Managing Visit Settings in the Visit Overview (Web)

The Visit Settings consist of provider and billing information about the visit. The provider information is sent to the practice management system. The Visit Settings are summarized on the Visit Overview screen.

Notes are any type of information you want to record about the visit. Notes are summarized on the Visit Overview screen and render in the visit note.

What do you want to do?

  1. Open a patient visit. For more information, go to Creating or Opening a Visit (Web).
  2. Locate the Visit card in the left column and click Manage.

    The Visit Settings page opens.

  3. Select the Provider for the visit.

    The Provider and Visit Biller must be the same to properly send charges to your practice management system.

  4. In Preferred Attendees, tap the names of the people in attendance for the visit.

    The staff member is already marked as in attendance.

  5. In Scribe(s), select the name of the scribe in attendance, if any.

    If the staff member is recording the chief complaint or documenting for the provider in the Ocular Exam Room, they must select themselves as the Scribe.

  6. Select the Facility where treatment was provided.
  7. If the patient is a new patient referred from another provider, click the Yes bubble next to Was patient referred from another setting of care or provider? question.

    You must reconcile medications for the patient in the Clipboard. This allows you to get credit for medication reconciliation.

  8. If needed, adjust the Visit Date and Time Zone.

    Do not change the PMS Visit ID, PMS Visit Type, and FIN Visit ID. These fields are completed by your practice management system.

  9. Click Save.

When a doctor creates a visit, that doctor is assigned as the visit provider. When a staff member creates a visit, the primary provider assigned to the patient is assigned as the visit provider. The Provider and Visit Biller must be the same to properly send charges to your practice management system.

  1. Open the Visit Settings page. To learn how, go to Open Visit Settings.
  2. Click the Provider field and search for the doctor by name.

    Only one doctor at a time can be selected in the Provider field. When you select a different Provider, that doctor also become the Primary Biller, and the visit Facility is updated to the doctor's primary practice location.

  3. Select or deselect Preferred Attendees as needed.
  4. Select a different Facility as needed.
  5. Tap Save.

You can add or change the ophthalmic technician assigned to a visit. Technicians are added as attendees in the visit settings.

  1. Open the Visit Settings page. To learn how, go to Open Visit Settings.
  2. Click the Add Additional Attendees field and search for the technician by name.
  3. Select or deselect Preferred Attendees as needed.
  4. Click Save.

You can add or change the scribe assigned to a visit.

  1. Open the Visit Settings page. To learn how, go to Open Visit Settings.
  2. Click the Scribes drop-down and select the scribe by name.
  3. Click Save.

You can indicate a visit is a transition of care.

  1. Open the Visit Settings page. To learn how, go to Open Visit Settings.
  2. Click the Is Transition of Care check box.
  3. Click Save.

    To document the referring provider, edit the patient. To learn more, go to Editing the Patient’s Personal Information.

You can print the name of the primary care or referring provider on the visit note by selecting the check box next to the provider’s name in the Patient Referrals section of the Visit Settings page.

  1. Open the Visit Settings page. To learn how, go to Open Visit Settings.
  2. Scroll down to locate the Patient Referrals section near the bottom of the page.

    Only providers who meet the following conditions are listed in the Patient Referrals section:

  3. Select the Mention in Visit Notes check box for each provider you want to list.
  4. Click Save.

You can automatically send the finalized visit note to the fax queue by selecting the toggle next to the provider’s name in the Patient Referrals section of the Visit Settings page.

  1. Open the Visit Settings page. To learn how, go to Open Visit Settings.
  2. Scroll down to locate the Patient Referrals section near the bottom of the screen.

    Only providers who meet the following conditions are listed in the Patient Referrals section:

  3. Select the Auto Fax check box for each provider you want to receive the finalized visit note.
  4. Click Save.
  1. Open the Visit Settings page. To learn how, go to Open Visit Settings.
  2. Click Archive.

    A confirmation window appears.

  3. Type YES in the box.
  4. Click Archive.

    The visit is archived.

Refer to the following table to understand how each setting impacts the patient’s visit.

Field Description
Primary Provider This is the doctor the patient is seeing in your practice for this visit. This must be correct for billing.
Primary Biller This is the provider who appears as the biller on the claim. This is typically the same as the primary provider.
Attendees This is where you list additional attendees to the visit, like technicians. You can create preferred attendees through your Preferences in the web application.
Scribe(s) If you have an attendant charting your notes, list them as the scribe. The Scribe drop-down is populated with the names of attendees.
Is Transition of Care Select this if the patient is defined as being a transition-of-care patient.
Bill As This determines whether the suggested billing is generated as new or established patient codes.
Facility This is the place of service. The provider’s default practice location populates this field by default.
Visit Date This field is for the visit date and time.
Time Zone If you need to change the provider's time zone, an administrator must change it through Practice Settings. The time zone affects all visits.
PMS Visit ID This information is automatically generated by the practice management system.
External PMS This information is automatically generated by the practice management system.
External FIN ID This information is automatically generated by the practice management system.
Visit Note Category These are custom categories your practice administrator can set up to help staff filter visit lists.
Mention in Visit Notes Selecting this option lists the primary care or referring provider in the visit note PDF. Only providers with contact information in Document Management and selected under Edit Patient > Practice Data tab are listed in this section.
Auto Fax Selecting this option queues the finalized visit to be sent to the primary care or referring provider by fax. Only providers with contact information in Document Management and selected under Edit Patient > Practice Data tab are listed in this section.