Version 3 - Munson HealthcareVersion 3.7. July 2012 A guide to ... Front Office Users Guide ... Enabling the eClinicalWorks P2P Security Attribute If you do not have Administrator

© eClinicalWorks, 2012. All rights reserved

eCLINICALWORKS P2P

Version 3.7

July 2012 A guide to building networks and collaborating with providers using eClinicalWorks P2P.

CONTENTS

ABOUT THIS GUIDE __________________________________________________5Product Documentation___________________________________________________________ 5

Finding the Documents _______________________________________________________________ 5Webinars___________________________________________________________________________ 5eClinicalWorks Newsletter _____________________________________________________________ 6

Getting Support _________________________________________________________________ 6

Conventions ____________________________________________________________________ 6

ABOUT eCLINICALWORKS P2P __________________________________________8Concept____________________________________________________________________________ 8Functions __________________________________________________________________________ 9

Features and Functions Available to eCW Providers _____________________________________ 9Features and Functions Available to Non-eCW Providers ________________________________ 10

Building the P2P Network ____________________________________________________________ 10

ACTIVATING eCLINICALWORKS P2P______________________________________11

REGISTRATION _____________________________________________________12Registration from My Settings_____________________________________________________ 12

Registration from an Invitation ____________________________________________________ 17

Linking to an Existing eClinicalWorks P2P Account____________________________________ 21

POST-REGISTRATION ________________________________________________25Settings _______________________________________________________________________ 25

Configuring Settings _________________________________________________________________ 25User Settings ___________________________________________________________________ 26Schedule Access _________________________________________________________________ 27Notifications ____________________________________________________________________ 29Non-Provider Staff Authorization ___________________________________________________ 29Security Questions _______________________________________________________________ 30Enter Invitation Key ______________________________________________________________ 31NHIN Direct Health Address _______________________________________________________ 31

My Profile _________________________________________________________________________ 31Your Profile Picture _________________________________________________________________ 33

© Copyright eClinicalWorks, July 2012 - eClinicalWorks P2P Users Guide 2

BUILDING YOUR eCLINICALWORKS P2P NETWORK ___________________________36Sending Invitations ______________________________________________________________ 36

Find Provider and Send E-mail Invitation_____________________________________________ 38Send an E-mail Invitation _________________________________________________________ 40Fax an Invitation ________________________________________________________________ 40

Accepting Invitations ____________________________________________________________ 42Accepting Invitations - eClinicalWorks Users _____________________________________________ 42Accepting Invitations - Non-eClinicalWorks Users _________________________________________ 44

Managing Invitations in eCW______________________________________________________ 45Invitations Received in eCW __________________________________________________________ 45Pending Invitations Sent from eCW ____________________________________________________ 46

Sending Reminders from eCW______________________________________________________ 46

My Favorites ___________________________________________________________________ 47Adding Favorites____________________________________________________________________ 47Removing Favorites _________________________________________________________________ 48

REFERRALS _______________________________________________________49Sending P2P Referrals ___________________________________________________________ 49

Receiving P2P Referrals __________________________________________________________ 54

SCHEDULING ______________________________________________________58Creating eCW P2P Appointments __________________________________________________ 58

Tracking eCW P2P Appointments __________________________________________________ 60

MESSAGING ______________________________________________________62

ECW P2P PORTAL _________________________________________________65P2P Portal Overview_____________________________________________________________ 65

Getting Started on the P2P Portal__________________________________________________ 66Portal Registration __________________________________________________________________ 67

Portal Registration for eCW Users___________________________________________________ 67Registering for the Portal Directly from eClinicalWorks _______________________________ 67Registering for the Portal from an Invitation________________________________________ 67

Portal Registration for Non-eCW Users_______________________________________________ 68

eCW P2P Messages______________________________________________________________ 68Sending Portal Messages _____________________________________________________________ 68Receiving Portal Messages____________________________________________________________ 69


Contents

Portal Attachments__________________________________________________________________ 70

Portal Contacts _________________________________________________________________71

Managing Portal Invitations_______________________________________________________71

My Portal Profile________________________________________________________________72

Portal Settings__________________________________________________________________73

APPENDIX A: eCLINICALWORKS P2P MEANINGFUL USE SCENARIOS ______________ 74Introduction to Meaningful Use ___________________________________________________74

Exchanging Clinical Information via eCW P2P ________________________________________75

APPENDIX B: NOTICES ______________________________________________ 77Trademarks ____________________________________________________________________77


ABOUT THIS GUIDE

This guide details the activation, configuration, and usage of eClinicalWorks® P2P®, for eClinicalWorks users and non-eClinicalWorks users alike. eClinicalWorks P2P is enabled for eClinicalWorks users on Version 9.0 and higher.

For questions about using eCW P2P in your practice, e-mail eClinicalWorks Sales: [email protected].

Product DocumentationThe following documentation supports eClinicalWorks Electronic Medical Record (EMR), Practice Management (PM), and/or additional software features:

Finding the Documents

eClinicalWorks Documentation is available from the my.eclinicalworks.com Customer Portal: https://my.eclinicalworks.com.

Webinars

For more information, take advantage of the free unlimited eClinicalWorks webinars—interactive seminars conducted online. These courses are presented by product trainers who are experts with eClinicalWorks and all of its capabilities.

To sign up for an eClinicalWorks webinar click the link:

https://my.eclinicalworks.com/eManager/jsp/eCRM/Webinar.jsp

System Administration Users Guide Release Notes Front Office Users Guide Front Office Setup Guide

Patient Portal Users Guide eClinicalMessenger Users Guide

Electronic Medical Records Users Guide Electronic Medical Records Setup Guide

eClinicalMobile Users Guide eBO Metadata and Query Studio Users Guide

Billing Users Guide Billing Setup Guide

eBO Canned Reports Users Guide eClinicalWorks P2P Users Guide

ePayment Users Guide Security Attributes and Logs Guide


mailto: [email protected]

https://my.eclinicalworks.com/eManager/jsp/eCRM/Webinar.jsp

https://my.eclinicalworks.com/

About This Guide Getting Support

eClinicalWorks Newsletter

To receive important, timely, and informative product notifications, subscribe to the eClinicalWorks Newsletter e-mailing list.

