is the first time that the user has accessed Therapist Notes a us
6. A Service Deadline Home 12 Health Department 71 Office 11 Rural Health Dept 72 To confirm the delete click Delete To cancel and return to the previous screen click Cancel Therapist Notes User Manual Page 27 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual 5 0 Syncing Visit Notes When all visit notes have been electronically signed for each patient client Therapist can sync this information to the Proficient Health database for billing and medical record purposes To sync visit notes do the following 1 Click File in the top upper left hand corner of your screen 2 Tab or click on Synchronize in the drop down list The following login panel is displayed File Edit Help Patient Information Monthly Visit Notes MRN Last Name i FirstName Gender Name Status CB2235 Chambers i ac ac mune a CB4331 Bradley Synchronize Data Enter your Proficient Health username and password in order to synchronize your notes New Patient Edit Patient Delete Note Note Name 12 2011 Visits Username BOliphant Heading Visit 1 Visit 2 Visit 3 Visit Password General Information Month 1 12 12 Year 2011 Treatment Plan Goals Follow up with client prior to year end to determine if additional therapy sessions are requried for 2012 CDSA Coordinator Site of Service _ CDSA Service Deadline Place of Service PO
7. Manual Page 19 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual 4 0 Creating a Visit Note 1 To enter a visit note click New Note The Monthly Note Info panel is displayed This establishes the header portion of each visit note It is required that a new visit note be created for each month Monthly Note Info Month Treatment Plan Dates Year From To Treatment Plan Goals Place of Service POS C Home 12 Office 11 __ Health Department 71 __ Rural Health Dept 72 All Fields Required Cancel 2 Enter the Month in a MM format i e 01 11 3 Enter the Year in a YYYY format i e 2011 4 Enter the From and To Treatment Plan Dates in MM DD YYYY format i e 12 19 2011 5 Enter the Treatment Plan Goals 6 Select the Place of Service POS Indicates Automatic Spell Check is available for this field If a misspelled word is found during entry the misspelled word will be displayed in red as shown Treatment Plan Goals Follow up with client prior to year end to determine if acditinal therapy sessions are required for 2012 Therapist Notes User Manual Page 20 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual Monthly Note Info Month 12 Treatment Plan Dates Year 2011 From 12 01 2011 To 12 31 2011 Treatment Plan Goals Place of Service POS Follow up with client prior to year end to determin
8. S NA o Home 12 Health Department 71 Met Office 11 Rural Health Dept 72 Not Met 2011 Proficient LLC All Rights Reserved 3 Enter your Proficient Health Username and Password 4 To continue with the synchronization process click OK To return to the previous screen click Cancel During the synchronization process user authentication and the patient client s Name DOB and MRN defined in the Therapist Notes will be compared to what has been defined in the Proficient Health database If the sync of the visit notes was successful a message will be displayed Therapist Notes User Manual Page 28 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual Synchronization Report Finished without errors Sent 1 Notes Close If an error occurs during the sync process a screen is displayed with error codes Below is an example of an error notification received during the Sync process File Edit Help Patient Information MRN LastNam CB2235 Chamber CB4331 Bradley Synchronization Report The following errors ocurred during synchronization out of 0 Notes sent User authentication failed Please verify user name and password 17 New Patient Edit Pati Note Name 12 2011 Heading Visit 1 Visit 2 General Information Month 1 12 d Year 2011 Treatment Plan Goals Follow up with clie determine if addition requried for 2012
9. Therapist Notes User Manual Therapist Notes User Manual Version 1 97 Gr PROFICIENT HEALTH 245 E Friendly Avenue Suite 201 Greensboro NC 27401 336 389 6600 Therapist Notes User Manual Confidential Contents property of Proficient LLC Page 1 of 33 Therapist Notes User Manual Table of Contents 120 Installing Therapist NOUS sir de 3 1 1 Therapist Notes Update lis T 1 2 Therapist Notes Troubleshoot ooccoccoccociconconicccnocnconnonoonnonononoononnnonnnonnononnnnnnnannaninanes 10 20 ACCESSING Therapist NOS sio a a 11 ZA NAM AMO da 14 30 Patent intormal N coccion 15 3 1 Managing Patient Information ii ii 16 32 Editing Pave At IMTON MAO iaa tdt 16 3 9 Deleting a Patent 17 AiO CLEAN MSN e a O e esa 19 4 1 Documenting a Patient EncouUnNter ccoccconcconcocccocnconicononnnconocononnnnnnncononanennnnnnonanennnennns 19 AZ Editing an eMC OUNCE cd att 23 AS WE SION VIS MEIN OO ou a a stan Gassemeeenceianaee 23 AA Deletng a Visit Nole 5255 otras pops o 25 BuO SNC MIS NS Herat he ne ae eee a et eee Ce ela eee 27 0 0 GOntacund SUDDO ist alas 30 7 0 ACKONYIMS ANG Terminology isis tits 31 Therapist Notes User Manual Page 2 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual 1 0 Installing Therapist Notes The Therapist Notes application is supported in a Windows XP Windows Vista Windows 7 and Mac OS environment To install T
