Company Permissions – DocNow

Index of Permissions:

Account Deactivation
Add / Remove Patients to Census (User/Company permission)
Add / Remove Patients from Practice List
Allow Multiple CPTs to Submit Charge
Allow Second Signing For Note
Allow Single Select Template E&M Code
Associated Provider Census Creation
Auto Add X2 Modifier to Charge
Auto POS Logic
Auto Procedure Coding
Auto Send DNS Report
Auto Wound Assessment
Batch Send Notes
BH Assessment Tool
Carry Forward ICDs
Carry Forward CPTs
CPT and ICD Carry Forward Within Specialty
Census Inactive/Discharge Reason
Custom Patient ID
CCM Assessment Tool
Change of Facility Discharge
Disable Reason For Deletion From Census
Disable BO - Mass Emailing
Editable End Date of Care
eFax
Enable # Search
Enable Consent Form
Enable DocSense AI
Enable Facility Change for PCC Patient
Enable Intake / End of Care
Enable Smart Drive
Enable/Disable 24 Hour Notification of Census Scheduler
Facility NPI Required
ePrescription/Scriptsure
Encounters
Flag Duplicate ICD-10 Used On The Same DOS
Home Health Information
ICD-CPT Association
Inactive Patient Warning
Include Remission Wounds in Assessment
Last Seen on Draft Notes
Must Sign Note to Submit a Charge
Must Submit MIPs to Submit Charges
Note Strike Out
Note Time Logs
Outpatient Module
Patient Search Across Company
PDF Scrubber
Photo Assessment Stages
PODS
Prompt for Template
Recurring Census Encounter
Referrals to DB
Reporting and Analytics
Show Assessment
Show Chronic Care Consent
Show Graph Using Created At Date
Show POS
Show Procedure Note
Show Referral Options
Show Signature Settings
Show Specialties
Show Therapy tab
Skin Sub Referral - Venture One Medical
Split Billing
Submit Charges at Sign Note
Supervisory Signer
Tags (User/Company permission)
Telemedicine
Update Patient Info While Submitting Charge
UTD Restriction
Validate Wound Dates Prior To Signing Note
Wound Menu Location
Wound Phrases Based on Location
Wound Procedure Phrases Based on Location

Note: Company permissions are found in the Admin Portal

Permissions that are visible but not listed here may be expired or under development.

Account Deactivation

This tab appears in the settings and allows the admin to deactivate users which didn’t log in the system for particular days.

Add Patient to Census (User/Company permission)

Users can view the “Create new Census” button on the census screen and “Add patient search bar” from the census patient list if the permission is enabled.
Users will not be able to add patients from any screen (e.g: Patient, Census, Census Patient List) if the permission is off.

Add / Remove Patients from PPL

By enabling this permission, the practice patient list tab will show up on the user side. Users will be able to view the census in that tab and the census tab itself will be removed for the users.

Allow Multiple CPTs to Submit Charge

Users will be able to submit charges with the Multiple CPTs from the various screens and a pop-up will show up when the user will hit the submit button “you are selecting more than one CPT, are you sure you want to submit it” (Note Editor, Charge Capture tab, Charge Capture edit area) if the permission is enabled for the company.
If the permission is disabled, the pop-up will not appear while submitting the charge.

Allow Second Signing for Note

The Allow Second Signing for Note company permission enables the user permission "Allow Second Signing for Note" for providers. When the company is enabled, all providers will have the user permission enabled by default.

With these permissions enabled, after a provider signs a note they will have the option to choose any other provider in their practice as a second signer as part of the note interface.

The selected provider will receive a notification and can find the note they need to sign in the Second Signer Request option in their dashboard under My Documents.

Providers who are requested to sign a note will receive a notification that the signature is due within 30 days, then again when the signature is due at 25 days, then at 5 days, and then at the 30 day expiration date.
When signed the note will contain an addendum that indicates the approval of the second signer along with their signature.
The note is considered signed and will also be uploaded at integrated facilities after the initial provider has signed; the initial signed status and uploading are not dependent on the action of the second signer.

Allow Single Select Template E&M Code

When enabled this permission Restricts users to selecting only one E&M code per charge when using the E&M tab within the Patient Note's Charge Capture screen. When disabled (default for most practices), multiple E&M CPT codes can be selected from this tab simultaneously.

Associated Provider Census Creation

Providers now have the ability to create censuses for their associated providers (previously only possible for MAs). Speak to a DocNow Account Manager to enable this permission for your practice.

Auto Add X2 Modifier to Charge

Automatically appends the X2 modifier to all charges and makes the modifier field read-only in the UI. Used primarily for a specific DocNow customer to enforce consistent modifier application without manual input.

