BUSINESS ASSOCIATE AGREEMENT

THIS BUSINESS ASSOCIATE AGREEMENT (“Agreement”) is made and entered into on this day of September 2013, by and between ______________________________  (“Covered Entity”), and Abeo Solutions, Inc. (“Business Associate”). Covered Entity and Business Associate are sometimes referred to herein collectively as the “parties” and individually as a “party”.

WHEREAS, Business Associate performs certain functions on behalf of and/or provides certain services that qualifies it as a “business associate” of Covered Entity pursuant to 45 C.F.R. § 160.103;

WHEREAS, in the performance of such functions and/or the provision of such services, Business Associate may require access to Protected Health Information (defined below) in possession, custody, or control of Covered Entity, or may create or receive Protected Health information on behalf of Covered Entity for the limited purposes identified in this Agreement;

WHEREAS, pursuant to the Federal Standards for Privacy and Security of Individually Identifiable Health Information, 45 C.F.R. Parts 160 and 164, as established under the Health Insurance Portability and Accountability Act (HIPAA), Covered Entity cannot disclose Protected Health Information to or authorize the creation or receipt of Protected Health Information on its behalf by Business Associate unless Covered Entity obtains from Business Associate satisfactory assurances that Business Associate will properly safeguard such information; and

WHEREAS, Business Associate is willing to provide such assurances to Covered Entity under the terms specified herein.

NOW, THEREFORE, the parties agree as follows:

I. Definitions.

(a)   Breach. “Breach” shall have the same meaning as the term “breach” in 45 C.F.R. § 164.402.

(b)   Business Associate. “Business Associate” shall mean Abeo Solutions, Inc.

(c)    Covered Entity. “Covered Entity” shall mean _____________________________.

(d)   Electronic Health Record. “Electronic Health Record” shall have the same meaning as the term “electronic health record” in American Recovery and Reinvestment Act of 2009, § 13400(5).

(e)    Electronic Protected Health Information. “Electronic Protected Health Information” shall have the same meaning as the term “electronic protected health information” in 45 C.F.R. § 160. 103.

 

(f)   Electronic Transactions Rule. “Electronic Transactions Rule” shall mean the regulations issued by HHS concerning standard transactions and code sets under 45 C.F.R. Parts 160 and 162.

(g) HHS. “HHS” shall mean the Department of Health and Human Services.

(h) Privacy Rule. “Privacy Rule” shall mean the Standards for Privacy of Individually Identifiable Health Information at 45 C.F.R. Parts 160 and 164, subparts A and E.

(i)   Protected Health Information. “Protected Health Information” shall have the same meaning as the term “protected health information” in 45 C.F.R. § 160.103, limited to the information created or received by Business Associate from or on behalf of Covered Entity.

(j)   Required By Law. “Required by Law” shall have the same meaning as the term “required by law” in 45 C.F.R. § 164.103.

(k) Security Incident. “Security Incident” shall have the same meaning as the term “security incident” in 45 C.F.R. § 164.304.

(l)   Security Rule. “Security Rule” shall mean the Security Standards and Implementation Specifications at 45 C.F.R. Parts 160 and 164, subpart C.

(m)Subcontractor. “Subcontractor” shall have the same meaning as the term “Subcontractor” in 45 C.F.R. § 164.103.

(n)   Transaction. “Transaction” shall have the meaning given the term “transaction” in 45 C.F.R. § 160.103.

 

(o)   Unsecured Protected Health Information. “Unsecured protected health information” shall have the meaning given the term “unsecured protected health in C.F.R. §164.402

II. Safeguarding Privacy and Security of Protected Health Information

(a) Permitted Uses and Disclosures. Business Associate is permitted to use and disclose Protected Health Information only as set forth below:

(i)     Functions and Activities on Covered Entity’s Behalf. To perform functions on behalf of Covered Entity as such functions are agreed upon by Covered Entity and Business Associate pursuant to an underlying agreement between the parties (the “Services Agreement”).

(ii)   Business Associate’s Operations. For Business Associate’s proper management and administration or to carry out Business Associate’s legal responsibilities, provided that, with respect to disclosure of the Protected Health Information, either:

(A) The disclosure is Required by Law; or

 

(B) Business Associate obtains reasonable assurance from any other person or entity to which Business Associate will disclose Covered Entity’s Protected Health Information that the person or entity will:

(1)   Hold the Protected Health Information in confidence and use or further disclose the Protected Health Information only for the purpose for which Business Associate disclosed the Protected Health Information to the person or entity or as Required by Law; and

(2)   Promptly notify Business Associate of any instance of which the person or entity becomes aware in which the confidentiality of the Protected Health Information was breached.

(iii)Minimum Necessary. Business Associate will, in its performance of the functions, activities, services, and operations specified above, make reasonable efforts to use, to disclose, and to request only the minimum amount of the Protected Health Information reasonably necessary to accomplish the intended purpose of the use, disclosure or request, except that Business Associate will not be obligated to comply with this minimum-necessary limitation of 45 C.F.R. § 164.502(b) if neither Business Associate nor Covered Entity is required to limit its use, disclosure or request to the minimum necessary. Business Associate and Covered Entity acknowledge that the phrase “minimum necessary” shall be interpreted in accordance with 45 C.F.R. § 164.502(b).

(iv)Mitigation. Business Associate agrees to mitigate, to the extent practicable, any harmful effect that is known to Business Associate of a use or disclosure of the Protected Health Information by Business Associate in violation of the requirements of this Agreement and to assist Covered Entity’s efforts to mitigate any such harmful effect.

(b)   Required Uses and Disclosures. Business Associate shall disclose Protected Health Information (i) when required by the Secretary of DHHS under 45 C.F.R. Part 160, Subpart C to investigate or determine Business Associate’s compliance with Subchapter C of 45 C.F.R., Subtitle A, and (ii) to Covered Entity, the individual or the individual’s designee, as necessary to satisfy Covered Entity’s obligations under 45 C.F.R. § 164.524(c)(2)(ii) and (3)(ii) with respect to the individual’s request for an electronic copy of his or her Protected Health Information.

(c)    Prohibition on Unauthorized Use or Disclosure. Business Associate will neither use nor disclose the Protected Health Information, except as permitted or required by this Agreement or in writing by Covered Entity or as Required by Law. This Agreement does not authorize Business Associate to use or disclose the Protected Health Information in a manner that will violate the Privacy Rule.

(d) Information Safeguards.

(i) Privacy of Protected Health Information. Business Associate will comply with the Privacy Rule to the extent applicable to Business Associate. The Business Associate’s Privacy Rule safeguards must reasonably protect the Protected Health Information from any intentional or unintentional use, access or disclosure in violation of the Privacy Rule

and limit incidental use, access or disclosure made pursuant to a use, access or disclosure otherwise permitted by this Agreement.

(ii) Security of Electronic Protected Health Information. Business Associate will comply with the Security Rule and will use appropriate administrative, technical, and physical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of Electronic Protected Health Information that Business Associate creates, receives, maintains, or transmits on Covered Entity’s behalf as required by the Security Rule. Business Associate shall review and modify the security measures implemented in accordance with the above as needed to continue provision of reasonable and appropriate protection of Electronic Protected Health Information. Business Associate shall update documentation of such security measures in accordance with 45 C.F.R. § 164.31 6(b)(2)(iii) and shall designate a Security Officer and undertake appropriate training of its personnel in accordance with the Security Rule.

(e)    Subcontractors and Agents. Business Associate will ensure that any of its Subcontractors and agents, to whom it provides Protected Health Information and/or Electronic Protected Health Information received from, or created or received by the Business Associate on behalf of, the Covered Entity agree to the same restrictions and conditions that apply to the Business Associate with respect to such information. Business Associate may permit a business associate that is a Subcontractor to create, receive, maintain, or transmit Electronic Protected Health Information on its behalf only if Business Associate obtains satisfactory assurances, in accordance with 45 C.F.R. § 164.3 14(a), that the Subcontractor will appropriately safeguard such information. Business Associate agrees that any of Business Associate’s Subcontractors that create, receive, maintain or transmit Protected Health Information or Electronic Protected Health Information on behalf of Business Associate shall comply with the applicable requirements of 45 C.F.R. Part 164, Subpart C by entering into a contract or other arrangement with such Subcontractor that complies with 45 C.F.R. § 164.3 14(a)(2)(i).