10. and Date of Birth DOB for the patient client must match what has been entered in the Proficient Health system before a successful sync will occur Therapist Notes User Manual Page 16 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual 3 1 Managing Patient Information Patients Clients can be quickly located under the Patient Information section by simply clicking in the column headings provided This sorts the patient information in ascending and descending sequence A scroll bar is also provided that allows the user to position to the desired patient client File Edit Help Last Name First Name DOB Chambers Catherine 08 14 2007 02 28 2006 Edit Patient Delete Patient 3 2 Editing Patient Information To update information on a patient client do the following 1 Position to and highlight the patient client record as shown File Edit Help MRN Last Name First Name DOB CB2235 Chambers Catherine 08 14 2007 CB4331 Bradley James 02 25 2006 New Patient Edit Patient Delete Patient 2 Double click on the highlighted patient client or click Edit Patient The Patient Info panel is displayed Therapist Notes User Manual Page 17 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual Patient Info 3 Update the desired fields and click Save To cancel and return to the previous display click Cancel 3 3 Deleting a patient In some cases a pa
11. e if additional therapy sessions are Home 12 required for 2012 Office 11 __ Health Department 71 _ Rural Health Dept 72 All Fields Required Cancel Note all fields are required 7 To save the new note click Save To cancel and return to the previous screen click Cancel The heading of the visit note for this patient client is then displayed prompting the user to either complete the heading or enter the first visit note e g Visit 1 Additional information such as IEP IFSP Dates Scheduled Frequency County CDSA Coordinator CDSA Service Deadline Site of Service and Place of Service POS related to the visit can be found under the Heading of the visit note Therapist Notes User Manual Page 21 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual File Edit Help Patient Information Monthly Visit Notes MRN Last Name First Name DOB Gender Name Status CB2235 Chambers Catherine 08 14 2007 12 2011 Visits CB4331 Bradley James 02 28 2006 Ciew tot Note Name 12 2011 Visits Patient James Bradley Heading visit 1 Visit2 Visit 3 Visit 4 visit 5 visit 6 Visit7 visits Visit 9 Visit 10 Visit 11 Visit 12 General Information Tx Plan Dates IEP IFSP Dates Month 1 12 12 Year 2011 From 12 01 2011 To 12 31 2011 From Treatment Plan Goals Scheduled Frequency County Follow up with client prior to year end to determ
12. erine Bradley James Heading visit 1 Visit 2 Visit 3 Visit 4 Visit 5 Visit 6 Visit 7 Visit 8 Visit 9 Visit 10 Visit 11 Visit 12 General Information Cheshire Therapist Notes AA Month 1 12 12 Are you sure you want to delete the selected note including all of its associated Year 2011 ra This action cannot be undone Treatment Plan Goals Del Cancel Follow up with client prior ta determine if additional thera required for 2012 CDSA Service Deadline Place of Service POS Home 12 Health Department 71 O Office 11 Rural Health Dept 72 3 To confirm the delete click Delete To return to the previous screen click Cancel Note Prior to deleting notes from the Therapist Notes application double check the Proficient Health database to verify that all notes have synced File Edit Help Last Name First Name DOB Chambers Catherine 08 14 2007 Bradley James 02 28 2006 Edit Patient Visit 1 Visit2 Visit3 Visit4 Visit5 Visit6 Visit7 Visit8 Visit 9 Visit 10 Visit 11 Visit 12 cenraitomaton En Month 1 12 12 Records were found that have not yet been synced Are you sure you want to delete wat n the selected note including all of its associated data This action cannot be undone Treatment Plan Goals Delete Cancel Follow up with client prior ta determine if additional thera required for 2012 x Place of Service POS CDS
