Registration Workspace Quick Actions

This application area’s workspace has a variety of Quick Actions available. The Quick Actions and their functionality are described in this section.

Keep in mind that an individual user or role may not have access to all of the tabs listed.

Demand Admit Form

The Demand Admit Form Quick Action is used to manually generate an admission form, which can then be printed. The button launches a Reporting Services admit form in a separate window.

To generate an admit form, follow these steps:

1. Select the visit.
2. Click the Demand Admit Form button. The visit’s admit form launches in a Reporting Services window.

Configure Admit Form Report

In order for the admit form to launch, the Location Registry key DEMAND_ADMIT_FORM must be configured. The path to the Reporting Services report is entered in Value 1, and a parameter to populate the visit number in the report automatically is entered into Value 2.

Configuration

For this configuration, use the key(s) in Location Registry Maintenance with the settings described in the table below.

Location Registry Key	Description
DEMAND_ADMIT_FORM	Determines whether a notification message displays when a discharged visit number is entered or selected in Demand Admit Forms.
	Value 1 Description Reporting Services path Enter the path to the Admit Form in Reporting Services. Value 2 Description Report_Parameter_0=<VISIT_NO> This value populates the visit number in the report.

Visit Cancel

The Visit Cancel Quick Action is used to cancel admissions or pre-admissions in situations where an admission was entered in error, the patient was a no-show, etc.

Admissions and pre-admits can only be canceled if they have:

• A zero balance – If payments and/or adjustments are processing, the admission cannot be canceled until they post to bring the visit to a zero balance or they are deleted from the system. As long as the balance is zero, visits can be canceled even if charges, payments, and adjustments are posted.
• No open/completed orders – If the visit has completed orders, the order and visit cannot be canceled. If the visit has open orders, those open orders can be canceled in Order Management and the visit can then be canceled.
• No scheduled appointments – If the patient has an appointment scheduled, the visit cannot be canceled.
• Not been archived – A message displays if a visit has already been archived.
• Not been discharged – For more information, see Discharge below.
• Not been billed – Series accounts may have bill dates on events without having a discharge date.
• No open visits for a newborn – A mother’s visit cannot be canceled if there is an open baby visit. The baby’s visit must be canceled before the mother’s visit can be canceled.

To cancel a visit, follow these steps:

1. Select the visit.
2. Click the Visit Cancel button. The Visit Cancel window displays, listing the visit number, room/bed (if applicable), and patient name.
3. Click Save.

Discharge

The Discharge Quick Action is used to discharge admitted patients from the facility. The patient must be admitted and cannot already be discharged.

Admissions can be discharged immediately or backdated.

To discharge a visit, follow these steps:

1. Select the visit.
2. Click the Discharge button. The Discharge window displays.
3. Disposition – Click the dropdown and select the patient’s discharge disposition. This is required for discharge.
4. Community Integration Program – Check if the patient is being discharged to a Community Integration Program.
5. Dx Cd – Any previously associated principal or admitting diagnosis displays in this field, which should define the final diagnosis. This field may be required. Enter a diagnosis code in the first field or a diagnosis description in the autocomplete field (clicking a suggested description to select it).
6. Date – Defaults to current date. Select a discharge date/time from the following:
   • Leave the current date/time to discharge the patient immediately.
   • Backdate the date/time to match when the patient was actually discharged.

Note: Orders scheduled after the discharge date/time are automatically canceled unless they have an “In Progress” or “Completed” status. Orders scheduled prior to the discharge date/time are not canceled.

7. Click Save.

Discharge Cancel

The Discharge Cancel Quick Action is used to cancel previous visit discharges. A discharge can only be canceled if:

• The visit has not been final billed.
• The visit has not been abstracted.
• A new patient has not been assigned to the room/bed previously occupied by the discharged patient. When this happens, the new patient must be transferred to a different room/bed with Room/Bed Transfer, the discharge is canceled on the original patient, and then both patients are transferred to the proper room/beds.

To cancel a discharge, follow these steps:

1. Select the visit.
2. Click Discharge Cancel. The Discharge Cancel window displays and lists the visit, room/bed (if applicable), and patient name.