To subscribe to the newsletter:

Available on the my.eclinicalworks Customer Portal: https://my.eclinicalworks.com

OR

Available on the eClinicalWorks website: http://eclinicalworks.com/

OR

Click the direct link: eClinicalWorks Newsletter

Getting SupportSend messages directly to eClinicalWorks Support through the eClinicalWorks Customer Portal:

https://my.eclinicalworks.com

You may also call or e-mail eClinicalWorks Support:

Phone: (508) 475-0450

E-mail: [email protected]

ConventionsThis section list typographical conventions and describes the icons used to call out additional information and to indicate item keys, new features, and enhancements to the application.

The following typographical conventions are used in this guide:

The following icons are used to highlight new features and indicate enhanced features and item keys:

Bold Identifies options, keywords, and items in a description.

Italic Indicates variables, new terms and concepts, foreign words, or emphasis.

Monospace Identifies examples of specific data values, and messages from the system, or information that you should actually type.



http://eclinicalworks.com/

http://visitor.constantcontact.com/manage/optin/ea?v=0019HoID97QI3eGOPJ7ov8gtg%3D%3D


mailto: [email protected]

About This Guide Conventions

Icon Description

Indicates this is an item key.

Identifies new features, suggested by clients, from the eCWIdeas website: http://ecwideas.eclinicalworks.com.

Points out helpful tips or additional information.

Indicates feature meets a Meaningful Use requirement.


http://ecwideas.eclinicalworks.comu

http://ecwideas.eclinicalworks.comu

ABOUT eCLINICALWORKS P2P

eClinicalWorks® P2P® is a secure Provider-to-Provider communication network, and it facilitates improved quality, safety, and efficiency of care. By joining the network, you can further patient engagement, coordination of care, and population health using an intra-practice-to-inter-practice infrastructure.

Setting up eClinicalWorks P2P in your practice is a simple three-step process:

Administrator Security

Activation

Registration

Once this setup is complete, you can begin collaborating with other eClinicalWorks users and start building your own personal network. You can construct your network by:

Inviting providers

Accepting invitations from other providers

As your address book grows, you can interact with other providers via messaging and referrals, all on a secure network.

Concept

With the exception of the emerging technologies such as Health Information Exchange (HIE), clinicians are currently limited to antiquated patient document exchange techniques, such as faxing, printing, and electronic printing/saving (CD, flash drive document extraction). Each of these options lacks security, and the ability to send and receive real data. Instead, they offer image file (.pdf, bitmap, .jpg, etc.) transfers, and require a user-intensive workflow associated to interpreting, sorting, scanning, and managing hard paper or electronic files.

eClinicalWorks P2P takes a huge leap forward by providing a mechanism for provider-to-provider communication and patient data exchange, while maintaining autonomy from outside integrations or HIEs. The five core functions currently available using P2P are:

Appointment scheduling Requesting patient records Sending and receiving referrals Overall provider-to-provider patient data

exchange and communication Sending and receiving patient records


About eClinicalWorks P2P

Functions

A key step toward using eClinicalWorks P2P successfully is building connections among providers. Each provider must build a network of connections to other providers, similar to adding a friend on a social networking site. Once a connection is made between two providers, they are able to utilize the appropriate P2P functions and integrate them into their daily workflow to improve efficiency.

There are two distinct types of P2P providers:

A current eClinicalWorks provider

A provider not currently using eClinicalWorks:

A provider using an EMR/EHR other than eClinicalWorks

A provider not using any electronic medical records system

For providers using eClinicalWorks, all P2P features and functions are executed within the eCW application. Non-eClinicalWorks providers can use P2P over a secure portal accessible through a Web browser. As a result, the non-eCW providers will have some inherent limitations in the P2P features. eCW providers can also use the P2P Portal if they choose.

Features and Functions Available to eCW Providers

Building a Network of Connections to other Providers

Appointment Scheduling

Sending and Receiving Referrals

Requesting Patient Records

Sending/Receiving Patient Records

Documents

CCR/CCD data

Messaging communication


About eClinicalWorks P2P

Features and Functions Available to Non-eCW Providers

Non-eClinicalWorks providers can perform the following tasks from the secure P2P Portal:

Building a Network of Connections to other Providers

Requesting Patient Records

Sending/Receiving Patient Records

Documents

Messaging communication

Building the P2P Network

Building the eClinicalWorks P2P network can be accomplished by either inviting individual providers to connect and accepting invitations, or by association with a community network. Neither of these methods is mutually exclusive, therefore, a provider may build his/her network by utilizing a both methods.



ACTIVATING eCLINICALWORKS P2P

To activate eClinicalWorks® P2P®, refer to the eClinicalWorks On-Demand Product Activation guide.

The guide covers:

Practice Activation - Administrator Level

Enabling the eClinicalWorks P2P Security Attribute

If you do not have Administrator privileges, contact your practice administrator.

REGISTRATION

Once eClinicalWorks® P2P® has been activated for the practice, the one-time registration process for all subsequent users is simple—any provider that registers will bypass the activation steps and proceed directly to the registration. Provider registration can occur in two distinct ways:

Direct registration from My Settings

Registration through an invitation

Linking an existing P2P Portal registration to the eClinicalWorks application

For information on activating eClinicalWorks P2P, refer to eClinicalWorks On-Demand Product Activation guide.

Registration from My Settings To register for eClinicalWorks P2P:

1. From the File menu, point to the Settings option and click My Settings.

The My Settings window opens.

2. Click the eClinicalWorks P2P tab.

The eClinicalWorks P2P tab displays:


Registration Registration from My Settings

3. (Optional) Click the link What is eClinicalWorks P2P?

A description of eClinicalWorks P2P displays.

To download the eClinicalWorks P2P Users Guide, click the Learn More link.

To view the P2P Tutorial click the white arrow:

a. Close the window.

4. Click the Join eClinicalWorks P2P button.

The Registration window displays.

The registration window is pre-populated with the information pulled from the provider’s eCW profile, and pre-populates into the Registration window. The provider’s password is masked for security purposes.

The system populates the Already have an account? section with the provider's e-mail address, however, this section may only be used if a provider had registered as a Web user before registering the account in the eClinicalWorks application:

Note: Be sure the NPI number is included, as this is one of the key pieces of information for finding and identifying providers on the P2P network.



