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Every new ecw version = another nightmare

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update to version 11.4 problems:
1. Cannot save a procedure note as a template. Nightmare when doing a lot of procedures and would prefer standard templates for each. (We do not use the procedure section in a regular visit note - we need to use the procedure note.)

2. All sorts of problems with correct header for each facility

update to version 11.5:
fixed 11.4 problems above
BUT new major problem:
prevented our biller from changing the facility so now she has to ask physician to unlock note then change facility and then relock note.
This is a nightmare because we have multiple “facilities” at each location each facility is set up to bill according to a certain payor contract with different NPI, tax ID’s etc.  So now we have to go back to the providers often with >20 requests per day to unlock note, change facility and relock. Before version 11.5 our billing staff could easily change the facility without needing to unlock the note.


Rebranding a clinc

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Has anyone rebranded a clinic name?

Did you rename the facility in eCW or did you create a new facility?

We know there are pros/cons to , but if you have gone through this I’d be like to hear your experience?
Why did you choose that option?
What issues did you encounter?

Thanks in advance.

future labs in order set

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We were both moved to the cloud this weekend and had the update happen. It is hard to know which of our many new problems is related to which event. When choosing future labs from an order set a user was able to click on the underlined number in the duration column and a calendar would open allowing you to chose future date as appropriate. Now the calendar does not come up and there is no way to change the future date. We are an extremely lab driven practice and this is causing lots of provider stress. Any ideas? I have a ticket in but tech had to send it on to the next level. Could it be some sort of setting that was affected in the upgrade?

New my.eclinicalworks.com

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Has anyone else been subjected to the misery of the new support portal for eCW? It’s a disaster!

Active Directory Authentication

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Has anyone turned on Active Directory Authentication in eCW?

I found a few other forum posts but nobody used the eCW option. 

I’m looking for workflows and potential issues with turn on the item key that allows AD SSO

Thanks.

Bone Density Workflow

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Does anyone have a good workflow for documenting Bone Density reports/results. Our providers order them as DI and send the order to our imaging department. The patient is put on a Bone Density schedule. We use a template in the imaging progress note to include the required information (Z score, T score and explanation of each, recommendations/treatment). The progress note is then assigned to the ordering provider and shows up under the S jelly bean “Review Progress Note” section. Provider has to lock and review. Then, they go to the order, add their notes to the nurse for follow up and assign the order to the nurse. Lots of clicks and lots of progress notes that get locked but not reviewed. Any ideas?

Novemeber 20th Patient Saftey Issues

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Anyone else get a letter in the mail stating Patient Safety issues have been identified in eClinicalWorks?

Any idea what patient safety issues they are referring to in the letter?  It was post marked November 20, 2020.

I’m sure the generated letter is referring to a specific issue, when you log into the portal there are hundreds of entries, so its hard to tell.

ACE Screeners - De-Identified

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Hi Everyone,

Does anybody currently use ACE screenings for pediatric/adult visits? If so, has anyone had any luck with creating a questionnaire that only drops the total score vs the individual question responses? I’m looking for a way to capture this information without the MA asking the questions, and without having to use paper. Ideally the patient would submit the results, the total score would drop into the note, and from there a CRE can be created to trigger a referral based on the score. The only scenario I can come up with is to create a custom vital, set the threshold as desired so that when entered it triggers in red as an alert that a referral is needed. I can’t quite come up with a way to get a proper referral to generate through CRE since the score isn’t a standardized vital.


Specialty forms vs. worksheets

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Hello,
We are trying to develop a form to use for chemo orders and have had limited success. Does anyone have experience working with eCW to create a specialty form or a worksheet? (For chemo orders or anything else.) I’m trying to get a sense of the overall process, the length of time it took to build, the cost, and whether or not the finished product met your needs.

Any advice/input is appreciated!  grin

Telehealth Related Updates

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Hello Everyone,

I wanted to create this area for Televisit related updates which I post in periodically. I have been posting updates in all the other threads and will attempt to consolidate it here. Depending on views here, I may also duplicate efforts and post in the other threads.

I will start by informing you about content you can access on support portal which you will definitely find helpful. In addition to all the documents and videos previously published on my.eclinicalworks.com, there are now two new short videos on how get your patients started with healow Televisits. There is one video in English and one in Spanish.

