Associations | Admin

Purpose

This article will provide information and guidance on the configuration and function of the associations within the DocNow Admin Portal. 

Audience

DocNow administrators. 

Overview

The Associations tab within the DocNow Admin Portal enables various back-end connections for access control, data sharing, and compliance. 

Table of Contents

• Admin Set Up
• Provider - Facility
• Template - Facility
• Nurse - Facility
• View Only User - Provider
• Wound Nurse
• Provider - Provider
• Provider - MA - BO
• Company Reports

Admin Set Up 

1. Navigate to the Associations tab within the Admin Portal. 
   
   
    
2. Navigate to the specific association you would like to configure. 

Provider - Facility 

The Provider - Facility association connects individual providers to individual facilities, and also connects Templates to facilities. 

Provider

When associated to a facility the provider will have access to view and document on the patients at that facility. 

To associate or remove a provider from a facility select the dropdown and then add or remove individual or all providers. 

Template

When a template is associated to a facility any provider who has access to that facility can use that template unless the practice  has configured Provider/Template Specialties. 

To associate or remove a template from a facility select the drop down and then add or remove individual or all templates. 

Notes: 

• After creating or integrating a new facility Providers and Templates must always be associated to complete facility set-up.
• Templates may also be associated to facilities in the Template editor in the Template tab of the Admin Portal.
• Associating specific Templates to specific Facilities allows for advanced configurations e.g. having templates that are made for SNFs vs. ALFs. vs. Home Care.
  • In the mentioned example a provider would not have to choose the appropriate template as when they are correctly associated they would only have the appropriate option when they are documenting on a patient who is part of the given facility.
• When Provider/Template Specialties have been configured providers will only be able to see and use templates that either have no Specialty selected or Templates that match the Provider's Specialty. 

Template - Facility 

This area accomplishes the same function as the Template - Facility section of the Provider - Facility association tab. Updates are bidirectional - updating one will update the other. 

When a template is associated to a facility any provider who has access to that facility can use that template unless the practice  has configured Provider/Template Specialties. 

To associate or remove a Facility from a Template select the drop down and then add or remove individual or all Facilities. 

Note: this tab will not be visible for Wound Care practices. 

Nurse - Facility 

The Nurse - Facility association connects view-only Nurse user types with an individual Facilities. 

When a Nurse is associated with a Facility they can log into DocNow and see patient documents and reports through their unique dashboard from the Facility they are associated with. 

This association's primary use case is to grant facility staff access to log into DocNow to have real time visibility into patient information, most often when facilities are not integrated. 

To associate or remove a nurse from a facility select the drop down and then add or remove the Nurse user. 

View Only User - Provider 

The View Only User - Provider association connects View Only  types with individual Providers. 

When a View Only user is associated with a Provider they can log into DocNow and see patient documents and reports for Facility that the Provider is associated with. 

This association's primary use case is to grant various internal practice staff access to log into DocNow to have real time visibility into patient information. 

To associate or remove a View Only user from a Provider select the drop down and then add or remove the appropriate Provider. 

Wound Nurse

The Wound Nurse associations connect a Wound Nurse user type with either or both a Provider and Facility. The association used is dependent on the intended workflow of the Wound Nurse user. 

Wound Nurse - Provider

Associating a Wound Nurse with a Provider will allow the Wound Nurse to do the following on behalf of the Provider they are associated with:

• Create censuses.
• Add patients to the censuses.
• Draft notes.
• Create wound assessments. 

To associate or remove a Wound Nurse with a Provider select the dropdown and then add or remove individual or all Wound Nurses.

Wound Nurse - Facility 

Associating a Wound Nurse with a Facility will allow the Wound Nurse to:

•  Create their own censuses.
• Add patients to their census.
• Create and sign notes.
• Create initial and follow up wound assessments under their own name. 

To associate or remove a Wound Nurse with a Facility select the drop down and then add or remove Wound Nurses. 

Provider - Provider 

The Provider - Provider association allows providers to be associated with one another. 

Associating two providers will enabled the following: 

• Providers can copy each others' census lists for cross coverage by using the Copy Patients From Existing Census option when creating a new census.
• If the appropriate Company Permission is enabled by a DocNow Account Manager or Implementation Specialist then Providers can create a census on behalf of any associated provider.
• Providers can view the notes and charges of any associated providers.
• Providers can see report results that include the associated provider and or their facilities if using the Analytics And Reporting module.
• Providers can co-sign notes for each other and request supervisory signatures from each other.
• Providers can view each other's appointments if using the Ambulatory Scheduler. 

To associate or remove a Provider with another Provider select the drop down and then add or remove Providers. 

Notes: 

• Associating one provider with another is bi-directional, you do not need to make the association twice for each Provider - Provider pair.
• When using a Patient Practice List providers can see all other providers who are associated with the same facility in the Select by Provider drop down when they are associated
• When using a Patient Practice List providers cannot draft notes for each other even if they are associated

Provider - MA - BO

The Provider - MA association connects Providers to Medical Assistant user types. The Provider - BO association connects Providers to Business Officer user types. 

Provider - MA 

Associating a Provider with an MA will allow the MA to do the following on behalf of the provider: 

• Create censuses.
• Add patients to the censuses.
• Draft notes.
• Draft Charges.
• Create wound assessments. 

To associate or remove an MA with a Provider select the drop down and then add or remove the MA. 

Provider - BO

Associating a Provider with a Business Officer will allow the Business Officer access into the following for the Provider they are associated with: 

• Viewing drafted and signed notes.
• Viewing drafted and submitted charges.
• Creating and viewing providers censuses.
• Viewing Patient Practice Lists
• Reporting results that include the associated provider and or their facilities if using the Analytics And Reporting module.
• Appointments if using the Ambulatory Scheduler. 

To associate or remove an Business Officer with a Provider select the drop down and then add or remove the Business Officer.

Company Reports

Associating reports to your practice will ensure any reports you have available through the Reporting And Analytics Module are visible. You can also manager which user types can access these reports from their user-side dashboard. 

To associate or remove a Report from your practice select the drop down and then add or remove the Report. 

To manage which user types are allowed to see reports from their dashboards select Manage User Types and then select or deselect User Types for each Report. Save when finished.