5. If you, the provider, have not previously registered as a user, enter the information in the top of the Registration form:

6. Click Create Account to register with eClinicalWorks P2P.

A confirmation window displays with the provider name and address associated with the NPI information related to the account.

Field Description

First Name Enter your first name.

Last Name Enter your last name.

E-mail Enter an e-mail address. This E-mail Address will be your username.

Password Enter a password.

Confirm Password Enter the same password as above. They must match to continue.

Zip Code Enter your ZIP Code.

NPI Number Enter your NPI Number.



If the information was not correctly entered or not available the following error window displays. Re-enter the requested information—the NPI number is this example:

7. Click Register:

After registration, the following window displays on the eClinicalWorks P2P tab for registered users:



For information for all settings found on this window, refer to the section titled Settings on page 25.

No logout/login is necessary - the user is instantly logged in and activated. The eClinicalWorks P2P activation also activates the P2P menu options (green P icons) under the S, T, and M Quick-Launch buttons (jelly beans):

M Jelly Bean S Jelly Bean T Jelly Bean


Registration Registration from an Invitation

Registration from an InvitationTo register for eClinicalWorks P2P from an invitation:

1. From the e-mail invitation, copy the included invitation key:

This invitation key is unique, and for one-time use only.

To copy the invitation key, highlight the key and right-click to display the Copy option from the drop-down list. Alternatively, use the hot keys Ctrl + C to copy the highlighted text.







a. To download the eClinicalWorks P2P Users Guide, click the Learn More link:



b. Close the window.

5. From the eClinicalWorks P2P tab, click the Join eClinicalWorks P2P button.

The Registration window displays.

6. Under the Invitations section, paste the unique key from the e-mail message into the Invitation key field.

To paste the invitation key, right-click inside the field to display the Paste option from the drop-down list. Alternatively, use the hot keys Ctrl + V to paste the copied invitation key:



7. Click Create Account to register with eClinicalWorks P2P.

A confirmation window displays with the provider name and address associated with the NPI information related to the account:

8. Click Register to confirm:

After registration, the following window displays on the eClinicalWorks P2P tab for registered users:



For information for all settings found on this Settings window, refer to Settings on page 25.

No logout/login is necessary - the user is logged in and activated. The eClinicalWorks P2P activation also activates the P2P menu options (green P icons) under the M, S, and T Quick-Launch buttons (jelly beans):

M Jelly Bean S Jelly Bean T Jelly Bean


Registration Linking to an Existing eClinicalWorks P2P Account

Linking to an Existing eClinicalWorks P2P AccountIn some cases, eClinicalWorks P2P users may have registered on the network through the eClinicalWorks P2P Portal prior to using P2P from within the eClinicalWorks EMR application. In this situation, it is necessary to link the existing P2P account to the eClinicalWorks EMR application.

To link an existing P2P Portal account to the eClinicalWorks account:







a. To download the eClinicalWorks P2P Users Guide, click the Learn More link:



b. Close the window.


The Registration window displays:



5. In the Already have an account section, enter the e-mail address used for the eClinicalWorks P2P account.

This must be the same e-mail address that was previously used.

6. In the Password field, enter the P2P Portal password associated with the P2P Portal account.

7. Click Link Account.

A confirmation window displays with the provider name and address associated with the NPI information related to the account.

8. Click Register to confirm:



Click Cancel if for some reason the two accounts should not be linked.

After the accounts are linked, verify or configure the provider settings. For more information on configuring the provider settings, refer to the section titled Settings on page 25.


POST-REGISTRATION

This section details the settings to be configured by eClinicalWorks® providers after registering for eClinicalWorks® P2P®.

Settings

Once your activation is complete, your profile page displays on the eClinicalWorks P2P tab. Use this page to manage your settings, including your profile picture.

The profile options include:

Configuring Settings

To configure any of the sections listed above:





User Settings Name My Profile Position Profile Picture Location of Practice Member Since - this is a dynamic running

counter that begins after activation. Phone Number


Post-Registration Settings

User Settings

To configure User settings:

1. Access User preferences from the Settings link on the eClinicalWorks P2P tab.

Note: Many users will receive a security prompt when first accessing the Settings page:

Depending upon the user’s browser and version, choose the option that will display all secure and non-secure information on the window. Failure to allow could lead to navigation failures in the Authorized Staff field.

For example, the user should select No, which would then display secure and non-secure content to display. Check the browser settings and configure the settings to allow the correct option in the future.



2. After any of the following security settings have been updated, click the OK button at the bottom of the page to save the settings.

3. Log out, and then log in again to reflect the new setting changes.

Schedule Access

The Schedule Access tool gives eClinicalWorks providers the ability to manage and share their schedule availability with their contacts in the eClinicalWorks P2P network.

The access settings let you determine:

if you would like other providers to be able to reserve appointments on your calendar

which providers can reserve appointments:

Note: The Schedule Access feature is exclusive to eClinicalWorks providers registered on the P2P network. Non-eCW users do not have access to this feature.



There are two radio button options on the Settings page that provide the ability to allow or disallow any number of network providers to access your schedule to reserve appointments.

You may choose to allow access to a small group of known providers in your My Favorites list, or you may open your schedule to any provider in the network; the choice is yours.

Use the Configure User Level Access link on the options to allow or disallow access to specific providers. Use the radio buttons and filters on the window to find providers and set their permissions:

The legend at the bottom of the page indicates the row shading associated with each provider in the list.

For information on working with Schedule Access, refer to the section titled Scheduling on page 58.



Notifications

The Notification section contains an optional feature that alerts a provider or staff member to account activity in four areas: Appointments, Referrals, Patient Records, and Secure Message:

No sensitive clinical or patient-specific information is transferred in these notifications. These notifications are not tied to the Messages feature under the M Quick-Launch button (M jelly bean).

To use eClinicalWorks P2P Notifications:

1. From the Settings page, click the check box(es) next to the types of notifications you want to receive.

2. In the field below the check boxes, enter an e-mail address where these notifications should be sent.

A notification for any new messages received will be sent to this address.

