Medinotes e™ Frequently Asked Questions
Q: Will Medinotes e™ interface with EncounterManager?
Q: If I already have a billing system in place or outsource my billing, can I still purchase ChartingPlus from you?
Q: Will Medinotes e™ slow me down?
Q: Why is it important to add data, can't I just read the past notes?
Q: Can I chart at the point of care?
Q: Does it work with voice?
Q: After the program is installed how soon will I be paperless?
Q: What about support?
Q: If a physician by acquaintance or within my organization that uses Medinotes e™ that has developed a template that may be of use to me, will we be able to share it?
Q: I noticed that you could draw on images and insert them directly into a note. The pictures that come with the system are great, however, I found some other great pictures on the internet. Can I use those too?
Q: How long has Medinotes been in business?
Q: Will it integrate with my practice management software?
Q: How elaborate does my network need to be to make Medinotes e™ useful?
Q: What is the Annual Maintenance Fee?
Q: How is the data stored?
Q: What can I do if patients are not transferring from Lytec to Medinotes?
Q: Will Medinotes e™ interface with EncounterManager?A: Yes. There is a seamless bi-directional interface in place. What this means is that the demographics will flow from EncounterManager to ChartingPlus and the ICD-9 and CPT codes that are generated in ChartingPlus will flow to EncounterManager.
Q: If I already have a billing system in place or outsource my billing, can I still purchase ChartingPlus from you?A: Yes. We have interfaces with many of the practice management systems on the market. If your PMS program is not on the list, it is very possible that we can develop an interface. Please give us the name and phone number of a main business and technical contact at the company so we can begin working with them.
Q: Will Medinotes e™ slow me down?A: No, it will actually make you and your staff more productive. ChartingPlus has been designed for ease of use and optimized for speed. You can create new notes from previous notes for those patients visiting with reoccurring problems. The template design allows you to specify default values for routine care. Cases that are typical in nature will follow the defaults, which means that you will only have to supply additional information for atypical parts of the exam. Workflow systems have also been enabled, so nursing staff can enter historical information into the patient's chart before the physician sees the patient. Most of our clients are able to chart at the same speed that they previously dictated.
Q: Why is it important to add data, can't I just read the past notes?A: Sure you could glance through all of the past notes, but for real progress to be made in medical practices, information must be easily accessible. Having information entered as structured data means that it can be easily separated (like the history information on the main screen) and it can be mined across patients to check for trends or to spread news of recalls or other information to a selected group of patients. The bottom line is that you will be able to more quickly review pertinent patient data such as known allergies, past complaints because of the ChartingPlus patient folder.
Q: Can I chart at the point of care?A: Absolutely. There are different methods of doing this, and when done well actually enhances the patient doctor relationship. Terminal in the exam room - this is an inexpensive way to chart at the point of care, but frequently puts your back toward the patient. This can be remedied somewhat by using a touch screen monitor. Tablet PC - A Tablet PC is a mobile computer with a touch screen interface. It has nearly the same form factor as a clipboard but allows you to access all of your records quickly and easily and enter information with a pen stylus. Since this leaves you face to face with the patient at all times, it is the preferred method for charting at the point of care. One additional note: You may utilize the "Note on hold" feature to start notes for later completion. Some practices would rather finish everything as the patient walks out of the exam room, others are more interested in seeing a high volume of patients. Using the "note on hold" feature would allow the physician to quickly enter all of the pertinent information at the point of care and then complete it later in the day. Medical assistants may utilize this feature as well. In some cases they can start notes, put them on hold, and the physician will complete and sign the note.
Q: Does it work with voice?A: Yes. Medinotes e™ accepts input from mouse, pen, keyboard and speech recognition programs such as Dragon NaturallySpeaking and IBM Via Voice. Our main emphasis is on creating structured data records using point-and-click dialogs, but because there are certain circumstances that don't fit into a structured paradigm, we allow speech recognition and typing to enter data. In fact, there are several practices using Medinotes e™ solely with speech recognition. The choice is up to you.
Q: After the program is installed how soon will I be paperless?A: It is unrealistic to assume you will be paperless overnight with any EMR. However, ChartingPlus is one of the few EMR's that will take you there in a short period of time. The templates you receive at implementation will enable you to avoid several hours of customization before you can begin using the program. Any customization that needs to be done to the existing templates is easy and many of the changes can be done on the fly. The intuitive workflow designs allow your staff to make a smooth transition into any changes - big or small.
