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Clinic Options are the system-wide settings of eCR. These settings effect many different areas in the software including Forms, Alerts, Billing, Charts, etc.  It is recommended that these settings are reviewed and maintained by your System Administrator as changes to any of these settings can modify the performance of eCR across the board.

 

Go to Setup > Clinic Options.
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Access Level Permissions

For all access levels that will need permission to access Clinic Options, follow the steps below:

  1. Go to Administration > Access Levels.
  2. Select an existing access level or create a new access level.
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  3. Select the 2nd User Access Tab.
  4. Check the box for Options.
  5. Save and repeat for each access level that will need permission to access Clinic Options.
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1st General Tab

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  1. Settings under System can be set to lock or log out users in eCR due to inactivity.
    • In the Screen Lock due to Inactivity (Min) field, enter the number of minutes of inactivity that will lock the screen.
    • In the Auto Logout (after screen locked) (Min) field, enter the number of minutes of inactivity that will log out users. 
  2. Under Patients, these settings are built around the patient.
    • Check the box for Require Medical Record Number to require a Medical Number to be entered when creating new patients or saving in Patient Details.
    • The box for Always OK to leave Message defaults to being checked when creating a new patient record. It is a visual to show that messages can be left with patient.
    • Check the box for Include all patients in patient search to search all patients in Patient Details and Scheduler versus patients with active charts.
    • Check the box for Default “Do Not Call For Reminders” to True to have this setting default to being checked in Patient Details. This option also works with the add-on module Automated Phone Call Reminders. If checked, automated appointment reminders will not be made.
    • Check the box for Set Patient Insurance By Program so that the Patient Details 🡪 Payer/SS Fee tab will include a Program column to tie a Payer to a specific Program.
    • Check the box for Enable Relationship for RP so that the Patient Details 🡪 Payer/SS Fee tab will allow the Relationship field to be edited at the Responsible Party row.
    • Check the box for Show Contractual Payer so that the Patient Details 🡪 Payer/SS Fee tab will allow for Contractual Payer Field to be entered on the Insurance Line.
    • Check the box for Require County on Patient Details/Registration to require a County to be selected when creating a new patient or when saving Patient Details.
    • Check the box for Require Address when Homeless to make the Address Fields on Patient Registration and Patient Details required even if Homeless is checked.  Some payers require an address to be included.
    • Service Thresholds Template Filling settings are used to set the expiration dates for Service Thresholds.
      • Check the box for Default expiration date 1 year after start date to set the Expiration Date for 1 year after the Service Thresholds are setup.
      • The Default expiration date to field allows you to set a default expiration date.
    • Check the box for Require SSN on Patient Registration and Patient Details to require a SSN on Patient Registration and Patient Details.
  3. In the Substitute Social Security Numbers fields, enter a repeatable SSN that eCR will recognize that can be used for multiple patients.
    • Patient’s SSN is not known
    • Patient refuses to give SSN
    • Patient does not have a SSN
  4. When Day to Day > My Groups is opened, the current date will fill as the End DOS. In the Set default # of days to go back field, enter the number of days prior that will fill as the Start DOS.
  5. Default Progress Notes
    • In the Group Note drop-down menu, select the Group Note that eCR will default to when opening via Day to Day 🡪 My Groups or when right-clicking on a Group Appointment in the Scheduler and selecting Open Group Note.
    • In the Default No Show Visit Type drop-down menu, select the Visit Type that will default in the Progress Note when an individual appointment status is changed to ‘No Show’ and an alert is sent to the clinician. 
    • In the Lab Review form for Lab Alerts drop-down menu, select the Lab Review form that will default when an alert is generated and clicked.
  6. Check the box for Show text max length warning to have a warning message appear when the user has reached the maximum text length allowed in the text box.
  7. Check the box for Enable Permissions by Program/Location to have a warning message appear when the user has reached the maximum text length allowed on the field in question.
  8. Check the box for Use Custom Dashboard Text to allow you to edit what is displayed in the top left corner of the dashboard.
  9. Patient Insurance, check the box for Do not validate Medicaid Med ID so that eCR will not check the Medical ID in Patient Details 🡪 Payer/SS Fee tab for the appropriate Medicaid format (xx12345x) on Payers (Insurances) flagged as Medicaid.
  10. For the Client Service Sheets, CSS # field, enter the starting number for Client Service Sheets.
  11. Names Settings
    • Check the box for Capitalize First Letter to have eCR automatically capitalize the first letter on patient names when creating a new patient.
    • Check the box for Use All Capitals to have eCR automatically save the patient names in capital letters when creating a new patient or updating an existing patient.
  12. Lab Orders Settings
    • Check the box for Send Lab When Printing Requisition to have Lab Orders automatically sent electronically to the lab vendor whenever the Lab Requisition or Print Label buttons are selected on the Day to Day 🡪 Lab Orders screens.
    • Check the box for Prefill from Last Order to have lab orders prefill from the previous order. NOT RECOMMENDED.
  13. At Risk setting, select Show Pathways in the At Risk Grid to show pathways for at-risk patients in the grid.