(f)    Prohibition on Sale of Records. Effective September 23, 2013, Business Associate shall not engage in any sale of Protected Health Information as defined in 45 C.F.R. § 164.501.

  1. III.    Compliance with Electronic Transactions Rule. If Business Associate conducts in whole or part electronic Transactions on behalf of Covered Entity for which HHS has established standards, Business Associate shall comply, and will require any Subcontractor it involves with the conduct of such Transactions to comply, with each applicable requirement of the Electronic Transactions Rule. Business Associate shall also comply with the National Provider Identifier requirements, if and to the extent applicable.
  2. IV.    Individual Rights.

(a) Access. Business Associate will make available Protected Health Information in accordance with 45 C.F.R. § 164.524, upon request from Covered Entity, so that Covered Entity may meet its access obligations under 45 C.F.R. § 164.524. Effective September 23, 2013, if the Protected Health Information is maintained electronically in a designated record set in the Business Associate’s custody or control, then the Covered Entity shall have a right to obtain from Business Associate a copy of such information in an electronic format.

 

(b)   Amendment. Business Associate will, upon receipt of written notice from Covered Entity, promptly amend or permit Covered Entity access to amend any portion of an individual’s Protected Health Information that is in a designated record set in the custody or control of the Business Associate, so that Covered Entity may meet its amendment obligations under 45 C.F.R. § 164.526.

(c)    Disclosure Accounting. Business Associate will make available the information required to provide an accounting of disclosures in accordance with 45 C.F.R. § 164.528, upon request from Covered Entity, to allow Covered Entity to meet its disclosure accounting obligations under 45 C.F.R. § 164.528. Business Associate will maintain the Disclosure Information for six (6) years following the date of the accountable disclosure to which the Disclosure Information relates.

(d)   Restriction Agreements and Confidential Communications. Business Associate will comply with any agreement that Covered Entity makes that either (i) restricts use, access or disclosure of Covered Entity’s Protected Health Information pursuant to 45 C.F.R. § 164.522(a), or (ii) requires confidential communication about Covered Entity’s Protected Health Information pursuant to 45 C.F.R. § 164.522(b), provided that Covered Entity notifies Business Associate in writing of the restriction or confidential communication obligations that Business Associate must follow. Covered Entity will promptly notify Business Associate in writing of the termination of any such restriction agreement or confidential communication requirement and, with respect to termination of any such restriction agreement, instruct Business Associate whether any of Covered Entity’s Protected Health Information will remain subject to the terms of the restriction agreement.

V. Reporting.

(a) Breach or Unauthorized Use, Access or Disclosure. Business Associate will report to Covered Entity any potential Breach of Unsecured Protected Health Information or any other non-permitted use, access or disclosure of Protected Health Information as soon as reasonably practicable and not more than five (5) calendar days after discovery of such potential Breach or such other non-permitted use, access or disclosure of such Protected Health Information. Business Associate will treat a potential Breach as being discovered in accordance with 45 C.F.R. § 164.410. Business Associate will make the report to Covered Entity’s Privacy Officer. If a delay is requested by a law-enforcement official in accordance with 45 C.F.R. § 164.412, Business Associate may delay notifying Covered Entity for the applicable time period. Business Associate’s report will include at least the following, provided that absence of any information will not be cause for Business Associate to delay the report:

(i)     Identify the nature of the Breach or other non-permitted or violating use, access or disclosure by Business Associate or its Subcontractors;

(ii)   Identify the Protected Health Information used, accessed or disclosed by Business Associate or its Subcontractors;

 

(iii)Identify which individual made the Breach or other non-permitted or violating use or access or received the non-permitted or violating disclosure;

(iv)Identify what corrective action Business Associate or its Subcontractors took or will take to prevent further Breaches or other non-permitted or violating uses, accesses or disclosures;

(v) Identify what Business Associate or its Subcontractors did or will do to mitigate any harmful effect of the Breach or other non-permitted or violating use, access or disclosure; and

(vi) Provide such other information, including a written report and risk assessment of Business Associate or its Subcontractors under 45 C.F.R. § 164.402, as Covered Entity may reasonably request.

(b)        Security Incidents. Business Associate will provide notice to Covered Entity of any Security Incident of which Business Associate becomes aware. Business Associate will make the report in the form noted in Section V.(a) above and will cooperate with Covered Entity to promptly address and correct the Security Incident.

(c)          Notice. For purposes of notifying Covered Entity of privacy Breaches, Security Incidents or an unauthorized use, access or disclosure of Protected Health Information, notices shall be deemed given when properly addressed to a party’s privacy contact upon the date of receipt if hand-delivered or emailed, or three (3) business days after deposit in the U.S. mail if mailed by registered or certified mail, postage prepaid, or one (1) business day after deposit with a national overnight courier for next business day delivery, or upon the date of electronic confirmation of receipt of a facsimile transmission.

(d)        Address for Notice. Notice of a privacy Breach, Security Incident or unauthorized use, access or disclosure shall be communicated to Covered Entity as follows:

Contact Office:

Telephone:

Fax:

Email:

VI. Term and Termination.

(a) Term. The term of this Agreement shall be effective as of September 22, 2013, and shall terminate when the underlying Services Agreement between the parties has terminated, subject to obligations of the parties which extend beyond or survive such termination, including those obligations related to return or destruction of Protected Health Information upon termination of this Agreement.

 

(b)   Right to Terminate for Cause. Covered Entity or Business Associate may terminate this Agreement if it determines, in its sole discretion, that the other party has breached any material term of this Agreement, and upon written notice to the breaching party of the breach, the breaching party fails to cure the breach within ten (10) calendar days after receipt of the notice. Any such termination will be effective immediately or at such other date specified in a notice of termination.

(c)    Right to Termination Upon Change in Regulations. Either party may terminate this Agreement if amendment or addition to 45 C.F.R. Parts 160-64 affects the obligations under this Agreement of the party exercising the right of termination. The party so affected may terminate this Agreement by giving the other party written notice of such termination at least 90 days before the compliance date of such amendment or addition to 45 C.F.R. Parts 160- 64.

(d)   Return or Destruction of Covered Entity’s Protected Health Information as Feasible. Upon termination of this Agreement, Business Associate will, if feasible, return or destroy all Protected Health Information received from, or created or received by the Business Associate or its Subcontractors on behalf of, the Covered Entity that the Business Associate or its Subcontractors still maintains in any form and retain no copies of such information or, if such return or destruction is not feasible, extend the protections of this Agreement to the information and limit further uses, accesses and disclosures to those purposes that make the return or destruction of the information infeasible. Business Associate will complete these obligations, and shall cause its Subcontractors to comply with these obligations, as promptly as possible, but in no event later than thirty (30) calendar days following the effective date of termination of this Agreement.

(e)    Continuing Privacy and Security Obligation. Business Associate’s obligation to protect, and to cause its Subcontractors to protect, the privacy and safeguard the security of Covered Entity’s Protected Health Information as specified in this Agreement will be continuous and will survive termination or other conclusion of this Agreement.

VII. Indemnification.

(a) Indemnification. Business Associate agrees to indemnify, defend, and hold harmless Covered Entity and its employees, directors, officers, subcontractors, agents or other members of its workforce (each an “Indemnified Party”) against all actual and direct losses or damages suffered by the Indemnified Party and all liability to third parties arising out of or in connection with any alleged breach of this Agreement by Business Associate or from any alleged negligence or wrongful acts or omissions of Business Associate, including failure of Business Associate to perform its obligations under this Agreement, under the Privacy Regulations or under the Security Rule. Accordingly, on demand, Business Associate shall reimburse any Indemnified Party for any and all actual and direct losses, liabilities, damages, lost profits, fines, penalties, costs or expenses (including reasonable attorney fees) which may be imposed upon any Indemnified Party by reason of any suit, claim, action, proceeding or demand by any third party resulting from Business Associate’s breach of this Agreement.