Non-Provider Staff Authorization

Non-provider staff can be authorized for eClinicalWorks P2P access, and this feature is also referred to as the On Behalf Of setting. Authorized staff members can be assigned to send and receive P2P information on behalf of the provider who authorizes their access. Authorized staff members can send messages, patient records, and referrals on behalf of the provider. It also allows authorized staff to manage incoming patient records as needed.

To authorize non-provider staff members for P2P use:

1. From the Settings page, click the Browse button to locate the staff member(s):

The Staff Lookup window opens:

Note: These notifications do NOT route to the Messages section under the M jelly bean; they are separate from the EMR application and are routed to the e-mail address provided in this section.



2. Locate and select the staff member(s) who will be responsible for sending and receiving P2P information on behalf of the authorizing provider.

3. When the staff members have been selected, click OK to close the Staff Lookup window and return to the P2P Settings window.

Security Questions

The Security Question section relates to security access to the eClinicalWorks P2P Web Portal. Upon registration, users are asked to enter two secret questions and two private answers, which can later be used for verification in the event of a forgotten password.

The Security Questions are part of the initial registration process; however, the questions and answers can be edited here if necessary.

Tip: If you select multiple staff members and no names are populated after clicking OK, use the following solution to avoid a support ticket.

1. Click Browse.2. Select only one staff member.3. Click OK. The staff name will appear.4. Click Browse and select all remaining staff together.



Enter Invitation Key

The Invitation Key field is used by eClinicalWorks providers who have been invited to join the P2P network by another eCW provider. Simply copy the unique invitation key from the invitation e-mail message, paste it into this field, and then click Save.

NHIN Direct Health Address

All eClinicalWorks providers with an NHIN Direct Health address can enter their address into this field to use eClinicalWorks P2P to access their NHIN Direct functionality.

My Profile

To update the My Profile settings:

1. From the eClinicalWorks P2P tab, click My Profile:

2. Click the My Profile Link.

The My Profile page displays:

Note: This feature is in place for future integration and is not currently active.



Complete the fields on the My Profile window:

Field Description

First Name Enter the full first name of the provider.

Last Name Enter the full last name of the provider.

Middle Name Enter the middle name or initial of the provider.

Specialty Enter the provider’s field of specialty. Use the More (...) button to browse for the specialty using the Taxonomy code.

Mail Address Enter the mailing address for the provider.

City Enter the city of the mailing address.

State Enter the state of the mailing address.

ZIP Enter the ZIP Code of the mailing address.

Practice Phone Enter the main phone number for the practice.

Preferred Contact Number Enter the best phone number to contact the practice.

Fax Enter the main fax number for the practice.



3. Click Save to save the provider profile details.

4. Click the Back link at the top left of the window.

Your Profile Picture

There is an easy-to-use profile picture tool that allows you to upload a picture from your computer and crop it - all from right within the profile page:

To add or change your profile photo:

1. From the eClinicalWorks P2P tab, click the Change link.

The picture upload dialog box opens:

2. Click the Upload your picture radio button, and then click Browse to locate your photo on your computer.

Note: Photos must be in JPEG (.jpg) format.



3. Once you've located your photo on your computer, highlight it and click Open:

Your photo will be loaded into the photo position; use the Crop tool to adjust the size and position of your photo:



4. When the photo is positioned and resized to your liking, click the Apply Changes button to save it.

Click Cancel if you want to exit without saving a photo.

You also have the option to leave your photo blank or remove an existing photo at any time. Just click the No Picture radio button on the picture upload dialog box.


BUILDING YOUR eCLINICALWORKS P2P NETWORK

Once eClinicalWorks® P2P® has been activated, users can begin building their network and collaborating with other providers. A successful network is comprised of trusted or referred providers that exchanges mutually beneficial information, but it can used for less formal messaging and social networking as well.

Building your network begins with sending invitations to providers.

To send an invitation, use the various invitation methods located on the Invitations page.

The options are:

Find a provider and send an e-mail

Send an e-mail

Send a fax

The e-mail message sent to providers will be tailored for each situation; if the user is not on P2P, the message invites them to join. If the user is currently on the P2P network, the e-mail message invites the provider to connect with the inviter.

Sending InvitationsOne way to build your network is to directly invite colleagues using the invitation tools within eClinicalWorks P2P. eClinicalWorks uses the national provider database, which is based on NPI identification numbers, so finding providers is a simple process, regardless of their geographical location.

Each provider’s contact list is unique and must be established individually before exchanging information on the P2P network. Invitations can be sent by eClinicalWorks providers to other eCW providers, non-eCW providers on different EHR system, or to providers who are not using any EHR system at all.

To send an invitation:

1. Click the M (Messages) Quick-Launch button (jelly bean) in the toolbar to display the P2P options.

P2P messaging options are indicated by green P icons.

2. Click the Add eCW P2P Providers option:


Building Your eClinicalWorks P2P Network Sending Invitations

The P2P window opens. This window is divided into four tabs:

My Favorites (open by default)

My Address Book

Invite

Providers You May Know

3. Click the Invite tab to open the Invitation window:



4. To locate and contact a provider, use one of the three options:

Find Provider and Send E-mail Invitation

Send an E-mail Invitation

Fax an Invitation

Find Provider and Send E-mail Invitation

In the Find Provider and Send E-Mail Invitation section, eClinicalWorks provide access to the National Provider database, so locating providers is easy and fast.

To locate a provider and send an invitation:

1. Use the Provider or Specialty filters to locate the provider in the embedded National Provider Database, and then narrow the search using the additional filters.

Providers in the list who are currently registered on the P2P network are indicated with a registered provider icon:



To search for registered eCW P2P user only, check the Search registered users only box.

2. Once the provider has been located, click the Invite button adjacent to the provider's name.

If the provider is a registered P2P user, the Invitation window opens with the provider’s information pre-populated. Type a custom invitation message and click the Send Invitation button:

Invitations sent to eClinicalWorks providers will display in that provider’s M Quick-Launch button (jelly bean), and to their P2P Portal inbox. An invitation that is accepted in one of these two locations will instantly synchronize as Accepted at the other location.

If the provider is not a registered P2P user, the Invitation window opens with the provider’s name pre-populated, however an e-mail address for the provider must be entered into the

Note: Providers that are currently connected to you will NOT appear in your search list. Once they accept your invitation to connect, they are immediately hidden from this list.



