Forms & Reports
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This process may be useful for clinics using MMEx and a model of care similar to the IUIH Model of Care. The focus of this workflow is making patient appointments AND ensuring that ALL information required is recorded prior to the patient seeing service providers. By ensuring that all information is recorded, data within the patient information system is accurate, unnecessary searching for missing information is avoided, and patient reporting for recalls, reminders, appointments and running sheets is accurate.
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 client rings to make an appointment, BEFORE you check to see if a specific appointment time is free, Search for the Patient first. (You are likely to already have a general idea if there are appointments available or not).
If a patient does not appear when you enter their name, and they inform you that they have accessed the clinic before, check Show Inactive.
When you search the patient you will be provided with a list of matched client names. Before you open the patient record, check the Medicare Box.
In this instance, the patients name and DOB do not match Medicare records. The patient cannot be billed Medicare until they have a valid Medicare number, you will need to ring the Indigenous Medicare Hotline on 1800 556 955.
From this page, click on the Patient Widget at the top of the page and click Home to take you to the patient record.
From the Patient Demographic Header, you can see the Patient Demographic information, therefore you can ALSO visually scan the following … and edit where required
Patient Alerts are used to ‘alert’ other staff, to provide a brief note, that is important for all staff accessing a patient record to be aware of.
Patient Problems: are Medical History items that have the box Add to Problem List ticked which adds them to the top of the Patient Demographic Header as well as on the Medical History list.
Tags are used to ‘tag’ a patient predominantly as part of a group. By adding a tag, patient reporting can be undertaken on a sub-group of the clinics population.
With the Patient Record open click on Edit Details from the Patient Avatar which opens up a new screen with a number of tabs that are relevant and where you can edit and check information. Or alternatively click the Patient Widget and choose an option from the Patient Details list.
select Edit Details
or from Patient Details menu
The Patient Details list is what the Receptionists are primarily responsible for ensuring that all information is up to date. You will have access in order to check that Patient Details are correct and visible:
Characters accepted are alpha-numeric characters, apostrophes, hyphens and spaces, however spaces must not appear immediately before or after the apostrophes and hyphens.
For example: O’Toole – Valid O’ Toole – Invalid (one or more spaces after apostrophe) O ’Toole – Invalid (one or more spaces before apostrophe) Anne-Marie – Valid Anne -Marie – Invalid (one or more spaces before hyphen) Anne- Marie – Invalid (one or more spaces after hyphen) Anne - Marie – Invalid (one or more spaces before and after hyphen) Robert AKA Bob – Valid Robert (Bob) - Invalid (‘(‘ and ‘)’ are not one of the allowed characters)
Click Edit to update details
Important: If a patient has changed address, click Archive, do NOT delete. It is best to Archive an old address rather than just type a new one as this keeps a history of patients addresses if you need to check patient is correct when Duplicates and queries arise as to whether the patients file is the correct one or not.
This will clear the fields and allow you to enter a new address Click Same as Residential if the Primary Postal Address is the same as the Primary Residential Address.
Important you MUST have an accurate address in the Postal Address section as all letters, mail, running sheets etc in MMEx pulls information from this section
Enter phone numbers into the relevant phone types and/or email
Click Save at the top or bottom of the page before moving to the next Tab.
This tab stores archived addresses and can be used to record an address when Patients are staying for some time at an address or in a Community that is not their primary address.
This is where you add the Family History including the Next of Kin
This tab contains information about who has access to the Patient Record. A record can have one owner and should have one Primary Care Provider. The Primary Provider is the clinic who the patient identifies as being their MAIN clinic. This clinic will sign the patients PIP, and undertake the majority of care including Health Check and GPMP/TCAs etc
To Edit – open the tab Patient Access
For example: Yulu Burri Ba is the (mother) organisation and should NOT have patient access. This will have occurred for those clinics who migrated patient records from one database (eg Medical Director) into MMEx. The CORRECT access type is for example Yulu Burri Ba (Capalaba)
When staff need to run Patient Reports, Patient Location has drop-down options for the organisation (eg: YBB) as a whole or the specific clinics (eg YBB Capalaba). Ensuring all patient files have the appropriate specific clinic Patient Access correct enables clinic specific reporting.
This is the tab where the patient consent information is recorded. Consent is either given or refused. Consent can be verbal or written (it is best practice is to get written consent). All signed consents should be scanned and uploaded to MMEx. This can best be done through Consents, where you can also tick the relevant consent box.
To record consent, click on the Add Consent button. Select what the consent is for and check the obtained by and on fields are correct. If you have scanned in a signed document, you can upload it by clicking the Browse button and selecting the file from your computer.
With most services of any type, when contact is made to book an appointment, personal information is gathered first then specific appointment time provided. Taking time when the patient arrives or rings to gain ALL relevant information ensures that your patient information and clinical database are kept up to date and ‘clean’. It is much easier to do this for every patient as part of your appointment scheduling than to do database clean-ups at a later stage. Remember also that you can open a new MMEx tab by right clicking on a listed item and choosing open link in new tab from the drop-down menu.
Patients: select the patient for the appointment using
For further information on SMS Reminders see SMS Appointment Reminders
Each evening, Reception staff MUST print a running sheet for the following day's appointments. This provides a written record of the patient bookings AND their contact details in the event that there is a power and/or internet outage.
Click on “Running Sheet.pdf”
This will open a new tab that will show the name, date, time and appointment details (including address and phone number) and a comment if provided
On the next screen, click Print