How To

This page is here to answer common questions about how to use or do various things in Mobile HealthCare EHR. Mobile HealthCare EHR has built-in context sensitive help however many questions are not specific to a particular area in the app so we answer them here.

Questions

Getting Started
1. Getting Started Tutorial
2. How to use your finger print or face ID to login
3. How can a document template be edited or added?
4. How to integrate Mobile Healthcare with your Lab company
5. How to configure your iPad to automatically update to the latest version of Mobile Healthcare
Practice Management
1. How to use the Messages and Message Template feature
2. How to use the Text Template feature for visit notes
3. How are repeat pregnancies handled?
4. How to send a report to another care provider
5. How to send a care plan to the patient
6. How can a patient record be inactivated or deleted?
7. How to use the Reminders feature
Client Portal
1. What does the patient portal look like?
2. How clients fill out health history and sign consent forms prior to first visit
3. How to merge two patient records together
Billing
1. How to send an invoice to the patient
2. How to create and send an insurance claim
3. How to add or remove built in fields from a form



How can a patient be inactivated or deleted?
To delete a client open their record and press "Client Info" in the lower left corner. Then press the trash icon located in the upper right corner if you wish to delete the client. Press the archive button next to the trash icon to inactivate the client.


How can a document template be edited or added?
Editing a Template
A document templated can be edited by tapping on any document thumbnail under the Templates tab and choosing "Edit Template". This does not allow a templates text to be edited but it does allow the fillable text fields, check boxes, initial or signature boxes to be moved or added anywhere. To edit the text or layout would require a fully licensed copy of Adobe Acrobat Standard or Professional. These licenses are expensive and probably not worth the investment. The recommended approach is to add a new template.

Adding a Template
Create your document in Microsoft Word or some other word processor and then save the document as a PDF file. Then email the PDF to yourself and open that email on your iPad/iPhone, tap on the attachment and choose to open it in Mobile HealthCare EHR. Then under the Templates tab press "add template" and choose the document you just sent over. Microsoft Word versions of our consent forms are available under the Files section in our closed Facebook community.



How to merge two patients together
Sometimes you end up with two of the same patient with some information in one record and different information in the other record and you want to merge the two. This can happen if you created a patient record for them at their first visit and then later they went to your patient portal to create a new record. This rarely happens now though because we added the ability for patients to login to an existing record in the patient portal. You can press the "Send Patient Access" button located on the same menu as the Print and Email buttons to email instructions on how to login to an existing record to a patient.

To merge two records first decide which record you want to merge into and which record you want to merge from. It doesn't really matter which direction you go but we typically recommend merging the record that you created into the record that the patient created. Once you pick which record you want to merge into, open that record and double tap in the patient record number field located in the Basic tab to copy it to the clipboard. Then open the record you are merging from and press the "Merge Patient" button located just under the Print and Email buttons. Then double tap in the record number field to paste the record number you previously copied. Choose which categories you wish to merge and press Done. The merge feature does not delete the source record. It is recommended that you simply inactivate the source record instead of deleting it incase there is still data in it that is important which you did not merge over.


How to send a report to another care provider
The most common way to approach this is to open the visit record under the Visits tab and press the Email button located on the action menu. The action menu is accessed by pressing the button on the toolbar that looks like a square with an arrow pointing upwards. This will cause the Data Export screen to appear. Under the Data export screen set the "include letterhead" field to Yes. This will cause a nice letter head with your company name, address, phone number, fax and NPI to be included at the top of the exported document. Then you can type in a message in the title field such as "Please find the report for your patient's recent visit below. Feel free to call me at the number above with any questions". Then choose the "Open Visit Simplified" or "Currently Open Visit" category. The first one exports only the comments sections of the visit record whereas the second one includes everything from the visit record. Then press the Done button. The email composer window will appear with your report attached as a PDF. Enter the To email address and press send. To fax the document, we recommend subscribing to a service such as HelloFax.com which will allow you to simply enter the [faxnumber]@hellofax.com in the email address field. They will then fax the attached PDF for you and send a confirmation email once it is done.


How to send an invoice to the patient
Sending an invoice to a patient can be done easily with our patient billing feature. Open any patient record and navigate to the Tasks & Billing tab. Open the Billing side tab and then press "add entry" at the top. Press "add charge" and choose the appropriate procedure code(s). If there are any payments, tap on the "payments/adjustments" button, choose "payment type" and enter the payment amount. Then press "send invoice" to generate a professional invoice.

The following video demonstrates this feature :


How to create and send an insurance claim
Mobile Healthcare EHR now has the ability to submit professional and institutional claims electronically or by paper to any payer. It is free use the paper billing however there is a fee of $39/month to be able to submit claims electronically. Activate the electronic claims feature in the Settings->Account tab in the Billing section. To add a claim, open any patient record and press on the Tasks & Billing->Insurance Claims tab. Then press "add claim" in the upper right corner and choose "add professional claim" unless you are billing for facility usage in which case choose "add institutional claim". The next step is to choose the claim type of Paper or Electronic. Then choose the Payer. The Payer information is pulled from the Financial Information section in the patient's intake. Then choose your diagnoses and procedure codes. Then press "Print Claim". You will have the option to print on CMS 1500 special paper or directly onto plain paper.

The following video demonstrates this feature :


How to use the Reminders feature
The Reminders feature helps you ensure nothing is forgotten with each client record. You can create a list of items that must be marked as completed for each client record. There are also visual queues in the client list that help you see at a glance which charts have an outstanding required reminder.