E-mail field. Type a custom invitation message and click the Send Invitation button:

Invitations sent to all providers can be reviewed from the My Favorites window. For more information, refer to the section titled Pending Invitations Sent from eCW on page 46.

Send an E-mail Invitation

From the Invitations window, enter the provider’s first and last name, a known e-mail address, and an optional note, and then click E-mail Invitation:

A confirmation message will display indicating that the invitation was sent. Invitations sent to all providers can be reviewed from the My Favorites window.

For more information, refer to the section titled Pending Invitations Sent from eCW on page 46.

Fax an Invitation

From the Invitations window, enter the provider’s first and last name, a known fax number, and an optional note, and then click Fax Invitation:



A confirmation message will display indicating that the invitation was sent. Invitations sent to all providers can be reviewed from the My Favorites window. For more information, refer to the section titled Pending Invitations Sent from eCW on page 46.

The invitation is sent to the provider as an e-mail or fax message. The e-mail message includes instructions for accepting the invitation and joining the network:

The invitation includes a registration key for existing eClinicalWorks users, or a link for non-eClinicalWorks users.

Once the user accepts your invitation with one of these methods, they are automatically added to your contacts under My Address Book.

Once a provider is saved in your Address Book, you have the option to add them to your My Favorites list.

For information about creating and using your My Favorites list, refer to My Favorites on page 47.

For information on receiving and accepting invitations, refer to the section Accepting Invitations on page 42.


Building Your eClinicalWorks P2P Network Accepting Invitations

Accepting InvitationsLike most steps in the eClinicalWorks P2P network-building process, accepting invitations is simple and intuitive. Invitations fall into two general categories—direct to Inbox invitations (for registered P2P users only) and e-mail/faxed invitations.

There are two distinct methods for accepting invitations depending upon these two scenarios.

Non-registered users will receive an e-mail or faxed invitation. Registered users may sometimes receive these invitations, as well. To accept an e-mail invitation, copy the invitation key listed in the e-mail and paste it into the appropriate area in the P2P settings found on the P2P profile (or the main-page for Web Portal users).

Accepting Invitations - eClinicalWorks Users

eCW users with an existing P2P account can expect their invitations to display through the M Quick-Launch button (jelly bean) under the eCW P2P Invitations option:

Accepted invitations are indicated as such in the Invitation window. The sending provider (inviter) will receive notifications when their invitations are accepted by other providers.

To accept an invitation to eClinicalWorks P2P within eCW:

1. From the eCW P2P Invitations window, click on the invitation.

The invitation window opens displaying the custom message, if any, and options to accept or decline the invitation.

To consider the invitation at a later time with no action, click Close to close the invitation.

When an eClinicalWorks P2P invitation is sent to a fellow eCW user, the invitation method includes a unique alphanumeric invitation key:



2. Highlight and copy the entire invitation key characters (Ctrl+C).

3. From the File menu, point to the Settings option, and then click My Settings.





The Registration window displays:

Note: This unique key is for one-time use only by the intended recipient.



6. Paste the invitation key into the Invitation key field (Ctrl+V), and then click Create Account.

The provider is now connected to eClinicalWorks P2P network and all related information is displayed in the address books of both the sender and the recipient.

For information on sending invitations, refer to Sending Invitations on page 36.

Accepting Invitations - Non-eClinicalWorks Users

Invitations sent to non-eClinicalWorks users include a URL hyperlink to the eCW P2P Portal, which was created specifically for non-eClinicalWorks users. This portal is structured like a traditional e-mail application, with Inbox, Sent Mail, and Archived folders.


Building Your eClinicalWorks P2P Network Managing Invitations in eCW

When the invitee clicks on the P2P Portal URL, the registration window displays and carries the provider through the registration process.

For more information on the using the Web Portal, refer to eCW P2P Portal on page 65.

Managing Invitations in eCWIncoming and outgoing invitations can be managed from within the eClinicalWorks application. Incoming invitations are managed from the eCW P2P Invitations window, and outgoing/pending invitations are managed from the My Favorites window on the P2P window. Incoming and outgoing messages on the P2P Portal are managed from within the Portal itself. For more information on invitations on the P2P Portal, refer to Managing Portal Invitations on page 71.

Invitations Received in eCW

For eClinicalWorks EHR users, received invitations can be managed from the eCW P2P Invitations window. This window can be accessed from the M Quick-Launch button (jelly bean):

This option launches the eCW P2P Invitations window, which contains two tabs: Unread eCW P2P Invitations and All eCW P2P Invitations:


Building Your eClinicalWorks P2P Network Managing Invitations in eCW

Pending Invitations Sent from eCW

To review invitations sent from eCW:

1. Click the M Quick-Launch button (jelly bean), and then select Add eCW P2P Providers.

The P2P window opens.

2. Click the My Favorites tab.

3. At the bottom of the My Favorites window, review the list of pending invitations under the Awaiting confirmation for my invitations heading:

Sending Reminders from eCW

P2P invitations sent from eClinicalWorks will remain in Pending status in the list at the bottom of the My Favorites window until the receiving provider accepts the invitation. To send a reminder, click the Ringing Bell icon on the Awaiting confirmation for my invitations section to the right of the provider’s name:


Building Your eClinicalWorks P2P Network My Favorites

My FavoritesOnce providers are connected to you on the eClinicalWorks P2P network, you can mark your favorites or frequently contacted providers in the My Favorites tab of the P2P module for quick access.

This feature becomes more useful as your list of connected providers expands and your network grows. All providers in My Address book have yellow stars with indicators:

Yellow star with green circle - Provider eligible to add to My Favorites list.

Yellow star with red circle - Provider currently in My Favorites list.

Adding Favorites

To mark a provider as a favorite, locate the provider in the My Address Book tab, and click the yellow star with the green circle next to their name:

The provider is marked as a favorite in the My Favorites list, and their profile and contact information displays on the My Favorites tab:


Building Your eClinicalWorks P2P Network My Favorites

Removing Favorites

To remove a provider from the My Favorites list, locate the provider in the My Address Book tab, and click the yellow star with the red circle next to their name:

Click the Remove Provider button on the confirmation window to remove the provider from list.


REFERRALS

Send or receive referrals through eClinicalWorks® P2P®, to and from eCW and non-eCW providers alike.

