Can I differentiate between documents in progress and finalized documents?

Calendar

You can change, add, or delete a patient appointment from the In Touch EMR calendar.

To access the Calendar, click on the Calendar tab on the main menu.

Appointment Options

To view an appointment, simply click on it from the patient dashboard.

A pop up box appears with options to confirmed, checked in, checked out, rescheduled, cancelled, no show, edit and others tabs.

The appointment pop up box include other relevant data points:

  • Date of birth
  • Gender
  • Insurance company
  • Appointment category
  • Appointment type
  • Assigned provider (this may or may not be the same as the provider who finalizes the document)
  • Location
  • Important alerts for expirations for progress note, physician prescription and Medicare cap alerts.

The following functions can be accessed with one click:

Patient dashboard
Open Document – this option is available if there are completed documents and document in progress for a certain patient. The type of document initials will appear on the Open Document tab to determine what type of document is currently in progress (ie: IE for Initial Evaluation)
Edit Patient details
Upcoming appointments

Editing an Appointment

For example, once the appointment has been checked in, the color on the calendar changes to red indicating the status of the appointment.

In a single view, the user can determine the appointment status color (in progress, finalized etc) and appointment type color in the border (payer 1, payer 2, self pay etc)

Documents in Progress, Finalized Documents and Documents For Review

In Touch EMR allows you to view the different statuses of a document/appointment for each patient.

The Appointment Status drop down menu gives you a legend that will help you distinguish those patient documents that are in Progress vs those that are Finalized. This feature will help you stay on top of documentation that still needs to be completed, as well as quickly see whether an appointment has been confirmed, canceled, or no showed.

New color combination for ‘documents in review’ on the calendar. This allows all users to identify ‘documents in review’ at a glance under the schedule of the ‘recipient’. This gives the clinic administrator improved productivity tracking capabilities. It also helps avoid situations in which ‘documents for review’ are accidentally overlooked by the ‘recipient’.

Please note that the actual document designated for review is only visible under the patient dashboard to the designated rendering provider (‘recipient’) upon his / her login. So if a PTA (Joe) submits a document to PT (Mary) for review, Mary (‘recipient’) will be the only one who can see that document for review under her clinic dashboard.

All users are now able to identify documents in review on the calendar of the ‘recipient’. Essentially, this allows anyone to identify ‘documents for review’ by looking at Mary’s schedule (in this example). However, Mary (‘recipient’) will be the only user who can view, edit and finalize those documents for review.


When a user clicks on the color coded ‘document for review’ in the appointment screen, a pop-up box appears. This box now provides additional information, in the following format:

“This document is currently IN REVIEW. It has been submitted by (assigned) to (PT) for review, for the date of service (date and time) and it was submitted for review on (date and time).’

This allows immediate identification of ‘from whom’, ‘to whom’ and ‘when’ and is valuable for clinics with multiple PTs and PTAs.

For example, a PTA (Joe) is the ‘assigned’ therapist for John Doe (an appointment was set for John Doe to see Joe (PTA)). Let us assume that the PTA, (Joe) completes the documentation and submits a daily note to PT (Mary) for review. Therefore, John Doe was seen by Joe (PTA) and the document was submitted for review by Joe to Mary (PT).

In this case, Joe will appear as ‘assigned’ clinician for that visit and when Mary finalizes that document, she will appear as the ‘finalized’ clinician for the document associated with that visit.