MyMedicalLocker Practice User Guide Contents Practice User Guide.pdf · • Click the ‘Print Key’ Button in the window. • A PDF print preview will be generated for a MyMedicalLocker™

MyMedicalLocker Page 1

MyMedicalLocker Practice User Guide The MyMedicalLocker™ Provider User Guide will explain the steps necessary to provide patient access to your practice through the Patient Portal in OfficeEMR™. This technology provides increased patient access to the practice by providing real-time, on-demand access to important information, secure communication between patients and the practice, and several other important features. Should you have any questions or issues, please do not hesitate to contact the iSALUS Healthcare support team at 877.280.6640 or [email protected].

Contents Practice Setup ....................................................................................................................................... 2

Providing Patient Access ...................................................................................................................... 3

Secure Messaging ................................................................................................................................ 6

Sending Patient Visit Documents .......................................................................................................... 9

Communicating Practice Announcements .......................................................................................... 10

Responses .......................................................................................................................................... 12

Self-Schedule ...................................................................................................................................... 13

Appointment Placeholders .................................................................................................................. 15

Patient Setup and Assignment ............................................................................................................ 16

Patient Setup and Assignment……………………………………………………………………………………………………..17

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Practice Setup To use the iSALUS MyMedicalLocker, you will want to make sure you grant access to the MyMedicalLocker Admin Role via the Setup Portal.

Step 1: Open the Setup Portal Navigate to the lower left side of the screen in OfficeEMR™ and click on Setup:

Step 2: Navigate to the MyMedicalLocker™ Role Setup • Navigate to Setup > Administrative Setup > Roles • Click on Roles • Search ‘mymedicallocker’ in the search bar at the

top of the screen.

Step 3: Grant Access to the MyMedicalLocker™ Roles • For each option in the middle section titled

“Screens” you will need to click on the option, then from the Roles section, you will give ‘Write’ access to all appropriate practice roles.

• Repeat this for all four ‘Screen’ options. • Save once all appropriate updates have been

made.


Providing Patient Access Now that the appropriate roles have been enabled, you are ready to give the patient access to MyMedicalLocker™. A MyMedicalLocker™ Key is generated automatically for a patient upon changing the appointment status to “Checked-Out.”

Step 3: Print the MyMedicalLocker™ Welcome Letter • From the Print Queue, we will make sure we check

the box in the Checkmark column for the MyMedicalLocker™ Welcome Letter.

• Click Print. • This Welcome Letter will provide the patient

instructions on how to access MyMedicalLocker™, and contain his/her unique access Key.

Additionally, a MyMedicalLocker™ Key can be generated automatically for a patient.

We can do this one of two ways:

Step 1: Check a Patient Out • From the iScheduler, change the appointment

status to “Checked-Out.”

Step 2: Open the Print Queue via the QuickPay • Navigate to the Appointment QuickPay window by

right-clicking on the checked-out appointment and selecting QuickPay. (This is usually an auto-open feature in most practices)

• Click on the Print Queue tab in the upper right-hand corner.


1. Printing and providing a unique key code for the patient to use. 2. Emailing the patient directly from OfficeEMR™ to provide a unique access key.

Whichever path we decide to use, we will first need to create a key with the following steps.

Step 1: Navigate to Patient Setup • Click on the Setup Portal > Basic Setup > Patients.

Step 2: Search for the Patient to Provide Access • Click on the magnifying glass in the upper right-

hand corner and search for the specific patient. • Select the desired patient. Step 3: Navigate to MyMedicalLocker Admin • Click on the ‘More’ button at the top, then click on

‘MyMedicalLocker Admin’.

Step 4: Create a New Key. • To generate a New Key, click on the ‘New Key’

button. • Type in the name of the Requestor (Patient,

Guardian, etc.) in the ‘Requested By’ section and click Create.


Step 5: Print and Provide the Key to the Patient • Click on the newly created Key. It will now be

highlighted in Blue. • Click the ‘Print Key’ Button in the window. • A PDF print preview will be generated for a

MyMedicalLocker™ Welcome Letter. Print this and provide this to the patient.

• The patient now has his/her unique key and instructions to access and connect to MyMedicalLocker™.

• Keys can also be deleted from this window.

Step 6: Email the Key to the Patient • Click on the ‘Email Key’ button in the window. • The key will automatically attach. You will be

prompted to enter the email that this key will be sent to.

• Enter the email and retype the email. • Click Send. • The patient will now receive a MyMedicalLocker™

Connection Email.


Secure Messaging With a patient who has successfully connected to the practice through MyMedicalLocker™, he/she will have the ability to communicate directly with the practice through secure messaging. Secure messages can be received and replied to directly from OfficeEMR™. All of this is managed in the Patient Portal section of the My Tasks List.

Step 1: Navigate to the Patient Portal in the My Tasks List • In the upper left corner of your OfficeEMR™

database, we will see the Patient Portal displayed in the list.

