HOW TO ENTER MESSAGES LIST

 

 

TPS 2000 has a built in Patient Message System.  In day-to-day operations, you will keep track of all the communication and services that a patient might need.  To save time, you put into the system messages that you associate with patient's services and also the most common responses to those messages.  For example, a patient might have a message attached to this appointment saying, "Call to confirm" and a response might say, "Done - will be 1/2 hour late.".  But in order to do this, you must first tell the system what messages you use most often and what responses you use most often.

 

You are able to mark whether a Response is required to the message or not.  For example the message "Patient needs to see Treasury" or "Missed Appointment" needs a response. This way when the Closing Message Report is printed at the end of the day, the doctor and office staff will know how the patient's money situation was handled or why the appointment was missed.

 


To add a new record, click on the “+” Plus Sign on the navigation bar.  Fill in the needed fields.  The following definitions may help.

Description:  The message or response as you want it to appear on the screen.

 

Priority Code:  If two or three messages are waiting to be displayed on the schedule, the one with the highest priority will be displayed first.   After the first message is handled, the second message color will display. All messages can be displayed in the message screen.  Note:  It is recommended that all responses be the lowest priority of 1.

 

ShortCode:  This field may contain up to 7 characters, however, try to keep these codes to 4 characters or less.  These codes, when setup, will print to the left of the patient’s scheduler name. (for example:  a New Patient message may be setup with the short code of NP, now when you add this message to a patient’s appointment, the NP prints before the name ( NP John Brown ).

(PLEASE NOTE:  Shortcodes are not used on Responses.  They will only appear on messages)

 

Keyboard ShortCut:  If you decide to use this field, you have selected the ability to add a message to a patient’s appointment using only the function keys on your keyboard.  Please keep in mind that these function keys may only be used ONCE so you are limited in the number of messages that may have access to these quick entry keys.  (NOTE:  the F1 key has been utilized for the HELP files and is not available.   The F10 key is also used by Windows so it not available.   Available function keys are the remaining F2 through F12).

 

Generate Messages of this type automatically when needed:  If there is a check mark in this box, the message is available to be used.  If you find that you no longer wish to use a message (for example, you want to turn off the late message feature), uncheck this box.

 

Response Needed: Used only on Message types  indicates whether your message requires a response.  "Patient needs to see Treasury" needs a response so a 4 has been put into this area.  Patient has a birthday today,  does not necessarily need a response as it will be handled when the patient comes in. 

 

Msg Handled: Used only on Response types  You will use the Message Handled field to show whether or not any given Response handles a message.  If the response handles the problem, put a Y in the Message Handled column.

 

 

Example: 

Type:                    Message           

Description:        Patient Is Late           

Priority Code:     Priority 9                  

ShortCode: 

Keyboard Shortcut

Generate Automatically:  4

Response Needed:          4       

Message Handled:  (not used for “Message” type)

 

Notes/Explanation of Message:  In this area, you may further explain your message.  For example, let’s say that you enter a message on this list that reads:   “Documentation Needed”.  In the Notes/Explanation of Message area you might type in what exactly you want the front desk to do when this message appears.

 

          Have the patient fill out the Release of Records form and

          Sign and date it.  Make a copy of this form once it is com-

          pleted and place the original in Insurance Person’s box

          and the copy to be filed in the patient’s file.  Use the

          HANDLED response for this message when you are done.

 

In this way, you now have complete documentation on what is needed to be done to handle this message.  No further information should be needed for your staff to handle this situation.

 


 

You may add any responses that will be used “over and over” in the system.  (i.e. Handled, Left message on answering machine, Patient Cancelled).  To add a new response, click the “+” on the tool bar.  Select the Type of Response.  Type in the response you wish to save in the description field.  If this response will “handle” the message (i.e. patient rescheduled, or handled) place a 4 in the Msg Handled field.  If these response does not handle the message (i.e. left message on answering machine), leave the Msg Handled field blank.

 

Example: 

Type:                    Response         

Description:        Handled           

Priority Code:     Priority 1                  

ShortCode:                     (Not used for “Response” Type)       

Keyboard Shortcut                   (Not used for “Response” Type)

Generate Automatically:  (Not used for “Response” Type)

Response Needed: (Not used for “Response” Type)                 

Message Handled:           4