3. Click Save.

Transfer

The Transfer Quick Action is used to transfer patients between inpatient and outpatient status in the facility. For example, a patient who is initially treated as an outpatient in the emergency department may need to be admitted as an inpatient for surgery.

The process for transferring a patient from one status to the other is basically the same. A patient can be transferred as long as his or her visit has not been discharged.

 

To transfer an admission, follow these steps:

1. Select the visit.
2. Click Transfer. The Transfer window displays and lists the visit, room/bed (if applicable), and patient name along with dates.
3. Admit Date – Defaults to the date/time the patient was admitted. Click the field to enter the date directly or click to select a date from a calendar.
4. Transfer Date – Defaults to the current date/time. Click the field to enter the date directly or click to select a date from a calendar.
5. Service – Click the dropdown and select the service being performed during the visit. The service helps determine how the visit is charged if the patient is placed in a room/bed.
6. Admit Type – Click the dropdown and select the inpatient or outpatient admission type for the visit. If an inpatient type is selected, an inpatient option must be selected in the Patient Type dropdown, and an outpatient option must be selected for an outpatient type.
7. Patient Type – Click the dropdown and select the patient type for the visit. The type must correspond with the Admit Type and is used to classify patients for room charging, the general ledger, and reporting.
8. Room/Bed – If the patient is assigned to a room/bed, it displays. This does not need to be changed if the new service and patient type are valid for the listed room/bed. If they are not: Enter the room/bed combination (for example, room 330, bed 1 is 330-1) directly into the field or click the Bed Board button, select a nursing station, and select a room/bed.

9. Click Save.

Room/Bed Transfer

The Room/Bed Transfer Quick Action is used to transfer patients from one bed to another or to swap patients between beds. This is often done when a patient is transferred between nursing stations to receive different services. If a patient is transferred to an occupied room/bed, the patients will automatically swap room/beds, provided the room/beds can accommodate the patients’ patient types and services.

To transfer a patient, follow these steps:

1. Select the visit.
2. Click Room/Bed Transfer. The Room/Bed Transfer window displays and lists the visit, room/bed, and patient name along with visit information.
3. Patient Type – Click the dropdown and select the patient type for the visit. The type must correspond with the Admit Type and is used to classify patients for room charging, the general ledger, and reporting.
4. Service – Click the dropdown and select the service being performed during the visit. The service helps determine how the visit is charged if the patient is placed in a room/bed.
5. Room/Bed – Enter the room/bed combination (for example, room 330, bed 1 is 330-1) or click the Bed Board button, select a nursing station, and select a room/bed.
6. Date – Select a transfer date/time, which determines when automatic room charging begins and ends for the different rooms, from the following:
   • Leave the current date/time to transfer the patient immediately.
   • Backdate the date/time to match when the patient was actually transferred.

7. Click Save.

Disallow Transfer Before Bed Assigned

Performing a room/bed transfer of a patient that is not already assigned to a bed can be disallowed or generate a warning by configuring the Global Registry key XFER_BEFORE_IN_BED. Keep in mind that allowing room/bed transfers before a visit is placed in a room/bed could cause room charging errors.

When the key is disabled (Value 1 = 0), an error message displays when the visit is attempted to be transferred before being assigned to a bed, and the transfer is not allowed.

When the key is enabled (Value 1 = 1), a warning message displays and allows the user to decide whether to continue.

Configuration

For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.

Global Registry Key	Description
XFER_BEFORE_IN_BED	Determines whether a patient can be transferred to a room/bed before the patient is actually assigned to a room/bed.
	Value 1 Description 0 Patient cannot be transferred before being assigned to a room/bed. 1 Patient can be transferred before being assigned to a room/bed, but a warning message displays.

Attach Image

The Attach Image Quick Action is used to associate a variety of files, including images and documents that are already scanned, with a patient, visit, or billing event. A copy of the file is saved to the selected form type’s directory and attached to the visit, while the original file remains in its directory.

