Starting a Procedure from the Provider Calendar
1. Tip: In AR, you can create either a Cosmetic or Health procedure. Choose Cosmetic if the service requires photos and injection markings (botox,fillers,etc.). Select Health if the service doesn't require photos and injection markings (IV therapy, weight loss management, etc.), or if it's a virtual service. Today, we will be going over Cosmetic Procedures!
1. Log into the app
2. Press the three blue lines in the top left corner. Then, press "Calendar"
2. Once you're in the calendar, click the day and find the patient's appointment. Tap on the appointment to edit or start the procedure.
3. Tip! From the new calendar view, you can filter by day, week, or month. You can view all provider appointments, or you can filter it to your provider appointments by tapping the filter icon at the top of the page!
From here, you will view the Appointment Details. This is where you will make changes to the appointment if needed by tapping the edit icon.
4. In the Appointment Details, you can mark as a no show, cancel, or check the patient in.
5. When you're ready to start the procedure, press the play button to start the patient encounter.
6. Choose "Cosmetic"
7. The system will then walk you through 6 steps before charting on the patient!
Choose the Procedure Type (area)
8. Verify the Appointment Time at the top.
You will also want to select the correlating Appointment Service (this matches your services for booking list that you built under Smart Configuration on the Web)
9. At the bottom, give this procedure chart a name and click Next when you are ready to proceed.
10. 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.
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.
11. The Actions button in the upper right hand corner serves some important and helpful purposes as well.
First, if you click Edit, 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.
12. 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.
13. After you click Save & Fill, you will click into each Questionnaire to begin filling it out.
14. 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.
Say Yes to All/ Say No to All: allows for quick answering all at once if all or multiple questions need to be answered the same.
15. 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.
16. 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.
17. 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 read through and sign for all required Consents at the same time, if there are multiple. If you choose to sign all, you will see the button to click "Next Consent" after each consent selected is read through, then one place to provide a signature for all at the end.
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.
18. If you choose to mark a consent on file, you will then use the checkbox to select the consent(s) you want to bypass here. Click Finish when you are ready to move on.
19. For any consent that needs to be signed with the patient during their visit, click the red box icon over to the right and it will bring up the consent for reading through and signing.
20. If you need to lock the screen and prevent navigation by the patient, you can do so. Remember, if you lock the screen, you will need to click the lock icon again, then enter your credentials back on the login page to unlock.
21. Something 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. Otherwise, you will see a section for whoever needs to sign.
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.
22. Before proceeding, be sure all required consents either have a blue checkmark, or documentation of being Marked on File. Then click Next
23. We've reached the final step before charting on the client!
To add photos, hit the plus sign inside the box, then hit Take Pictures at the bottom of the page.
You'll be presented with three options:
Camera (if you want to use your iPad's camera to take photos of the patient)
Gallery(if you want to upload the patient photos from your iPad photo gallery)
Use Template(if the patient doesn't want their photos taken)
Important note: You'll need at least 3 before photos/templates for a procedure. If you take less than that, you won't be able to move on and start charting the procedure. Additionally, you can add up to 10 photos by clicking the + Add more photos at the bottom once the initial photo has been added.
24. Be sure to use the checkboxes to the right so you can apply a photo/template for each angle needed.
Once you're done taking photos, hit Finish in the top right.
25. Next, is the preview page.
If there was an appointment tied to this procedure when you first created it, you will see the same information populated again. In a later article, there will be information on setting up and applying a Chart Categories for your Cosmetic Procedures. For now, we have some pre-populated for you to choose from.
Look over the information and click "Start"
26. After tapping "start" the system will lead you to the procedure details page or "charting page". To add product to the procedure, click "+ Product"
27. At the top of the window, you'll see Product, Pricing Variations, and Retail.
Choose Product
Search the item or scroll through this list. If you want to get more information about the product, hit the i on the right.
Tap "Pricing Variations" if you want to add a product in a variant (the variants you created in Inventory > Pricing Variations, hit Pricing Variations.)
If you want to add a retail item to the invoice, tap Retail and select or search for your item. It will not allow you to chart the item on the photo, but it will be automatically added to the invoice.
Tap on the product you want to add to the procedure.
28. Please Note: Products MUST be built in inventory before they will show on this list.
After that, double tab on any area on the face to add an injection marking. If you want to increase or decrease the number of units, simply hit the plus or minus sign at the top.
29. To rotate the the injection markings out of the way, select the marking and tap the orientation tool. To delete, select the marking and tap the trash can icon.
30. To draw or add additional symbols to the photo-
Tap DRAW in the top left and you'll be given draw tools to choose from. Select the pencil and then start drawing. If you want to change your drawing color, tap the arrow icon to the right of the trash can icon.
To add a text, simply hit the T icon. (this is not considered the procedure note, this is just for making extra notations about the location of markings etc.)
The straight line icon lets you draw straight lines. The arrow icon lets you add an arrow. The circle and square icons let you add shapes.
If you need to delete a drawing, tap the circle surrounded by four tiny triangles at the top. Next, press on your drawing. Black dotted lines will show on the drawing. Hit the trash can icon to delete it.
The arrow left and right icons at the bottom of the page serve as your undo and redo buttons.
31. If you need to make changes to the procedure, tap "Procedure Information".
You can also add questionnaires and consents here if the client decides to get another service done last minute!
32. To add traceability (or "remove stock") click "Summary" then "+ Traceability" beside each product.
Then choose the "Batch Id" (Lot Number), the amount of units you used from that lot number, and tap "Add"
You will not be able to add Traceability for an inventory item if you have not already added stock for it under your Inventory section on the Web.
33. Once the traceability is added, the screen will look like this!
Repeat these steps if you have added more than one inventory item for tracking to the chart.
34. Tip: You can always add traceability later in the patient's timeline if you don't have time during the procedure!
Once you're done with the procedure and you're ready to check out, tap the credit card icon.
35. Make sure you add any discounts and redeem any points in this section before moving on. When you're ready, tap "Checkout"
Also be sure to checkout the article for taking payment through the Provider App for more steps and helpful information here!
36. Once checkout is completed, or if you have backed out of the cart for now, you will be directed back to the patient's timeline.
From here, you can review product details, take payment if you haven't already, add procedure notes, and take after photos!
This is also where you can add traceability if you didn't have time to do it during the procedure!
To add procedure notes, tap +ADD NOTES
37. Add your dot phrase by clicking "." The dot phrases will pull up for you to scroll through OR type any specific notes here. Tap "Save"
38. You can add multiple Dot Phrases, or utilize the free text option for any additional notes/information. Just be sure to save with each note before backing out.
Starting a Procedure Directly From Patient Timelines
39. Head back to the patient screen on your Provider App.
Click the blue icon in the bottom right hand corner, then locate the magnifying glass.
Tip! Use this option if the patient does not have an appointment booked. (walk-in's etc.)
40. Filter down and search for the patient by typing in a few letters from their name and clicking Search
41. Once located, tap on their profile.
42. Click the plus sign and choose cosmetic.
Then, you will repeat the same steps as above!