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2nd General Tab

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  1. My Billing/Daysheet settings are based on My Billing & My Daysheet.
    • Check the box for Use Progress Note Billing to send billable progress notes to the Day to Day 🡪 My Billing screen to be reviewed and processed into billable charges.
      • Check the box for Use APG Billing to ensure APG rules are followed when processing progress notes out of the My Billing queue. This setting works in conjunction with Setup 🡪 Billing/Program Defaults 🡪 Billing Info 2 tab 🡪 Use APG Billing setting.
        • In the Additional Apg Processing hours field, enter the number of additional hours added to the APG 24-hour billing rule. This rule does not allow Progress Notes to be processed out of the My Billing queue for 24 hours + the additional hours from the DOS.
      • Check the box for Use HL7 Charges to process HL7 charges instead of Progress Notes.
      • Check the box for Use DTX Billing to summarize daily services and bill half-day or full-day charge.
      • Check the box for Use IOP Billing to process IOP Billing instead of Progress Notes.
      • Check the box for Use CR Billing to process Community Resident Billing instead of Progress Notes.
      • Check the box for Use ACTT Billing to process ACTT Billing instead of Progress Notes.
      • Check the box for Use IOS Billing to process Intensive Outpatient Services (IOS) Billing.
      • Check the box for Use Prevention Billing to process Prevention Billing instead of Progress Notes.
      • Check the box for Use ACT Billing to bill a full month procedure or half-month procedure.
      • Check the box for Use IP Monthly Billing to process IP Monthly Billing instead of Progress Notes.
      • Check the box for Use HCBSW ICC Billing to process HCBSW ICC Billing instead of Progress Notes.
      • Check the box for Use Attendance Billing to process Attendance Billing instead of Progress Notes.
      • Check the box for Use PROS Billing to process PROS Billing instead of Progress Notes.
      • Check the box for Use B2H Billing to process B2H Billing instead of Progress Notes.
      • Check the box for Use Methadone Billing to process Methadone Billing instead of Progress Notes.
      • Check the box for Use Medication Billing to process Medication Billing instead of Progress Notes.
      • Check the box for Use BHRS Billing to process BHRS Billing instead of Progress Notes.
      • Check the box for Use HCBS Billing to process Adult BH HCBS Billing instead of Progress Notes.
      • Check the box for Use Inpatient Billing to process Inpatient Billing instead of Progress Notes.
      • Check the box for Use CCBHC Billing to process CCBHC Billing instead of Progress Notes.
      • Check the box for Use MOMS Billing to process MOMS Billing instead of Progress Notes.
    • Check the box for Do not allow Multiple Procs in a Day (non-APG) when Multiple Procedures in a Day charges are not allowed (non-APG).
    • Check the box for Process medicare charges using provider UPIN rules to roll Medicare charges to the next insurance if no UPIN on provider and sets MD Only flag if the 2nd insurance is Medicaid.
    • Check the box for Do Not Fill My Billing on Open to turn off the default setting for automatically filling My Billing upon opening the My Billing screen.
    • Check the box for Do Not Fill My Daysheet on Open to turn off the default setting for automatically filling My Daysheet upon opening the My Daysheet screen.
    • Check the box for Roll to first eligible payer when creating charges to automatically move to the patient's next payer if the current payer is set up as 'Not Insurance Billable' for all procedures performed.
    • Check the box for Display Units in Procedure Column on “Progress Notes” tab to display the units used for each procedure listed in the Procedure column in My Billing.  This only does so on the Progress Notes tab and in My Daysheet.
    • Check the box for Display Charge in Procedure Column on “Progress Notes” Tab to display the charge used for each procedure listed in the Procedure Column on My Billing. This only does so on the Progress Notes tab and in My Daysheet.
  2. In the RP Medication Billing Profile drop-down menu, select the insurance that eligibility will be requested from for RP only.
  3. My Billing\My Daysheet\Charge Entry Settings 
    • Select Only attach primary diagnosis or Attach primary and All Axis I.
    • Check the box for Include Non-Billable Notes in My Billing to display all non-billable notes in My Billing.
    • Check the box for Show Medical Record Number on Day Sheet to turn on MRN showing on Daysheet.
    • Check the box for Auto-Create Contractual Write-off to create a contractual write-off based upon procedure/variations when a charge is created in My Billing or Charge Entry.
    • Check the box for Use Service Times on Charges to use service times on charges.
    • The Date of Transaction setting is used to determine which date to use when creating a visit in My Billing.
      • Select Use Date of Service for Date of Transaction to use the Date of Service as the Date of Transaction when creating a visit in My Billing.
      • Select Use Date Processed for Date of Transaction to use the Processed Date as the Date of Transaction when creating a visit in My Billing.
    • Check the box for Do not Auto-Create Copay Transfer to have eCR not put a copay transfer in My Billing > Charge entry.
  4. User Settings
    • Inactivating Users
      • Check the box for Allow new user Chart Role assignment to allow you to replace the inactivated user with another user, if the inactivated user has a role on a chart.
        • Check the box for Require new User Role Assignment to require another user to replace the inactivated user, if the inactivated user has a role on a chart.
  5. Power BI Files Settings are no longer applicable.