Sending P2P Referrals

Referrals can be sent from a number of locations from within eClinicalWorks, such as the Referrals window in the patient workflow, or directly from the P2P referral option under the T Quick-Launch button (jelly bean). In general, the referrals workflow is largely unchanged, yet the method of sending is as simple as selecting the P2P Referral option in most cases.

The instructions that follow begin from the T Quick-Launch button (jelly bean); the workflow from the Outgoing Referral window within a patient's Progress Note is similar.

To send a referral using eClinicalWorks P2P:

1. From eClinicalWorks, click the T Quick-Launch button (jelly bean) to display a drop-down list.

2. From this list, click Send eCW Referral/Consult, which is indicated by a green P2P icon:

The Referral (Outgoing) window opens, and the logged-in user's name displays in the Ref From field:

Meaningful Use


Referrals Sending P2P Referrals

3. In the Refer To section, click the More (…) button to open the Referring Physician Lookup page:



You may also filter the results list by specialty by using the Specialty drop-down list prior to searching by provider name.

The Referring Physician Lookup window opens, with two tabs displayed: Referring Providers and eCW P2P Providers. The eCW P2P Providers tab includes a search window that queries all providers who are currently on the eCW P2P network. This tab opens to the logged-in user's My Favorites list by default:

The people icons indicate that the providers have the ability to exchange data via eClinicalWorks P2P:

All eCW P2P providers are listed on the eCW P2P Providers tab.

4. Use the search tool on the eCW P2P Providers tab to locate the provider who will receive the referral, then use the radio button to select the provider.

5. Click OK.

The selected provider is added to the Refer To field on the Outgoing Referral window:

6. Complete the referral details as usual, and click the Attachments button to include any attachments, such as the Continuity of Care (CCR/CCD) record if needed:

o



The CCR/CCD record contains the patient’s up-to-date medical summary information in a discrete C-32 format, which will allow the receiving provider to import the patient’s data directly into their documentation. This record can only be sent from the eClinicalWorks application through eCW P2P.

For more information on satisfying Meaningful Use Core Objective 170.304 (i) - Exchanging Clinical Information Electronically Between Providers, refer to Appendix A: eClinicalWorks P2P Meaningful Use Scenarios on page 74.

7. When the referral details are complete, click the Send Referral button to choose a delivery option:

Method Description

Print Prepares the referral for printing and displays the Print dialog box.

Print with Attachments Prepares and displays the referral and attachments for printing. Also displays the Print dialog box.

Fax Prepares and displays the referral for faxing. Displays the Fax Preview window.

Fax with Attachments Prepares and displays the referral and attachments for faxing. Displays the Fax Preview window.



8. To send the referral through eCW P2P without scheduling an appointment, click the No Thanks radio button, and then click Send Referral.

9. (Optional) To send the referral instantly through the eCW P2P network:

a. Click the Schedule & Send Referral button:

The Schedule Appointment window opens for the referred provider:

b. Enter the preferred date and times and click Search.

Send Instantly via eCW P2P Gives the option to send the referral via the eCW P2P network, and also gives an option to reserve an appointment on the referred provider's schedule (if available).

Note: Referrals that include the CCR/CCD record must be sent using this option only.

Note: The scheduling option is available only when both sending and receiving provider in the referral are registered on the eCW P2P network.

Method Description


Referrals Receiving P2P Referrals

The window will refresh with the available time slots for the referred provider:

c. Click the Book button for the best available time slot.

A confirmation window displays when the appointment is successfully reserved:

Click Print to print the confirmation for the patient.

Receiving P2P Referrals

Incoming referrals and records must be matched to a patient.

To link a referral to a patient:

1. From the Incoming Referrals window, click the incoming referral to open the Referral window.

The unlinked patient name displays in red within the Patient field:

Note: The Date, Start Time, and End Time fields have easy-to-use pop-up scheduling tools such as calendars and preset time slots to speed the entry process. Click in the field to open the respective tool.

Meaningful Use



2. Click the Select (Sel) button next to the Patient field to open the Patient Lookup window.

The eCW system searches and retrieves possible matches for the referral patient. Matching and registration options display in the left pane:

3. When the patient has been located within eClinicalWorks, click the patient row to highlight, and then click the Match and Select button.

New patients can be registered at this point if needed.

a. Click the Register button to open the Demographics window and document the patient information according to the normal new patient workflow.

Records from an eCW provider will populate the basic fields such as Name, Address, Date of Birth, and Gender.



Existing matched patients will display as Patient Already Matched. Click the Use Matched Patient button to confirm the link.

b. Proceed with the referral according to normal referral workflow, such as managing any attachments.

4. To view any attachments, click the Attachments button.

This referral can be assigned to another provider or resource, or addressed by the current provider.

5. Click the OK button to download the attachments to the patient’s documents under Patient Documents or from the DRTLA tab in the Right Chart Panel (ICW):

For records from non-eCW docs, the options here will not display. To select a patient double-click on the patient's name:

There are several referral actions that can be accomplished from the DRTLA tab:

Icon Action Description

Attachment Click the paper clip icon to view any attachments included in the referral.

CCR Import Click the red CCR link icon to open the CCR.

This feature allows a large amount of important patient data from the sending provider to be inserted into the patient’s Progress Note quickly and accurately at the receiving provider’s system.

Import Click the blue arrows for the sections or individual items to import.



Example of the CCR information as it displays within the DRTLA Tab:

Reply To The curved blue Reply To arrow displays in a number of locations where P2P functionality is present. This action creates a new patient record in response to the previous transmission.

The Send eCW P2P Patient Record window opens, and the fields populate based on the item received, and Message field can be used for a general message, consult, or request for additional information.

Messages sent from this action display for receiving provider under the T Quick-Launch button (jelly bean), or in the Web Portal inbox

Icon Action Description


SCHEDULING

eClinicalWorks® P2P® streamlines the referral process dramatically by allowing access to the schedules of collaborating providers. Scheduling through P2P is very useful for communities with a closed set of eClinicalWorks providers.