13. ername and password must be created Click on the link Create A New Profile The following panel is displayed Therapist Notes User Manual Page 12 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual 14 Therapist Visit Notes File Edit Help Patient Information MRN Last Name User Profile First Name Last Name Sync ID Heading visit 1 visit 2 visit 3 visit 4 Visi Username General Information Password E Re Enter Month 1 12 Password Year Treatment Plan Goals e of Service CDSA Service Deadline Place of Service POS NA Home 12 Health Department 71 Met Office 11 Rural Health Dept 72 Not Met 2011 Proficient LLC All Rights Reserved To create the username and password do the following 1 Enter the user s First Name 2 Enter user s Last Name 3 Enter the user s Sync ID Note This is the same value as the user s Default Order Department that is assigned within Proficient Health 4 Enter the desired Username Note The suggested naming convention is one uppercase character and a minimum of five characters in length The username and password should match what has been created in Proficient Health 5 Enter the desired Password Note Passwords should contain at least one uppercase character one number and a minimum of six characters in length It is recommended that the password match what has
14. eted successfully Completed e Show details 7 Open the Therapist Notes application found either on your Start Menu or under Program Files Proficient Health TherapistNotes to run the latest release To install Therapist Notes in a Mac environment do the following 1 Open your internet browser and go to http www proficienthealth com downloads TherapistNotes dmg to download the latest version of the Therapist Notes application to your Downloads folder 2 Open the TherapistNotes dmg disk image file The following panel will be displayed Therapist Notes User Manual Page 5 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual 60606 _ TherapistNotes XA 2 items 10 6 MB available y Ahi AEN fx A TherapistNotes Applications To install or update the program drag the TherapistNotes app to the Applications folder Proficient Health 3 Drag the TherapistNotes app file to your Applications folder Note Replace the file with this new file if an old version exists Copy An older item named TherapistNotes already exists in this location Do you want to replace it with the newer one you re moving Stop Replace 4 Open the TherapistNotes application found in your Applications folder to launch 5 The Mac will recognize that this file was downloaded from the internet and will prompt you to confirm Click Open to continue or Cancel to exit
15. herapist Notes in a Windows environment do the following 1 Open your internet browser and go to http www proficienthealth com downloads TherapistNotes Install exe to download the latest version of the Therapist Notes application to your computer 2 Depending on your security settings and browser you may be asked to run or save the TherapistNotes Install exe file Select Save 3 When the application has downloaded select the option to Run the TherapistNotes Install exe file The Therapist Notes Setup window will be displayed Therapist Notes User Manual Page 3 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual P TherapistNotes Setup Choose Install Location Choose the folder in which to install TherapistNotes Setup will install TherapistNotes in the following folder To install in a different folder dick Browse and select another folder Click Install to start the installation Destination Folder C Program Files Proficient Health Space required 11 9MB Space available 82 0GB 4 Keep the Destination Folder set to C Program Files Proficient Health profiled in as the default location 5 Click Install 6 When the setup shows Installation Complete click the Close button Therapist Notes User Manual Page 4 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual P TherapistNotes Setup installation Complete Setup was compl
16. ight lateral lisp at times but not consistently Scores from all Minutes 60 testing are within normal limits and speech services are not recommended at this time Place of Service Home 12 Plan Review vocabulary list to detect pronunciation issues Therapist s Signature Brian Oliphant 2 Click e Sign A confirmation panel will be presented as shown nite Edit Help Last Name First Name DOB Chambers Catherine 08 14 2007 Bradley James 02 28 2006 Edit Patient Heading Visit visit 2 visit3 visita visits visit visit visits visito visit 10 Visit 11 Visit 12 Service Date You have elected to electronically sign this note Doing so will lock visit notes tab p and prevent future changes to it Are you sure you wish to proceed Procedure Code 92507 Mete the list without issue This action cannot be undone Units Bte any dysfulencies in sistently Scores from all Place of Service Home 12 Plan Review vocabulary listto detect pronunciation issues Therapist s Signature Brian Oliphant 3 To confirm the signature click eSign To return to the previous screen click Cancel Therapist Notes User Manual Page 25 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual Once e signed an electronic signature timestamp is displayed underneath the therapist s signature as shown File Edit Help Last Name F
