Managing Questionnaires through Procedure Steps
1. The first paperwork step in Cosmetic and Health procedures defaults to Questionnaires. The Questionnaires feature has changed, so let's look at some defining updates to help you here.
Required for procedure is where any questionnaires that have been assigned to the booked service through Smart Configuration, will be.
The red box with a pencil icon to the right, indicates the questionnaire has not yet been completed by the patient.
If the questionnaire has already been completed by the patient through their Patient Portal, it will be blank instead.
2. Alternatively, if you need to Add another Questionnaire to also be completed during this visit, you can simply locate and click any additional questionnaire from the Patient Questionnaires section below, and this will move it into the Required for procedure section at the top.
Quick reminder here: Both Simple and Multiscale Questionnaires show up in Health and Cosmetic procedures, so your entire Questionnaire bank will show up here to utilize when needed.
Multiscale Questionnaires are indicated by a paper icon with a scale.
Simple Questionnaires are indicated by a standard paper icon.
3. Now, let's say a questionnaire that you moved into the required section doesn't actually need to be filled out by the patient. You can delete it from the Required section for this procedure, by swiping to the left on the screen, then clicking Delete.
If a Questionnaire is tied to the service for booking through Smart Configuration, you will not be able to delete it from the required paperwork section here. Instead, you can use the Mark on File tool. We will walk through this action in the steps below.
4. The Actions button in the upper right hand corner serves some important and helpful purposes as well.
First, if you click Actions, this allows you to Mark on File for a questionnaire.
Mark on File allows you to indicate that the paperwork has already been accounted for and filled elsewhere, and doesn't need to be filled for today. For safety, this action is in place to prevent deleting a Questionnaire from a procedure, but instead document that a user on the account bypassed it.
Keep in mind, when you Mark paperwork on File, this does NOT add it to the patient's Document Repository. It just allows you to bypass the action of completing it for this procedure.
5. If you choose to click Mark on File, your next step will be to select the questionnaire(s) you wish to account for, and then click Finish.
6. This will then document in red, when this Questionnaire was Marked on File, and which user performed the action.
7. Let's say you accidentally Mark a questionnaire on File. You will simply click the Actions button again, but this time you will have an additional option to Unmark on File.
8. You will repeat the same steps of selecting which questionnaire(s) to Unmark, then click Finish.
9. At the bottom of the screen, you will also see two options:
Save & Fill which will bring you to the page with all Required questionnaires for the procedure to complete and/or view with the patient. (next step shows this)
Save & Continue which will save your progress on the Questionnaires page, and move you along to the next step.
10. After you click Save & Fill, you will click into each Questionnaire to begin filling it out.
11. You can either hold on to the iPad and complete the questions on the patient's behalf, or you can use the Lock icon in the upper right hand corner then hand the device to the patient to complete on their own.
Lock Icon: this feature will prevent the patient from being able to navigate outside of the current questionnaire.
Answer Yes to All/ Answer No to All: this will allow for quick answering if multiple or all questions are the same answer choice. This only applies to Yes/No question types, multiple choice will still need to be answered independently.
12. To unlock the device, you will click the lock icon again, and will be prompted to log back in with your credentials or a passcode.
13. When a Questionnaire is filled out and saved, you will see the options change from Click here to fill, to View / Edit.
When all required Questionnaires are filled, click Save & Exit at the bottom to move to the next step.
Managing Consents through Procedure Steps
14. Completing Consents is the following step in this procedure flow.
This process is very similar to managing the Questionnaires in the previous step.
If you need to add consents to sign for the current procedure, you can click on a consent from the Patient Consents section and bring up to the required section.
If you decide the new consent doesn't actually have to be signed, you can swipe left across the consent in the Required Section to delete/move it back down to the general Patient Consents section.
Keep in mind, if a consent is tied to the service for booking through Smart Configuration, you will not be able to delete it from the required paperwork section here. Instead, you can use the Mark on File tool. We will walk through this action in the steps below.
15. If any required Consents have not yet been fully signed by the Patient or a Witness (a user in the account/Provider), there will be a red square with a pencil icon indicating that it is incomplete. If the Consent is fully signed and does not require a Witness Signature, there will be a blue checkmark instead.
When utilizing the Actions button for Consents, you have two options:
Sign All allows you to sign for all required Consents at the same time, if there are multiple.
Mark on File allows you to indicate that the paperwork has already been accounted for and signed elsewhere, and doesn't need to be filled for today. For safety, this action is in place to prevent deleting a consent from a procedure, but instead document that a user on the account bypassed it.
Keep in mind, when you Mark paperwork on File, this does NOT add it to the patient's Document Repository. It just allows you to bypass the action of completing it for this procedure.
16. Something very important to note here:
If a patient fills out a Consent through their Patient Portal prior to their visit that also requires a Witness Signature, upon clicking into the Consent you will only see a place for the Witness to provide their signature and name printed at the bottom.
You can manage the settings for Consents and Witness Signatures required through Settings > Clinical Documentation > Patient Paperwork > Consents on the web.
If there is no Witness signature required, you will not see this action when completing Consents with the Patient.
17. Before moving on to the next Procedure step, make sure all Required Consents are accounted for, and are either Marked on File, or have a blue checkmark indicating that they are complete.
Then, click Next to proceed.
Add/ Edit Paperwork in existing Cosmetic Procedures
18. The Cosmetic Procedure Information tab outlines the details of the Chart. You can make edits to the Provider, Clinic, Service, Date & Time, etc., if needed, and you can also add Questionnaires and/or Consents from here.
A good use case for this would be if a patient books one service, but during their appointment they add on another service that requires paperwork to be completed.
You can do so by clicking Add Medical Questionnaire, or Add Patient Consent. This will take you back to the Questionnaire and Consent steps to complete any additional paperwork required.
19. When viewing a completed Cosmetic Procedure on the Patient's Timeline, there are a few things to note:
A blue checkmark indicates that portion of the chart is complete.
A red box with a pencil icon indicates there is something from that portion of the chart that is still incomplete.
If you see both a blue checkmark and a red box icon next to one section, this means that only one of multiple required Consents or Questionnaires have been completed, or that there is a Consent with an outstanding Witness Signature.
A red X indicates nothing for that portion of the chart has been completed yet.
You can click directly on the section showing incomplete, and this will take you back to the specific Procedure step to finish what is outstanding.
Add/ Edit paperwork in existing Health Procedures
20. When viewing a completed Health Procedure on the Patient's Timeline, there are a few things to note:
A blue checkmark indicates that portion of the chart is complete.
A red box with a pencil icon indicates there is something from that portion of the chart that is still incomplete.
If you see both a blue checkmark and a red box icon next to one section, this means that only one of multiple required Consents or Questionnaires have been completed, or that there is a Consent with an outstanding Witness Signature.
A red X indicates nothing for that portion of the chart has been completed yet.
You can click directly on the section showing incomplete, and this will take you back to the specific Procedure step to finish what is outstanding.
