General Navigation of eCR

Navigating through eCR is easy. Upon login, you will be presented with a screen like the one below.

 

Click on any of the menu items along the top for additional options within each item. Click on an option to open the appropriate window within eCR.

The same menu options can also be available on the left side of your screen.  Click on these options to go to the same areas within the system. These options can be customized by each user in My Preferences > Menu tab.

The Alerts window acts as your to-do list, showing you forms that are due as well as Progress Notes that need to be completed and signed.

 

Multiple windows can be open at one time. The My Clients List is a quick way to access your patients' charts and demographics.

Be sure to log out by clicking the Log Out button in the bottom left or in the top right. 

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For specific details on customizing your view with My Preferences see this article.

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The following articles will give you a well-rounded knowledge of the patient management areas of eCR.

Patient Registration 

My Client List

Patient Details

Patient Search

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For a full overview of the Schedule, how to set it up and use it, see these articles:

Scheduler Setup

Using Your Scheduler

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The Front Desk module can be open at the same time as the Scheduler which allows you to toggle back and forth between the two screens. The Front Desk module has all the original functionality of the Show All Appointments screen as well as filters so you can filter appointments by Program and/or Location These filters will default to the user’s default Location and Program upon opening. 

To access the Front Desk module, go to Day to Day > Front Desk.

From the Front Desk module, a user can:

1. View all appointments - past, current, and future.
2. Search with additional filters for appointments by day, day and time, or a specific date range.
3. Schedule new appointments.

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To provide easy access to your patients' charts, there are several different ways to get to them, no matter where you are in eCR.

1. Go to Patient Search > Right-click on a patient > Patient Charts.
   
    
2. Go to Patient Details > Use the search field to find your patient. > Click on Chart List.
   
    
3. Go to My Client List > Right-click on patient > Open Chart.
   
    
4. Go to Scheduler > Right-click on an appointment > Open Chart.
   

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The chart itself contains several helpful features to provide users with easy to access information regarding an episode of care.

Patient Information

1. The top portion of Chart Details provides a summary of patient details and demographics. You can navigate to the patient’s Patient Details by clicking on the patient’s name in the top left corner. You can see the status of the patient's chart using the breadcrumb navigation, located just above the toolbar. The patient’s status is bolded and capitalized. If you highlight over the ‘bread crumb’ you can see important dates. From the upper portion, you can also manage the patient’s Treatment Plan.
   
    
2. When navigating the patient’s active chart structure and available forms, you can use Ctrl + F search functionality to search and highlight forms in the chart or available to be added. Press Esc to exit out of the search box once you locate the form you were looking for.
   
    
3. The Patient Chart Toolstrip contains several additional data captures at the chart level as well as some toolstrip buttons that are additional eCR modules that may be purchased.
   

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Chart Forms and Phases

When a new chart is created, it will show available forms that can be completed on the right-hand side. In this column, click on any available form to begin completing it. After saving the form, it will move to the left side of the chart. On the right-hand side, you will still see the form but there will be a line through it to show it is a work in progress.

The breadcrumb navigation shows the Chart phases or episode of care phases. You can move from one phase to another by selecting the blue arrow buttons in the middle of the chart. The red down arrow is used to prematurely terminate an episode of care. You can also manage user roles using the Users button.

Chart Forms

Chart Phases

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Signing and Routing

Use the Checkbox to sign and the Route To drop-down menu to alert other users that their signature is needed.

Forms Statuses

As you are completing, saving, signing and routing forms, the status of the form will update. The patient’s chart will show the current status of each form.

1. The document icon means the form has been started but not yet completed.
   
    
2. The green checkmark means the form has been completed, but does not have all signatures.
   
    
3. The lock icon means the form has been completed with all signatures.
   
    
4. The lock icon with red plus sign means the form is locked, but still requires the patient's signature.
   
   • This is common for treatment plans, when all the clinical signatures are completed and the treatment plan locks. For compliance purposes, this is when the clock starts.

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Alerts

Filling out a progress note (PN) from alerts will save you time because when the chart opens from the alert, details from the appointment will auto-fill in the PN.

1. The patient will be checked-in and an alert will be sent to the primary provider.
   
    
2. Access the alert from the Alert window > Instant Alerts tab > click on the row.
   
    
3. Complete the progress note. You will see that some fields are auto-filled from the appointment.
   
    

Individual Notes

Once you have confirmed the times, date and visit type to be accurate, complete the progress note.