17. ils 4 Click Close when the installation is complete Therapist Notes has been updated to the most current version and is now available for use To confirm that the latest version of Therapist Notes is being used do the following 1 Click Help in the top upper left hand corner of the display 2 Select Check for Updates If the latest version of Therapist Notes is being used the following panel will be displayed Therapist Notes User Manual Page 10 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual File Edit Help Patient Information Monthly Visit Notes MRN Last Name First Name Status CB4331 Bradley 02 28 2006 CB2235 Chambers Catherine 08 14 2007 New Patient Heading Visit 1 Visit 2 Visit3 Visit 4 Visit 5 Visit 6 Visit7 Visit 8 Visit 9 visit 10 Visit 11 Visit 12 General Information x F Cheshire Therapist Notes Month 1 12 Year y You are already running the latest version of Therapist Notes Treatment Plan Goals OF service POS Home 12 Health Department 71 Met Office 11 Rural Health Dept 72 Not Met 2011 Proficient LLC All Rights Reserved 4 Click OK to continue Note If the latest version is not being used a message will appear indicating that the version of Therapist Notes is outdated and requires an update Simply follow the display prompts to update to the current
18. in the patient client database 2 Monthly Visit Notes Displays the current visit note and status for the patient client 3 Header and Detail Visit tabs Used as a means to record the details of each therapy session with the patient client 4 Menu bar Located at the top upper left hand corner of the display panel is used to a Synchronize patient client visit notes to the Proficient Health database b Update user profile information c Request assistance with a support related issue e g Sync errors Therapist Notes User Manual Page 15 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual 3 0 Patient Information The patient information for a patient client must be established prior to entering a visit note within the Therapist Notes application To add a new patient client do the following 1 Click New Patient The Patient Info panel is displayed Patient Info 2 Enter the patient client s First Name Last Name DOB Gender and MRN Note Fields denoted with an asterisk are required fields If a required field is left blank a message will be displayed indicating the field in error 3 To create the new patient client click SAVE To exit without creating the new patient client click CANCEL H d The new patient client being added must reside in the Proficient Health system before a successful sync will occur The Medical Record Number MRN
19. inator Occupational Therapy Speech Therapy Developmental Therapy etc for the birth 3 population CDSA Deadline Services outlined in an IFSP must be started within 30 days of when the IFSP is signed CMS Content Management System Department Refers to a location department fax line or workgroup within an organization This could also refer to a work list work queue or pattern e Sign Electronic signature by the therapist that contains a date timestamp HIPAA Health Insurance and Portability and Accountability Act Regulates the use and disclosure of an individual s health information IEP Individualized Education Plan IFSP Individualized Family Service Plan MRN Medical Record Number PHI Protected Health Information Sync The transmission or upload of data from a PC laptop or handheld device e g iPad to the Proficient Health application sync ID Refers to the Default Order Department defined for a user within the Proficient Health application Also a unique number that is assigned per therapist Visit A meeting between a therapist and a patient client for specified period of time Visit Note Documenting the interaction between the therapist and patient client Therapist Notes User Manual Page 32 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual x NOTES Therapist Notes User Manual Page 33 of 33 Confidential Contents property of Proficient LLC