 

VII. General Provisions.

(a)   Definitions. All terms that are used but not otherwise defined in this Agreement shall have the meaning specified under HIPAA, including its statute, regulations and other official government guidance.

(b)   Inspection of Internal Practices, Books, and Records. Business Associate will make its internal practices, books, policies, procedures and records relating to its use and disclosure of Covered Entity’s Protected Health Information available to HHS to determine compliance with the HIPAA Rules.

(c)    Amendment to Agreement. This Agreement may only be amended or modified by a written instrument signed by the parties. In the event of a change of applicable law, the parties agree to negotiate in good faith to adopt such amendments to this Agreement as are necessary to comply with such change in law.

(d)   No Third-Party Beneficiaries. Nothing in this Agreement shall be construed as creating any rights or benefits to any third parties.

(e)    Interpretation. Any ambiguity in this Agreement shall be resolved to permit Covered Entity and Business Associate to comply with the applicable requirements under HIPAA.

(f)    Supersession. This Agreement shall supersede and replace in its entirety any Business Associate Agreement previously in place between the parties as of the date of this Agreement.

 

IN WITNESS WHEREOF, each of the undersigned has caused this Agreement to be duly executed in its name and on its behalf effective as of the date first above written.

“COVERED ENTITY”

______________________

By: _____________________

“BUSINESS ASSOCIATE”

Abeo Solutions, Inc.

 

By: ________________________

 

Click here to download a signed copy in pdf format.

Abeo Solutions, Inc. HIPAA Notice of Privacy Practices

  Effective Date: September 22, 2013

 

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION.  PLEASE REVIEW IT CAREFULLY.

 

If you have any questions about this notice, please contact Sunil Chaudhari at (512) 335-1976.

OUR OBLIGATIONS:

We are required by law to:

  •   Maintain the privacy of protected health information
  •  Notify you of any breaches involving your Protected Health Information
  • Give you this notice of our legal duties and privacy practices regarding health information about you

HOW WE MAY USE AND DISCLOSE HEALTH INFORMATION:

Except for the purposes described below, we will use and disclose Protected Health Information only with your written permission.  You may revoke such permission at any time by writing to our practice Privacy Officer.   We will only use and disclose your Protected Health Information without your authorization when necessary for:

 

  • Treatment. We may use and disclose Protected Health Information for your treatment and to provide you with treatment-related health care services.
  • Payment. We may use and disclose Protected Health Information so that we or others may bill and receive payment from you, an insurance company or a third party for the treatment and services you received.
  • Health Care Operations. We may use and disclose Protected Health Information for health care operations purposes.  We also may share information with other entities that have a relationship with you (for example, your health plan) for their health care operation activities.
  • As Required by Law.  We will disclose Protected Health Information when required to do so by international, federal, state or local law.
  • To Avert a Serious Threat to Health or Safety. We may use and disclose Protected Health Information when necessary to prevent a serious threat to your health and safety or the health and safety of the public or another person.
  • Business Associates.  We may disclose Protected Health Information to our business associates that perform functions on our behalf or provide us with services if the information is necessary for such functions or services.  We will only disclose your Protected Health Information to Business Associates who have agreed in writing to maintain the privacy of Protected Health Information as required by law.
  • Public Health Risks.  We may disclose Protected Health Information for public health activities.  These activities generally include disclosures to prevent or control disease, injury or disability; report births and deaths; report child abuse or neglect; report reactions to medications or problems with products; notify people of recalls of products they may be using; a person who may have been exposed to a disease or may be at risk for contracting or spreading a disease or condition; and the appropriate government authority if we believe a patient has been the victim of abuse, neglect or domestic violence.  We will only make this disclosure if you agree or when required or authorized by law.
  • Health Oversight Activities.  We may disclose Protected Health Information to a health oversight agency for activities authorized by law.
  • Data Breach Notification Purposes.  We may use or disclose your Protected Health Information to provide legally required notices of unauthorized access to or disclosure of your health information.
  • Lawsuits and Disputes. If you are involved in a lawsuit or a dispute, we may disclose Health Information in response to a court or administrative order.  We also may disclose Health Information in response to a subpoena, discovery request, or other lawful process by someone else involved in the dispute, but only if efforts have been made to tell you about the request or to obtain an order protecting the information requested.
  • Law Enforcement. We may release Protected Health Information if asked by a law enforcement official if the information is: (1) in response to a court order, subpoena, warrant, summons or similar process; (2) limited information to identify or locate a suspect, fugitive, material witness, or missing person; (3) about the victim of a crime even if, under certain very limited circumstances, we are unable to obtain the person’s agreement; (4) about a death we believe may be the result of criminal conduct; (5) about

criminal conduct on our premises; and (6) in an emergency to report a crime, the location of the crime or victims, or the identity, description or location of the person who committed the crime.

USES AND DISCLOSURES THAT REQUIRE US TO GIVE YOU AN OPPORTUNITY TO OBJECT

Individuals Involved in Your Care or Payment for Your Care. We may disclose your Protected Health Information to a member of your family, a relative, a close friend or any other person you identify, that directly relates to that person’s involvement in your health care, if the information

is relevant to their involvement and you have agreed or had an opportunity to object.

WRITTEN AUTHORIZATION IS REQUIRED FOR OTHER USES AND ISCLOSURES

The following uses and disclosures of your Protected Health Information will be made only with your written authorization:

1.  Uses and disclosures of Protected Health Information for marketing purposes; and

2.  Disclosures that constitute a sale of your Protected Health Information

Other uses and disclosures of Protected Health Information not covered by this Notice or the laws that apply to us will be made only with your written authorization.  If you do give us an authorization, you may revoke it at any time by submitting a written revocation to our Privacy Officer and we will no longer disclose Protected Health Information under the authorization. But disclosure that we made in reliance on your authorization before you revoked it will not be affected by the revocation.

YOUR RIGHTS:

You have the following rights regarding Health Information we have about you:

Right to Inspect and Copy.  You have a right to inspect and copy Health Information that may be used to make decisions about your care or payment for your care.

Right to an Electronic Copy of Electronic Medical Records. If your Protected Health Information is maintained in an electronic format (known as an electronic medical record or an electronic health record), you have the right to request that an electronic copy of your record be given to you or transmitted to another individual or entity.

Right to Get Notice of a Breach.  You have the right to be notified upon a breach of any of your unsecured Protected Health Information.

Right to Amend.  If you feel that Protected Health Information we have is incorrect or incomplete, you may ask us to amend the information.  You have the right to request an amendment for as long as the information is kept by or for our office.

Right to an Accounting of Disclosures.  You have the right to request a list of certain

disclosures we made of Protected Health Information for purposes other than treatment, payment and health care operations or for which you provided written authorization.

Right to Request Restrictions.  You have the right to request a restriction or limitation on the Protected Health Information we use or disclose for treatment, payment, or health care operations.  You also have the right to request a limit on the Protected Health Information we disclose to someone involved in your care or the payment for your care, like a family member or friend.  We are not required to agree to your request.

Right to Request Confidential Communications. You have the right to request that we communicate with you about medical matters in a certain way or at a certain location.  To request confidential communications, you must make your request, in writing, to Sunil Chaudhari.  Your request must specify how or where you wish to be contacted.  We will accommodate reasonable requests.

Right to a Paper Copy of This Notice.  You have the right to a paper copy of this notice.  You may ask us to give you a copy of this notice at any time.  Even if you have agreed to receive this notice electronically, you are still entitled to a paper copy of this notice.  You may obtain a copy of this notice at our web site, www.crystalpm.com.

CHANGES TO THIS NOTICE:

We reserve the right to change this notice and make the new notice apply to Protected Health Information we already have as well as any information we receive in the future.  We will post a copy of our current notice at our office.  The notice will contain the effective date on the first page, in the top right-hand corner.

COMPLAINTS:

If you believe your privacy rights have been violated, you may file a complaint with our office or with the Secretary of the Department of Health and Human Services.  To file a complaint with our office, contact Sunil Chaudhari.  All complaints must be made in writing.  You will not be penalized for filing a complaint.

