Help : Admin Manage

Help: Add Supplement to Supplements Database

To add a supplement, hover over the Admin tab at the top of the page, select "Manage..." from the drop-down list, and select "Alternate Plan Options" from the subsequent drop-down list. Click the "+Add New Plan Option" button to add a new supplement to your database.

Screen shot of add supplement paneAlternate Plan Name (free text field, required) - the name of the supplement. This is the name the patient will see when the supplement is prescribed and the supplement will be searchable by name within MD HQ.

Action Type (drop-down, required) - Select Supplement.

Code/ID# (free text field) - the formal product code, if applicable. Add the NIH supplement ID or other formal product code, if desired.

Nickname (free text field) - other names for the supplement. These nicknames will be searchable within MD HQ in addition to the formal name of the supplement. Add nicknames for the supplement, separating one nickname from another with a comma.

Description (free text field) - description of supplement. This description will appear in the EMR when the supplement entry is hovered over, as well as automatically appear in the instructions/notes field to go to the patient when the supplement is prescribed (instructions/notes can be edited when prescribing).

When finished, click the "Add New Alternate Plan Option" button at the bottom of the page. At this point, a pop-up box gives you the option to set up a default dosing profile (default brand, strength method, frequency, etc.) for the supplement or click cancel. Note: you can always set (or edit) the default profile for a supplement later, by prescribing the supplement to a patient, entering the desired information, and checking the box to "Save settings as the system default profile".

 

Setting up the default supplement dosing profile:

Enter any preferred default prescribing information in the fields provided, or leave blank to fill out on a case-by-case basis at the time of prescription.

Screen shot of default dosing profileAdministrative Record (checkbox) - Leave unchecked in the default profile (designates that the supplement was not prescribed by the practice, but added as an administrative record of what the patient is taking or has taken in the past).

Brand (free text field) - preferred brand name of supplement.

Strength (free text field) - preferred dose strength (e.g., 500mg).

Method (free text field) - supplement delivery method (e.g., Oral).

Freq (drop-down) - how often the patient should take the supplement. Select from the options in the drop down menu. If the desired option is not in the drop down menu, select PRN (as needed) and enter special instructions in the Instructions to Patient field.

Total Doses (integer) - total number of doses in the package/bottle.

Expires (Days) (integer) - the number of days after the start date that this supplement expires. This is calculated from the frequency and total doses by clicking on the calculator button. If either input is changed, it will not immediately recalculate - click the calculator button again to recalculate.

Instructions to Patient (notes field) - instructions for the patient. Enter instructions or leave blank if unnecessary.

When finished, save by pressing the button "Create Default Profile for ......"

Help: Add New Lab or Image Order Type (CPT Entry)

Every MD HQ build comes preloaded with a standard set of CPT codes. In addition to these standards, many users want to add specificity to their CPT codes or add tests that are outside the CPT data set. For instance, users may want to:

  • Add specialty tests that are outside the standard CPT data-set (don't have a CPT code)
  • Add in single tests that are offered as a compilation of multiple CPT codes
  • Add in more-specific versions of a given test (for instance, imaging orders often group left- and right-side scans under then same CPT code and it may be easier to simply create 2 new order-types (one for left-side and one for right-side) than to clarify this every time you order.

To create a new entry into the test-database go to the Admin drop down menu, select Manage, select CPT Database. The Manage CPT Database window lets you find CPT codes through a search bar at the top of the page, scroll through the entire list, and add a new CPT option.

To add a new CPT code, click the green +Add New CPT Option button.

Screen shot to add CPT entryProper Name (free text field) – the name of the procedure. This will be the main title associated with this CPT code entry.

Alternate Title (free text field) – alternate name for the procedure. The alternate title is listed in the CPT database alongside the Proper Name, adding specificity to an entry. For example, two CPT entries having the title Blood Clot Inhibitor Test have different Alternate Titles: 'Protein C activity' and 'Protein S Free'.

CPT Code (free text field) – the CPT code itself. You can create entries with multiple CPT codes associated by listing the codes separated by a comma. NOTE: If the test you're adding doesn't have a CPT code or if you're not sure what CPT code to use, simply enter "NA" (or similar) in the CPT field.

Headings (free text field) – the category to which the code belongs. This is an advanced setting and is not necessary, but helps the system understand what category the code falls into.

Test performed by a specific lab (check box) – associates a code with a specific lab. Checking the box brings up a drop down menu with a list of labs (or the option to add another lab), as well as a free text field to enter the lab's test code for the entry. This can expedite the ordering process for orders that you send to a specific lab by automatically putting that lab's test code (along with the CPT code(s)) on the requisition form.

Nicknames (free text field) – add nicknames, separated by a comma, to the entry. The nicknames will be searchable within the system in addition to the Proper Name and Alternate Title.

Description (notes field) – additional notes about the procedure.

Notes to Laboratory (notes field) – a space to include notes that will go to the lab when the procedure is ordered.

Procedure Type (drop down menu) – the type of procedure ordered.

Plan “Display Class” (drop down menu) – this is rarely used. However, if classes are enabled, the display class will alter the appearance of the entry within the database. For example, CPT codes associated with Quest can be classed to display green, while CPT codes associated with Genova can be classed to display orange, allowing users to easily differentiate between the CPT entries when ordering.

Click the green +Add CPT Entry button to add the new CPT entry to the database. This will also add it to your shortlist, which will make it appear first in your CPT code search.