Checking In a Workers' Comp Visit

If you haven't already done so, please read the Patient Check-In Overview and How to Add a Patient topics before continuing!

Log a Walk-In Workers' Comp Visit

On the Home Nav Bar click Check-In.
1. If working from the appointment calendar, click Check-In a Patient
Log a Visit or Encounter window opens
Select Log a New Walk-in Visit
Select Patient window opens
Enter name
Click OK
Select Patient (Across All Organizations) window opens
Locate the patient and make sure the correct company is selected or if Private Practice click Select Private Practice button (this will open the Enter Visit window).
If Occupational Medicine visit Click Select from the bottom of the window.
Enter Visit window opens
Select the Workers Comp Visit Category.
1. If this is a Workers' Comp initial visit a message will ask if you want the software to automatically create an incident record.
2. If you select Yes: the program will create the incident, then open the Enter Visit window.
  1. The Enter New Incident Information pop-up window opens
  2. Enter the Incident/Injury Date or use the calendar, to the right of the field, to select a date. This date is required and will populate on the Incident Record.
    1. The system has been modified to give users the ability to create Incidents with a Date of Injury greater than the current date. This is needed for logging of cases for employee anticipated leave of absences.
  3. Enter the Reported Date or use the calendar, to the right of the field, to select a date. This date is required and will populate on the Incident Record. If no date is selected this field will default to the current date.
    1. The system has been modified to give users the ability to create Incidents with a Reported Date that is prior to the Date of Injury. This is needed for logging of cases for employee anticipated leave of absences.
  4. Select OK to continue
3. You are returned the Enter Visit window
4. If you select No:
  1. The Patient Incidents window opens
  2. Select from existing incidents for patient / company
  3. Highlight the appropriate incident
  4. Click Select
5. You are returned to the Enter Visit window
The Enter Visit window opens
If this is a Workers' Comp recheck a message will ask if that is what you want to do.
1. If you click Yes:
  1. The Patient Incidents window opens
  2. Select appropriate incident
  3. If the correct incident is not there, you can select Add to create it, and then select it.
2. If you do not select an incident, you cannot enter this as a Workers' Comp visit.
3. The Enter Visit window opens
Enter the Start Time by typing it in or by clicking the calendar beside the field.
Enter the Provider and/or Clinician.
There are two optional fields that are not typically used:
1. Enter a physician referring the patient to you in the Referred In field.
2. If the Provider works under the supervision of another (Supv Physician), select the Supv Physician using the magnifying glass (Billing Physician).
Select the Protocol Instructions tab and read the instructions for Check-In, if any.
Select Demographics and confirm the patients information.
1. Then select Save if changes were needed or Cancel.
Enter the patient statement about what happened on the Problem tab.
Appointment Notes button: Use this button to display any Appointment Notes or Reservation Notes corresponding to the Visit. If there are no Appointment Notes or Reservation Notes for the Visit, the button will not display. If either Appointment Notes or Reservation Notes exist for this Visit, the button may be selected to display a separate pop-up window containing the text of those notes in read-only mode. Click OK to exit the pop-up window. Using the Appointment Notes button is not reflected as an action within the audit record.
Select the Encounter button and print the Encounter Form.
Select Save to close the window

When a walk-in visit is logged, a flag is set in the visit record indicating that is was a walk-in instead of scheduled visit. The Visits Analysis Report and Visit Time Comparison Report can both separate scheduled vs walk-in visits.

Log a Scheduled Workers' Comp Visit

On the appointment calendar:
1. Look at the appointment time under the provider column to find the appointment.
2. Highlight the appointment.
3. Right-click the appointment for this patient a menu opens
4. Select Log a Visit from the list
5. The Enter Visit window opens
Enter the Arrival time
Enter the Start Time by typing it in or by selecting the clock to the right of the field.
1. There are two optional fields that are not typically used:
2. Enter a physician referring the patient to you in the Referred In field.
3. When one provider works under the supervision of another, enter the one in whose name the visit is billed for Billing Physician.
Click the Protocol Instructions tab and read the instructions for Check-In.
Enter the patient statement about what happened on the Problem tab.
Select Demographics and confirm the patients information.
1. Then select Save if changes were needed or Cancel.
Click Encounter,select services, and print encounter form.
Appointment Notes button: Use this button to display any Appointment Notes or Reservation Notes corresponding to the Visit. If there are no Appointment Notes or Reservation Notes for the Visit, the button will not display. If either Appointment Notes or Reservation Notes exist for this Visit, the button may be selected to display a separate pop-up window containing the text of those notes in read-only mode. Click OK to exit the pop-up window. Using the Appointment Notes button is not reflected as an action within the audit record.
Select Save to Log the Visit

If you cannot find the appointment by looking at the calendar:

Select Check-in a Patient on the right pane of the Appointment Calendar
Select Search the Schedule.
The Select Patient window opens
Enter patient's name
A second Select Patient (Across All Organizations) window opens with the patient on the left
If the patient has more than one company assigned to them highlight the company associated with this visit.
Click Select
Patient Scheduling (patient name) window opens
Highlight the appointment
Click Select
The Enter Visit window opens
The Visit Type will be selected from the Appointment
Select the Means of Arrival from the dropdown if used by your organization
Enter the Arrival Time
Visit Date, Start Time, Category, Purpose, Type, and Provider will be auto-filled from the Appointment
Select the Protocol Instructions tab and read the instructions for Check-In.
Select Demographics and confirm the patients information.
1. Then select Save if changes were needed or Cancel.
If a payment is to be collected, record it on the Payment tab.
Select Encounter from the right pane of the Enter Visit window and select services, and print encounter form.
If Appointment Notes were added on the Appointment an Appointment Notes button will display on the bottom of the General tab of the Enter Visit window. Select it to view the Appointment Notes or Reservation Notes for this Visit.
Select Save to log the visit.