Q: What about support?A: Fox Meadows is one of the few companies that can promise live operator support. Yes, that means when you call for 1-800 support, you will talk to a live person 97% of the time. This can amount to hours of increased productivity. The person answering your call has practice management and technical experience. The support department is prepared to assist any question or situation with any one of our products. You can even submit a trouble ticket on-line through our customer login. Here you can also see What's New, download the latest upgrade, submit a product enhancement, and more. Medinotes e™ support includes: Medical Code Updates - On an annual basis, we distribute the most recent release of ICD-9 and CPT codes from the American Medical Association. This list will update the information in our medical database with the currently accepted codes. Medication Library Update - On an annual basis, we distribute an updated list of medications to populate the Medinotes e™ Medication Library. Medical Content Updates - Upgrades contain new templates, or modifications to templates that better utilize the new features that have been developed for the program.
Q: If a physician by acquaintance or within my organization that uses Medinotes e™ that has developed a template that may be of use to me, will we be able to share it?A: Certainly. You can extract any of your templates or objects within templates to be emailed or burned to CD. The recipient can import that file into Medinotes e™ and begin utilizing the imported data.
Q: I noticed that you could draw on images and insert them directly into a note. The pictures that come with the system are great, however, I found some other great pictures on the internet. Can I use those too?A: Yes. Pictures from the internet, CD, radiology clinic or your own digital camera can be annotated and inserted into the note.
Q: How long has Medinotes been in business?A: Medinotes was founded in 1995 and incorporated in 1996. We have been solely involved in EMR since our inception and have created some of the most innovative designs in the industry. Our charting system is incredibly powerful and unparalleled on the market today.
Q: Will it integrate with my practice management software?A: Most likely. We have interfaces with many of the practice management systems on the market (X-Link). If your PMS program is not listed, we may be able to develop an interface as a custom programming project. Please give us the name and phone number of a main business and technical contact at the company so we can begin working with them. Medinotes e™ uses ICD-9 and CPT™ codes from the American Medical Association for the diagnoses and treatments in the notes. These codes can be transferred electronically to your PMS program with an interface.
Q: How elaborate does my network need to be to make Medinotes e™ useful?A: We usually recommend to start out slowly and progress as you begin using the software to it's potential. There are a couple of reasons for this. It is usually uncomfortable to invest a great deal of money on additional hardware after you have made the decision to buy our software before it is up and running in your practice. Also it is hard to predict the workflow and other changes that may occur with the use of Medinotes e™. Our suggestion is to look at your office and determine if current equipment can be used. (See system requirements) If so, utilize it for a brief period of time while you learn the software. Within a few weeks you should be able to understand how workflow may change (for the better) in your office. It might mean as little as a new printer with several trays near the front desk for patient instructions and referral letters. It could develop into a completely wireless environment with Tablet PC's for the medical staff and designated charting stations for nurses. Once you begin using the system and feel the benefits, it will be much easier to justify additional hardware investments because the system will work even better in your office.
Q: What is the Annual Maintenance Fee?A: As with most medical software companies, Medinotes Corporation offers a subscription plan for software updates and support on an annual basis. This "Maintenance Fee" is optional to all users, but is strongly encouraged because of the value to your office. Medinotes Corporation offers a blanket of services to clients that have paid their annual maintenance fees. When the software was originally purchased, this maintenance fee was prorated based on the month of the year. Each December, Medinotes Corporation sends an invoice for payment in January of the following year. Payment may be made in advance for tax purposes, but should be paid by the last day of January to receive the benefits of service.
Software Updates - Access to the most recent updates/upgrades to the Medinotes e software. Major updates will be mailed to you automatically as they become available, while Minor updates can be downloaded from our web site.
Technical Support - You may access our technical support department to troubleshoot a problem, correct a technical issue, or receive help with installation.
Medical Code Updates - On an annual basis, Medinotes Corporation distributes the most recent release of ICD-9 and CPT™ codes from the American Medical Association. This list will update the information in our medical database with the currently accepted codes.
Medication Library Update - On an annual basis, Medinotes Corporation distributes an updated list of medications to populate the Medinotes e™ Medication Library.
Medical Content Updates - Upgrades contain new templates, or modifications to templates that better utilize the new features that have been developed for the program.
Frequently Asked Questions - Access to a bank of frequently asked questions on our internet site to quickly find the answers to your questions.
Medinotes e™ Newsletter - Each month you will receive access to a newsletter on the internet. This newsletter contains detailed information about the program to help you utilize it more effectively in your practice.
Q: How is the data stored?A: Medinotes e™ utilizes a relational SQL database from Sybase/iAnywhere Solutions. This is a very secure and reliable platform. Medinotes e™ is ODBC compliant so it is scalable to other database solutions such as SQL Server and Oracle.