Appointments can be scheduled on another eCW provider's schedule from the Referral window, the T Quick-Launch button (jelly bean), and the Share button in the patient HUB. (This is also true for P2P Patient Records and P2P Referrals.):

Creating eCW P2P AppointmentsThe instructions that follow begin from the T Quick-Launch button (jelly bean); the workflow from the Outgoing Referral window within a patient's Progress Note can be found in the section Sending P2P Referrals on page 49.

To create an eCW P2P appointment:

1. From eClinicalWorks, click the T Quick-Launch button (jelly bean) to display a drop-down list.

2. From this list, click Create eCW P2P Appointment.

The Create New eCW Appointment window displays:

Note: The Schedule Access feature is exclusive to eClinicalWorks providers registered on the P2P network. Non-eCW users do not have access to this feature. For information on configuring provider schedule access, refer to the section titled Schedule Access on page 27.


Scheduling Creating eCW P2P Appointments

3. In the Patient row, click the More (…) button to open the Patient Lookup window to select the patient for the appointment.

4. In the Send To row, click the More (…) button to open My Address book to locate the provider on the P2P network.

5. Click Book Appointment to reserve an appointment on the provider's schedule.

The Schedule Appointment window opens for the referred provider:

6. Enter the preferred date and times.

Click in the field to open the respective tool:

Date Calendar:

Note: The Date, Start Time, and End Time fields have easy-to-use pop-up scheduling tools such as calendars and preset time slots to speed the entry process.


Scheduling Tracking eCW P2P Appointments

Time Slots:

7. Click Search.

The window will refresh with the available time slots for the referred provider.

8. Click the Book button for the best available time slot.

A confirmation window displays when the appointment is successfully reserved:

If necessary, click Print to print the confirmation for the patient.

Tracking eCW P2P AppointmentseCW P2P Appointments can be managed from the eCW P2P Appointments window, which can be accessed from the S Quick-Launch button (jelly bean):


Scheduling Tracking eCW P2P Appointments

The eCW P2P Appointments window contains two tabs - Received and Sent.

The Received tab displays the high-level details appointments scheduled on the logged-in provider's schedule, such as Patient Name, Appointment Date/Time, Appointment Provider, and Appointment Location:

Received Tab:

The Sent tab displays similar high-level details of all P2P appointments scheduled by the logged-in provider. The information includes Patient Name, Appointment Date/Time, Appointment Provider, and Appointment Location, as well as the real-time status of the booked appointment.

Sent Tab:


MESSAGING

Messages can be sent between providers quickly and easily using the secure eClinicalWorks® P2P® network, and both eClinicalWorks and non-eClinicalWorks providers can use this feature. eClinicalWorks P2P messages are HIPAA compliant, and are a convenient way to communicate with other P2P providers.

To send a message to another provider within the network:

1. From the M Quick-Launch button (jelly bean), click Create eCW P2P Message:

The Send eCW P2P Message window opens, with the name of the logged-in provider in the From box. This field is not editable.

2. In the To: field, click the More (…) button to open My Address book, and use the check boxes to select recipients from the My Favorites list, or from All contacts:


Messaging

3. After the providers have been selected, click OK on the Address Book window to return to the Send eCW P2P Message window.

4. Enter a Subject for the message.

5. Enter the message body.

Use the More (…) button next to the Message field to insert saved keywords or commonly used text and phrases:

Use the Spell Check and Clear options as needed.

The Keywords window allows providers to create and save their own commonly used phrases. Click the New button to open the Macros page, enter a name for the phrase, and complete the phrase in the Notes section. Click OK to save this phrase to the list on the Keywords page.


Messaging

6. Click Send to send the message.

The message is sent to the recipients and a confirmation dialog box displays for the sending provider. eClinicalWorks users will receive this message in their Messages Inbox under the M Quick-Launch button (jelly bean), and it is indicated by a green P icon in the left column. This message is also sent to the provider’s eClinicalWorks P2P Portal inbox.

Non-eClinicalWorks users will receive the message in their eClinicalWorks P2P Portal inbox only.

Note: Attachments cannot be appended to basic messages; use the Send eCW P2P Patient Record option under the T Quick-Launch button (jelly bean) for sending records/attachments via the network.

IMPORTANT! Messages sent through this method on eCW P2P do not become part of a patient’s documentation. Instead, use an outgoing referral or P2P patient record to send records that can be attached to a patient’s chart.


eCW P2P PORTAL

The eClinicalWorks® P2P® Portal is a secure, HIPAA-compliant site available to both eCW users and non-eCW user, which allows providers to securely share information from any location or device with an Internet connection.

P2P Portal OverviewThe P2P Portal is the one place where all non-eClinicalWorks users can interact with the P2P network, and eCW users can utilize the portal to review P2P records when they are away from the office:

The eCW P2P Portal functions like a traditional e-mail application, with an Inbox, Outbox/Sent Mail, and Archived folders for messages. All of these areas have a similar structure and workflow:


eCW P2P Portal Getting Started on the P2P Portal

The portal also contains a Contacts list for contacts within the P2P network, and an Invitations tab to help the user manage invitations and check their statuses:

Getting Started on the P2P PortalTo begin using the P2P Portal, you must be:

A registered eClinicalWorks user

OR

An eCW or non-eCW provider who has received an invitation from another registered P2P provider


eCW P2P Portal Getting Started on the P2P Portal

Portal Registration

All users must register to access the portal and join the P2P network. eClinicalWorks users can register directly from the eCW application, or register through an invitation from another provider.

If you have a registered eCW P2P account, you already have access to the eCW P2P Web Portal.

Non-eClinicalWorks users (i.e., users who do not use eCW as their EHR, or users who do not use an EHR at all) can register through invitation only.

Portal Registration for eCW Users

Register from either eClinicalWorks or from and invitation.

Registering for the Portal Directly from eClinicalWorks

To register directly from the eClinicalWorks application:

1. From the File menu, point to Settings and then click My Settings.

2. From the My Settings window, click the eClinicalWorks P2P tab and then click Join eClinicalWorks P2P.

3. Complete the registration page and click Create Account.

Registering for the Portal from an Invitation

To register from an invitation:

1. Copy the unique registration key from the Invitation e-mail message.

2. From the File menu in eCW, point to Settings and then click My Settings.

3. From the My Settings window, click the eClinicalWorks P2P tab and then click Join eClinicalWorks P2P.

4. On the Registration page, paste the copied key into the Invitation Key field and click Create Account.

For more information on registration as an eClinicalWorks user, refer to the section titled Registration on page 12.


eCW P2P Portal eCW P2P Messages

Portal Registration for Non-eCW Users

To register from an invitation:

1. From the invitation e-mail message, click the one-time URL address under the If you are NOT an existing eClinicalWorks user heading:

eCW P2P MessagesSending and receiving messages through eCW P2P is no different than most traditional e-mail applications.

