Clinical Information (Web App)

A Protocol, also called a medical guideline, is a set of instructions that describe a process to be followed to investigate a particular set of findings in a patient or the method which should be followed to control a certain disease. Protocols need to be set up so that the Practitioner can follow the plan as indicated.

Setting up Smart Stickers allows the Practitioner to decide what the treatment plan will entail, how long the treatment plan will last, and when the treatment plan can be completed. Practitioners are able to set up different stages and trigger specific events that will occur during the course of the treatment plan for a specific condition. For example, Dental Recalls or Type 1 Diabetes. 

Using Smart Stickers is beneficial in ensuring that the Patient's treatment is kept on track and managed in the most efficient way.

• The contents of this user manual will consist of the following information:
• Add New Protocol
• Colour Bar
• Colour Selection
• RGB (Red, Green and Blue Values)
• Auto-Link Previous Patients 
• ICD10 Codes 
• Procedure Codes
• Save and Delete

• This user manual will start on the Cash Register Management screen.

• Click on the Smart Sticker Setup tab.

• The Smart Stickers screen will open.

Add New Protocol

Allows you to create a new medical guideline with the Smart Stickers.

• Click on the Add button to add a new Protocol.

• A new Add Protocol screen will open. 

• Complete the Protocol Name for the new Protocol you wish to add in the Protocol Name field.
  

• Complete additional information with regard to the Protocol in the Description field.

• Select the Colour you wish to assign to the Smart Sticker Protocol.

• Click on the Colour field to add a colour to the Protocol.

• The Colour Selector will open, Select the desired colour.

 

• Press the Enter key on the keyboard to use the selected colour. The colour will fill the block.

Please Note: If you do not save the changes that have been made, the colours will revert to the last colours that were saved, and the colours that have been cleared will not be removed.

• Click on the Auto Add Protocol drop-down menu to select an appropriate option.
  

• Select an option from the list that has become available:
• Auto Add Protocol: The Protocol will automatically be added to the Patient when the linked ICD10 code of the Protocol is used. A notification will appear to advise the Practitioner that the Patient was automatically added to a Smart Sticker Protocol.

• Prompt to Add Protocol: A notification pop-up will appear when the Patient is invoiced to ask the Practitioner whether they would like to add the Protocol to the Patient that is linked to the ICD10 code.

• For more information on how to add a Smart Sticker Protocol to a Patient, please refer to the user manual: Add a Smart Sticker Protocol to a Patient.
  

• Choose Default State: The state that the Protocol will be in automatically, until the user changes the state. 
  • Click on the Choose Default State... drop-down menu to select an appropriate option.
    

Please Note: States will need to be set up before a Default State can be chosen. For more information regarding setting up states, please refer to the user manual: How to Create a Smart Sticker State.

Auto-Link Previous Patients 

Automatically creates a connection between the Patient and the Smart Sticker Protocol, using the pre-selected ICD10/procedure codes.

• Click on the Auto-Link Previous Patients button to link Patients who have not been linked to a Protocol previously, and who have been diagnosed/billed with the relevant ICD10/Procedure Codes.
  

• The Auto-Link Previous Patients screen will open. 

• Click on the Auto-link From: field to select the date from the Date Picker to indicate the starting date of the Protocol implementation.

• Please Note: The Date that is selected, by default, will always be today's date. The Dates can also be filled in manually.
  

• Click on the Auto-add State: drop-down menu to Select the State the Protocol will automatically be in, once the Protocol is added to the Patient.

Please Note: The options that will appear on the Auto-add State drop-down menu will be dependent on the States that the user has set up for that specific Protocol.

• Click on the Cancel button to cancel the request and return to the Smart Stickers screen.
  

• Click on the Link button to link all the Patients that meet the set criteria to the Protocol.

• A notification will appear to advise how many Patients have been linked to the Protocol.

Please Note: The Auto-Link Previous Patients button will only be available on a fully completed and saved Protocol. When the Protocol has not been saved yet, the button will be greyed out.

ICD10 Codes 

Users are able to choose the ICD10 Codes, that they would like to add to the specific Protocol.

• Click on the + button in the ICD10 Codes section to add ICD10 Diagnosis codes to the specific Protocol.

• The ICD10 Builder screen will open.

• Click on the Search ICD10... field and start typing the name or code of the desired diagnosis code. The list will shorten according to the information that has been entered. 

• Click on the desired ICD10 code.

• The ICD10 code will be added to the Added Code list section of the ICD10 Builder screen.

Please Note: More than one ICD10 code can be added to the list.

• Click on the Save button to Save the selected ICD-10 codes.

• The selected ICD10 codes will be added to the ICD10 Codes section.

Procedure Codes

Adding specific Procedure/Billing codes to a Protocol allows the Practitioner to pre-select the items that will link the Patient to the specific Protocol.

• Click on the + button in the Procedure Codes section to add Procedure and Billing codes to the specific Protocol.

• The Billing Item Search screen will open.

• Click on the Search... field and start typing the name or code of the desired billing code. The list will shorten according to the information that has been entered. 

• Click on the desired billing code, from the list.

• The selected billing code will be added to the Added Code list section of the Billing Item Search screen.

Please Note: More than one billing code can be added to the list.

• Click on the Save button to save the added billing codes to the Procedures section of the Smart Stickers screen. 
  

 

• The selected ICD10 and Procedure codes will be added to the Procedures section.

• Click on the Save button to save all the changes that have been made to the newly created Protocol.