Click here to download a pdf copy.

Crystal PM
Workstation
Software


Crystal PM
Full Demo 2015




HIPAA Checklist


A useful HIPAA guide.


System Requirements

Checklist for Crystal PM minimum system requirements.


Crystal PM Manual

View the Crystal PM user guide.


Clinical Quality Measures

View the list of Clinical Quality Measures.


Recall Postcard Format

MS Word template for a single sheet postcard format.


Schedule/Patient Template

MS Word template for merging patient and schedule data.


Brother Label Template

Preferred Brother Label Template.


Backup Batch File

The ‘backup.bat’ file for use in manually backing up the Crystal PM database.



PDF Viewing Software (Adobe Reader)

Allows you to view PDF files that are on your computer or have been uploaded to Crystal.

**Note: uncheck the box for McAfee virus scan.


Cute PDF

Allows you to create PDF files from any printable document.


Bullzip

Allows you to create PDF files from Windows Applications.



Java Runtime Environment

Workstation computers to be on the latest version of the Java runtime environment. For questions regarding this software, consult with your IT personnel.


GoToAssist

This is the access portal for GoToAssist.

1.1 Overview

The Inventory module manages your inventory of frames, contact lenses and other miscellaneous items. If the system has been preloaded with the Frame UPC CD, managing frames inventory is streamlined by “auto-filling” when a registered barcode is entered.

To display the Inventory window:

Click the Inventory image001 button in the Main Toolbar.

1.2 Viewing Inventory

image005
Each Inventory page provides an overview of the total number of items, by Brand, currently in your inventory for the selected category. From the main Inventory screen for a selected category, you can choose to view the items list for any listed Brand.

To view inventory:

1 Select the category for which you wish to view inventory by clicking the appropriate button: either Frames, Contact Lenses or Miscellaneous.

The main inventory page shows the total number of items, by Brand, currently in your inventory for the selected category. Each line in the listing provides the following information:

  • Quantity – the total number of items in your inventory for the associated Brand.
  • Brand – the brand name of the associated items.
  • Purchase – the total of the individual purchase prices (paid by your practice) for all items of the associated Brand currently in your inventory.
  • List Price – the total of the individual list prices for all items of the associated Brand currently in your inventory.
  • Sale – the total of the individual sale prices (charged by your practice when an item is sold) for all items of the associated Brand currently in your inventory.

You can re-sort the Inventory list using any column as the sort key. Click a column head to sort the list alphanumerically by the selected column. Click the column head again to sort the list in reverse alphanumeric order.

image006

1 Click a line in the main inventory list to view the items list for the selected Brand. The items list contains a listing of individual items for the selected Brand.

2 Click the Back button to return to the Inventory “main” page.

1.3 Adding Items to Inventory

Items are added to Inventory by creating item records for each salable/billable item in your practice’s inventory. Once an item record for a given item is created, it cannot be deleted. Purchases and sales of the associated items are managed by changing the quantity associated with the item record (see Section 6.4, Managing Inventory on page 6-3 for details).

The general procedures for adding an item to Inventory are the same regardless of the category of the item (Frames, Contact Lenses, Miscellaneous items). The only difference is the specific data fields associated with each item.
To add a new item to inventory:

1 Select the category for which you wish to view inventory by clicking the appropriate button: either Frames, Contact Lenses or Miscellaneous.

  • The “main” Inventory page for the selected category displays.

    2 Click the Add Frame, Add Contacts to Inventory or Add Item to Misc button, as appropriate.

  • The inventory dialog for the current category displays.
  • 3 Enter the appropriate data for the item being added to Inventory.

    For Frames: Use the Load Search Boxes with Data From radio buttons to select the source for the Inventory auto-fill feature: either Inventory or Frames CD. When Inventory is selected and you enter a UPC code for an item for which an “item record” currently exists, the system retrieves the current item record and increases the Quantity by.image012

  • 4 1. When Frames CD is selected and a matching UPC code is found, the data fields are “auto-filled” with the appropriate information.
  • For Contact Lenses and Miscellaneous Items this action is performed without the use of radio buttons.
  • 5 When all desired information has been entered, click Save to Inventory and Close to add the item to the inventory and return to the main inventory window, or click Save to Inventory and Add Another to add the item and refresh the dialog window with blank fields.

Inventory Data Fields

Not all fields are found in all categories. Unless otherwise specified, all fields are optional.

UPC the unique Universal Price Code for the associated item. This field is mandatory.
Quantity the quantity of the item currently in your inventory. This field is mandatory.
Manufacturer the manufacturer (or vendor) of the item.
Collection the collection name, number or other designation for frames.
Name the name (description) of the item.
Color the color (for frames).
Eye the eye size
Material the material of which the item is made.
Style the style name, number or other designation for a frame.
(Size/Prescription) size, fitting, or prescription data (Dbl, Tmpls, A, B, ED for frames; Base Curve, Sphere, Diameter for contact lenses).
Memo additional notes (often imported from the Spex CD)
Purchase Price the single unit purchase price (paid by your practice) for the item.
List Price the single unit list price for the item.
Calculate Sale Price for frames only, enter an equation in this field, and then click the button to automatically calculate the sale price. Click the ? button next to this field for instructions on equations.
Sale Price the single unit sale price (charged by your practice when the frame is sold) for the item.
Notes any additional notes related to the item.

 

When entering pricing information, you may enter amounts in whole dollars (i.e. “5”) or dollars and cents (i.e. “5.95”). The dollar sign “$” is optional.

1.4 Managing Inventory

You can edit an item record to update the quantity of an item in inventory as a result of purchase or sale, or to update other data fields in the item record.

1.4.1 Editing an Item Record

To edit an item record:

6 Select the category for which you wish to edit an “item record” by clicking the appropriate button; either Frames, Contact Lenses or Miscellaneous.

The main inventory page for the selected category displays.

 

7 Double-click the line in the inventory main page for the Brand containing the item record you wish to edit.

8 Double-click the item record you wish to edit.

  • The Inventory dialog displays. The dialog is prefilled with current information for the selected “item record.”

9 Edit the desired information, as described in Section 6.3 above.

You may reflect purchases or sales by increasing or decreasing the total Quantity. If this occurs while editing an item record, the Frame Transaction window will open after saving (see Section 6.4.2 below). It is recommended, however, that sales be logged from the Billing module (see Section 3.3, Creating an Invoice on page 3-3 for details), rather than from the from the Inventory module. Sales from the Billing module will generate an automatic update to inventory, provided the UPC code is entered when the sale is made.

The UPC code cannot be edited.

10 When all desired changes have been made, click the Save to Inventory and Close button.

1.4.2 Restocking

It is recommended that returns be logged from the Billing module (see Section 3.10, Product Returns on page 3-12 for details), rather than from the from the Inventory module. Returns from the Billing module will generate an automatic update to inventory, provided the UPC code was entered when the sale was made. However, returns processed in the Inventory module will not update the associated invoices.

Instead of changing the quantity in the item record, you can use the buttons to the left of the inventory window to modify inventory quantity.

11 Click the desired button: Restock Item, Remove Item, Return Item, or Other.
image019

  • The transaction window opens.

All four buttons will take you to the same screen. The only difference between the button is the pre-populated value in the Type field.

12 Type in a UPC or click the magnifying glass button to browse the inventory.

13 Specify the Quantity (the amount by which the stock is changing).

14 Specify the reason for the change in quantity (Restock, Sold, Remove Item(s), Return to Manufacturer, Correction/Fix Error, or Customer Return), date, and enter any notes if desired.

15 Click Save to finish.

1.5 Managing Vendors and Optical Labs

The inventory module maintains records containing address and contact information for each vendor and optical laboratory from which your practice purchases products or services. Vendor records are saved separately for frame vendors, optical laboratories, contact lens vendors, and other miscellaneous vendors.