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3rd General Tab

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  1. OASAS PAS Submission Settings
    • Check the box for Enable Pas Submission to turn on PAS Submission functionality.
      • In the Max Pas/File field, enter the maximum number of PAS that will be put into 1 file.
        • Any amount over will be put into a separate file.
      • Strip Leading Characters from Client ID (M,L) will strip leading characters.
      • Check the box for Run Pas Pre-edit on BPS Signatures to turn on the pre-edit.
      • Check the box for Enforce Pre-edit on BPS Signatures to enforce the pre-edit.
      • Check the box for Create subfolders by program to create subfolders by program.
  2. ICD9/ICD10 Settings for setting up diagnoses in eCR.
    • Check the box for Require ICD 9 to require an ICD 9 diagnosis on the chart.
    • Check the box for Require ICD 10  to require an ICD 10 diagnosis on the chart.
    • Check the box for Turn off ICD 9 to turn off ICD 9 codes.
    • Check the box for Using DSM-V w/ ICD-9 to use DSM-V with ICD 9 codes in charts.
    • Check the box for Turn off ICD 10 to turn off ICD 10 codes.
  3. Programs, check the box for Show Program Category to show the program category in programs.
  4. Patient & Provider Roster Creation Settings are specific to New Jersey agencies.
  5. Inpatient Billing/Bed Mgmt Settings
    • Check the box for Use DOS Date Filter to turn on the use of the date of service filter.
    • Check the box for When discharging, only delete future appts attached to that chart activate this rule.
  6. For the Bed Management Admission setting, choose either Warn user when selecting an admit date in the future OR Do not allow user to select a future admin date.
  7. Posting Settings
    • In the Posting Search – Set default # of days to go back, enter the default number of days for posting to go back in the posting section.
    • Check the box for Require Program when posting unapplied payments to require a program when posting unapplied payments.
  8. Submission Center SFTP Settings are a legacy feature and no longer applicable.
  9. Medication Dispensing Settings
    • In the Create a Hold of type drop-down menu, ALWAYS select Automatic Holding. 
    • This will trigger after missing X number of days of medication dispensing.
      • In order for this to function, contact your Project Manager for assistance.
    • In the Label Warning (~25 characters can fit on the label) field, enter the desired label warning.

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Charts Tab

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Patient Charts Settings 

  • Check the box for Do Not Auto Open Form On New Charts to turn off the functionality to auto-open the first form in available forms that has not been completed when the chart opens.
  • Check the box for View Last Saved When Opening Non-Versioning Forms to open the most recently saved form when opening forms that do not allow for different versions.
  • Check the box for Require Patient Status at Discharge/Non-Admit to turn on the requirement of Patient Status to be entered in order to discharge.
  • Check the box for Show message box for new labs to turn on the message box to display for new labs.
    • Check the box for Open with “Mark labs as viewed” checked to have “Mark as viewed” automatically checked when opening a lab result.
  • Check the box for Require Location to auto-subtract the contractual from customary.
  • Check the box for Show Unit on Chart to turn on the unit showing in the chart header.
    • Check the box for Require Unit to require units for the chart.
  • Check the box for Show User Credentials on Chart to show user credentials on the chart header next to their name.
  • Check the box for Show Roles On Chart to turn on all roles shown in the chart header.
  • Check the box for Delete All Alerts For Chart Upon Discharge to activate alerts being deleted upon discharge.
  • Check the box for Filter VTs by Program and Location to filter the Visit Type screen by Program and Location.
  • Check the box for Show Times on Signatures to turn on functionality to show times on signatures.
  • Check the box for Display error in toolbar for client forms to display an error over buttons at the top of forms.
  • Check the box for Use Discharge Reason instead of Status on Chart List and Chart header to have Discharge Reason show instead of the patient’s status.
  • Check the box for Disable Patient and Chart Creation to override any permissions so that no user can create a patient or chart in eCR.
  • Check the box for Allow validation for bed management when changing dates on chart to validate beds when changing dates on charts.
  • Check the box for Allow changing Program, Location etc. after discharge to turn functionality on to allow making changes to program and location after a chart is moved to discharge.
  • Check the box for Don’t allow creation of new charts for Inactive patients to not allow the creation of new charts for Inactive patients.
  • Check the box for Don’t allow creation of second chart if patient already has active one to not allow the creation of a second chart if the patient already has an active chart in a specific program.
  • Check the box for Show Scan Button on Chart to turn on scan button to display in charts.
  • Check the box for Only Allow Access to Users on Charts to turn on the system restricting access only to users set as default users on charts.
  • Check the box for Show Progress Note Summary Button to turn on the PN Summary button in charts.
  • Check the box for Show Inpatient Progress Note Summary Button to turn on the inpatient progress summary button in charts.
  • Check the box for Show Treatment Phase on Chart to show the treatment phase on a patient's chart.
  • In the Max number of versions to show per form field, enter the Max number of versions of a form to currently show in a patient’s chart.
  • Check the box for Require reason and note when discharging patient to require that the Note and Reason Code be filled in when discharging a patient.
  • Check the box for Create chart number using MRN and EOC count to use the MRN and the past Episode of Care count for the patient to create a chart number.
  • Check the box for Show Visit Type Name On Progress Notes On Chart to display the Visit Type name on the Progress note in the Patients Chart.
  • Check the box for Remove from Wait List when chart is admitted to remove the patient from the waitlist when their chart is admitted.
  • Chart Details – Progress Note Summary: is used to select when the Progress Note Summary is shown.
    • In the Start Date – Number of Days from End Date: field, enter the default number of days to go back to from the End Date to show the Progress Notes in Progress Note Summary.