Auto POS Logic

DocNow customer specific permission. When enabled the following behavior occurs in a patient's charge capture:

Automatically set to 31 when the difference between the patient’s admit date and date of service are <=100 days for all CPTs
Automatically set to 32 when the difference between the patient’s admit date and date of service are >100 days for all CPTs

Auto Procedure Coding

This permission has two functionalities:

User side: When enabled, it automatically adds the linked CPT with the procedure type in the charges.

Admin Side: When enabled, the user cannot add a procedure category without size and code.

Auto Send DNS Report

By enabling it, Users can view the DNS report in the “Wound Reports” section on the User's Dashboard.

Enable Auto Wound Assessment

Applies to mobile app. More information needed.

Batch Send Notes

When this practice permission is enabled all signed notes since the last batch email will be sent to the facility contacts based on the configuration established in Company Settings >> Batch Notes
Recipients of this email are configured in the existing screen Admin Portal>>Facilities>>Edit Facility>>Contact).
Files will be sent in a ZIP format.
Batch emails operate independently from the Progress Note Submission Type: Send Via Email setting found within the facility's settings.
Read more in the Batch Send Notes article.

BH Assessment Tool

By enabling it, the BH assessment tab will show up in the practice settings. Users can add assessments and those assessments will appear in the user census settings.

Carry Forward ICDs

When Enabled, ICD-10s are be copied forward from the patient's previous note regardless of the previous provider.
When Disabled/Not Enabled, ICDs will not be copied if the permission is disabled. Each note will require a provider to add ICD-10s to the note using the Charge Capture>>Diagnosis screen

Carry Forward CPTs

When Enabled, CPTs are be copied forward from the patient's previous note regardless of the previous provider.
When Disabled/Not Enabled, CPTs will not be copied if the permission is disabled. Each note will require a provider to add CPTs to the note using the Charge Capture>>Charges screen

CPT and ICD Carry Forward Within Specialty

To use this feature the respective practice permissions must be enabled by a DocNow team member:

Carry Forward CPTs within Specialty
Carry Forward ICDs within Specialty

When Carry Forward CPTs within Specialty is enabled if the user creates a new note for a patient AND the template selected has a specialty assigned then the CPTs used in the last template of that specialty for the patient shall be carried forward into the newly created note/charge capture.

When Carry Forward ICDs within Specialty is enabled if the user creates a new note for a patient AND the template selected has a specialty assigned then the ICDs used in the last template of that specialty for the patient shall be carried forward into the newly created note/charge capture.

The existing permissions for Carry Forward CPTs and Carry Forward ICDs will still apply to any template that doesn’t have a specialty assigned and can be used in conjunction with the Carry Forward within Specialty permissions. If a non-specialty template is used then the logic shall pull from the last note for that Patient regardless of whether the last note’s template has a specialty assigned or not.

CCM Assessment Tool

When enabled admin can configure a Chronic Care Management Assessment Tool within their company settings.
The tool is configured by adding a Name, Expiration Days Number, CPT G Code, and Phrase Text.
When the Phrase Text is inserted into a note via the corresponding dot phrase, and the provider also submits the configured CPT G Code for the same encounter, a column on the provider's census named Assessment CCM will show the date of service that the assessment was completed and will expire based on the Expiration Days Number.
Providers must have their census settings updated to include Assessment CCM

Change of Facility Discharge

When enabled this permission displays a Patient Discharge dialog allowing the user to add a discharge reason for the facility move using the Move Facility button.
For DN-to-Integrated facility move, the discharge dialog will only be shown if the patient is able to move. If the patient record does not exist in the integrated facility then no discharge dialog will be shown.
For Integrated-to-DN or DN-to-DN move the discharge dialog can be displayed always when the permission is enabled because the user would never be prohibited by a “missing patient record”.
When used in conjunction with the Add Patients to PPL practice permission the user will be prompted to select a PPL to add this user to following the facility move.

Census Inactive/Discharge Reasons

By default, the Discharge Reasons pop-up will not appear when the user hits the delete icon located on the patient row from the daily census screen.
If this permission is enabled then the Discharge Reasons pop-up will appear when deleting the patient.

Custom Patient ID

When enabled the Patient Profile (Add/Edit screen) displays a “Custom Patient ID” text field. Additionally, a search field is displayed for “Custom Patient ID” within the Admin Portal>>PPL>>My Patients tab.

Disable Reason For Deletion From Census

When enabled the provider does not receive any dialog when attempting to delete a patient from a census.
If enabled this permission will override the PPL / Census Inactive Reason permission

Disable BO - Mass Emailing

When enabled, this prevents Business Officers (BOs) from accessing bulk/mass email functionality.

