MA Note Prep and Signing Workflow

Overview

Medical Assistant (MA) user types have the ability to prep notes for their associated providers.

MA Users

• Can create a census on behalf of an associated provider
• Can create a note and submit for review
• Can add Initial and Follow-up wound assessment
• Can add charges (ICD-10 and CPT) to the Charge Capture but cannot submit charges
• Cannot sign note but can submit notes for review

Associated Providers

• Can edit the note content
• Can edit the charge capture 
• Can submit charges
• Can sign the note

Admin Portal Configuration

In order for a MA to create a census or prep notes on behalf of a provider the MA must be associated with one or more providers.

1. Navigate to the Admin Portal>>Associations>>Provider-MA-BO screen
2. Locate the provider and associate the desired MA(s) using the provided dropdown

Provider Portal

MA Workflow

The MA should log into the provider portal and perform the following actions.

1. Navigate to the Census screen to view the Census List
2. Use the Providers dropdown to select the associated Provider for whom note prepping will be performed.

3. If needed, select Create New Patient Census to create a census for the desired date of service (DOS).
4. Select the view icon () to view the Daily Census and add patients to the census if not already present
5. Select the Create Note () icon to open a new note or continue editing an existing note

6. Once all required fields have been entered the note can be submitted by the MA for review by selecting the Submit for Review button. 

   Note: MAs user types are not allowed to sign notes therefore the Sign button will never be enabled for this user type. 

   

7. On the Daily Census Screen, draft notes will appear with a Tr/MA (Transcriber/Medical Assistant) icon noting that the note is being drafted and has not been submitted for review. Notes with a checkmark represent a note that has been submitted for review.
   
   Note: When a note is in Tr/MA status the associated provider is unable to view the note. The note must be submitted for the provider to review and edit the note.

Provider Workflow

1. Once submitted by a MA the associated provider will find all unsigned notes (both authored by the provider and any notes submitted by their associated MA) within the Provider Portal>>Dashboard>>Unsigned category.
2. Hovering the mouse over the desired row, notes and charges can be viewed and modified by selecting the view icon ()  or deleted () if draft or submitted charges are not present.
3. Additionally, notes can be signed singularly or in bulk by selected the checkbox on each note row then clicking the Sign & Upload Note(s) button. 
   
   Notes: 
   - Only notes created within an integrated facility (e.g. PCC or MatrixCare) will be uploaded
   - A facility must be selected in the filter to be able to bulk sign & upload notes 

4. Providers can modify the charges or note contents before signing the note if desired. 

Note: At this time no additional notifications or emails are sent to the provider to notify them of a note needing to be reviewed/signed.