New practitioner client card - Manual creation

New practitioner client card - Manual creation

New practitioner client cards can be made two different ways. You can create them manually or if you prefer, you can use the New Practitioner Wizard. Lets walk through the steps to create a new practitioner's client card. Not all fields listed are mandatory, please reach out for support if needed.

1. Open your client card window.
2. Click New.


3. Enter the provider’s first name and last name.
4. Change the Client Type to: Clinic Doctor.
5. Enter the provider’s PRACID in the PHN field.
6. Click on the Employee Tab.

 
7. Enter the Emp. ID. Usually it is the first name, or chosen name, of the user.
8. Check the box for Healthquest User. HQ User – Allows this employee to login to Healthquest.
9. If appropriate, check the box for System Administrator - Ability to add/remove permissions for HQ users, clinic wide program setup options can be modified.
10. Set the Full Name of the user. This may be edited by Healthquest if setting up a cloud user account.
11. Complete the follow fields as needed:

Security – Default is ‘Full Access’. This setting shouldn’t need to be changed.

Job Class - Set the employee as part of a group, such as receptionist, billing, referrals, doctor. For information on creating additional Job Classes (like Nurse, PCN, etc.), please click here.

Default Prac - Assign a default practitioner to a staff client card, when creating new chart notes, etc., it will select that practitioner automatically. This can be skipped for providers, as their information will populate by default, unless they are supporting another provider.

Start Date – This will default to the date you create the new client card.

End Date – Fill this out if the employee no longer works in the clinic.

S.I.N - Not applicable for most clinics.

End Reason - The reason why the employee was end dated, such as resigned.

Assign Access Based on Role - Select the role to select standard permissions for that role. More permissions may be required as per clinic policies/workflows.

Netcare/PLB Settings - Enter username credentials to Netcare to link your Healthquest account to your Netcare account.

Copy Program Setup Settings - Ability to mirror the settings of an existing employee.



12. Apply EMR permissions in the Employee card. Click here to review each of the permissions.
13. Access Settings:
Limit to PRAC - Ability to limit access to a single practitioner, for multiple. click 'Pick PRACs'. In the Pick PRACs menu, allow or disable access to appointments, billing and financial reports for each provider listed.
Limit to Company - Ability to limit access to a specific company.
14. Next we will complete the Practitioner tab.

15. Doc Uq No.: Each provider card created in the EMR is assigned a number. It is used for administrative purposes within the system. 
16. Assign the provider a Ref Name. This is most often a last name. This is the name the provider will be listed as on the appointment window and in the dropdowns. Once AHC billing has been submitted for this provider, the Ref Name can no longer be changed.
17. Company: If the provider is working under an existing company in your clinic’s Healthquest, select the appropriate option from the dropdown. If the provider has their own company, it will need to be set up first. For information on creating companies, please click here.
18. Site: If you have multiple sites associated with your Healthquest database, assign the site that the provider will be working at. If the provider works with multiple sites, you should create an additional practitioner card for the other sites, for instructions on creating additional practitioner cards, please click here.
19. Set the discipline for the provider using the dropdown.
20. Start Date – This will default to the date you create the new practitioner card.
21. End Date – Fill this out if the provider no longer works in the clinic. If needing to inactivate a provider, please follow these instructions.
22. Doc Order: Applying a number in this field will change the order the providers appear in the list on the appointment window. The default for the appointment window is alphabetical by practitioner Ref Name.
23. Pick Employees: This field provides a selection window to configure the access given to other providers regarding the current user’s information. This includes viewing their appointment schedule, allowing billing, and their financial reports.
24. Position: Position is an additional grouping that can be created to sort providers, similar to discipline, but it is configurable by the clinic. Position is used for the Multi Find feature of the appointment schedule. To create Positions, go to Setup-> Add Item Types -> Position.
25. Complete the Alberta Health Billing section.
BA number: This is where you record the provider’s business arrangement number if they are a full time or part time provider in the clinic.
Facility: This is the unique code for your clinic’s physical location, related to billing.
Func Center: The Functional Center is the code that identifies the specific area within the facility where the care is provided.
Skill: The skill code identifies the discipline, specialty or accreditation under which the provider provides their services.
Locum BA: If the provider is working in the clinic as a locum, enter their locum BA in this field.
Vers: This field is no longer required. It should have a 10 in it.
Pay To: Either BAPY (pay to BA#) or RECP (reciprocal billing). RECP is for billing directly for out of province health care. BAPY is for AHC billing.
Skill 2: The alternate skill code that identifies the additional discipline, specialty or accreditation under which the provider provides their services.
AH Loc Code: A four-character identifier that tells Alberta Health exactly where the services are taking place.
Alternate Payment Plan: Select this box if the provider is participating in an Alternate Payment Plan or ARP. This selection will skip all underpayments when doing Alberta Health reconciliations.
26. Complete the Statements section.
Name: This is where you can record the providers full name with designations. Ex: Dr. Test Doctor MD CCFP FCFP
License#: Record the PRACID or appropriate license number for non-doctor providers.