To attach a file, follow these steps:

1. File Name – Click the Browse button to navigate to the file to be attached. A File Open window displays.
2. Click on the file, and then click Open. The file’s name populates the File Name field.
3. Form Type – Click the drop-down menu and select the type of file to be attached. The drop-down menu is populated based on the user’s security access and displays in the Description column in the Patient Images tab. The file will be copied to the directory associated with the selected form type.
4. Description – Enter a description of the image (for example, driver’s license or insurance verification letter). This information also displays in the Description column in the Patient Images tab.
5. Select the level for saving the image:
   • Patient – Links the image to the patient’s URN.
   • Visit – Links the image to the visit number.
   • Billing Event – Links the image to a specific visit billing event. This option will be available from a workstation that allows the user to select a billing event (Billing, for example).

6. Date/By. These fields automatically populate with the current date and the user attaching the image and display in in the Patient Images tab.

7. Click Save. The file is uploaded and attached, and it will display in the Patient Images list.

Specify File Types that Cannot be Attached

Specific file types can be prohibited from being attached using the Global Registry Value key IMAGE_DISALLOWED_EXTENSION. File extensions (.exe, .cmd, .bat, etc.) can be entered in Global Registry Values Maintenance. If a user tries to attach a disallowed file type, a warning message displays. This can prevent executable or command files from being uploaded to RCM Cloud^®.

Configuration

For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.

Global Registry Values Key	Description
IMAGE_DISALLOWED_EXTENSION	Determines the file types than cannot be attached to a visit in Imaging based on the file extension. The Data Type field is not used.
	Value Data Type Length Seq. Description Extension type null 0 1 Enter a file type extension name (.exe, .cmd, .bat, etc.).

Payment Entry

The Payment Entry Quick Action is used to post patient/guarantor payments manually. Multiple payments can be added but do not take effect until they are released. The visit’s balance is updated when the payment is released.

Payments are created in batches. Multiple payments can be added to a batch.

To add a payment entry, follow these steps:

1. Click the Payment Entry button. The Payment Entry Quick Action displays. All payment batches display in the Payment Batches list, while the selected visit’s system populates the System ID field in the Pending Payment Batch section.

2. In the Pending Batches section, click the Add button . A row containing the selected visit’s system, the batch number, and batch date displays in the Payment Batches list. A row containing the visit number, patient name, and billing event period displays in the Pending Payments for Selected Batch section. The same information populates fields in the Pending Payment Batch and Pending Payments sections.

3. Batch No – The new batch number is generated automatically. Update the batch number, if needed.
4. Batch Date – If the date is not defaulted to the current date, enter a batch date.
5. Description – Enter a description for the payment batch.
6. Deposit Date – Enter the date a payment was deposited with the bank, if needed.
7. Period – The dropdown defaults to the selected billing event. It is enabled if more than one billing period is associated with the visit. Click the dropdown and select a billing period, if needed.
8. Pay Code – Enter a payment code in the first field or a payment description in the autocomplete field (clicking a suggested description to select it).
9. Amount – Enter the payment amount in dollars. The Balance field updates.
10. Comments – Enter any free-form text comments regarding the payment.
11. Relationship – Click the dropdown to select a relative/contact associated with the patient if someone other than the patient is making the payment. The relative selected here displays in the Payee dropdown in Mark for Refund.
12. Check No – Enter a check number (if the payment is by check).

13. Click Save. The batch and payment are saved and the Payment Entry Quick Action closes. Upon launch from any visit, the payment batch displays.

Add Payment Entries

To add payment entries, follow these steps:

1. Click on a payment batch in the Payment Batches list to select it. Batch information displays in the Pending Payment Batch section.
2. In the Pending Payments for Selected Batch list, click the Add button. A row containing the visit number, patient name, and billing event period displays in the Pending Payments for Selected Batch list, and the same information, along with balance, displays in the Pending Payment section.
3. Pay Code – Enter a payment code in the first field or a payment description in the autocomplete field (clicking a suggested description to select it).
4. Amount – Enter the payment amount in dollars. The Balance field updates.
5. Comments – Enter any free-form text comments regarding the payment.
6. Relationship – Click the drop-down to select a relative/contact associated with the patient if someone other than the patient is making the payment. The relative selected here displays in the Payee drop-down menu in Mark for Refund.
7. Check No – Enter a check number (if the payment is by check).
8. Click Save Changes. The payment is saved.