The Tasks feature is also a powerful tool that can be used for similar purposes. The benefit of the reminders feature is that it is a predefined list of items that must be completed or reviewed for every chart. The Task feature on the other hand is valuable for assigning key tasks to a user in the practice to be completed by a certain date. Please watch our Tasks tutorial for more information.

The following video demonstrates this feature :


How to send a care plan to the patient
The primary method of sending a care plan is to create a document template for each of your care plans. The template should be marked as "non-standard" so it doesn't get automatically added to new patients as they are created. That could be confusing for patients when they visit your patient portal and are directed to review and sign any consent forms and financial agreements you may have added as standard documents also. At the end of each visit when you are prescribing your care plan to the patient, you can make notes in the visit comments field of which care plans you provided the patient. For example: 1. Patient given techniques to reduce pain. 2. Patient excercises to strengthen knee joint area. Etc.

You can also add a reminder section that contains all your care plans. This can be done by customizing your reminders under the Settings->Reminders tab. Then you can touch on the reminders icon located in the upper left corner of the screen while a visit record is open and choose which care plans you want to provide the patient. These items will then also be recorded under the "completed reminders" field in the visit record. After that step, the patient's document tab can be opened and you can press the Add Document button and choose one or more of your care plans and add them. You can then navigate back to the Visits tab, open the visit record and press the Email button on the action menu to open the Data Export screen. Then choose the care plan documents you just added under the patient's document section and the "open visit simplified" category which only includes the various notes sections from the visit. Alternatively, you can choose "currently open visit" to include all the details from the visit in the export. It is also recommended to set the "include letterhead" field to Yes. Then press done, enter the patient's email address and press Send.

Instead of creating separate plan documents some users will a single and very large document template that contains all the care plans. Then place check boxes at the top of the document that will be checked to indicate to the patient which sections they need to review. Although the check boxes are purely optional as the plan of care instructions are normally notated in the Plan comments of the visit record that normally included in the export.

With any of these approaches it's a good idea to offer them a paper copy also. Some moms would rather open the PDF on their phone however some will prefer a printed version.


How to use your finger print or Face ID to login
Never bother entering your password again! With the new touch id feature available on the iPad and iPhone you can now login quickly to Mobile HealthCare EHR. To enable this feature first login into MLC with the user account that you want associated with your finger print. Then open the Settings->Users tab and press the "Set Touch ID" or "Set Face ID" button at the top of the screen. You will be asked to press your finger on the home button and enter your password again for Mobile Healthcare. That's it, now log out and use your finger print to log back in!


How to configure your iPad to automatically update to the latest version of Mobile Healthcare
There are three things guaranteed in life - death, taxes and a new Mobile Healthcare update every two weeks or less. Instead of having to manually update Mobile Healthcare to the latest version you can configure you iPad/iPhone to automatically update to the latest versions as they come out. To do so open the iPad Settings app, scroll down and press on the "iTunes & Appstore" option and then set the "Updates" field to on by sliding it to the green position.


How to integrate Mobile Healthcare with your Lab company
Mobile Healthcare EHR integrates with hundreds lab companies in the U.S. and abroad including Quest, LabCorp, GenPath, BioReference, CPL, Interpath, RML, MDL, PAML, ACL, PathGroup, Dortivech, Healthscope, ABC Lab and others. To integrate your Mobile Healthcare account with your lab company contact your lab and let them know you want them to start sending results to your Mobile Healthcare EHR account.

Lab integration shaves hours a week off your work load and improves the data integrity of your records by reducing human error. Never get caught again sending records without having your lab records attached to your patient record. Once you are integrated with your lab company, lab results will automatically be attached under the appropriate patient record as they are completed. Both the discrete values of all the lab observations will be entered under the patient's labs tab and the original PDF document will be attached also. Values that are out of range will be highlighted in red and also appear under the Core Information box at the top of every screen.

When lab results are received, an email notification will be sent to you. If a lab could not be matched to an existing patient then a warning message will appear on the Mobile Healthcare home screen. To assign these unmatched lab results, open a patient record and press on the cloud button located at the top of the screen under the Labs tab. A list of unmatched labs will appear with the name of the patient, date, and the type of lab order. Touch on the lab to attach it to the current patient record you are in.


How patients can fill out health history and sign consent forms prior to first visit
The Mobile Healthcare patient portal enables your patients to create or login to an existing patient record. After creating a Mobile Healthcare account, you will receive a patient portal email that you can forward to new patients as you get them. The patient portal email can also be generated by going under the Settings->Account tab in Mobile Healthcare. From there, press on the "email patient access URL" button. This will launch the Mail app on your iPad/iPhone with a new email that has the body populated with your unique patient portal URL and detailed instructions and troubleshooting tips for your patient.

Your patient can access the patient portal from any Windows, Mac, Android, iPad or iPhone device to fill out their health history. If they access the patient portal from an iPad/iPhone or Android device they will also be able to sign your consent forms and financial agreements and take pictures of their insurance card if applicable.

Once your patient has completed their record they will click "press here when finished" and a notification email will be sent to you. You can then login to Mobile Healthcare on your iPad and view the record. A welcome email will also be sent to you and the patient with their user name and password that they can use to log back into their record anytime to make changes.

If a record already exists for the patient that you may have created during their interview or first visit you can instead have them fill out their information in that record instead of creating a new one. To do this, open the patient record and press on the "Send Patient Access" button located on the same menu as the Print/Email buttons. This will send the patient an invitation email to login to their existing record to finish filling out the information.


Messages and Message Templates
Messages and Message templates will help you communicate with your clients.

The following video demonstrates this feature :


IBCLC EMR/EHR blog