Editable End Date of Care

Enabling this permission will allow all users to edit the End Date of Care field within a patient's profile. Without the permission enabled only admin can edit this field.

eFax

Enabling this permission will allow users fax the following from within DocNow:

Face sheets from patient profiles
Census data including notes and grouped wound assessment reports from provider's census
Uploaded files from the eFax tab within the Admin Portal

Enable # Search

Enabling this permission allows users to type # into the body of a note to search for ICD-10 codes and add them both to the note and the charge capture area.

Enable Consent Form

By enabling the consent form, the “consent” tab will show up on the Admin’s Dashboard, users can Add/Edit/Delete the consent form. On the User Side, The “consent” icon will appear in the census patient list, users can sign the consent forms against the patient and can view the PDF document from the patient details.

Enable DocSense AI

When enabled users have the ability to use DocSense AI, a proprietary AI dictation and charting tool.

Enable Facility Change for PCC Patient

If the permission is enabled, Specific users can change the facility for PCC patients from the patient edit form.

Enable Intake / End of Care

Enabling this permission will display the values from the Intake Date and End Date of Care fields within the patient profile into a column in the My Patients tabs of the Admin Portal and Provider Portal.

Enable Smart Drive

When this permission is enabled the Smart Drive tab will appear on the Provider Portal.

Enable/Disable 24 Hour Notification of Census Scheduler

If this permission is enabled along with the permission for Recurring Census Encounters providers will receive a notification if any facilities they are associated with have patients scheduled for the next day.
When disabled the provider still receives notifications regarding scheduled patients on the day the visit is scheduled for.

Facility NPI Required

Makes the NPI and Organization ID fields mandatory when creating or editing a facility.

ePrescription/Scriptsure

When this permission is enabled the corresponding user permission to enable e-prescribing will be available for provider user accounts within the Admin Portal.

Encounters

By enabling it, users can view the “encounter type” column on the User’s Dashboard and the Patient Detail (Encounter). The Encounter type “IE, FU, NS” will show up with notes.

Flag Duplicate ICD-10 Used On The Same DOS

When enabled the system will check if any ICD10 codes that a provider is attempting to submit have already been used for the charge's date of service. If a duplicate ICD10 code is entered, the system will display a clear validation message informing the provider that the duplicate code is not allowed.

Home Health Information

When enabled patient profiles will have sections for Home Health Information and Care Center Information with the following fields available:

Location Name
Fax Number
City
Zip Code
Phone
Email
Address
State

The Location Name will appear in the patient's banner details while viewing their profile.

ICD-CPT Association

Enabling this permission allows providers to specify which ICD10 codes are associated with each CPT code within their charge capture. This association will be displayed in charge reports.

Inactive Patient Warning

When this permission is turned on when a provider attempts to create a new note from a Practice Patient List or Census for a patient who has a past Inactive Date set in their patient profile a warning dialog is shown:

Patient was discharged on <Inactive Date>. Are you sure you want to create a new note? (YES, NO)

Include Remission Wounds in Assessment

When this permission is enabled any wound that has been placed into In Remission on the date of service of the progress note being edited by a provider will still be pulled into the note via the .woundassessment_all system phrase.
When the permission is not enabled any wounds in a different status including In Remission would not be populated by the .woundassessment_all system phrase.

Last See on Draft Notes

When enabled a draft note will count towards the last seen date for that patient. Sometimes practices want this option as they consider a draft note as the date of the encounter even if the note is not complete.
When disabled only a signed note will count towards the last seen date for that patient. Draft notes have no impact on this date calculation. Practices may want this option so that notes prepped ahead of time do not impact the last seen date.

Must Sign Note to Submit a Charge

When enabled, users must first sign a note (left pane) before submitting charges on the Charge Capture screen (right pane).
When disabled, users can submit charges or sign notes in any order without any restriction.
Submitting charges may still be impacted if the Must Submit MIPs to Submit Charges is enabled (see below for more details)

Must Submit MIPs to Submit Charges

When enabled, it's mandatory to select numerators and submit all MIPs measures for the patient encounter before submitting a charge from the user side.
When disabled, Users can submit a charge and are not required to select MIPs prior to charge submission.

Note Strike Out

Exposes the user permission for Note Strike Out.
DocNow supports Note Strike Out for both DN and integrated facilities (3-legged Auth required).
Read more about this topic in the Note Strike Out article.