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1st Forms Tab

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  1. Progress Note Settings are specific to Progress Notes in a Patients Chart.
    • Check the box for Start New Progress Note with Blank Date to start new Progress Notes with a blank date field.
    • Check the box for Validate Visit Type Procedure Time to compare notes duration with procedure time.
    • Check the box for Default new group note to client attended to list all clients in a group note as attended.
    • Check the box for Use Progress Note Library to give access to the Progess Notes Library.
    • Check the box for Use Visit Type on Progress Note Library to allow use of Visit Types in Progress Notes Library to link entries to specific Visit Types.
    • Check the box for Open chart from alert with no visit type to remove a Visit Type when opening the chart.
    • Check the box for Always Populate start/end times to current time to auto-populate notes with the time the note is opened.
    • Check the box for Require Location Selected on Notes to require the Location to be completed in notes.
    • In the # of months to search back on Select Appt button on progress notes field, enter the number of months to search.
    • In the # of months to search forward on Select Appt button on progress notes for non-billable visit types, enter the number of months to search.
    • Check the box for Hide Optional Signature on TGI PN to hide the first optional signature on the TGI Progress Note.
    • Check the box for Disable Duration Editing to grey out the Duration field in notes.
    • Check the box for Use Default Times to override the time from the appointment.
      • In the Start Time field, enter the time that will override the time from the appointment.
      • In the Duration field, enter the duration that will override the duration from the appointment.
    • Check the box for Show Attained/Discontinued Goals/Objectives to show the attained/discontinued goals/objectives on the Progress Summary Note (SA014PSN).
    • Check the box for Check for Procedure Restrictions to turn on checking for restrictions set up in Procedures.
    • Check the box for Show Warning: Insurance/Diagnosis by Insurance on PN Signing/Processing to display a warning when the diagnosis being selected will not be accepted by the insurance.
      • Check the box for Diagnosis by Insurance: Warning is Hard Stop to set the Diagnosis by Insurance Warning as a Hard Stop, preventing signing on Progress Notes and processing on My Billing.
  2. Group Note Settings
    • Check the box for Do Not Require Goal and Objective on PROS Group Note for Goals and Objectives on the PROS Group Note to not be required.
      • The default setting is to make them required.
    • Check the box for Do Not Require Individual Note on PROS Group Note to allow for the Individual Note on a PROS Group Note to be left blank and not require that something be entered in.
      • The default setting is to require something be entered into the Individual section.
    • Check the box for Allow Selection of “Client did not attend” and a Billable Visit Type on TGI GN to allow for the person writing the note to state that the client did not attend and still set the Visit Type to be a billable visit type.
      • When not turned on, the default does not allow a billable visit type and the client did not attend together.
  3. Progress Note Hard Stops Settings
    • Check the box for Overlapping times on two Progress Notes for the same provider to not allow a provider to write 2 different Progress Notes on the same date and time for two different patients.
      • Check the box for Exclude non-billable Visit Types to exclude non-billable visit types from this rule.
    • Check the box for Don’t allow overlapping times on two Progress Notes for the same patient to prevent a user from saving a note in which the date and time of the service overlaps with another signed note for the same patient.
      • Check the box for Exclude non-billable Visit Types to exclude non-billable visit types from this rule.
    • Check the box for Start or End Time in the Future so that a progress note cannot be written and signed with a start or end date in the future.
      • Check the box for Exclude non-billable Visit Types to exclude non-billable visit types from this rule.
    • Check the box for Start or End Date or Time during Off Hours, when combined with settings by Program on Billing/Program Defaults, will not allow a Progress Note to be written and signed if it is classified as Off Hours.
      • Off Hours are outside of normal business hours or hours considered in the after hour category.
    • Check the box for Total Service Time exceeds threshold level, when combined with settings by Program on Billing/Program Defaults, will not allow a Progress Note to be written if it exceeds the total Service Threshold set.
    • Check the box for Number of after hours services in a day to not allow a user to sign a note that would put the total number of after-hours services in a given day over a program-specific threshold.
    • Check the box for Chart does not have a Primary Diagnosis if the chart does not have a primary diagnosis.
      • Check the box for Exclude non-billable Visit Types to exclude non-billable visit types from this rule.
  4. Treatment Plans Settings
    • Check the box for Use Goal/Objective Library to allow users to choose from the goal/objective library, a saved template to populate a note, using the button that appears on the following forms: SA025_IAP, SA025_IAPR, SA026_CTP, TA07a_15, CRIP3_TRP.
    • Check the box for Allow signing of CRIP3 TRP when Goals/Objectives have an “Attained” or “Discontinued” status to allow for a Treatment Plan Review to be completed and signed if a Goal/Objective is in a status of Attained or Discontinued.  
      • The default setting is to not allow a TRP to be signed.

