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Canine III

New Charting

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We are running V15.0.0.286 and Imaging 11.10.0.180

1.

Just wondering if anyone has any issues with "walk-in" appointments with the new charting. We have had this update installed since about April, but I just switched over to the new charting option. When we go to view appointments we have a bunch of "walk in" appointments in the treatment notes? The patient never actually walked in, most of the entries say 12am and are created in addition to the normal treatment notes.

2.

We are also experiencing "walk-ins" when the patient is here for the appointment- we type in the treatment notes for the day and it does create an entry but it says "walk-in". 

3.

Imaging errors when we load photos into imaging. After the photos are put into imaging we receive

" Runtime error 5 Invalid procedure call or arguement TxChart_14_0 Recalculate Layout (125)"

Imaging then closes out. 

4. 

When we go to comment in chart why can't we 1-open siblings chart or 2- open any documents

This would be a great help if this could be changed in the next update. I don't see any reason why being in "comment only" would make a difference to be able to open these items. 

 

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Re: New Charting

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Good day Melissa ( @musichbusch ),

Taking these in order:

#1 and #2:  Issues with "Walk-In" entries being created in Charting indicate that the patients are not being moved through Patient Flow properly.  The correct workflow is as follows:

-- Patient arrives for appointment and is checked into Patient Flow system (Lobby or In Deck, depending on your office setup)

-- Patient is moved to Operatory in Patient Flow (if workstation is set to open Charting automatically when this step is done, Charting will open as well;  if not, open Charting manually for that patient)

-- Any procedures that were attached to the appointment at the time it was scheduled will be automatically pulled into Charting for the visit.  If no procedures appear because none were attached to the appointment when it was scheduled, add the procedures manually using the Add Procedures section. 

-- Add clinical notes in the "Today's Visit" section. 

-- When finished making notes for treatment, click on "Save and Close" to save and exit Charting. 

-- Check the patient out as normal to ensure they are removed from Patient Flow.

Most unwanted "Walk In" entries in Charting occur because you either did not check the patient in for their appointment before opening Charting, or because they were already seen and checked out for their appointment but the notes in Charting were not saved before that was done.  If notes are made in Charting before the patient is checked in, or after they have been checked out, the entries in Charting will record as a Walk-In. 

#3:  This is a known defect in version 15.0 and 15.1 of OrthoTrac and will be corrected in a future version.  In the meantime, there is a workaround:  the issue will only occur if you acquire images by going to the Imaging tab in Charting and then close out of Imaging.  If you acquire images by launching Imaging directly from the Imaging icon on the main OrthoTrac toolbar, the issue will not occur. 

#4.  These issues were corrected in version 15.1.1.4 of OrthoTrac, the currently available version.  Once you update to that version, you will be able to access those features from within Comment Only Charting. If you would like to schedule an update please visit https://www.carestreamdental.com/appointment   to set one up. 

Regards,

Phil Carter / OrthoTrac Escalations

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Re: New Charting

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Good day Melissa ( @musichbusch ),

Taking these in order:

#1 and #2:  Issues with "Walk-In" entries being created in Charting indicate that the patients are not being moved through Patient Flow properly.  The correct workflow is as follows:

-- Patient arrives for appointment and is checked into Patient Flow system (Lobby or In Deck, depending on your office setup)

-- Patient is moved to Operatory in Patient Flow (if workstation is set to open Charting automatically when this step is done, Charting will open as well;  if not, open Charting manually for that patient)

-- Any procedures that were attached to the appointment at the time it was scheduled will be automatically pulled into Charting for the visit.  If no procedures appear because none were attached to the appointment when it was scheduled, add the procedures manually using the Add Procedures section. 

-- Add clinical notes in the "Today's Visit" section. 

-- When finished making notes for treatment, click on "Save and Close" to save and exit Charting. 

-- Check the patient out as normal to ensure they are removed from Patient Flow.

Most unwanted "Walk In" entries in Charting occur because you either did not check the patient in for their appointment before opening Charting, or because they were already seen and checked out for their appointment but the notes in Charting were not saved before that was done.  If notes are made in Charting before the patient is checked in, or after they have been checked out, the entries in Charting will record as a Walk-In. 

#3:  This is a known defect in version 15.0 and 15.1 of OrthoTrac and will be corrected in a future version.  In the meantime, there is a workaround:  the issue will only occur if you acquire images by going to the Imaging tab in Charting and then close out of Imaging.  If you acquire images by launching Imaging directly from the Imaging icon on the main OrthoTrac toolbar, the issue will not occur. 

#4.  These issues were corrected in version 15.1.1.4 of OrthoTrac, the currently available version.  Once you update to that version, you will be able to access those features from within Comment Only Charting. If you would like to schedule an update please visit https://www.carestreamdental.com/appointment   to set one up. 

Regards,

Phil Carter / OrthoTrac Escalations

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Canine III

Re: New Charting

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@prcarter Thank you for all the info. Have there been any other complaints about the "walk-ins"? It makes sense that these steps need to be followed, but the system does not allow for any modifications?

We try to be efficient and if an assistant is still working on a patient and the parent wants to schedule the next appointment the front desk will walk the patient out and schedule. The clinic will still have the chart open and then complete charting when they are done, but this will create a "walk-in". 

We also may need to multi task and maybe jump between 2 patients and charting does not always get filled out until the patient leaves. Again this creates another "walk-in".

This just doesn't seem to work in a real office, especially during busy times, we just cant always get the charting in in real time. 

 

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Re: New Charting

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Good day Melissa ( @musichbusch ),

I'm sorry to hear that your office is having difficulties, but at this time the workflow as designed is the required workflow.  For entries to be recorded properly in Charting and Patient Tracking, the Charting entries must be completed before the patient is checked out.  

Most offices who run into issues of the type you are mentioning (where there may not be enough time to fill out Charting in complete detail before the patient checkout process starts) have switched to a method of entering a "placeholder" entry in Charting, with basic information on the visit, then saving and closing Charting to complete the entry.  Once the entry has been saved, the patient can then be checked out without issues, and you can then go back and use the "Edit Today's Treatment" function in Charting to go back and add additional info to the previously saved visit -- change or add procedures, modify treatment notes, and so on. 

If you aren't familiar with the Edit Today's Treatment function, here is a link to the Documentation article on the use of that function:

How to Edit or Delete Today's Treatment Notes in the Patient's Charting Window

Regards,

Phil Carter / OrthoTrac Escalation

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