Update Payment Batch

To update a payment batch, follow these steps:

1. Click on payment batch in the Payment Batches list to select it. Batch information displays in the Pending Payment Batch section and payment information displays in the Pending Payments for Selected Batch list.
2. The user can now update the Batch No, Batch Date, Description, and Deposit Date fields.

3. Click Save Changes. The payment batch is updated.

Update Payment Entry

To update a payment entry, follow these steps:

1. Click on payment batch in the Payment Batches list to select it. Batch information displays in the Pending Payment Batch section and payment information displays in the Pending Payments for Selected Batch list.
2. Click on a payment entry in the Pending Payments for Selected Batch list.
3. The user can now update the Period, Pay Code, Amount, Comments, Relationship, and Check No fields.
4. Click Save Changes. The payment entry is updated.

Delete Payment Batch/Entry

The entire batch or specific payment entries can be deleted. To delete a payment batch/entry, follow these steps:

1. Click on payment batch in the Payment Batches list to select it then:

• Click the Delete button in the Payment Batches row. The batch is deleted from the Payment Batches list and its payment entries are deleted from the Pending Payments for Selected Batch list.
• Click on a payment entry in the pending Pending Payments for Selected Batch list to select it. Click the Delete button in the Pending Payments for Selected Batch row. The payment is deleted from the Pending Payments for Selected Batch list.

2. Click Save Changes. The payment batch or entries are deleted.

Allow Future Batch Dates

Future dates can be entered in the Batch Date field in the Payment Entry Quick Action using settings in the Global Registry key PA_ALLOW_FUTURE_BATCH_DATE. RCM Cloud^® can be set to accept no future dates, all future dates, or a specific range of future dates.

When future dates are not allowed or are limited, a warning message displays when an invalid date is entered.

Configuration

For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.

Global Registry Key	Description
PA_ALLOW_FUTURE_BATCH_DATE	Determines whether a future date can be entered into the Batch Date field in the Payment Entry Quick Action.
	Value 1 Description -1 Any future dates are allowed. 0 Future dates are not allowed. >1 Enter a number of days after the current date that will limit future dates. A future batch date must be less than the number of days entered in order to be valid.

Default Payment Entry Batch Number

The Batch Number field can automatically create the batch number by enabling and setting a value for the Global Registry key NEXT_PAYENTRY_BATCH_NO. The key must have a value that will be assigned as the next batch payment number. The number entered is a starting point, and the value increases automatically as batch payments are added. If no value is entered, RCM Cloud^® assigns the first available batch number, starting with 1.

Configuration

For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.

Global Registry Key	Description
NEXT_PAYENTRY_BATCH_NO	Determines whether the Batch No field defaults to an automatically generated number in the Payment Entry Quick Action. The Value 1 determines the next batch number created.
	Value 1 Description Number Enter batch number that will be the first assigned. The number will automatically increase as batch payments are added. No value RCM Cloud® assigns the first available batch payment number, starting with one.

Display Professional Component Codes

Professional component code text can display in the Period dropdown in several Quick Actions and tabs with the billing event dates instead of simply “1500” by enabling the System Registry or Global Registry key PERIOD_PROF_COMP_CD.

Professional component codes, which are type of service codes used in 1500 billing, can be associated with revenue codes, which are then associated with charge codes. Billing generally creates a billing event when there is a change in the professional component code of the charges on a visit.

When the registry key is enabled, RCM Cloud^® pulls the professional component code for the first charge associated with the billing event and displays its abbreviated text in parenthesis next to the billing event date range in the Period drop-down menu. When there are multiple 1500 events on a visit, this allows the user to view the different professional charges associated with the visit.

Configuration

For this configuration, use the key(s) in either System Registry Maintenance or Global Registry Maintenance with the settings described in the table below. The System Registry takes precedence over the Global Registry.

Registry Key	Description
PERIOD_PROF_COMP_CD	Determines whether the abbreviated text for the professional component code displays in parenthesis next to the billing event date range instead of only “1500” in the Period dropdown.
	Value 1 Description 0 “1500” displays. 1 Abbreviated text for the professional component code displays.

POS Payments

The POS Payments Quick Action is used to post patient credit/debit card payments at the point of sale. The quick action interacts with a separate card reader attached to the system.