To access the Vendor Page:

  • For Frame Vendors: Click the Other Vendors button from the Frames Inventory page (see Section 6.2, Viewing Inventory on page 6-1 for details).
  • For Optical Laboratories: Click the Optical Labs button on the Frames Inventory page.
  • For Contact Lens Vendors: Click the Vendors button on the Contact Lenses Inventory page (see Section 6.2, Viewing Inventory on page 6-1 for details).
  • For Miscellaneous Vendors: Click the Vendors button on the Miscellaneous Inventory page (see Section 6.2, Viewing Inventory on page 6-1 for details).
  • By default, the Vendor Page displays information for the first vendor (alphabetically) in the database.

    To add a vendor or optical lab:

    image024
    The Vendor Page contains the same data fields, regardless of the type of vendor or optical lab.
    Access the appropriate Vendor Page for the type of vendor you wish to add.

    • 16 Click the Add New button.
    • The page refreshes to display “blank” data fields.
    • 17 Enter a name for the vendor (or optical laboratory) in the Vendor text box (or Lab text box for optical laboratories).
    • 18 Enter address information for the vendor in the Address, Address 2, City, State and Zip Code text boxes.
    • 19 If the vendor has a web site, enter the appropriate URL in the Web Address text box.
    • 20 Enter any desired notes about the vendor in the Notes text box.
    • 21 Enter the name and telephone numbers for your direct contact at the vendor in the Contact Name, Contact #, Contact 2 # and Contact Fax # text boxes.
    • 22 Enter the vendor’s main telephone numbers in the Company #, Company 2 # and Company Fax text boxes.
    • 23 Enter the vendor’s publish telephone numbers in the Publish #, Publish Fax # and Publish WATS # text boxes.
    • 24 When all desired information has been entered, click the Save button to save the vendor record.

    To edit a vendor record:

    • 25 Access the appropriate Vendor Page for the type of vendor you wish to add.
    • 26 Select the name of the vendor whose record you wish to edit from the Vendor menu (or Lab menu for optical laboratories).
    • The Vendor Page refreshes to display the current information for the selected vendor.
    • 27 Edit the desired information, as described for adding a vendor.
    • 28 When all desired information has been edited, click the Save button to save your changes.

    To delete a vendor record:

    • 29 Access the appropriate Vendor Page for the type of vendor you wish to add.
    • 30 Select the name of the vendor you wish to delete from the Vendor menu (or Lab menu for optical laboratories).
    • The Vendor Page refreshes to display the current information for the selected vendor.
    • 31 Click the Delete button.
    • 32 Click the Yes button to complete the deletion.

    Verifying Inventory:

    To monitor shrinkage and ensure you have each item in stock, use the Verify Inventory function on a regular basis to reconcile your actual inventory against the inventory logged in the system.

    • 33 Click the Verify Inventory button in the bottom right corner of the screen.
    • 34 Enter each item individually, either scanning, typing in the UPC, or browsing for it through the Search for UPC button.
      image025
    • 35 Click Scan Another Frame between each frame to scan a new one.
    • 36 When finished, click the Compare to Existing.
    • This window shows the number of items in stock compared to the number in the system inventory, as well as the number that system will update the value to, if desired. (You can change the value in Updated Value column manually, if desired.)
    • 37 Select each item you wish to update in the system, or select Check All.
    • 38 Click Update Inventory to change the number in the inventory to the value in the Updated Value column.

    1.6 Transaction Reports

    The Transaction Report feature allows you to see all the recent transactions made on all inventory items and to search for specific criteria.

    To create a Transaction Report:
    image029

    • 39 Click the Transaction Report button on the top-right of the inventory screen.

      By default, the transaction report will show the previous week of transactions for the product category (Frames, Contact Lenses or Miscellaneous) that was open.

    • 40 Change the search criteria, as desired:
    • Employee – The employee associated with the transaction.
    • Action – Restock, Sold, Remove Item(s), Return to Manufacturer, Correction/Fix Error, Customer Return, Void Invoice, Unvoid Invoice, Void Transaction, Unvoid Transaction or All.
    • UPC Type – Frame, Contact Lens, Miscellaneous, or All.
    • UPC – specify an exact UPC number or click the magnifying glass button to browse the inventory.
    • Change Date – the date when the inventory change was made
    • Effective Date – the date the inventory change was scheduled to take effect.
    • Click Reload to run the report.

1.1 Overview

The Schedule module manages doctors’ and other staff members’ schedules. Daily (default), Weekly and Monthly viewing options are available, and a Search function lets you locate available times for scheduling patient appointments.

To display the Schedule window:

Click the Schedule button in the Main Toolbar.

1.2 Viewing Schedules

1.2.1 The Daily Schedule

schedule-tab-info-3
The Daily Schedule page provides a quick view of all scheduled appointments for all Doctors and staff members for the currently selected day.

  • The schedule is divided into 15-minute increments, with the screen centered on the current time-of-day.
  • Each appointment on the schedule shows the name of the patient and the billing code (if one was specified when the appointment was set).
  • The Color Code provides a visual means of distinguishing the current status of each time block (see Section 5.2.4, Managing the Color Code on page 5-3 for details).
  • To view the schedule for another day, select the desired day on the calendar in the top-left of the window.

    Using the Daily Schedule:

  • To schedule an appointment, right-click at the desired time for the desired doctor and select Make Additional Appointment from the shortcut menu (see Section 5.4.1, Setting an Appointment on page 5-4 for details on scheduling appointments).
  • To view or edit appointment information for a currently scheduled appointment, double-click the desired appointment.
  • To view the patient file for any patient, right-click, then hover over the desired patient’s name and select View Patient (see Section 2.4, Quick View on page 2-3 for more on the patient Quick View page).
  • To view the billing information for any patient, right-click, then hover over the desired patient’s name and select View Billing (see Section 3, Billing for details on patient billing).
  • To view medical records for any patient, right-click, then hover over the desired patient’s name and select View Records (see Section 8, Records for details on medical records).

    1.2.2 The Weekly Schedule

    schedule-tab-info-4
    The Weekly Schedule page provides a “quick view” of all scheduled appointments for a single Doctor or staff member for the currently selected week.

  • To view the schedule for a different staff member, or for a different week, use the options at the top of the calendar.
  • Otherwise, the Weekly schedule works identically to the Daily schedule.

1.2.3 The Monthly Schedule

schedule-tab-info-5

schedule-tab-info-6
The Monthly Schedule page shows a quick view of the number of appointments scheduled for a selected staff member during a selected month.

Using the Monthly Schedule:

  • To view the schedule for a different staff member, or for a different week, use the options at the top of the calendar.
  • To schedule an appointment for the currently selected Provider, right-click on the desired date and select Create New Appointment (see Section 5.4.1, Setting an Appointment on page 5-4 for more on scheduling appointments).
  • To view the Daily or Weekly Schedule page for a currently displayed date, right-click and select Show Daily View or Show Weekly View.

1.2.4 Managing the Color Code

The Color Code provides a visual means of distinguishing the current status of each time block on the Daily and Weekly Schedule screens. Each status can be assigned a unique color. Available status/appointment values and the currently assigned color code for each status/appointment are shown on the left of the Daily Schedule screen.

The system is preconfigured with default colors for each available status/appointment category. If desired, you may change the color code for any status/appointment category by clicking on the color in the color code.

Access to the color code maintenance is password protected.

There are two types of color codes: Status and Appointment Type, which are toggled with the Display Appointment Type checkbox.

Available Status values are:

  • Available – the staff member is available to accept a patient appointment.
  • Off/Lunch – the staff member is unavailable to accept patient appointments (usually for lunch/break time)
  • Signed In – a patient on the schedule has signed in at the front desk.
  • Signed Out – a patient has been checked out/billed out by the front desk.
  • Confirmed – the patient has been called and has confirmed the scheduled appointment.
  • Left Message – the patient has been called and a message was left to confirm the appointment.
  • Unconfirmed – the patient has not been called or confirmed.

This is the default color an appointment whe it is first created.

  • Conflict – there are more than two appointments scheduled for the same time.
  • Missed – the patient has missed a scheduled appointment without calling in to cancel beforehand.
  • Template – indicates times in the schedule when certain appointment types should be scheduled (for example, a Doctor may wish to schedule appointments for Glaucoma patients between 10:00AM and 12:30PM). This color code serves as a reminder to the front desk.
  • Canceled – the patient has canceled the appointment that was scheduled at this time.
  • Year-Out – the Year-Out checkbox was selected when this appointment was booked (usually used to indicate that the appointment was booked a long time in advance).

