Forms & Reports
Content coming soon
Content coming soon
These notes provide a simple overview of key activities within MMEx that are likely to be relevant to a General Practitioner.
We would like to thank the Institute of Urban Indigenous Health (Queensland) for sharing their clinic workflows which are the framework for these workflow pages.
These workflows are intended as a guide only, to show how you might use MMEx to efficiently manage patients and workload.
When you first log on,
These activities will give you an indication of the activities and tasks that need to be completed by you for that day.
When you open a patient file:
Clicking on the Doctor, Patient Name, Test Name, Requested, Collected or Facility headings will sort the results in ascending or descending order ( alphabetical, date-order ).
A blue Patient Name indicates the result is linked to a Patient Record. Clicking the name hyperlink will open the linked patient's record.
The Action button allows the user to:
Results will be categorised as “Imaging” if the report title contains one of the following words:
MMEx will only assign a result to a patient record if there are sufficient identifying details in the HL7 message that is received - this is usually patient name, date of birth and Medicare Number. If any or all of these are missing, MMEx will not automatically assign the result to a patient record. This will need to be done manually.
If the result is not already assigned to a patient record, MMEx will suggest a patient record to assign the result to. and you can click Match this patient to accept or you can select Match a different patient.
It is recommended that Health Services designate a staff member(s) who are responsible for regularly reviewing the organisation’s Results / Reports in MMEx and to assign them to patient files or to new recipients if needed.
Where a pathology result is received that has a valid LOINC code and pathology result recorded, the result will automatically populate the clinical record. You will be advised how many of the received results have populated the patient clinical record (been successfully processed).
Where results are not able to be automatically populated - e.g. text or has no LOINC code attached, you will see a red text alert advising that MMEx couldn’t read the result and a button that provide an option to add the result into the system manually.
Select the required observation from the observation list, enter the value and click update observation results.
You will see new text that advises the observations have been updated.
Click on the result that you wish to link to a request, the result will open.
The Match a Request button will appear below related requests.
Clicking it will display a popup window where you can choose a date range and pick a request to associate to this result from the list displayed.
NB: A result can only be associated with one Request, but a request can be associated with multiple results.
When a result has not yet been marked as reviewed, you may select a result, enter comments and add tasks. The Red outlines on the image below show the fields that may be modified prior to marking a result as reviewed.
If you cannot see a blue Mark as Reviewed button at the top of the result then the result has either:
Once you have reviewed and recorded the required details, click Mark as Reviewed. This will:
You may only review a result once. You may mark a reviewed result as “Given to Patient” at any time before or after reviewing.
Each organisation may wish to develop a specific clinic “Test Result Recall Protocol” that may be referred to for Local Instructions.
Results for reviewed pathology and electronic letters will now be visible in the patient’s file in the Results tab.
Whilst reviewing a result, if you wish to assign a task to yourself or a co-worker that relates to this result, click the button located to the right of the page labelled Add Task.
Tasks can only be created for a result BEFORE it is marked as reviewed.
A popup will appear, allowing you to fill in all the task details.
By default the Assigned by and Worker will default to you, the Checkbox to Send an MMEx message will also be selected - this will notify the recipient that a task has been assigned to them.
If the result is assigned to a patient record, the patient details will be linked to the task automatically.
Clicking “Add” will create the task, add it to the facility level Tasks Worklist, the patient's to-do list and will append it to the result.
Additional information about Results is available here.
Additional information about using and managing Tasks can be found here.
While in the patient record, via the navigator select, Medications the drop-down box offers options of:
You can create a new script in two ways.
Re-prescribe one existing medication:
Re-prescribe multiple medications:
Phone Orders: MMEx Facility and content coming soon
Click the Review All Meds button to quickly review and update and re-prescribe medications.
Additional Information about Medications is available here.
Prescriptions for ATSI patients will automatically print the CTG number if CTG consent is current. You can check this by looking at the Patient Demographic header. Hover mouse over the speech bubble icon.
As the consent is not there, you should obtain it and document it by clicking on Add Consent Ensure PIP CTG Copayment Measure is selected. If you have written consent, you may upload a scanned copy of that consent from this window.
If configured correctly, you will also see the CTG icon in the status field.
Always click Save when notes have been entered, and wait for the page to load and save properly.
Privacy Levels can be changed, the options available depend on your role.
Ensure either Subject or Reason for Contact is entered.
Your organisation will have configured some fields for your to complete to record specific data about your progress note such as Reason for Contact, Visit Type, Mode etc.
Refer to your Organisation Administrator for additional information about these fields and what is required of you.
If you require a particular template that is not created contact your organisation’s MMEx support person for assistance.
Place your cursor in the Progress note text box and start typing. Your notes will save periodically.