To post a credit card payment, follow these steps:

1. Select the visit from a work queue or search list.
2. Click POS Payments. The POS Payments window displays and lists the patient’s name and visit number.
3. Pay Code – Enter a payment code in the first field or a payment description in the autocomplete field (clicking a suggested description to select it).
4. Amount – Enter the payment amount in dollars.
5. Comments – Enter any free-form text comments regarding the payment.
6. Email Receipt – Enter a valid email address for an electronic receipt.
7. Print Receipt – Checked by default. Check to print a paper copy of the receipt.

8. Click Swipe. The Card Reader window displays.

9. Swipe or manually enter card information in the card reader. When complete, the window will close, the payment is posted to the account, and the receipt will launch in Reporting Services.

Configure Receipt for POS Payments

To generate a receipt for the payment, the receipt report path and form type must be configured. The path to the receipt report and pass-through information is defined in the Location Registry key POS_PAYMENTS_RCPT_REPORT_URL. The Receipt form type is installed but needs to have a valid storage directory defined in Form Type Maintenance. That form must also be configured with imaging security rights.

Configuration

Configure Receipt Report

For this configuration, use the key(s) in Location Registry Maintenance with the settings described in the table below.

Location Registry Key	Description
POS_PAYMENTS_RCPT_REPORT_URL	Defines the Reporting Services URL for the receipt report.
	Value 1 Description Reporting Services URL Enter the Reporting Services URL for the receipt report. (For example: Pages/ReportViewer.aspx?/InsightCS/IcsMain/InsightCS Application/WebPosPaymentReceipt) Value 2 Description Report Parameters Enter the report parameter pass through information. (For example: rs:Format=PDF&rc:Parameters=false&VisitNo=<VISIT_NO>&PaymentRowNo=<PAYMENT_ROW_NO>&RelativeRowNo=<RELATIVE_ROW_NO>&PayAmt=<PAY_AMT>&PayDate=<PAY_DATE>&CreateBy=<CREATE_BY>)

Configure Receipt Form

For this configuration, use Form Type Maintenance. Ensure the Payment Receipt form type (RECEIPTIMG form type code) has a valid Storage Directory.

OP Bed Assign

The OP Bed Assign Quick Action is used to assign previously registered outpatients to beds. The service and patient type information from the initial registration displays and can be updated to reflect why the patient is being assigned to a room/bed.

To assign an outpatient to a bed, follow these steps:

1. Select the visit.
2. Click OP Bed Assign. The Outpatient Bed Assignment window displays and lists the patient name, visit number, admit date, and visit information.
3. Assignment Date – The date/time defaults to the current date/time. Click the field to enter the date directly or click to select a date from a calendar. Enter the time directly or click to select a time.
4. Service – Click the dropdown and select the service being performed during the visit. The service helps determine how the visit is charged if the patient is placed in a room/bed.
5. Admit Type – Click the drop-down menu and select the outpatient type for the visit.
6. Patient Type – Click the dropdown and select the patient type for the visit. The type must correspond with the Admit Type and is used to classify patients for room charging, the general ledger, and reporting.
7. Smoker Status – Click the dropdown and select an option. The options provide detailed smoker information and match federal requirements.
8. Diabetic – Check to designate the patient as a diabetic. If Scheduling is being used, order conflict checking can be set up to post warnings when certain items are scheduled for a diabetic patient.
9. Publish – Check to display the patient’s name in patient or visit search results in Registration or Medical Records.

   Note: When unchecked, “CONFIDENTIAL” displays instead of the patient’s name in the search results or work queue list unless the user has the CONF security right. If the user has the security right, names are published but are highlighted in yellow.

10. Donor – Check to designate the patient as an organ donor.

11. Room/Bed – Enter the room/bed combination (for example, room 330, bed 1 is 330-1) or click the Bed Board button, select a nursing station, and select a room/bed.

12. Click Save.

Registration Forms

The Registration Forms Quick Action is used to manually generate and print various admission forms (admit forms, embosser cards, labels, MSP forms, and wristbands). The forms can be sent to any printer in the system.