Appointment Type values are managed in the Schedule section of the Administration module (see Section 9.3.19 on page 9-21 for details).

Display Invoices – if selected, each appointment will show, next to the patient name, the number for any invoice assigned to that patient on that day.

1.3 Searching for “Available” Time

schedule-tab-info-9
The Search page lets you search for available times for a selected Doctor for the purpose of scheduling future appointments.

To search for available time:

  • 1 On the Schedule screen, select the Search tab.
  • 1 Select the name of the Doctor or other staff member for whom you wish to locate “available” time from the Provider menu.
  • The Provider menu lists all staff members for whom patient appointments can be scheduled.
  • 2 Enter the starting date from which you wish to search for “available” time in the From Date field.
  • 3 Select the length of time needed for the appointment from the Duration menu. Selections range from 15 min to 2 hours, in 15 minute increments.
  • 4 Use the Sunday through Saturday checkboxes to select the days of the week to include in the search, or click Any Weekday.
  • 5 Click the Search button to submit your search.
  • The Search screen refreshes to display a list of dates for a two week period (beginning on the specified From Date) on which there is available time to schedule patient appointments.
  • 6 Double-click a line in the listing to view the Daily Schedule page for the selected date.

1.4 Managing Appointments

1.4.1 Setting an Appointment

The Make Appointment dialog is used to create new appointments for a patient and to edit existing appointments. You can display the Make Appointment dialog from the Daily (see Section 5.2.1 on page 5-1), Weekly or Monthly (see Section 5.2.3 on page 5-2) schedule pages.
schedule-tab-info-10
To set an appointment:

  • 1 Open the Make Appointment dialog from the Daily, Weekly or Monthly Schedule page.
  • 2 Enter the desired Date and Start Time at the top of the window.
  • 3 Select the Doctor or other staff member from the Provider menu.
  • 4 Add billing codes to the appointment if desired (see Section 5.4.2, Adding Billing Codes to an Appointment on page 5-6 for details).
  • 5 Enter the length of time you wish to schedule for the appointment (in 15-minute increments) in the Duration text box.
  • If billing codes were added to the appointment (see Section 5.4.2, Adding Billing Codes to an Appointment on page 5-6 for details), the Duration text box shows the total number of minutes for all billing codes added to the appointment. You can modify the appointment Duration as desired.
  • 6 Select the appropriate appointment Type from the dropdown menu, if desired.
  • 7 Enter the name of the patient for whom you wish to schedule the appointment in the Patient field, as follows:

    When an existing patient is selected for an appointment or a new patient is created for an appointment, the Alerts field populates automatically with any relevant alerts, and the Notes field populates automatically with the patient’s name and home and work phone numbers. You may edit the content of the Notes or Alerts fields as desired.

  • At any time you can view additional information on the patient, including primary provider, guardians, birthdate, and insurance information, by clicking the Show Demo button.

  • If a patient is currently selected, the Patient, Note and Alerts fields are prefilled with the appropriate information.
  • If no patient is currently selected, or you wish to schedule the appointment for a different patient than the one currently selected, click on the dropdown menu and find the patient or create a new patient, as required (see Section 2.2, Adding & Searching for Patients on page 2-1 for details).
  • Select None to schedule time for a patient whose name you do not know, or if you wish to block out time when a doctor will not be seeing patients.
  • Select Template to reserve a block of time for a particular activity (for example, surgeries on Thursday afternoons). When using this option, enter the template name in the first row of the Notes section.

When a patient is scheduled for an appointment during a Templated timeslot, the system will replace the template with the new appointment for that block of time, rather than displaying what appears to be a double-booking.

8 Change any Notes or Alerts as desired.

Changes made in the Notes or Alerts fields will not affect the patient’s record.

9 If desired, you may use the Recurrence button to set “recurring appointments” for the current patient (see Section 5.4.3, Setting a Recurring Appointment on page 5-6 for details).

Recurring appointments are generally used by vision therapists who wish to see a patient at regular scheduled intervals, or when creating a template.

10 Add any Flags required by selecting the radio buttons at the bottom of the Make Appointment window.

11 When all desired information has been entered, click the Save Appointment button to save the appointment to the schedule and return to the Schedule, or click the Patient, Billing, or Records buttons to save the appointment and go to the selected page for that patient.

The Confirmed and Status fields are used when editing appointments (see Section 5.4.5, Editing Appointments on page 5-7 for details).

1.4.2 Adding Billing Codes to an Appointment

Billing codes can be added to an appointment to make the Doctor aware of the reason for the appointment. Adding billing codes to an appointment is optional. You may also remove billing codes that were previously added to an appointment.

To add a billing code to an appointment:

  • 12 On the Make Appointment dialog (see Section 5.4.1, Setting an Appointment on page 5-4 for details), click the Add Billing Code button.
  • The Add Billing Code dialog displays.
  • 13 Select the desired billing code or billing code description in the Billing Code or Billing Text menu.
  • 14 Click the OK button.
  • The Add Billing Code dialog closes, and the selected billing code and description are added to the Billing Code list on the Make Appointment dialog.
  • Each billing code has a number of minutes associated with it. By selecting a series of billing codes, the total duration of the appointment will calculate automatically.

schedule-tab-info-17
To remove a billing code from an appointment.

  • 15 On the Make Appointment dialog (see Section 5.4.1, Setting an Appointment on page 5-4 for details), click the billing code you wish to remove from the Billing Code list; the selected billing code will be highlighted.

  • 16 Click the Remove Billing Code button.

1.4.3 Setting a Recurring Appointment

Recurring appointments are generally used by vision therapists who wish to see a patient at regular scheduled intervals, or when creating a template.

To create a recurring appointment:
schedule-tab-info-19

  • 17 From the Make Appointment dialog (see Section 5.4.1, Setting an Appointment on page 5-4 for details), click the Recurrence button.
  • The Recurring Appointment dialog displays. The Patient and Duration fields are prefilled with the appropriate information from the Make Appointment dialog. These fields are “read only.”

     

     

  • 18 Use the Pattern radio buttons to select Daily, Weekly, Monthly or Yearly, then enter the appropriate interval for the appointment using the options provided for the selected pattern.
  • 19 Use the Start Recurrence field to specify the date on which you wish the recurring appointments to begin.
  • 20 To schedule a specified number of recurring appointments, select the Create a Total of __ Appointments radio button, then enter the desired number of appointments in the Create a Total of __ Appointments text box.
  • 21 To schedule recurring appointments until a specified date, select the Repeat Until End Date radio button, then specify the date on which you wish the recurring appointments to end.
  • 22 When the appropriate information has been entered, click the Create Appointments button to save the recurring appointments to the schedule.

    1.4.4 Setting Multiple Appointments

    If desired, you can schedule multiple appointments for the same Doctor for the same time period. Add a second appointment in the same manner as adding any other appointment (see Section 5.4.1, Setting an Appointment on page 5-4 for details). When two appointments are scheduled for the same time, they appear “side-by-side” on the Daily Schedule page and the Weekly Schedule page.

  • If three or more appointments are scheduled with the same Doctor for the same time period, the time period on the Daily and Weekly Schedule pages shows the “Overbooked” color, and the total number of appointments booked for the time period.
  • If a patient is scheduled for an appointment during a timeslot reserved for a Template, the system will replace the template with the new appointment for that block of time, rather than displaying it as multiple appointments.

1.4.5 Editing Appointments

You can edit an existing appointment to revise previously entered information, mark the appointment as confirmed, and change the appointment status (check the patient in or out).

To edit an appointment:

  • 23 Access the Make Appointment dialog for the desired patient from the Daily Schedule page or Weekly Schedule page, as desired.
  • The Make Appointment dialog is prefilled with the previously entered appointment information.
  • 24 Make changes to Date, Start Time, Provider, billing codes, Duration, Notes or Alerts, as desired, using the procedures described for setting an appointment (see Section 5.4.1, Setting an Appointment on page 5-4 for details).
  • 25 To confirm an appointment, to note that a message was left for the patient or to note that the appointment is being booked a long time in the future, select the Confirmed, Left Message or Year-Out checkbox.

