EMR - Batch Management

The Batch Management screen organizes patient notes into groups or "batches" for easy management.

How it Works:

• A patient note is added to a batch when it is marked as "Complete" and saved. Each note screen (Evaluation, Care Plan, Visit Note, etc.) will have a "Complete" check box in the upper right hand corner. When this box is checked, the note will be added to the batch.
• Batches are orgnanized by dates. A batch date will hold all notes that were completed on that particular day, even though the date of service might not match that particular batch date. The reason for this is so that batches cannot be updated once a date has passed. That is, if today is January 2 and you are accessing or processing the batch dated January 1, you know that it is not possible for any other notes to get added to the batch dated January 1 since all notes marked as complete will get added to the January 2 batch even if the date of service for thoses notes was prior to January 2.
• Batches can be filtered and printed with different options on the screen as explained below.
• The batch list grid is similar to the patient list grid. It can be sorted or searched by each column visible on the screen. For more information, see Grids under Common Program Features. The window can also be maximized to show a larger list with all columns visible.

 

1. Batch dates for the last 30 days will appear in the left grid. To access a certain batch, simply click on the date in the grid. To see a list of all batch dates, click the option below the grid for "All Dates".

2. Batches can be filtered for a certain facility, provider, incurance company, or any other combination of all 3 filters. Select the filters from the drop down lists at the top of the screen and the list will refresh accordingly.

3. The displayed list of batched notes according to filters set in area #2 and area #4. The column descriptions are explained below.

4. Additional filters that can be applied to the batch selected.

The "Charge Order" option will change the order in which the Batch Charges report prints. Normally, it is grouped by facility and then by Patient. Changing this option to provider will group the notes by the Providers instead.

Column Descriptions

Facility	Office or facility that the case is assigned to.
Patient Name	Name of the patient on the note.
Batch Date	Batch to which the note belongs to. This is the date the note was marked as complete and saved.
Note Type	Type of electronic medical record (Evaluation, Visit Note, Care Plan, etc.)
Date of Service	Date of the notes record.
Provider	Provider's name on the medical record.
Print?	This column serves 2 purposes and the value can be changed from Yes to No by simply clicking on the column for a record. By default, all batch records have this column set to "Yes". When printing the Batch Charges report or clicking on the "Print Notes" button to print all of the documentation notes listed in a batch, the system only prints charges or notes for those rows marked as "Yes" in this column. There may instances where a user may want to only print certain records in a batch. Modifying this column will determine which records are printed. If you have one of the billing systems we interface with, this column will also determine which charges on which notes get transferred or exported for that billing system. The buttons to "Select All for Print" and "Select none for Print" will change this column for all of the notes in a batch to either "Yes" or "No" respectively.
Insurance	Primary insurance company for the case note.
Case / Account	Case or other account number for the case.
Printed	This column informs the user as to whether the medical record has been printed by a user. Once a note is added to a batch and a user selects the "Print" button on the correspondig screen for that note and then selects the "Print" button on the print preview screen, this column is automatically updated to "Yes".

 

Visit notes in a batch will have a "+" symbol in the first column (circled in the image below). By clicking on this symbol, the system will "drill down" and show the charges associated with that particular daily visit note. These charges can be edited or added to on this screen the same way they are on the daily Visit Note screen.

 

If you have a billing interface set up under billing options, there will be an additional button at the bottom of the screen next to the "Print Charges" button as seen below.

This button will perform the apporpriate action to transfer the selected charges to your billing system or create an export file for your billing system.