To print a registration form, follow these steps:

1. Select the visit from a work queue or search list.
2. Click Registration Forms. The Registration Forms window displays and lists the visit number.
3. Click the Add  button. A row is added to the list, and the Report and Printer dropdowns are enabled.

4. Report – Click the dropdown and select the report (admit form, label, etc.).
5. Printer – Click the dropdown and select the printer. The menu displays all enabled printers.

6. Click Save. The form is sent to the selected printer.

Reassign Charges

The Reassign Charges Quick Action is used to transfer charges from one visit to another. This can be used to correct charges that were erroneously posted to a visit. Individual or multiple charges can be transferred.

Neither visit selected can be final billed, and the From Visit must have unbilled charges. The transferred charge is credited to the From visit and debited from the To visit.

To reassign charges, follow these steps:

1. Click the Reassign Charges button. The Reassign Charges Quick Action displays. The selected visit automatically displays in the From Visit field.

2. To Visit – Enter the visit number in the first field or enter all or part of the last or first name in the second field. An autocomplete list with all names matching the entered letters displays (after two letters are entered). Click on a name to select it. The visit number and name fields are automatically populated with the selected visit information.

Note: Click Swap to flip the From Visit and To Visit.

3. Click the Charges button. All charges associated with the From Visit display.

4. Click the checkbox or checkboxes to select individual charges, or click the checkbox at the top of the list (next to the Charge Date) to select all of the charges listed.

5. Click Save. The charges are posted to the To Visit and credited from the From Visit.

Display Detail in Charges/Credits List

The Reassign Charges list can display only the From visit’s charges or all charges and credits by using the Global Registry key REASSIGN_CHGS_LBOX_DISPLAY.

• The SUMMARY view displays only the From visit’s charges (eliminating charges that net to zero and credits) and allows only charges to be reassigned.

• The DETAIL view displays all of the From visit’s charges and credits and allows charges and credits to be reassigned. Do not use if you plan to do price or total amount overrides in the Charges tab.

Configuration

For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.

Global Registry Key	Description
REASSIGN_CHGS_LBOX_DISPLAY	Determines whether the Charges/Credits list in Reassign Chargesdisplays only the From visit’s charges or all charges and credits.
	Value 1 Description SUMMARY Displays From visit’s charges only. DETAIL Displays From visit’s charges and credits. If selected, ensure that user is not granted security right TOTAMT_OVR. This could cause issues with reassigning charges.

Attach Patient Image

The Attach Patient Image Quick Action is used in conjunction with third-party imaging camera and software to capture an image of the patient’s face to save with the patient record. The image is available in the Patient Images tab. If configured, this image is then displayed in the patient data panel and in the Registration and Scheduling wizards when adding a visit for the patient.

To capture and save a patient image, follow these steps:

1. Select the visit.
2. Click Attach Patient Image. The Attach Patient Picture window displays and loads the feed from the third-party camera/software.

3. Capture. Click to capture the image in the viewer. The Reset button is enabled.

• Reset. Click to clear the captured image and enable the camera again.

4. Save. Click to save the image to the patient record. The image displays in the Patient Images tab and, if configured, in the Patient Data panel.

 

Display Patient Image

The captured patient image can be displayed in the Patient Data Panel by configuring Global Registry keys. When the Global Registry key PATIENT_PICTURE_ENABLED is enabled, the image displays in the Patient Data Panel and in the Registration and Scheduling wizards.

The Global Registry key PATIENT_PICTURE_DESCRIPTION defines the description saved for the image, and the Global Registry key PATIENT_PICTURE_FORM_TYPE defines the form type used to save the image.

Configuration

For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.

Registry Keys	Description
PATIENT_PICTURE_ENABLED	Determines whether a patient picture displays in the Patient Data panel and in the Registration and Scheduling wizards.
	Value 1 Description 0 Patient image does not display. 1 Patient image displays.
PATIENT_PICTURE_DESCRIPTION	Defines the description applied to the image for display in the Patient Imagestab.
	Value 1 Description Patient Picture Enter a description to display in the Patient Images tab. Default is “Patient Picture.”
PATIENT_PICTURE_FORM_TYPE	Defines the form type used for the patient image. The default is PAT_PICT.
	Value 1 Description PAT_PICT Enter the form type for the patient image.