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2nd Forms Tab

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  1. For Vital Signs Acceptable Ranges Settings. enter acceptable ranges for each vital sign.
    • Temperature: (Minimum and Maximum) 
    • Pulse: (Minimum and Maximum)
    • Blood Pressure: (Minimum and Maximum) 
    • Respiration: (Minimum and Maximum)
  2. MAR Forms Settings
    • Check the box for Show Patient Picture in the Header on MAR to show the patient’s picture on the MAR.
    • Uncheck the box for Discontinue medications at end of the day to be able to mark medications as discontinued at the beginning of the day.
  3. Check the box for Fill Route Tos on Signatures from previous versions *Only works on Route Tos inside signatures to auto-populate “route to” signatures from previous versions of the same note.
  4. E&M Forms Settings
    • In the Default Psychotherapy Notes field, a Progress Note template for E&M note can be entered here.
    • Under E&M Forms CPT based on, select Time OR Medical Decision Making.
  5. SA6 Consent for Release Setting
    • Check the box for Use Program Address from Program/Billing Defaults instead of Default Address from Program/Billing Defaults so when completing the SA6 Consent for Release form, the address for the program the patient is in will populate rather than the Default address.
  6. OASAS Forms Setting
    • Check the box for Require SA6 MAR to sign 816 TA7 to require starting SA6_MAR to sign the 816_TA7.
  7. PAS Forms Setting
    • Check the box for Don’t prefill Employment Status, Substance Frequency, and Type of residence from the PAS44 to the PAS45 2014 to not prefill Employment Status, Substance Frequency, and Type of Residence from the PAS44 to the PAS45 2014.
  8. Axis Settings
    • Pre-fill Axis from same program only is no longer relevant.
    • Use Search Controls (Axis I & II) is no longer relevant.
    • Check the box for Require Primary Diagnosis on forms to require a primary diagnosis in forms that use the diagnosis control.
    • Check the box for Upload diagnosis to DrFirst (Required for MU3) for the ability to upload diagnosis to DrFirst.
  9. Service Thresholds Settings
    • Check the box for Show 75% use warning on note completion to show if the patient has used 75% of their service thresholds after a user completes a note.
    • Check the box for Show 90% use warning on note completion to show if the patient has used 90% of their service thresholds after a user completes a note.