1. Use the drop-down menus to select Goals from the treatment plan.
2. Use the text box to enter a narrative.
3. Once signed, the note will be queued up for billing.

   NOTE: Billing is only generated from a signed PN. Billing is not generated from scheduled appointments.

   

   IMPORTANT: Be sure that everything is correct before signing. Your signature locks the form from being editable.

Groups

Group notes are also launched from alerts. 

1. The Group will be checked-in and an alert will be sent to the primary provider.
   
    
2. Access the alert from the Alert window > Instant Alerts tab > click on the row.
3. Use the Progress Note column to determine who to write a note for > click Fill Notes.

Group Notes

Once you click the Fill Notes button, you will be able to complete the group note.

1. The upper portion of the note is used for the overall session.
2. The bottom portion is used for individual patients. Use the arrows at the bottom of the form to go through all the patients.
   
    
3. Once signed, the group note is locked and cannot be changed.
4. Each patient’s note will be part of their chart.
   
    

No Shows and Cancellations

If a patient doesn't show up for the appointment or cancels, you will receive an alert to write a note to document this, just as if they did show up and the front desk checked them in.

1. Be sure to choose the appropriate Visit Type.
2. Text must be entered in the text box.
3. Sign the No Show/Cancellation note.

Non-Billable Contact Notes

If you have a non-billable contact with a patient, you will need to document this with a progress note.

1. Be sure to choose the appropriate visit type.
2. Text must be entered in the text box.
3. Sign the Contact note.

Notes Not Generated from Alerts

For notes that are not generated from an alert, click new under the PN section of the chart.

My Daysheet

My Daysheet provides a comprehensive look at your Progress Note history over a period of time, across all patients/charts. It gives you a view of what you have done across your entire caseload. Or if you are looking at all clinicians, the entire agency.

1. Go to Day to Day > My Daysheet.
2. Select the DOS Start Date, DOS End Date and any additional filters.
3. Click Refresh.
   

For more information on My Daysheet, see this article.

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eCR alerts users with several different types of alerts. Below is a general overview of the Alerts window.

1. Date Alerts are form specific and are generated nightly in a batch cycle. When a user completes a specific form ‘x’ days after a date, which could be an admit date, discharge date, etc, eCR auto-removes the alert from the user’s alert window. This applies to a primary provider only.
2. Form Alerts are form specific and are generated in real-time. When a user completes Form X after completing Form Y. eCR auto-removes these alerts from the user’s alert window. This applies to a primary provider only.
3. Instant Alerts are generated when a user has been routed a form to sign, when an appointment on the schedule has been checked-in, and/or when they have been assigned as the primary provider on a chart. eCR auto-removes these alerts from the user’s alert window after completion. This applies to a primary provider only.
4. Escalation Alerts are company-wide alerts to escalate. The alert sends to the immediate direct report based on the Org Chart setup.

The Alert Window

1. Go to Day to Day > Alerts to open the Alert window.
   • Every staff provider will receive alerts.
   • Best practice is for staff providers to always have their Alert window open.
2. Alert totals show in the top left quadrant of the window.
3. The user is able to filter their alerts by Program, Location, and Unit.
4. Alert tabs:
   • The Form/Date Alerts tab for forms that need to be completed.
   • The Instant Alerts tab for notification alerts to sign a form, chart assignment, etc.
   • The Instant Messages tab for non-clinical, internal instant messaging between clinicians.
   • The Lab Results tab to view results from a lab.
     

Managing Alerts

1. Select the tab an alert is in.
   • The headers will indicate how many alerts are in each tab.
     
      
2. Right-click on the alert to view it.
3. Click GoTo to acknowledge the alert and be taken directly to the form in question.

   NOTE: If you do not wish to open the View Alert screen, you can left-click on the alert from the Alerts window and you will be taken directly to the form. 

The Alert Button

• Real-time notification.
• If it is solid red, contact our Helpdesk for assistance.
• Right-click to open an alert.  Left-click to acknowledge the alert.
• Alerts remain in the Alert window until it is satisfied.

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When you are logging out of eCR, there are two ways to do so:

1. Under Current User on the Desktop Menu, click Log Out.
   
    
2. Click Log Out in the top right corner.
   

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