• Select the Patient Portal from this list.

Step 2: Navigate the Message Queues • To see any Unreviewed messages from a patient,

we can click on the ‘Pending Review’ queue. This will display new messages and messages awaiting review.

• To access any previously reviewed messages, click on the ‘Reviewed’ Queue.

Step 3: Open and View Messages Pending Review • Click on the Pending Review list. • A list of messages Pending Review will display in

order by date and time received. • Click on the Message to open and view it.


Step 4: Working a Message • With an opened message, there will be a toolbar

with several icons. • Click the Printer Icon to print the message • Click the Save Icon to Save the response back to

the patient without sending. • Click the Send Icon to send any responses. • Click the Checkmark Icon to mark the message

reviewed and move it to the Reviewed list. • Click the Index Card Icon to view the patient setup

screen. • Click the Envelope Icon to attach this message

and send an internal communication with this message.

Step 5: Responding to a Message • Open the desired message by clicking on it. • Type in your response in the “Response to

Patient” box. • Click on the flying envelope icon to send the

response. • When a response is sent, the message will have a

strike through it and will automatically be moved to the ‘Reviewed’ list.

• Refresh your list to see the strikethrough items disappear.

Step 6: Initiating a Message to a Patient • Open the Patient Chart in the EMR. • Click on the dropdown arrow next to the patient

index card. • Click on the ‘Communication’ option.


Step 7: Sending the Secure Message • From the New Message screen, click on the ‘To’

field. • In the “Patient” section click on the Patient/Rep

section. • Click Ok • From here, you can enter the subject and type in

your message in the message field, then send. You have now sent a secure message directly to the patient.

The patient must first be connected to the practice, in order for the message to be sent.


Sending Patient Visit Documents At the conclusion of an appointment, or at any other point in time, a provider may choose to give the patient some form of patient education. Rather than printing the document, the provider can send this document to the patient via MyMedicalLocker™ by following the easy steps below.

Patient Education Chart Tab • From the EMR Portal, the user will navigate to the

“Patient Education” chart tab. • The user will then search for the patient education

document from the search bar and click the magnifying glass. This can be pre-loaded documentation, or any documents the practice has uploaded to the Patient Education folder via eDocuments.

• Select the desired document to provide to the patient.

Sending the Document • After searching and selecting the document, it

will now show in the Patient Education Material List.

• Click on the checkbox next to the document to be sent.

• Click the Save Button. • The patient will receive an email notification in

that their provider has sent them a Patient Education document via MyMedicalLocker. He/She will be able to view this document in the “My Chart” Section under the “Education” section.

Sending a Clinical Summary • Once the Provider has entered his/her 4-Digit PIN

and signed-off on a SOAP note, the patient’s electronic Clinical Summary will be queued.

• Once the patient’s scheduled appointment status is changed to CHECKED-OUT, the patient will automatically be sent a copy of his/her clinical summary in MyMedicalLocker™ under the My Chart section of MyMedicalLocker™.


Communicating Practice Announcements Practice Announcements can be communicated through the patient portal and will be visible to all patients who are connected to your practice via MyMedicalLocker™.

Step 1: Navigate to the MML Announcements • Navigate to the MML Announcements from the

Setup Portal. • Open the Setup Portal > Navigate to MML Setup >

Click Announcements

Step 2: Create an Announcement • Click on the “New” Icon to create an

announcement.

Step 3: Setup the Announcement • From this window, we will set the Announcement

Message Name (Subject). • Set the Start Date to display the message. • Set an End Date (Optional) for when to end this

Announcement. • Type in the body of the Announcement in the

Announcement section.


Viewing Current Announcements • From the Announcements Setup Screen, we can

view all created Announcements, including expired Announcements.

Managing Announcements Toolbar • From this window, we can manage any listed

Announcements via the Toolbar. • Click the “New” Icon to create a new

announcement. • Click “Open” to open an announcement by single-

clicking on it, then clicking Open. Or open an Announcement by double-clicking on it.

• Click the “Delete” Icon to delete a selected Announcement.

• Click the “Refresh” Icon to refresh the list after making changes.


Responses From the Responses section of the MML Setup, the practice can customize what message displays to the patient whenever he/she sends a message to the practice from MyMedicalLocker™.

Step 1: Navigate to the Responses Setup • Navigate to the Setup Portal > MML Setup >

Responses

Step 2: Customize the Response • Select the Response Group Type from the

dropdown – this type is going to be whatever type of message the patient selects in MyMedicalLocker™ (Appointment Request, Message, etc.)

• Type in your custom message. • Click Save.

Result • In this example, we’ve set-up a response for the

“Message” Type with the same details as the above picture. This is what the patient will see whenever he/she sends a message to the practice. You will see what we have set-up is now shown whenever the patient sends a message.

• Remember, this can be customized for any Message Type. You can have a different response for Appointment Requests, EMR Reviews, or any other Types from the list!