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Scheduler Tab

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  1. Scheduler Settings
    • Check the box for Show program in patient search to turn on the program in patient search.
    • Check the box for Hide Schedule Override to turn off schedule override.
    • Check the box for Default Appts to Minimum Visit Type Length for the start and end times to default to what is set up in the Visit Type when a Visit Type is selected in an appointment.
  2. Appointments Settings
    • Check the box for Warn on Status Change to turn on a warning when the appointment status has been changed.
    • Check the box for Only Show Active Charts so only clients with active charts will show in Scheduler.
    • Check the box for Require Chart to turn on the requirement of a chart to schedule an appointment.
    • Check the box for Require Location to turn on the requirement of a location to schedule an appointment.
    • Check the box for Require Visit Type to turn on the requirement of a visit type to schedule an appointment.
    • Check the box for Warn when no completed TP exists to turn on a warning for scheduling an appointment when a treatment plan is not completed.
    • Check the box for Warn when no valid authorization exists to turn a warning that no Valid Authorization exists for the patient at the time of scheduling the appointment.
      • Check the box for Send alert on warning to send an alert that this situation has occurred.
    • Check the box for Enable Check for EOC to check when creating an appointment that the number of visit types per Episode of Care does not exceed the EoC Limit set at the Visit Type level.
    • Check the box for Display Appointment Notes in Patient Portal to allow appointment notes to display in the Patient Portal for the patient to see.
  3. Group Appointments Setting
    • Check the box for Send Alert on Group Status Change to turn on an alert to be sent when the group appointment status has changed.
  4. Advanced Filters Settings 
    • Check the box for Prefill preferred language filter with selected patient’s preferred language when opening Advanced Filters to prefill the preferred language filter with the selected patient’s preferred language when opening Advanced Filters Prefill
    • Check the box for Prefill preferred organization filter with selected patient’s preferred organization when opening Advanced Filters to prefill the preferred organization filter with the selected patient’s preferred organization when opening Advanced Filters.
  5. Send Alerts on Change to Status Settings for when a patient’s status changes.
    • Check the box for Pending to send an alert when the patient’s status changes to Pending.
    • Check the box for Checked In * to send an alert when the patient’s status changes to Checked In.
    • Check the box for Confirmed to send an alert when the patient’s status changes to Confirmed.
    • Check the box for Cancelled By Provider * to send an alert when the patient’s status changes to Cancelled By Provider.
    • Check the box for Cancelled By Patient * to send an alert when the patient’s status changes to Cancelled By Patient.
    • Check the box for No Show * to send an alert when the patient’s status changes to No Show.
    • Check the box for Rescheduled to send an alert when the patient’s status changes to Rescheduled.
    • Check the box for Rescheduled by Provider to send an alert when the patient’s status changes to Rescheduled By Provider.
    • Check the box for Rescheduled by Patient to send an alert when the patient’s status changes to Rescheduled By Patient.
    • Check the box for For At Risk Patients on Cancelled by Patient *, No Show*, and Rescheduled to send an alert when an at-risk patient’s status changes to Cancelled By Patient, No Show, or Rescheduled.
    • *Alert will launch a Progress Note- For an alert with a * at the end, the alert will launch a Progress Note.
  6. Receipt Options: Generic Setting
    • Check the box for Print Generic Receipt to print a generic receipt for the appointment.
  7. Receipt Options: Header Settings
    • Check the box for Company Name for the Company Name to appear on the Receipt Header.
    • Check the box for Company Address for the Company Address to appear on the Receipt Header.
    • Check the box for Business Phone for the Business Phone Number to appear on the Receipt Header.
    • Check the box for Patients Name for the Patients Name to appear on the Receipt Header.
  8. Receipt Options: Body (if Applicable) Settings
    • Check the box for Amount Due for the Amount Due to appear on the Receipt Body.
    • Check the box for Amount Paid / Form of Payment for the Amount Paid/form of payment to appear on the Receipt Body.
    • Check the box for Appointment Start / End for the Appt Start/End to appear on the Receipt Body.
    • Check the box for Card Type for the Amount Due to appear on the Receipt Body.
    • Check the box for Check In Notes for the Check In Notes to appear on the Receipt Body.
    • Check the box for Current Date for the Current Date to appear on the Receipt Body.
    • Check the box for Ending Balance for the Ending Balance to appear on the Receipt Body.
    • Check the box for Payment Date for the Payment Date to appear on the Receipt Body.
    • Check the box for Previous Balance for the Previous Balance to appear on the Receipt Body.
    • Check the box for Primary Diagnosis for the Primary Diagnosis to appear on the Receipt Body.
    • Check the box for Ref Number for the Ref Number to appear on the Receipt Body.
    • Check the box for Visit Type w/ Charge for the Visit Type w/Charge to appear on the Receipt Body.

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Alerts Tab

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  1. Chart Assignment Alerts Settings 
    • Check the box for Send Alert to new Primary User When Changed to send an alert to a user when they are assigned as the Primary User on a chart.
    • Check the box for Send Alert to new Secondary User When Added to send an alert to a user when they are added as a Secondary User on a chart.
    • Check the box for Send Alert to Primary User on Program Change to send an alert to the Primary User when the program is changed on a chart they are assigned to.
    • Check the box for Send Alert to Primary User on Diagnosis Change to send an alert to the Primary User when the diagnosis is changed on a chart they are assigned to.
  2. Authorizations Settings
    • Check the box for Send Auth Alert When Number of
      • Uses Left is to send an alert when the number of authorized uses left is entered in this field, as defined in Patient Details.
      • Units Left is to send an alert when the number of authorized units left is entered in this field, as defined in Patient Details.
        • Check the box for Alert Primary User to send the alert to the primary user.
        • In the Alert Group drop-down menu, select a group to send the alert to the selected alert group.
    • Check the box for Send Auth Alert Prior to Number of days to send an alert the number of days entered in this field before the next review date is set to occur, as defined in Patient Details.
      • Check the box for Alert Primary User to send the alert to the primary user.
      • In the Alert Group drop-down menu, select a group to send the alert to the selected alert group.
  3. Progress Notes Settings
    • Check the box for Send Alerts for non-Completed Notes after _ days to send an alert for Progress Notes that are opened and not completed after “x” days.
  4. Check the box for Allow alert deletion only upon completion to only allow users to delete the alert by completing the form.
  5. Check the box for Include quoted text in IM replies to include any text received from IM in quotations in responses to the IM.