27. Complete the Appointments section.
Use Appointments: By default, this will be checked off. Enables the provider to have a schedule to book patients on.
Client Billing based on Appt Type: Check this off to enable the settings to setup default client bills (patient pays) based on appointment types.
Limit to Default Doc Patients: Only allow patients with this provider selected as their default prac to book appointments.
Default Appt Type: Set the primary type of appointment that this provider will see patients for. When a new appointment is added to the schedule, this appointment type is selected by default. It can be changed as needed.
Schedule Color: Set the background color for the provider’s schedule. Tip: do not select a color that is used for your appointment states.
Schedule Columns: Select the number of columns the provider would like on their schedule.
28. Complete the External Identifiers Section.
Lab Phys Code: The field used previously for the provider’s ordering code for labs. This field is no longer used.
Lab Loc Code: The field used previously for the clinic’s location code for labs. This field is no longer used.
EPIC Provider ID: Where you record the ordering provider’s unique Connect Care provider code.
CC Submitter ID: Where you record the clinic’s Connect Care code. This code is shared between providers at the clinic.
CC Department ID: The field used previously for the provider’s unique Connect Care code for radiology orders. This field is no longer in use.
RCMP No.: Providers providing services to RCMP members need to register with Medavie Blue Cross to submit claims directly. This ID# is recorded in this field.
DND No.: A DND number allows providers to provide services for military members. The number allows providers to bill Medavie Blue Cross for services provided to military members.
WCB Billing No.: The providers unique code tied to providing WCB services. Ideally providers will use a separate code for each clinic or site that they work in. Used to submit billing.
WCB Role: This is the role or specialty that the provider signed up for WCB billing to provide services under.
WCB Contract ID: This ID# is specific to WCB Contracted providers.
License: Providers professional license number. Not for the PRACID.
Issuer: The college or regulatory body that provides your license number.
CPAR Panel#: If the provider is participating in CII/CPAR, their CPAR panel number provided by eHealth goes here.
29. Contact Healthquest if needing to update the CII Export Section.
Encounters (GP): Enable Community Encounter Digest (CED) uploads for family providers.
Consult Reports: Enable consult reports to be uploaded to Netcare by consulting providers.
Operative Reports: Enable operative reports to be uploaded to Netcare by surgical providers.
PFD Reports: Enable Pulmonary Function Diagnostic (PFD) reports to be uploaded to Netcare by registered facilities. *Please discuss with your Account Manager.
Patient Summary: Enable Patient Summary (PS-AB) uploads for family providers and specialists.

Once the provider’s client card, employee card and practitioner tab have been completed. Click Save. You can now create/setup the remaining items required for the provider.
  1. Appointment types
  2. Default schedule and daily templates
  3. Reminder templates and reminder rules
  4. Electronic signature - please contact Healthquest support to have the provider's signature added to the EMR so that is can populate in letters, forms and medications.
Please contact your Healthquest Account Manager or Healthquest Support regarding each new provider created for the clinic. 

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