    The Confirmed and Left Message checkboxes are not available for “None” or “Template” appointments.

  • 26 If desired, you may change the Status of the appointment by selecting the desired radio button:
  • None – This is the default status applied when the appointment was created.
  • Signed In – Select this status when the patient signs in for the appointment.
  • Signed Out – Select this status when the patient signs out from the appointment.
  • Missed – Select this status if the patient missed the appointment.
  • Canceled – Select this status if the patient calls to cancel and you wish to keep the appointment time on the schedule rather than rescheduling or deleting.
  • 27 When all desired changes have been made, click the Save Appointment button to save your changes to the database.

1.4.6 Deleting Appointments

If a patient cancels an appointment, you can mark it canceled (see Section 5.4.5 above) or you can delete the appointment from the schedule entirely.

To delete an appointment:

  • 28 Access the Make Appointment dialog for the appointment you wish to delete.
  • 29 Click the Delete button.
  • 30 Click Yes to confirm.

 

1.1 Overview

The Tasks module provides an easy means of notifying office staff of daily tasks, announcements, appointments or other important information.

1.2 The Tasks Window

tasks window
The Tasks window shows a list of Daily Tasks (reminders that have been entered for the current calendar date). Tasks are listed in the order in which they were entered. Messages are color-coded based on the type and current status of the message.

To display the Tasks window:

When you first launch Crystal PM, the Tasks window displays by default. To return to the Tasks window from another module, click the Tasks button in the Main Toolbar.

From the Tasks window, you can choose to:

  • Enter a new task message
  • Schedule a recurring task
  • View the full text for an existing task message
  • Edit an existing task message
  • Sign-off on an existing task message

1.2.1 Types of Tasks

The Tasks feature supports four types of task messages. Assigning a type to a task message lets you differentiate between “normal” tasks, important messages and messages that require acknowledgement by a staff member. The four types of task messages are:

 

  • Announcement – This task type should be used for all general announcement to staff. Announcement tasks are shown in “plain” type in the Daily Tasks list.
  • Important – This task type should be used for any announcement that requires extra attention. Important tasks are shown in “bold” type in the Daily Tasks list.
  • Sign-Off – This task type should be used to track which staff member completes a task or assignment on a given day. Sign-Off tasks are shown in “plain red” type in the Daily Tasks list, with the word “None” shown in the Sign Off column.
  • Keep Active Until Signed Off – This task type is similar to the Sign-Off task, except it continues to display on subsequent days until a staff member “signs off” on the message. Keep Active Until Signed Off tasks are shown in “bold blue” type in the Daily Tasks list.

Task messages are displayed only on the day for which they were set, with the exception of Keep Active Until Signed Off tasks. These tasks display on the day for which they were set and on all subsequent days, until a staff member “signs off” on the message.

When a Sign-Off or Keep Active Until Signed Off message is acknowledged by a staff member (see Section 4.4.3, Signing Off On Tasks on page 4-4 for details), the message display changes to “green strike through” type.

1.3 Entering Tasks

Tasks must be entered for the specific date on which you wish them to display. The number of days for which a task is displayed depends on the task type. Messages are entered using the data fields below the Daily Tasks list on the Tasks window.

To enter a new task message:

1Select the desired task type from the Type menu; either Announcement, Important, Sign-Off or Keep Active Until Signed Off

¨ The default task Type is Announcement.

1 Select the date on which you wish the task to be displayed from the Date menu.

¨ The default Date is the current calendar date.

2 Enter the desired task message in the Text box.

3 Click the Assign to Employee and/or Assign to Patient link to connect this message to a particular employee or patient, respectively.

4 Click the Create Task button to save the task message.

¨ The Tasks window refreshes to display the added task message.

1.3.1 Entering Recurring Tasks

recurring tasks
If desired, you can create a recurring task. Recurring tasks are displayed on multiple days according to the schedule you define.

To schedule a recurring message:

1 Create a new task, following the steps above, but clicking the Create Recurring Task instead of the Create Task button.

¨ The Create Recurring Task dialog displays.

2 Select the Pattern radio button for the basic time increment by which you wish to schedule the recurring message; either Daily, Weekly, Monthly or Yearly, then specify the frequency for the message, as appropriate.

Each Pattern has a unique set of data fields that allow you flexibility in scheduling the frequency by which the recurring message is displayed.

 

3 Select the period of time during which you wish the message to be repeated using the Length data fields.

  • Select the first date on which you wish the recurring message to display from the Start Recurrence menu. The default Start Recurrence date is the current calendar date.
  • To repeat the recurring message a specified number of times, select the Create a Total of [__] radio button, then select the number of messages you wish to create from the associated menu.
  • To repeat the recurring message for a specified time period, select the Repeat Until End Date [__] radio button, then select the last date on which you wish the recurring message to display from the associated menu. The default Repeat Until End Date is the current calendar date.

4 Click the Create Recurring Task button.

  • The Create Recurring Task dialog closes, and the Reminders window refreshes to display the added reminder message, as appropriate.

1.4 Viewing and Editing Tasks

1.4.1 Viewing Tasks

view reminder
In the case of long task messages, the full text of the message is not shown in the Daily Tasks field of the Tasks window. You must open the View Reminder dialog for these messages to view the full text of the task.

To view a task:

From the Tasks window, double-click the task message you wish to view.

¨ The View Reminder Dialog displays.

¨ The full text of the task message is shown in the text box at the top of the dialog.

Click the button to close the View Reminder Dialog.

If you wish, you can append text to a task message (see Section 4.4.2, Editing Tasks on page 4-4 for details).

 

When you display the View Reminder dialog for a Sign-Off or Keep Active Until Signed Off task, the View Reminder dialog includes a Sign-Off menu (see Section 4.4.3, Signing Off On Tasks on page 4-4 for more information).

1.4.2 Editing Tasks

If you wish, you can append text to a task message. This feature is especially useful when working with “sign-off” tasks, when it may be desirable to include details related to accomplishment of the task for which the task was set. Task messages are edited from the View Reminder dialog.

To edit a task:

5 Display the View Reminder dialog for the task for which you wish to sign off (see Section 4.4.1, Viewing Tasks on page 4-3 for details).

6 Enter the text you wish to append to the task message in the Text to Append text box.

You may wish to include your name or initials at the beginning of the additional text, so other users will know who appended the task.

7 Click the Update Reminder button.

8 The View Reminder dialog closes, and the Task window refreshes to display the appended text.

1.4.3 Signing Off On Tasks

When you view a Sign-Off or Keep Active until Signed Off task, the View Reminder dialog includes a Sign-Off menu. The menu contains a list of all employees defined for your system. You must select your name from the Sign-Off menu, and update the task to complete the sign-off process.

The list of employees shown in the Sign-Off menu is maintained by your System Administrator.

To sign-off on a task:

9 Display the View Reminder dialog for the task for which you wish to sign off (see Section 4.4.1, Viewing Tasks on page 4-3 for details).

10 If desired, append additional text to the task message (see Section 4.4.2, Editing Tasks on page 4-3 for details).

11 Select your name from the Sign-Off menu.

12 Click the Update Reminder button to complete the sign-off process.

  • The View Reminder dialog closes, and the Task window refreshes with the message shown in green “strike-through” type and your name entered in the Sign Off column.

1.5 Moving and Deleting Tasks

Tasks can be moved to a new day or deleted from the system by Administrative staff only. See Section 9.3.20, Tasks on page 9-23 for more information.

 

Q – Does Crystal work with any other Topaz Signature Pad models?
A – No. The current pad version that can be integrated with Crystal is the SigGem 5.7; model T-LBK57GC-BHSB. To locate this model on the Topaz site, navigate to the following site: http://www.topazsystems.com/products/siggemcolor57.asp

Q – Can I order the Topaz Signature Pad through Crystal PM?
A – No. The device is available for purchase on the Topaz website www.topazsystems.com and through an approved vendor http://www.topazsystems.com/partners/americanpartners.htm

Q – Does the Signature work with programs on my computer other than Crystal PM?
A – Yes. There are application plug-ins available for the SigGem 5.7 available for download on the Topaz website: http://www.topazsystems.com/Software/index.htm (under Applications and Plug-Ins on the left). You can use the device in conjunction with Microsoft Office as well as Adobe Acrobat.