20. ine if additional therapy sessions are a II requried for 2012 CDSA Coordinator Site of Service CDSA Service Deadline Place of Service POS NA o Home 12 Health Department 71 Met Office 11 Rural Health Dept 72 Not Met 8 2011 Proficient LLC All Rights Reserved D d When you select a patient client if any visit notes exist they will be displayed in the Monthly Visit Notes panel 4 1 Documenting a Patient Encounter Documenting a patient client encounter enables the Therapist to gauge therapeutic progression over a specified period of time The information gathered from each encounter can be shared with the referring physician to determine the prognosis or desired plan of care for the patient client To document an encounter with a patient client do the following 1 Click on the next available Visit tab These are labeled one 1 through twelve 12 as shown above The following panel is displayed Therapist Notes User Manual Page 22 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual File Edit Help Patient Information Monthly Visit Notes MRN Last Name First Name DOB ender Name Status G CB2235 Chambers Catherine 08 14 2007 F 12 2011 Visits CB4331 Bradley James 02 28 2006 M r New Patient Edit Patient Delete Patient Delete Note Note Name 12 2011 Visits Patient James Bradley Heading Visit1 Visit 2 Visit 3 Vis
21. irst Name DOB Chambers Catherine 08 14 2007 Bradley James 02 28 2006 New Patient Edit Patient Delete Note Heading Visit visi visi visita visits viste visit7 visite visito visit 10 Visit 1 vist 12 Visit 1 Service Date 12 19 2011 Notes New Corrected Addendum Reason Procedure Code 92507 gt S James BRADLEY went through the vocabulary list and was excited to complete the list without issue Units 4 O A He demonstrated age appropriate language skills and did not demonstrate any dysfulencies in connected speech He did demonstrate a slight lateral lisp at times but not consistently Scores from all Minutes 60 testing are within normal limits and speech services are not recommended at this time Place of Service Home 12 Plan Review vocabulary listto detect pronunciation issues Therapist s Signature Brian Oliphant Electronically signed Tuesday December 20 2011 3 33 14 PM 4 4 Deleting a Visit Note Caution must be used when deleting a Visit Note Once the note has been deleted it is not recoverable 1 To delete a Visit Note position to and highlight the note that needs to be deleted as shown 12 2011 Visits 2 Click Delete Note A confirmation panel will be displayed as shown Therapist Notes User Manual Page 26 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual File Edit Help Last Name First Name Chambers Cath
22. it 4 Visit 5 Visit 6 Visit 7 Visit 8 Visit 9 Visit 10 Visit 11 Visit 12 Visit 1 Service Date J Corrected Addendum Reason Procedure Code Units Minutes Place of Service Therapist s Signature e Sign 2011 Proficient LLC All Rights Reserved 2 Enter the Service Date Note that this field is pre populated with the current date 3 Select a Procedure Code from the drop down list Free text if this is a billing contract or if documenting an absence contact Enter the of Units default is 1 Enter the of Minutes used during this therapy session Select the Place of Service POS from the drop down list a o W lS Enter the Plan objectives for the next therapy session oo Select whether this visit note is New Corrected or an Addendum If a correction is necessary enter a reason in the space provided 9 Enter the Session Notes Document Absence or Client Contact in the space provided on the right hand side of the page Indicates Automatic Spell Check is available for this field If a misspelled word is found during entry the misspelled word will be displayed in red as shown f Plan Review vocabulry list to detect purnunciation issues Therapist Notes User Manual Page 23 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual File Edit Help Patient Information Monthly Visit Notes MRN La
23. nt Heading Visit 1 Visit 2 Visit 3 General Information Month 1 12 Year 3 S Your email address is Treatment Plan Goals Include database Send CDSA Coordinator Site of Service CDSA Service Deadline Place of Service POS NA Home 12 Health Department 71 Met Office 11 Rural Health Dept 72 Not Met 8 2011 Proficient LLC All Rights Reserved 1 Enter the comment or question 2 Email address 3 Selection to include exclude the Therapist Notes database This allows the user to send a copy of their database to Support for review 4 When complete click Send This email will notify Support of the error s being received during the synchronization process A Support representative will review the email and respond with the desired resolution Note Users can also contact Support by clicking on Help in the top upper left hand corner of the display Tab to Contact Support and select Follows steps 1 4 as shown above To receive additional assistance with the Therapist Notes application include 1 Contact Proficient s Support via email at support proficienthealth com Therapist Notes User Manual Page 31 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual 7 0 Acronyms and Terminology Term Definition CDSA Children s Developmental Service Agency CDSA Person who coordinates services Physical Therapy Coord