Self-Schedule With the Self-Schedule feature activated, practices will have the ability to allow patients to self-schedule via MyMedicalLocker™. Appointments scheduled via the Self-Schedule option will show on the practice’s schedule in the iScheduler, just like any other scheduled appointment. If your practice would like this feature, please reach out to the iSALUS team to get this feature activated. Your practice can then follow this user guide to setup the necessary features.

Step 1: Navigate to the Self-Schedule Setup • iSALUS has activated this feature for the practice. • Click on the Setup Portal > MML Setup > Self

Schedule. • This is where we will set up the Self-Schedule

rules and displays for patient access.

Step 2: Add a Self-Schedule Group • From the Self-Schedule Setup window, the

next step is to add a Self-Schedule Group. • Begin creating a new group by clicking on the

“Add” Icon – the white sheet of paper with a green plus sign.


Step 3: Set Up the Group • Create a Name for the newly created group. • Select the location(s) to enable for self-scheduling. • Select the appointment types to enable for self-

scheduling. • Click Save to create the group.

Step 4: Create the Sub-Group • The Sub-Group is what will be used to open

schedule access. • Click on the newly created Group, then click “Add

a New Self-Schedule” Icon (White sheet of Paper With Green Plus Sign).

Step 5: Setup the Sub-Group • Enter the name of the newly created Sub-Group. • Click Save.

Step 6: Verify Saved Changes • Verify that the Newly Created Sub-Group displays

underneath the master Group in the Self-Schedule Group List.


Appointment Placeholders Appointment Placeholders are a requirement for the Self-Scheduling feature to work. These are “templates” to define where on the schedule we want to allow a patient to self-schedule, and what appointment type it will be. It is important that the Resource/Provider(s) we setup in here match what we have in the Self-Schedule window. These Placeholders will show up on the iScheduler.

Step 1: Navigate to the iScheduler Day Setup • The iScheduler Day Setup is where we assign

placeholders on the schedule. • Open the Setup Portal > Schedule Setup >

iScheduler Day Setup.

Step 2: Select the Provider/Resource from the Personnel List. • In the Resource list, select the provider to add

Appointment Placeholders by clicking on his/her name in the list.

• This will open the provider’s schedule setup.

Step 3: Select where to add the Appointment Placeholder. • We will see the provider’s open schedule from

here. To add an appointment placeholder, left-click on the start time for the placeholder, then right click to add an appointment placeholder. In this example we are adding one to Wednesday the 7th at 4:00pm.


Step 4: Add the Appointment Placeholder • Select, the appropriate location for the

Appointment Placeholder, as well as the appropriate Appointment type, then click OK to add this.

Step 5: Save the Appointment Placeholder to the Schedule • Click Save to save the newly added placeholder. • We will now see the placeholder on the schedule.

Repeat adding placeholders to the schedule where appropriate and save the changes.

• A quick way to add placeholders of the same value, is by right clicking over a scheduled placeholder and selecting copy.

Helpful Feature for Recurring Placeholders • A helpful feature to copy the setup for the current

week on a recurring basis is the copy forward function. Use this ONLY if everything from this week should be copied forward EXACTLY like the current week.

• Click the Copy Icon (2 White Sheets of Paper next to Save).

• Select the Dates/Weeks that apply, the Week Day(s) to copy, and the Resource to copy to.

• Click Ok to save the changes.

Patient Setup and Assignment The final piece to complete this is to assign a patient to a Self-Schedule group. By setting this up, this individual patient will be given access in his/her MyMedicalLocker™ to search for open appointments and Self Schedule on the practice schedule. This assignment is done on a patient-by-patient basis.


Step 1: Navigate to the Patient Setup • Open the Setup Portal > Basic Setup > Patients

Step 2: Search for the patient who will receive Self-Schedule Access. • In the upper right-hand side, click on the

magnifying glass icon to open the search bar. • Type in the patient name to search for the patient,

then select the patient to open his/her setup window. In this case, we will use Bob K. Test.

Step 3: Open the Self-Schedule Assignment. • On the left-hand side, we will see a list of

columns we can set up for this patient. • Click on “MML Self Schedule.”


Step 4: Select the Self-Schedule Group • From the Self-Schedule Assignment window,

select the appropriate Self-Schedule group. This will be one of the Sub-Groups we have created from the Self-Schedule Setup.

• Click the Dropdown Icon to select a sub-group. This will assign which location and provider(s) will be available for this patient to Self-Schedule.

Step 5: Complete the Self-Schedule Setup • Set the Status to “Active” • Define Clinic Access Start – this will be the

beginning date for Self-Scheduling to be available. • Define the Clinic Access End - only if we want to

cut off access at a specific point in time. • Set the Registration Date – this should be

PREVIOUS to today’s date for patient access. • Save the Changes.

Setup Complete • Now that all components of the Self-Schedule

feature are complete, patients will now be able to self-schedule directly from MyMedicalLocker™.