Q – How do I install the Signature Pad once I have ordered it?
A – There is a walkthrough available on our website: www.crystalpm.com/topaz.htm.

Q – Will I need a CD to install the Signature Pad?
A – The CD is helpful, but not required. You can download and install the device software from the following link: www.topazsystem.com/Software/SigPlusColor57.exe

Q – What will the Crystal technical staff be able to assist me with?
A – Our technical support staff assists in the linking of the Signature Pad software with the Crystal PM software. If there are issues installing the device software, or if your computer does not recognize the device (due to a driver issue, defective CD, etc.) you will need to contact Topaz at 805-520-8286 or techsupport@topazsystems.com.

Q – Is there a way to set the default font size on the signature pad?
A – No.

Q – Can I Use the device with Microsoft Word and then import the Word document back into Crystal PM?
A – Yes. Once you have finished with the Word Document, go to the patient tab in Crystal and click the ‘files’ tab. Under files, click on ‘add additional file’ and locate the location of the word document (typically it is saved in My Documents in XP or Documents in Windows 7).

To begin, open Crystal and navigate to the Schedule tab

Select a time slot by double-left clicking on the grid (for this example I will use 1:00 PM)

The Make Appointment screen will appear. Select the dropdown box to the left of Patient and choose Template Next select Type. (The types listed are the ones you have created under Admin >Schedule>Appointment Types).
For this example, I have chosen ‘Phone Call’.

Next click the ‘Recurrence’ button. The recurring appointment screen will appear:

The Phone Call Template has now been created. The ‘Duration’ box (showing 15 in this example) pulls from the make appointment screen.

You can specify the pattern and repeat options.
Length allows you to specify the recurrence, the total number of appointments and how long you want to repeat the schedule template.

When finished, click the ‘Create Appointments box to finish.

If your server fails or if you choose to upgrade to a new machine you will need to manually transfer your Crystal PM database to the new computer. The following steps will demonstrate how to do this.

Prerequisites: You will need to make sure that none of your staff are currently working in Crystal and that the program is closed out on all workstations (including the server). You will need to budget for down time (30-60 minutes) depending on the size of your database. An external hard drive, flash drive or network location will be necessary to make the change over.

Note: The Crystal PM server/client software should be installed on the new server computer in advance.

To begin the database migration, you will need to stop the MySQL database. Click Start > All Programs > Accessories > right-click on the Command Prompt and select Run as Administrator.

The ‘administrative’ command prompt will appear.
Type in the following phrase where the cursor is flashing on this window: net stop mysql and press Enter.

The following window will appear informing you that the database was successfully stopped:

Minimize the Command Prompt and navigate to Start > Computer (or My Computer) > Local Disk (C:) > Program Files (or Program Files X86) > MySQL. Double-click on this folder.

Within the MySQL folder, click on data:

Within the data folder, you will see a folder titled easyopti:

Note: It is important to verify that your external device has sufficient space on it to transfer the database. To check the size of the database, right click on the easyopti folder and click properties:

The size of this database is 341 MB or 0.3 GB.

Verify that your external device is capable of containing this amount of data by reviewing the amount of space
available on the device (for this example, my device shows 4.06GB free of 7.45GB available).

Right-click on the easyopti folder and click ‘Copy’

Click on Start > Computer (or My Computer) > and locate your external device (mine is in the D drive):

Right-click on the removable device and click ‘Paste’. This will move a copy of the database to your external device:

The database will still be on the old server computer and can be deleted once the data has been moved.

Eject the removable device and connect it to the new server computer. The following window will appear:

Select ‘Open folder to view files’. Right-click on the easyopti folder and click ‘Copy’. Next you will need to stop the database on the new server computer. Navigate to Start > All Programs > Accessories > right-click on the Command Prompt and select Run as Administrator. The ‘administrative’ command prompt will appear. Type in the following phrase where the cursor is flashing on this
window: net stop mysql and press Enter:

The following window will appear informing you that the database was successfully stopped:

(Minimize the command prompt as you will need to go back to it after the transfer is complete)

You will now navigate to the new (empty) easyopti folder on the new server computer. Select Start > Computer (or My Computer) > Program Files (or Program Files X86) > MySQL > data

In the ‘white space’ below the folder right-click and choose ‘Paste‘. This will paste the easyopti folder (from the removable device) into the screen. You will be prompted to merge the new easyopti folder with the existing. Click yes to approve. If a screen appears referring to conflicts, select the ‘copy and replace’ option and check the box to approve for all conflicts.

Next, bring up the command prompt (that was previously minimized) and type in the following phrase: net start mysql and press enter:

You will be able to access Crystal PM.
Note: You will need to provide the server hostname to each of your workstations as you have switched computers and the information from the old server computer is no longer valid. You will also need to open TCP port 3306 in Windows Firewall on the new server computer if you are running this utility.

To locate the server computer hostname open the command prompt and type the term hostname.

For this example, the hostname of this computer is ‘Loki’. Enter this under Configuration > Server on your workstations and they will be able to connect and write to the Crystal PM database on the server computer.

In Crystal, you have the option to activate a pre-set arrangement of online forms.

These forms are attached to a URL which can be added to your website, social networking or sent via email to your patients.

To activate these forms, open Crystal and click on Admin and then the Website tab.

The blue hyperlinks are the online forms that you can download and edit as you like.

If you generate any of these forms and choose to edit them, you can then upload them back into the system via the gray boxes at the left.
When you upload an edited form, it is live on the web server.

To view the forms you have uploaded to the web server, click on or copy/paste the URL from the following box

NOTE: Any edits you make to the forms you will need to go back to the Website tab and upload the form again in order for the web server to reflect these changes.

*Note: If your forms require advanced customization you will need the services of a proficient web designer (capable in HTML and CSS) or a portion of those services are available through Crystal for a fee.

Once you have the forms live on your website, you will see a screen similar to the following:

The hyperlink ‘Patient Forms’ is what your patients will access to fill out their online forms.

The passcode requirement is generated through Crystal by going to the Patient page >

(for the patient you wish to have access to your online forms) > Files and then click the button titled “Send to Website”.

The following box will appear:

There are several options available here. The white box below ‘Pass Code’ is where you can manually enter a passcode and the expiration box are the options available for the life of the code. To activate the code, click the button titled ‘Update Website’. The three options on the right are self-explanatory options also for pass code generation. Remember, the code does not become active until you click the ‘Update Website’ button.

If you have a new patient (who has never been to your practice before) you can simply have them click on ‘New Patient Page’ without the pass code requirement.

To retrieve patient online form information from your website, you will click the Patient tab and the ‘Import Patient from Web’ tab

The following box will appear:

The forms patients complete on your website will populate in the field below Date. Your viewing options are ‘Only Modified’ or ‘All Available’. You can have your staff periodically check this data throughout the workday.

If patient data shows in the list, double click on the patient’s name.

The ‘Patient View Changes’ box will appear next.

This box represents potential changed data (for an existing patient) or new data (for a new patient).
There are two tabs at the top: Patient and Medical History. These are the fields the patient has available to them to edit from the website.

The column on the left titled ‘Website Values’ is the data the patient inputs from the website. The column titled ‘Updated Values’ is optional and the arrows between the columns will allow you to update the information from the web form to existing data for a patient.

If the info submitted is from an existing patient, click the blue ‘Patient Already Exists’ button at the bottom of the Patient View Changes window. You will need to locate the Patient name in the Patient screen and once you click on the appropriate name, you will see the following window:

Current Values – the existing patient data from the patient file in Crystal.Website Values – the data the patient inputted into the website portal.Updated Values – the data the Crystal user has changed (and will save into the patient file) from the website.Update Patient – saves any changes made to the existing patient’s file.

Delete Patient: Does not delete an existing patient in Crystal, only the completed web form.