When you log-in to the the client portal, follow this path:
1)Click on Knowledge Tab
2) Documents and Videos
3)Expand Patient Engagement - Healow Core, Healow Telehealth Solutions, Healow Televisits, Televisits - Patient
4) you will find both videos here

I hate the new my.eclinicalworks view!

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I am really disliking the new modern view of the support portal!  I’ve been working with eCW for 8 years and all of a sudden they throw me for a loop!  Anyone know if we can continue to see the classic view?  We could at first, but I am not seeing the option any longer.  Thanks

11e upgrades

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We are still currently using the .exe, but have long been interested in moving to 11e.  One big reason is that it will not be as work-intensive to do a “client-side” upgrade, as we have many practices and many computers.

Anyone here with a large organization using 11e?

We’ve found that it seems like the use of the plug-in will wipe out the advantage of using a browser-based application, as we still would need to push the updated plug-in to all of our computers.  Even worse, it appears that the “auto-upgrade” for the plug-in requires Admin access on the local machine, whereas the “auto-upgrade” for the .exe (which we’ve always used as a backup plan in case our push doesn’t work on some computers) does not…

Letter tags

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Are the following tags available for building a Letter?
-the date of Letter creation, not the date of the encounter it was generated from
-the provider of the encounter, not the Rendering Provider or PCP

Is it possible to create new Letter tags?

Special Characters used by Therapists

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The use of quotation marks by therapists in their care plan notes is pretty common as it documents what the patient said.  In v11.50, quotation marks are included under the restricted Special Characters.  Any suggestions for an alternative option being used by other Behavioral Heath Therapists?

Want a SINGLE-PAGE OUTGOING REFERRAL?  Here! (temporary sticky/dzbanyai)

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Remember, any eCW update/upgrade will overwrite this.

So keep a copy somewhere else on your network.

It is located in the eClinicalWorkstomcat6webappsmobiledocjspcatalogxml folder on your eCW server where Tomcat is stored.

Disclaimer: this is obviously a use at your own risk, no warranty is expressed or implied.  Feel free to edit to your hearts’ content.


Patient’s PCP & Rendering Provider/Primary Care Giver Deletes After Surgery

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I have noticed that once one of my provider’s patients have surgery and become post-op, the PCP & referring doctor information is deleted from their chart within the info page.

Has anyone else experienced this issue before?

11e Web Vesrion>>Editing Letters

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How do you edit letters in 11e Web?

I see templates, I hit “edit”, and there is no way to edit the letter>just a “hand” cursor to move around the screen.

What am I missing?

Thanks

Rx Security - Is anyone using this?

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Hi there,

Just curious as to how many of you are utilizing the Rx Security feature that eCW offers.  (File > Security Settings > Rx Security).  We’re considering enabling this functionality, understanding that there will be a lot of upkeep to maintain but thinking it makes sense from a provider liability perspective.

Is there anyone using this and if so, we’re interested in your experiences and issues to consider if we turn this on.  We are a hospital-owned, multi-facility physicians group with over 80 providers and hundreds of users. 

Thanks!

Jessica

What’s new in 11.50?

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Going through the release notes for exe and browser, and just thought it would be a good idea to share what’s new in the upcoming client upgrade. Not everything but at least the major ones.

This is what I have so far:

What’s new: EXE

• Some new security attributes, many of them I already see, like deleting a pt, setting favorites for race/ethnicity/lang, etc

• Additional print/fax/lock print settings for consult notes.

• Absolute Session timeout, can now force a user to log off if they’ve been logged in for X amount of hours. Cannot disable.

• Disable user access to EXE, enabled by item key, disabled by default, pg 34

• Updates to Patient Merge window, pg 38

• New items added to safety and compliance report in report console, pg 47

• Special Character & character limit alert, only works in certain sections, pg 54

• Draggable pop-up windows, popups throughout ecw have been enhanced to be draggable or moved around. Enabled by itemkey, 4318_VAA, pg 57

• Birth Sex and Gender identity added to configure demographics mandatory fields section, you can now also hover over SOGI button on pt info window to display tool tip w/ sex orientation, gender id, and birth sex, pg 60

• Add an expiration date to document folders, this prevents the document from showing up on the DRLTA tab on the pts RCP, enabled by itemkey 1950_AOOAOO, pg 62

• You can now deactivate AOEs, pg 75

• You cannot delete a pt if they have any pt docs, pg 114

• Enhancements to the appointment log (more details), enabled by itemkey 4242_VAA, pg 129

• Adding expiration dates to Global Alerts, pg 132

• Visit type Charge: new feature, allows clinic to bill pt w/ a flat fee based on visit type, pg 135.