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Printing Tab

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  1. Main Settings
    • In the drop-down menu, select the Main Font Size.
    • In the drop-down menu, select the Header Font Size.
    • In the drop-down menu, select the Header 2 Font Size.
    • In the drop-down menu, select the Header 3 Font Size.
    • In the drop-down menu, select the Print Font.
    • Check the box for Print Company Header On First Page Only to only print company header on the first page.
    • Print Questions
      • Check the box for Italics to italicize questions.
      • Check the box for Underline to underline questions.
    • Print Headers
      • Check the box for Italics to italicize headers.
      • Check the box for Underline to underline headers
    • Click Reset to Default Setting button to return the Main Printing settings to the following:
      mceclip2 (4).png 
       
  2. Billing, in the Print Font drop-down menu, choose the font used for printing billing.
  3. Check the box for Print Header Frames to print the header frames.
  4. Check the box for Print Page Number Out Of Total on Each page (e.g. Page 1 of 10) to print the page number out of total on each page.

    NOTE: this option slows down printing.

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Medications Tab

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  1. Visible Columns Settings 
    • Check the box for any of these columns to be visible in Patient Details > Medication Tab and in a form.
  2. Only when ePrescribing is on Settings
    • Check the box for Hide non-ePrescribing Medications to hide medications not prescribing via ePrescribe.
    • Check the box for Hide non-ePrescribing Allergies to hide allergies not prescribing via ePrescribe.
  3. Medications Setting
    • Check the box for Warn users of new medications to display a message to each user when new medications have been prescribed.
  4. Printing Setting
    • Check the box for Print Inactive Medications to print inactive medications along with the active medications
  5. Medication Refresh Times
    • These refresh times are used with Bulk Medication Orders. At these designated times, eCR will automatically update the MAR to shorten the medication load time. 

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Dispensing Tab

If this tab is applicable to you, your Project Manager will walk you through it.

 

 

Eligibility Tab

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  1. In the Insurance to sue for RP only patients drop-down menu, select the insurance to use.
  2. Responses Visible Columns Settings specific to a Patient (eCR).
    • Check the box for any option to turn on the field in Eligibility > Responses tab. 
  3. Responses Visible Columns Settings specific to a Patient (file).
    • Check the box for any option to turn on the field in Eligibility > Responses tab.
  4. Responses Visible Columns Settings specific to Other/Additional Payor.
    • Check the box for any option to turn on the field in Eligibility > Responses tab.
  5. Responses Visible Columns Settings specific to Managed Care.
    • Check the box for any option to turn on the field in Eligibility > Responses tab.
  6. Responses Visible Columns Settings specific to Eligibility or Benefits.
    • Check the box for any option to turn on the field in Eligibility > Responses tab.
  7. Responses Visible Columns Settings specific to a Rejection.
    • Check the box for any option to turn on the field in Eligibility > Responses tab.
  8. Responses Visible Columns Settings specific to Health Care Services.
    • Check the box for any option to turn on the field in Eligibility > Responses tab.
  9. Check the box for any of the following to turn on the field in Eligibility > Responses tab.
    • Message Text 
    • Reference Identification Qualifier 
    • Reference Identification 
    • Reference Description 

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Insurance Billing Tab

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  1. Billing Settings
    • Check the box for Print HCFA-1500’s grouped by Insurance to print grouped by insurance.
    • Check the box for Print Insurance Address in Box 38 on UB92 to print insurance address in box 38.
    • Check the box for Print Insurance info on left side of HCFA-1500 to print insurance information on the left side.
    • Check the box for Process Using Pre-Edit to turn on the ability to process charges using pre-edit for billing.
    • Check the box for Attach Activity Item and select from the drop-down menu a specific activity item that will automatically be put on a charge when it is billed, not just created.
    • Check the box for Print all claims for paper format test batches to allow all claims to be printed, not just the first one.
    • Check the box for Include Contractual Writeoffs with payments on paper claims to include Contractual Obligation (CO) amounts in the amount paid for CMS-1450 paper claims.
    • Enable Billing Format Override by Procedure – Flag to enable the option to override the billing format by procedure.
  2. Pre-Edit Settings
    • Check the box for Enforce HIPAA Suffix Check to enforce a HIPAA Suffix Check.
    • Check the box for Fail Entire Batch on Claim Error to force the failure of the entire batch on a claim error.
    • Check the box for Enforce Billing Provider UPIN for Medicare Claims to enforce that the billing provider UPIN is on Medicare Claims.
    • Check the box for Default to Not Include Visits that had Pre-Edit Errors to default to not include visits that had Pre-Edit Errors.
  3. UB04 Setting
    • In the UB Bill Type Override field, set the override for the UB04 Bill Type, if needed.
  4. Auto-Posting Settings
    • Check the box for Do not roll insurance when not posting reason code to not roll insurance when not posting the reason code.
    • Check the box for Enable Patient Name Exceptions to enable the detection of patient name exceptions.
  5. Attendance Billing Invoice Setting
    • Check the box for Adjust Payer address to allow the Payer Address to be adjusted when Attendance Billing.

