Patient Demographics Overview

the program provides the ability to import employees from other systems. Here are some uses:

• Virtually 100% of the organizations which use the software to manage employee health for their own enterprises load the demographic data from their HR system, to eliminate the need to duplicate data entry that is done in the HR department.

• Some Occupational Health clinics use the import function to pull in employees from new major employers.

• The import function can be used to pull employees from a program which is being superseded by DrugPix for randomly selecting individuals for drug testing.

To import employee records they must be in a file with a very specific structure called the Employee Demographics Bridge File Extracted from the HR Payroll System, this is a data file that includes the employee demographics. Your IT department formats this file according to the Employee Demographics file layout, so that the data can be read into the application by a utility program supplied with the software . To get a copy of the latest file layout, please contact Net Health Support at 1-844-464-9348, Option #3, or send an email to ehoccmed-support@nethealth.com.

For employee health applications, this data import (sometimes called a "download" by the users) is done initially to populate the database, then the data is refreshed periodically, typically every pay period or every month. For occupational heath, it is usually used on a PRN basis.

Complete all fields as appropriate.

Funding Source: The Funding Source may be used to record where the funds came from to cover the cost of the immunizations.

Enter the Funding Source from the following dropdown selections:

• Federal funds

• State funds

• Tribal funds

• Public

• Public VFC

• Public non-VFC

• Military funds

• Private funds

• other

• unknown

• Pandemic

User Defined Codes- To submit the New York State Immunization Registry a Priority Code must be entered on the Patient's More Demographics tab on the [Enter Patient] screen. Below is the list of approved codes. The code must be entered in the User Defined Field (User Defined 4) set up in the System Admin Parameters.

The MORE DEMOGRAPHICS tab includes four user-defined fields for the purpose of capturing and displaying additional demographics data in a systematic way. They should not be used for clinical information of any sort since they are not confidential. User fields are set up in System Admin Parameters.

Enter the relevant data and select Save

Select View Authorized Representatives for this Patient to view any Authorized Representatives assigned to them. For more information on this option see How To Set Up and Assign An Authorized Representative

The Insurance tab

See How to Add Patient Insurance for more information about this tab.

If Medical Provider Networks are used in your state, you can associate the patient with one here. Read How to Set Up a Provider Network to learn more.

The Work / Employment tab includes data fields such as:

When the application receives an interface record with the status of "Not-Hired", the software will check the Not hired box on this window. If the record also contains a termination date, this will populate in the "Not-Hired As of" date field. If no termination date is sent through the interface, the software will default the "Not-Hired As of" date with the date the record is received.

Employment Status Fields

These fields are mostly use by hospital employee health departments. Occupational health clinics will use this section to terminate employees from companies. This is done by entering a Term Date.

Job Class, Dept Unit, Division, and Work Location, if entered, are automatically added to visit and incident records when created providing a record of the patients situation at the time of the accident. Moving the patient to a different on of these entities will not affect earlier visits. If a visit is entered with incorrect information, these fields can be manually updated on the AUDIT tab of both the visit record and the incident record.

Certain reports can be grouped using these fields.

For a company which uses different visit instructions for different groups within the company, Company Specific Visit Category Protocols can be created which are used only for patients of a certain Job Class or Dept Unit. These entities are specific to a company. Read How to Set Up Organization Codes to learn more.

This tab is not displayed for Private Practice patients.

Work Week

Work Hours

The software has the ability to import employee hours worked from your payroll system each pay period. That information can then be used to produce very accurate figures on the Injury and Illness Rates Report.

You can see the work history imported or entered for an employee by clicking the Work Hours button to display the Patient Work Hours window.

By entering a Start date on this window you can narrow your search.

Risk Categories

If you are using Provider Charting, the allergy, tobacco, and alcohol fields are updated by running the appropriate Wizard. The information can be manually entered if you are not using Provider Charting.

As part of Meaningful Use Stage 2 and the implementation of SNOMED CT codes within our software, Codes for Tobacco Use have had their respective descriptions expanded. New Smoking / Tobacco statuses are now available in: EMR Wizard Smoking / Tobacco Use (Social History); and, Demographics - Risk Factors tab, Smoking / Tobacco Use sub-tab. In each case for those statuses which are specifically defined, a hover-over feature allows users to see the SNOMED CT code that applies. Additionally, there are two "Other" categories: "Other (Tobacco use)"; "Other (Non-Tobacco Use)". Selecting either one of these produces a dropdown menu of SNOMED CT codes. No hover feature applies to the menu as the codes are taken directly from the SNOMED CT table. Within Demographics under the RISK FACTORS tab, the topics of Smoking/Tobacco use and Alcohol Use have been split into two separate sub-tabs, where previously, those topics existed in a single sub-tab.

