Company Settings

Purpose

• Introduce available DocNow company settings

Audience

• Practice & Company Administrators

Considerations

• Company settings are accessed within the Admin Portal by clicking your company name in the top right of the window and then choosing Settings.
• The majority of the company settings listed below will only appear if the corresponding Company Permission has been enabled 

Table of Contents

1. Company Settings
2. Census Settings
3. Signature Settings
4. Referral Options
5. Account Deactivation Settings
6. Specialties
7. PODs
8. Tags
9. BH Assessment Tool
10. CCM Assessment Tool
11. Chronic Care Consent
12. POS
13. Patient Configuration

Company Settings

• Default Charge Capture Tab: Arrange default order of providers' charge capture (CPT Codes) tab for whole company
• Default Diagnosis Tab: Arrange default order of providers' Diagnosis (ICD10 Codes) tab for whole company
• Export Notes: Enabled ability for users to export notes from patient profiles

Census Settings

• Enable default census columns for providers' census interface for while company

Signature Settings

When the company permission Show Signature Settings is enabled administrators will have three options 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. 

Referral Options

• After the related company permission Referral to DB is enabled there will be a “Referral” icon visible on the Skin/wound tab on the Note Editor. Users can add referrals through the dialogue box.
• The Show Referral Options company permission must also be enabled for the Referral Options section to appear in Company Settings
• These permissions are only functional for practices that have access to DocNow via database integration.
• In Referral Options settings administrators add and remove the types of referrals providers can choose

Account Deactivation Settings

• After the Account Deactivation company permission is enabled this tab appears in the settings and allows the admin to deactivate users which didn’t log in the system for 30, 60, 90, or 120 days.

Specialties

When the Show Specialties company permission is enabled administrators will be able to create and assign specialties to providers and note templates. 

• Administrators can add Specialties in this setting area.
• 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. 

PODs

Once PODs functionality is enabled for your company via the PODS company permission, 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.

• The PODs settings tab contains two sub-tabs: Divisions and Regions.

• Divisions tab:

  • Displays a list of all created divisions.
  • Each division includes a Regions Dropdown to associate regions with the division.
  • Options to Edit or Delete divisions.
  • The Create New Division button allows users to add new divisions.

• Regions tab:

  • Displays a list of created regions.
  • For each region, there are dropdown menus to associate providers and facilities with that region.
  • The 'Create New Region' button allows Super Admins to add new regions.
  • Each region also has options do Edit or Delete.

Tags

• After the corresponding  Tags company permission is enabled the tags will show up on the census or Patient Practice List with each patient.
• Administrators add and edit tags in the Tags company settings.
• When adding a tag administrators can add the following:
  • Name: The name of the tag that will appear for provider user
  • Color: Choose the color of the tag as it will appear when used
  • Phrase Text: Optional text that will be inserted into a note when a provider applies the tag using phrase that is automatically created when making a new tag.
  • Add Default Modifier: When a default modifier is added to a tag, any time that tag is applied to a patient the chosen modifier will attach to all CPT codes by default.
  • Add CPT: When a default CPT code is added to a tag, any time that tag is applied to a patient the chosen CPT code will always be added the charge capture for that patient by default. 

BH Assessment Tool

• This setting will only appear after the BH Assessment Tool company permission has been enabled.
• Administrators can add assessments and those assessments will appear in the user census settings.
• The assessments can be configured with the following:
  • Name: The name of the assessment that will appear as a census column to indicate if the assessment has been done within the selected time range.
  • Phrase: A dot phrase that can be used within a note apply the corresponding census icon, begin the selected number of days until the icon goes away, and populates the note with any Phrase Text configured.
  • Due Date (in days): The number of days until an assessment is expired shown by deselection of the corresponding date.
  • Reduce Days if ICD-10 Code G31.84 is used: Will reduce the number of days until expiration if the named ICD-10 code is used in the charge capture area.
  • Census Heading: Creates a corresponding census heading for the assessment where the date of the assessment will show when the phrase is activated in a note.
  • Phrase Text: Optional text that can be inserted into a note when using the assessment Phrase. 

CCM Assessment Tool

• This setting will only appear after the CCM Assessment Tool company permission has been enabled.
• 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

Chronic Care Consent

• This setting will only appear after the Show Chronic Care Consent company permission has been enabled.
• To configure administrators 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. 

POS

• This setting will only appear after the Show POS company permission has been enabled
• Administrators add available places of service in the settings to make them available for facilities.
• Once added, 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. 

Patient Configuration

• Patient configuration settings are primarily used in settings that do not have integrated facilities.
• The following sections are available to configure:
  • Medical History: Add sectional columns and rows under each column to create a common list of diagnoses which can be selected within a patient profile. Selections can be pulled into a note via the .medicalhistory@dn dot phrase.
  • Vital Signs: Add different vital types along with corresponding abbreviations and unit descriptions like kg, mmHg, etc., which can be selected within a patient profile. Selections can be pulled into a note via the .vitals@dn dot phrase.
  • Surgical History: Add sectional columns and rows under each column to create a common list of surgical history options which can be selected within a patient profile. Selections can be pulled into a note via the .surgical_history@dn dot phrase.
  • Social History: Add sectional columns and rows under each column to create a common list of social history options which can be selected within a patient profile. Selections can be pulled into a note via the .social_history@dn dot phrase.
  • Medications: Add sectional columns and rows under each column to create a common list of medications which can be selected within a patient profile. Selections can be pulled into a note via the .medications@dn dot phrase.