The Inbox includes lists all incoming messages and their associated information such as sender name, subject, date created, and any attachments.

Sending Portal Messages

Messages can be sent from the eCW P2P Portal with attachments, if necessary. The To field includes a real-time search of your P2P contacts, which allows for fast and error-free entry. Click Attach Patient Record to upload file, and then enter the first and last name of the associated patient.



The message body field contains the standard font tools found in most e-mail applications to help customize the look and feel of your messages:

Messages sent to eClinicalWorks providers will display in the provider's Messages Inbox under the M Quick-Launch button (jelly bean), and in their portal Inbox.

Messages sent to non-eClinicalWorks users will display in their portal Inbox.

Sent messages can be managed from the Sent Messages tab.

Receiving Portal Messages

Incoming messages are routed into the Inbox, and the provider can read, reply, forward, or delete messages. Simply click the e-mail row to open it. If the message includes an attachment, icons for these attachments will display within the row:



Portal Attachments

For messages between two eClinicalWorks EHR users, attachments can include Progress Notes, Medical Summaries, Lab Reports, X-Rays and Imaging, Documents, and other supported file types. The following table indicates the types of files that can be transferred between eCW users and non-eCW users:

File FormateCW

to eCW

eCWto

Non-eCW

Non-eCW to

eCW

Non-eCW to

Non-eCW

CCR/CCD

Progress Notes

Medical Summaries

Lab Reports

X-Rays and Imaging

Documents

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.gif

.jpeg, .jpg

.pdf

.png

.tif, .tiff

Note: Microsoft-based products (e.g., Word®, Excel®, etc.) are not supported at this time.


eCW P2P Portal Portal Contacts

Portal ContactsThe Contacts tab in the eCW P2P Portal contains a list of all P2P network contacts for the provider:

The Contacts window displays the provider's picture (if available) name, address, fax number, specialty, and My Favorites status.

Managing Portal InvitationsInvitations to join the eCW P2P network can be managed from the Invitations section of the portal:


eCW P2P Portal My Portal Profile

The Search tool at the top lets you find providers easily, and then invite them to your network with one click. If you are unable to locate a provider using the Search tool, use the Invite by Sending an Email button at the bottom of the window. Just enter a known e-mail address for the provider to send the invitation directly.

The Invitations section has straightforward Received and Sent panels that help you keep track of sent, received, and pending invitations.

My Portal ProfileeCW P2P Portal contains a user profile section called My Profile. The profile information gives other network users your demographics and contact information, as well as an optional personal picture:

For information on how to upload and crop your personal picture, refer to Your Profile Picture on page 33.


eCW P2P Portal Portal Settings

Portal SettingsThe eCW P2P Portal Settings window allows the provider to determine which message options should trigger a notification, and to which e-mail account the notification should be sent:

eCW users can change their security questions, if necessary or accept an e-mailed invitation by pasting their invitation key into the Invitation Key field on the settings page.

Note: These notifications do not contain any clinical or patient specific information and are only intended to notify the recipient of account activity.


APPENDIX A: eCLINICALWORKS P2P MEANINGFUL

USE SCENARIOS

Introduction to Meaningful Use

Meaningful Use requires that physicians test their selected EMR to ensure that it is capable of transmitting patient records electronically to providers of care and patient authorized entities.

eClinicalWorks® P2P® can be used to satisfy Meaningful Use Core Objective 170.304 (i):

170.304 (i): Exchanging Clinical Information Electronically Between Providers

Stage 1 Objective: Providers must be able to exchange key clinical information (such as Problem Lists, medication lists, medication allergies, and diagnostic test results) electronically with other providers.

Stage 1 Measure: Providers must perform at least one test with another provider in a separate office using a certified EHR. If the test is not successful, it must be repeated. This objective is reported to CMS through self-attestation, including details of the practice with which the practice was performed.

To satisfy this Objective within eClinicalWorks, you can utilize P2P module to prove this capability. This procedure can be performed with an actual or test patient, and the following steps will guide you through this scenario.

For more information on other Meaningful Use Objectives and their solutions within eClinicalWorks, refer to the Meaningful Use tab under Documents on my.eclinicalworks.com (https://my.eclinicalworks.com).

Meaningful Use




Exchanging Clinical Information via eCW P2P

Exchanging Clinical Information via eCW P2PTo exchange clinical information via eCW P2P to satisfy Meaningful Use:

1. Click the T icon next to the T Quick-Launch button (jelly bean) in the top right of the window:

2. From the drop-down menu select Send eCW P2P Patient Record:

The Send eCW P2P Patient Record window displays:

3. Click the More (…) button next to the Patient field to open the Patient Lookup window.

4. Locate and select the patient, then click OK to return to the Send eCW P2P Patient Record window.

Note: This process requires that you be connected to at least one other individual through the eClinicalWorks P2P network.


Exchanging Clinical Information via eCW P2P

5. Click the More (…) button next to the To field to open the list of providers in your eCW P2P network:

6. Select the receiving party and then click OK.

7. Enter a subject in the Subject field, and a message in the Message field.

8. Click the Attachments button to open the Attachments window. Verify that the Medical Summary and CCR/CCD information boxes are checked:

You may include other attachments for this patient as well. When you are finished adding attachments, click OK.

9. On the Send eCW P2P Patient Record window, click Send.

A progress window appears and a confirmation will let you know when your record has been transmitted successfully.

Congratulations, you have completed the requirement for this objective.



APPENDIX B: NOTICES

Trademarks

eClinicalWorks® P2P®

eClinicalWorks P2P®

eClinicalWorks and eClinicalWorks P2P are registered trademarks of eClinicalWorks, LLC.

Microsoft®

Microsoft, Excel®, and Word® are registered trademarks of Microsoft Corporation in the United States and/or other countries.