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1st Patient Billing Tab

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  1. Statement Details formatting options for a Billing Statement. The settings showing available depend on which layout is chosen in the 2nd Patient Billing tab > Layout Types.
    • Select either Bill as Group or Bill as Provider.
      • If you selected Bill as Group, select either Use Default Billing Info OR Use Pay-To Billing Info.
    • If you selected Bill as Provider, select from the following options to show on the billing statement. 
      • Display Rendering Provider on Visit
      • Display Patient Name 
      • Use “Firstname Lastname” format 
      • Bill Only Responsible Party visits 
      • Display only Patient Charges
      • Print Patient Names on Payment Stub 
      • Display “Payment Due Upon Receipt”
      • Print Statements With Credit Balances 
      • Include Credit Balances in Summary 
      • Order Visits By Descending DOS
      • In the Default Cutoff $ Amount, enter the default cutoff dollar amount.
      • Select either Print Patient Statements OR Save Patient Statements.
      • Display Diagnosis Code
      • Display Diagnosis Description 
      • Display Procedure Code
      • Display Procedure Description
      • Use DOS From Procedure
      • Display Insurance Payments 
        • Display Details 
          • Display Date of Entry
      • Display Insurance Adjustments 
        • Display Details 
          • Display Date of Entry
      • Display Patient Payment/Adjustments
        • Display Details
          • Display Date of Entry 
      • Connect Pay/Adj Lines with dots 
      • Connect Charge Lines with dots 
      • Double Space Between Visits
      • Draw Borders
      • Display RP Reason Code 
      • Display Insurance Note
      • Display Aging Row
        • Age by Date Of Entry
      • Show Credit Card Information on Patient Statements

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2nd Patient Billing Tab

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  1. Manage Statement Aging Comments Settings
    • To include these on a patient statement, check the box and enter the desired text. 
      • Current
      • Over 30 Days
      • Over 60 Days
      • Over 90 Days
      • Over 120 Days
  2. Patient Statements Engine SFTP Settings
    • Enter the following information:
      • Host
      • Port
      • Path
      • Username
      • Password
  3. Layout Types Setting, choose one of the following:
    • Plain Paper Format
    • Custom Form Format 
    • Tabular Format 
  4. For Cycle Billing, in the Cycle Bill Days field, enter how often you will be billing, every ___ days.
  5. Patient Statement Engine Settings
    • Options
      • Check the box for Turn Patient Statements Engine On to do just that.
      • Check the box for Patient Statement Ages On Date Patient Balance Reaches Self-Pay if this is desired.
      • In the Max # of Statements Sent field, if there is a maximum number of statements in a batch that can be processed at a time, enter that number.
    • Option Statuses (Hover over status for option location)
      • Bill Only Responsible party visits is (ON or OFF).
        • This setting is found in the 1st Patient Billing tab.
      • Cycle Bill Days = 
        • This setting is found above.
      • Default Cutoff $ Amount =
        • This setting is found in the 1st Patient Billing tab.

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HL7 Tab

If this tab is applicable to you, your Project Manager will walk you through it.

 

 

Auto-Posting Tab

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Settings specific to Patient Billing

  1. Check the box for Do Not Roll Medicaid to Responsible Party so that Medicaid will not roll to the responsible party.
    • This should ALWAYS be checked.
  2. Check the box for Do Not Roll Managed Medicaid to Responsible Party so that Managed Medicaid will not roll to the responsible party.
    • This should ALWAYS be checked.
  3. Check the box for Auto Create and Adjust Rp Transfers, to have copay transfers automatically adjusted when the payment (837) has a different amount than what was originally transferred.
  4. The chart under From the list below please choose the reason codes to not post in auto-posting allows you to choose the reason codes you do not want to post in Auto-posting.
    • By choosing a reason code to not auto-post, you will NOT check the box.

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Lab Results Tab

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  1. Visible Columns specific to Observation Results, check the box for any option to turn on the field in the Results table of Patient Details > Lab Results tab.
  2. Visible Columns specific to Observation Details, check the box for any option to turn on the field in the Details table of Patient Details > Lab Results tab. 
  3. In the Days to search back for Lab Results enter the default number of days to go back for Lab Results.
  4. In the Days to search back for Lab Orders enter the default number of days to go back for Lab Orders.

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