• Allergies no longer viewable on RCP, pg 149

• Lab/DI that has a document associated to it now displays w/ a gray paperclip on DRLTA tab, 150

• Labs on RCP now display in two sections: Outstanding orders, and Resulted orders. Also more filtering options for labs in RCP, ie ordered in the last 3/6 months, pg 150

• Scan button at bottom of prog note relabeld to Attachments button, pg 162.
Jpg/Gif images scanned into a PN will now also get printed/faxed when printing/faxing the PN note. Tiff and PDFs do not get printed/sent, pg 165

• Additional info required when setting a med as discontinued under Current Medications in PN, enabled by itemkey 1895_AOOAOO, pg 171

• New (U) icon for uncoded allergies throughout ecw, enabled by itemkey 4262_VAA, pg 177

• Mapping uncoded allergies (security attribute required), you can run report to check for uncoded allergies, that searches for the drug db to find a match to convert it to a structured allergy, pg 182

• Report Console report for deleted allergies, Allergy Report, pg 185

• Icons for allergy classification, enabled by item key 4262_VAA. Pg 187

• NKDA verification checkbox is never automatically checked, enabled by itemkey 4024_VAOE and 0292_HOAOO. If checked, making any changes to allergies will uncheck NKDA box, pg 188

• SO/GI button added to social history, you can hover over button for add. Info, pg 191

• Enhancements to down syndrome percentile charts on vitals, pg 192

• New popup window warning for improper spacing or decimal placements on Rx formulary screen, ie [1 . 5 mg ]instead of [1.5 mg], pg 208

• Pt Rx education now considers the route of administration, pg 210

• Accessing inj/t inj from progress note will now show “Today’s Immunizations”, there is a separate tab now for historical immunizations. If accessed through pt hub will show historical immunizations/inj. Pg 213

• If there are immunizations/inj marked as pending for pt, and the note can no longer be locked until imm/inj have been completed, pg 216

• Free text lot #s must be in the system, or an error will prompt to add them to inventory, cannot save otherwise, pg 217

• You can now setup therapeutic injections for allergy/drug interactions checks, each injection needs to be mapped individually, (Once mapped, you cannot remove the mapping if it’s associated with a pt encounter), pg 219


Will update this throughout the day. Pls feel free to add anything you come across.

eCW, The 2017 Settlement and special characters

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This relates to the letter we all recently received from eCW concerning patient safety. It was quite broad, vague and made it look like there is nothing going on. The letter was a result of an October 2020 communication from the OIG (Office of Inspector General) to eCW (full document can be viewed here: https://oig.hhs.gov/fraud/cia/agreements/eCW_10-30-20.pdf) stating the OIG is not particularly happy with the resolution to the issues in the 2017 Whistleblower Settlement. One element in the letter of interest is our friend the “special character.” We all know the havoc these can cause in our documentation. Well, the October letter says this about special characters (emphasis mine):

“Monthly Progress Reporting

For the remainder of the CIA, OIG will require eCW to submit monthly progress reports on the status of its implementation and completion of remediation and corrective action on certain critical issues relating to the safety of eCW’s Electronic Health Record
Software. Monthly progress reports must include, among other information, specific and measurable items to determine progress toward full implementation and completion of remediation and corrective action. Monthly progress reports will be due to OIG, ONC
and the SQOO on the first business day of each month. The specific issues that will be the subject of monthly progress reporting are:

1. Identification and repair of all special character, incorrect data type, and data truncation problems in all eCW products by January 31, 2021.

We also all know from many “resolved” Patient Safety Alerts on the Portal that the “resolution” to an issue is “don’t do it/use it, because it doesn’t work rightly.” That wouldn’t fly if your mechanic told you that when your car won’t start, and it shouldn’t be the resolution for features which don’t work either.

January 31, 2021 is right around the corner. We shall see what happens. It’s almost 2021. A software product shouldn’t break if you use a quotation mark.

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