Note Time Logs

By activating it, The “Start Time” button on the Note editor will appear with the select template button. User can log their time spent by clicking on the “start/stop time” button and the Time logs history will be maintained “Note time logs” tab in the Sidebar

Outpatient Module

By turning it on, the appointment tab will appear on the user side. Users can view the created appointments from this tab.

Patient Search Across Company

By activating it, the Advanced Search will appear in the patients tab on the user side. Users can search patients by entering their Data (Name, MRN, DOB, SSN) across the companies.
By turning it off, The “Advance Search tab” will not be visible for the users.

PDF Scrubber

In case of enabling, The “PDF scrubber” tab will be visible in the sidebar (patient details) tab. Users can add the Pdf and highlight any text from the added PDF. Users can also use the highlighted text in the Note Editor.

Photo Assessment Stages

This permission supports pre-debridement and post-debridement wound photos.
When enabled the following drop downs are available from the web portal when uploading a wound assessment photo. The drop downs abbreviations are added as descriptions to the photos.
- None
- Initial Assessment (IA)
- Pre-Debridement (Pre-D)
- Post-Debridement (Post-D)

PODs

Once PODs functionality is enabled for your company, the user admin permissions system transitions from a single "admin" checkbox to a more detailed structure, introducing roles such as Divisional Admin and Regional Admin. These roles are linked to specific divisions and regions, granting targeted access to data, such as providers and facilities, based on their assigned areas.

Prompt for Template

When enabled and the user creates a new progress note the template popup is displayed

When disabled the template popup is not displayed upon creating a new note. Providers can either start with the blank note provided or click the Select Template button to choose a note template

Quick Note Access

When enabled providers have the option of starting a note from an icon directly in the patient profile where they will choose a date of service for their note.
This permission bypasses the need for a census, patient practice list, or appointment for creating a note.

Recurring Census Encounters

When enabled a user permission becomes available and defaulted to enabled allowing for recurring census encounters.
A column named Recurring Encounter is added to the census which will add a drop down to each patient within the census that allows the provider to allow that patient to automatically be scheduled onto future census according to the timing set by the provider: e.g. Weekly, Biweekly, Monthly, Custom.
When a new census is created on the date on which a patient is scheduled, the patient will be automatically added to that census for any provider.
Any provider with a patient scheduled for the current date of service will receive a notification that the patient is schedule to be seen for that day.

Referrals to DB

By enabling this permission, there will be a “Referral” icon visible on the Skin/wound tab on the Note Editor. Users can add referrals through the dialogue box.
This permission is only functional for practices that have access to DocNow via database integration.

Reporting and Analytics

By turning it on, Users will be able to view the “Reporting and analytics” tab on the User's Dashboard.

Show Assessment

By enabling this permission, users can add a wound from the portal.

Show Chronic Care Consent

When enabled, administrators have the ability to create and configure multiple Chronic Care Consents from within their company settings.
When configuring Chronic Care Consents administrators can choose a Name which can be used as a Census Heading, Phrase Text which can be inserted into a note via the associated Phrase, and Due Date number of days.
When a provider has the Census Heading enabled in their census settings under the Chronic Care Consent section, there will be a column in their census that takes the configured name.
When a provider toggles the icon in the Census Heading icon, or applies the Phrase within a note, the icon will stay illuminated for the number of days in the configured Due Date.

Show Graph Using Created At Date

When enabled the status of biopsy and debridement calculations in a graphical format when viewing the wound assessment in the note editor.

Show POS

When enabled administrators will have the option to configure which place of services are available for their facilities by choosing them under company settings.
Once an administrator has enabled places of service, each facility can be assigned one place of service in the facility settings which will become the default for any charges submitted for patients at that facility.
Alternatively, Admins can configure a CPT's POS availability and default POS using the Company CPT Association and CPT POS screen.

Show Procedure Note

By enabling this, the user is able to see the Add procedure button in the Skin/wound tab. Allowing the user to add procedure note and access auto-calculate CPT code functionality for debridement and skin-sub procedure type.

Show Referral Options

This permission allows administrators to configure the referral options that correspond with the Referrals to DB permission.
These permissions are only functional for practices that have access to DocNow via database integration.

Show Signature Settings

When enabled administrators will have three options in their company settings for providers' signatures within notes:

None - Unless configured in note templates provider signatures are not in the body of notes. This is also the default if this company permission is not on.
Enable Written and Electronically Signed Signature - This option will automatically apply both a written style signature and text indicating that a note has been signed by the provider on the corresponding date of service to every note.
Enabled Electronically Signed Signature - This option will automatically apply text indicating that a note has been signed by the provider on the corresponding date of service to every note. A written style signature can still be included by configuring it within note templates.