24. st Name First Name DOB Gender l Name Status F M CB2235 Chambers Catherine 08 14 2007 12 2011 Visits CB4331 Bradley James 02 28 2006 J New Patient Edit Patient Delete Patient New Note Delete Note Note Name 12 2011 Visits Patient James Bradley Heading Visit1 Visit 2 Visit 3 Visit 4 Visit 5 Visit6 Visit7 Visit 8 Visit 9 Visit 10 Visit 11 Visit 12 Visit 1 Service Date 12 19 2011 Notes o New Corrected Addendum Reason Procedure Code 92507 S James BRADLEY went through the vocabulary list and was excited to complete the list without issue Units 1 O A He demonstrated age appropriate language skills and did not demonstrate any dysfulencies in connected speech He did demonstrate a slight lateral lisp at times but not consistently Scores from all Minutes 60 testing are within normal limits and speech services are not recommended at this time Place of Service Home 12 Plan Review vocabulary listto detect pronunciation issues Therapist s Signature e Sign 2011 Proficient LLC All Rights Reserved 4 2 Editing an Encounter Visit Notes can be edited prior to the therapist s electronic signature To edit a visit note simply click on the appropriate tab and update as needed All information entered or changed will be retained D d All data entered is saved immediately Therefore it is recommended that when making changes to use cau
25. tient client may need to be deleted from the Therapist Notes database Prior to deleting any patient client it is recommended that the user sync the Therapist Notes database to prevent any lost of data To delete a patient client from the Therapist Notes database do the following 1 Position to and highlight the patient client record as shown File Edit Help MRN Last Name First Name DOB CB2235 Chambers Catherine 08 14 2007 255 McMillion Kristin 05 15 2008 CA1255 CB4331 Bradley James 02 28 2006 New Patient Edit Patient Delete Patient 2 Click Delete Patient A confirmation screen will appear as shown Therapist Notes User Manual Page 18 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual File Edit Help Last Name First Name DOB Chambers Catherine 08 14 2007 McMillion Kristin 05 15 2008 Bradley 02 28 2006 General Information Month 1 12 Are you sure you want to delete the selected patient including all of its associated Year ec This action cannot be undone Treatment Plan Goals CDSA Service Deadline Place of Service POS i NA Home 12 Health Department 71 Met Office 11 Rural Health Dept 72 Not Met 3 To confirm the delete click Delete To cancel and return to the previous screen click Cancel H d All data that has not been synced will be lost when deleting a patient client Sync first Therapist Notes User
26. tion since there is no ability to cancel 4 3 E Sign a Visit Note After entering a patient client encounter and reviewing for content the therapist has the option of electronically signing the visit note By signing the visit note the Therapist is agreeing that the encounter occurred and is accurate to his her knowledge Once this visit note has been signed it is considered locked and no additional updates can be made This also allows the note s to be synced to the Proficient Health system whenever a sync request is issued To electronically sign the visit note do the following 1 Enter the therapist s name in the space provided The name provided must match the First and Last Name that has been entered for the Therapist Notes User Manual Page 24 of 33 Confidential Contents property of Proficient LLC Therapist Notes User Manual Therapist Note s user s profile Therapists do not need to enter their credentials These will be added when the note is synced File Edit Help Last Name First Name DOB Chambers Catherine 08 14 2007 Bradley James 02 28 2006 Visit 1 Service Date 12 19 2011 Notes New Corrected Addendum Reason Procedure Code 92507 X S James BRADLEY went through the vocabulary list and was excited to complete the list without issue Units 4 OJA He demonstrated age appropriate language skills and did not demonstrate any dysfulencies in connected speech He did demonstrate a sl
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