Using Contact and Office Experts
A woman calls your office and leaves a message on your answering machine. She identifies herself as “Barbara, Susan’s mother” and wants you to call her back; however, the phone number she gave in the message is not understandable. How can you find the phone number so you can call Susan’s mother?
To create a contact expert report:
On the main menu, click the Contact Experts button. The Contact Expert window is displayed.
In the List of field, select Patients.
Click in the Sorted by field and select a sort option from the fields at the bottom of the window and the order in which to display the list.
Click in the Where field and select Pt First Name from the Patient Fields options at the bottom of the window. From the drop-down list in the Where field, select is equal to. In the equals field, type Susan and press Enter twice.
Click Responsible Party Fields and select Rsp First Name from the options at the bottom of the window. From the drop-down list in the Where field, select is equal to. In the equals field, type Barbara and press Enter twice.
Click Search. The software displays the search results in the box at the left side of the window.
Click Responsible Party Fields and select Rsp Hm Phone and Rsp Wk Phone from the Responsible Party Fields options at the bottom of the window. The software displays the phone numbers at the right side of the window.
To print the information, click Report. The Print Options window is displayed. Select to view, print, or export the report type.
You have duplicate zip codes in the database; for example, there are two Atlanta 30339 zip codes. You want to view a list of the patient charts that contain each Atlanta zip code and correct the charts on the shortest list. How can you find the patients and responsible parties who have the incorrect zip code in their chart, so you can enter the correct code and delete the incorrect code from the software?
To create a contact expert to find patient charts with incorrect data:
On the main menu, click the Contact Experts button. The Contact Expert window is displayed.
In the List of field, select Patients.
Click in the Sorted by field and select a sort option from the fields at the bottom of the window and the order in which to display the list.
Click in the Where field and select Pt Zip Code from the Patient Fields options at the bottom of the window. From the drop-down list in the Where field, select is equal to. From the drop-down list in the equals field, select the first Atlanta zip code entry on which you want to report.
Click Search. The search results are displayed in the box at the left of the window.
Note the number of patients having this first Atlanta zip code. In this example, there are three patients with the first Atlanta zip code in their charts.
Repeat the steps listed above, using the second Atlanta zip code option. In this example, there are 46 patients with the second Atlanta zip code in their charts, so it would be easier to change the three charts that use the first zip code.
Repeat the search using the first Atlanta zip code. The three patient names are displayed at the left of the window.
In the box at the left of the window, double-click on the first patient name. A drop-down menu is displayed. Select Open Patient Chart.
Click the Patient Information button. The Patient Information window is displayed. Double-click on the Address field.
Change the zip code in the Edit Address window. In this example, be sure to select the second Atlanta option. The software prompts you, asking if you want to change this address for all others associated with this address.
Click Yes.
After you have changed the zip code in the three charts, you should delete the unused, incorrect zip code.
To delete information:
Select Maintenance/Set-up > System Maintenance > Zip Codes.
Select the first Atlanta zip code and click Remove.
Click Yes when prompted to delete the incorrect zip code.
Your office tracks patient schools and sports using the database fields function. It’s time for the Elm Street Middle School basketball season to start, and the doctor wants to send a letter to those patients who play basketball, reminding them that they should wear a mouth guard. How can you generate a list of patients who play basketball at Elm Street Middle School?
To use a contact expert to access database fields information:
On the main menu, click the Contact Experts button. The Contact Expert window is displayed.
In the List of field, select Patients.
Click in the Sorted by field and select a sort option from the fields at the bottom of the window and the order in which to display the list.
Click in the Where field and select Schools from the Patient Fields options at the bottom of the window. From the drop-down list in the Where field, select is equal to. From the drop-down list in the equals field, select Elm Street Middle School.
Select Sports from the Patient Fields options at the bottom of the window. From the drop-down list in the Where field, select is equal to. From the drop-down list in the equals field, select Basketball.
Click Search. The search results are displayed in the box at the left of the window.
Click an option.