Show Specialties

When enabled administrators will be able to create and assign specialties to providers and note templates.

New specialties are added under company settings.
Providers can be assigned one specialty by editing their user profile within the users tab in the Admin Portal.
Templates can be assigned one specialty within the template editing interface in the Admin Portal.
When a template is assigned a specialty, only providers who are also assigned that specialty can use that template.
Any template that does not have a specialty can be used by any provider whether they have a specialty or not.
When notes are written using a template assigned a specialty they will pull forward data only from a previous note with the same template, therefore skipping over any notes with no specialty or a different specialty.
When notes are written using a template without an assigned specialty they will pull forward data only from a previous note that also does not have a specialty, therefore skipping over any notes written with a template that has a specialty.

Show Therapy tab

The “Therapy” tab will appear in the Sidebar of Note Editor in case of enabling it.

Skin Sub Referral - Venture One Medical

By enabling it, there will be a bell icon visible with each wound in the Skin/Wound tab, the product form will appear after clicking on the bell icon.

Split Billing

When enabled providers will have an option in their charge capture to enable split billing for any encounter

When a provider enables split billing for an encounter they must submit the charge before signing their note.
When the provider signs their note they will choose the provider they are split billing with to co-sign the note with the co-sign drop down next to the sign note button
FS modifier will automatically be added to the CPT code
The co-signing provider will find the note to co-sign under the Co-Signed section of My Documents on their Dashboard
In the corresponding charge file the charge will show the Co-signing provider's NPI under "Supervisor NPI" and the original signers NPI under "Provider NPI"

Submit Charges at Sign Note

When enabled corresponding charges will automatically be submitted when a note is signed.

Charges (ICD10 code + CPT code) must be present in order to sign the note.

Supervisory Signer

The Supervisory Signer functionality introduces a review and sign-off process for documentation and billing. When enabled, it restricts users from directly signing and submitting their notes and charges.

Considerations:

Once the company permission is enabled, the corresponding user permission Supervisory Signer Required must be enabled for the originating provider.
- The Supervising Providers should always have this permission disabled.
The originating provider and supervising provider must be associated.
The originating provider must have a specialty assigned.
The company permission Show Specialties must also be enabled.

Workflow:

When the originating provider finishes a note they choose the Submit For Review option which will prompt them with a provider they are associated to.
The associated supervising provider will receive a notification and find the note in their dashboard in the Signature Request section.
The supervising provider can then edit the note and return to the originating provider for further edits or can sign the note.
The note is not signed and uploaded until the supervising providers signs the note.
Once the note is signed the supervising provider's NPI should populate the provider NPI field for billing information.

Tags (User/Company permission)

By enabling the tags, the tags will show up on the census patient list with each patient. Users can view tag phrases in the suggestions on the CK editor.

Telemedicine

This permission enables providers to conveniently create virtual visits with their patients.

If you are interested in Telemedicine please contact your DocNow Implementation Specialist or Account Manager.
Providers can launch a Zoom meeting directly from their census, schedule a meeting in advance using the ambulatory scheduler, and also launch a meeting directly from an appointment in the ambulatory scheduler.
The audio visual teleconference Zoom meeting launches from within DocNow.

Update Patient Info While Submitting Charge

By turning it on, User can update/edit the patient info (gender, name, DOB) from the patient info pop-up after clicking on the submit button from the CK editor.
Patient info Pop-up will not appear in case of disabling this permission.

UTD Restriction

This Practice Permission, when enabled, is used to restrict UTD to only "Pressure Ulcer/Injury" etiology with a Stage/Severity of Unstageable or Deep Tissue Injury. Ask your DocNow Account Manager for more details. When a Pressure Ulcer/Injury etiology is selected then the UTD checkbox becomes enabled.

Read more about Unable to Determine (UTD) for depth measurements in the 38.0.0 release notes

Validate Wound Dates Prior To Note Signing

When enabled before signing a note providers must ensure that either Present on Admission or Facility Acquired is selected for all active wounds

Wound Menu Location

When enabled there is an additional field available in wound assessments for Right, Left, and Bilateral.
When enabled when creating an initial wound assessment from the mobile app the user will have the option to choose a wound location on an imaged-based avatar that will upload as part of the wound photos.

Wound Phrases Based on Location

By turning it on, the location of the wound will show up with the “.woundassessment@dn” phrase on the CK editor.
In case of disabling, it will show the wound number with the “.woundassessment@dn” phrase.

Wound Procedure Phrases Based on Location

By turning it on, the location of the wound will show up with the “.woundprocedure@dn” phrase on the Note editor.
In case of disabling, it will show the wound number with the “.woundprocedure@dn” phrase.