More detailed information about Progress Notes is available here
All patients have a Lifetime Surveillance Care Plan (either Aboriginal or Non-Aboriginal; male or female)
They are age and diagnosis specific so it is important to start Lifetime Care Plans from the Date of Birth, and Disease Management Care Plans from the date of Diagnosis. This forms the basis of planned/routine care for the patient, and feeds into the To Do List and Care Plan Activities
Check that ALL relevant Disease and Management Care Plans are allocated to the patient.
To add a new care plan, click Add New Care Plan, select the relevant care plan from the list.
Enter the date of diagnosis of the chronic health condition and the start date of the care plan.
In most cases, the care plan should start the day of diagnosis, however for lifetime plans, the start date should be the same as the Date of Birth
Click on Choose This Care Plan for This Patient
Clicking on one individual care plan will show an overview of a 2 yearly plan of activities for that care plan only. Clicking on View All Activities will show all activities for all care plans that have been applied to the patient.
The 2 year view uses coloured boxes to indicate what activities have been completed (green box) what is overdue (red box) and what is pending (blue box). The Legend in the top right corner explains what each means if you hover the mouse over a colour. The overdue and near pending activities are also visible at a glance in the To Do List, Care Plan Activities Tab.
To add a specific activity that is not in a care plan (eg Colonoscopy) or GPMP where there is not a chronic disease care plan available (ie no chronic pain care plan), click on the care plan name to open the schedule, then click Add.
Select the relevant activity, click the Select button, adjust parameters if required and click Update button
The majority of Care Plan Activities are automatically updated / completed when an activity is undertaken in MMEx. ‘Pap Smears’ (located towards the bottom of the Care Plan Activities list) are one exception that needs to be manually updated. Click on Care Plan Activities button to show all outstanding activities.
If the activity was conducted today, tick Mark as complete, record the result and click Save Selected Activities.
If the test or activity took place on a different date (or at another clinic), click on Specify Date at the top of the Care Plan Activities box (wait for the page to reload), locate the activity. Click Expand, set the date the activity took place, select the result from the drop down box, click Mark Completed, then Save Selected Activities at top of screen.
This will update the Care Plan tab
Additional Information about Care Plans is available here.
Tasks are like ‘sticky notes’. They are used for patient recall or reminders for non-routine activities (ie not already generated through ‘Care Plan Activities’)
Individual patient-related Tasks are located in the To Do List of their file.Opening the To Do List will default to the Tasks view pane and show any tasks currently assigned for the patient
To create a task, the user should click on New Task.
Designating the Importance as Urgent will highlight the task with Pink.
Additional Information about Tasks can be found here.
To find a particular form, select All Forms from the relevant menu.
It will take you to a page where you can choose which form to use. Type the name (or part of the name) of the form you are looking for in the search box at the top.
The form you are looking for will show up below the search box, click the link to open up the form.
Forms created by your organisation will appear under the Custom Forms section.
Additional Information about Forms is available here.
All documents generated in Letter Writer save into the Documents list. Give the document a name that will make it easy to identify and search for if required at a later date. For example Referral Orthopaedics RPH- Knee is a better title than Referral.
NB: Previous versions of the letter writer are no longer available.
Templates can be formatted in the same way as Word documents.
Place your cursor where you want the content to be inserted and click on the desired content button. The following content opens a pop up where you can select and refine what you want displayed.
Use Create a letter from a template within an open patient record to generate Medical Certificate, Centrelink Medical Certificate, Patient Summary, Referral letters, Allied Health Referral forms after Health Check and GPMP/TCA, and other word and template generated Letters.
Additional Information about Letter Writer is available here.
Clicking Complete at the bottom of the form will lock and save the form in Documents.
To review a GPMP click Create Review at the top of the GPMP form to open up the GPMP. Select the relevant item Type (located just above the Problem list). Click EPC Referral to generate Allied health referral form (this will open a new tab). Click Completed when finished to lock the form.
When completed the form will save, and can be opened in Documents.
Additional Information about the Management Plan tab is available here.
Create a new antenatal record from inside the Patient Record and click on Patient Widget, from the Speciality menu select Women’s Health, then the New Pregnancy button.
You can enter additional information at this time if you wish, or can complete the Pregnancy record over time. Then click Add Pregnancy
Antenatal visits are recorded by clicking on the Antenatal Visit tab and then the Add Visit button.
To finalise a pregnancy record, enter the birth / baby information into the Outcome Details section at the bottom of the antenatal record, Add an Outcome and Save the pregnancy record.
Additional Information about Pregnancy and Antenatal Records is available here.
At the first visit for a newborn baby, enter birth details by clicking on Visits which opens a new box.
Additional Information about Child Health is available here.
Select the problem from the list when there is an existing WorkCover Case in place.
This will open the Injury Management section. Work through the form. You cannot save until all areas marked with a red asterix are completed.
Once finished tick the Completed box, then Save Assessment and Close Assessment.
You can print the certificate and claim forms. These will save to the Documents
Additional Information about WorkCover is available here.