[Smoking/Tobacco Use] wizard window.

Under Tobacco Use, the Smoking Status list contains radio buttons that may be selected to describe the patients level of tobacco use. When hovering over a particular selection the SNOMED CT code is displayed.

Social_History-Tobacco_and_Alcohol_Use

There are two “Other” categories that represent Tobacco Use and Non-Tobacco Use. Neither of these buttons will display the SNOMED CT code when hovering. However, when one of the “Other” categories is selected, a dropdown menu of choices is displayed. Users may select from that menu, SNOMED CT codes are not part of the description.

Other (Tobacco Use)

Social_History-Tobacco_and_Alcohol_Use

Other (Non-Tobacco Use)

Social_History-Tobacco_and_Alcohol_Use

Two other areas use the same selection structure:

Clinical Problems List for Social / Work Status [Enter Social History]

Demographics

Within Demographics, Risk Factors tab, there are two sub-tabs.

Smoking/Tobacco Use

Alcohol Use

The Notes entered here can be viewed, but not altered, on the Patient Chart.

• Set Alert Status On to Alert Visit Entry to Read Notes:

  • If checked, a large red message will be displayed on the [Enter Visit] window instructing the user to view the ALERT NOTES tab.

  Patient is Exempt from Quality Improvement Reporting:

  • The Quality Improvement Report generates lists of patients that meet certain user specified conditions. The intent is to provide a reporting tool for identifying ways to improve service and to monitor results. It can analyze populations, treatments, and labs results. Checking this box to exclude a patient from that report.

• Patient has completed Advanced Directives:

  • If your clinic uses scanning, this flag is automatically set the first time an advanced directive document is captured (scanned) for this patient. If your clinic does not use scanning, the flag can be set manually to indicate that there are advanced directive documents in the patient's file.

  • Scanned images can be designated as advanced directive documents (ex: Living Wills, Power of Attorney, etc.). If one or more advanced directive documents have been scanned for a patient, users and physicians will be notified of that fact with a red message displayed above the Alert Notes on the [Enter Visit] window.

  

• Patient Consents to Medication History Retrieval:

  • This checkbox governs Medication History retrieval for the patient. This preference must be checked prior to visit being logged, otherwise the information will not be available until the next visit within 24 hours. SureScripts requires that you have on file a record of the patient’s consent to retrieve their Medication History. If this flag is not checked the application will not query the SureScripts network for medication history for the patient when viewing Eligibility and Formulary Benefit Information while prescribing a medication.

• Send Notices or Reminders by:

  • A patient's preference for how letters and notices should be sent can be entered here. When letters are sent, one option is to send at indicated in this field. The choices are Postcard, Telephone, Email, and Do Not Send.

The Confidential tab is a large text entry field which can contain confidential notes. It is only available to users with the proper security rights. Confidential notes are entered from the Patient Chart, and can only be viewed here.

The Audit tab displays background information about the record.

Here are multiple ways to reach employee demographics:

1. From the Home Nav Bar, click the Demographics button.

   • Enter name on Patient Search pop-up window

   • The Search Patient window opens with your matching selections

   • Search for and select the desired employee

   • Select Edit.

2. OR, From the Home Nav Bar tab, click the View Chart button.

   • The Select Patient window opens

   • Enter the patient information

   • Select Search List or OK Search for and select the desired employee

   • Search for and select the desired employee

   • On the Patient Chart, click the Demographics button in the lower center of the screen.

3. OR, you can also access employee demographics from Provider Charting by clicking the Demographics button:

When you reach the [Enter Patient] window, make changes as described in the topic on adding a patient.

1. On the DEMOGRAPHICS tab, click the History button found on the right, just beneath Suffix.

2. The [Patient Demographics History] window will be displayed.

   1. Highlight the date of interest, and click Review to display the [Demographic History] window. At the bottom, you will see the user who made the change, along with the date and time. The information in this record shows the values of fields before the change made on this date.

3. Close window.