In order to complete this section, you must complete the below items:

1. Generate Credentials through MySecurePractice (one time setup)
2. Add MySecurePractice Generated Credentials into WinOMScs Software (one time setup)
3. If truForm doctor signatures are turned ON, you MUST sign through MySecurePractice FIRST (for each truForm submission)

Once the 3 items above are completed, please follow the instructions below:

• Patient Registration (or consent forms) truForm Integration
• Referral truForm Integration

PATIENT REGISTRATION INTEGRATION

1. Within WinOMScs, select the icon:  on the WinOMS toolbar
2. The Pre-Registered Patients Queue window will open below:
   
          
3. A list below will provide truForm submission patient First and Last Names (of forms that need to be integrated):
    
   The Pre-Registered Patients Queue displays all the patients whose information has been downloaded but not yet processed.  To search for a particular patient, or to narrow down the list by office, use the fields in the Filter Criteria section, and click Filter.  You can also click the column headings to sort. 
   
           
4. Click directly on the patient you would like to integrate within the list, and select the Convert button:
   
   
   • **If you do not see the submitted patient truForm, you may have doctor signatures turned on.       
5. Under the Process Patient Registration window, the Potential Matches section will display a list of any existing Patient accounts that match either the last name or DOB of the patient:
   
        
6. Click directly on the patient you would like to integrate, and select an option under the Next Action section:
   • Discard Registration Item: You can select this option if you do NOT want to integrate this patient truForm, then select the Next button and the window will close for you.     
   • Merge Registration with Existing Patient/Walk-in:  Once the correct patient is selected under Potential Matches, select this option if you would like to merge the truForm data into the patients existing account. This will walk you through a wizard to review and verify all data being merged into the patient account.
   • Create a New Patient Account:  You can select this option to create a brand new account within WinOMscs.  This will walk you through a wizard to review and verify all the data being added to the patient account.
7. Once you've selected the correct option under Next Action, select the Next button to continue:
   

 

MERGE REGISTRATION WITH EXISTING PATIENT/WALK-IN

If you select the Merge Registration with Existing Patient/Walk-in option, a wizard will walk your practice through the following screens to complete integration of the patient's submitted truForm:

1. 1. Patient Demographics
   2. Guarantor
   3. Employer
   4. School
   5. Dental Insurance
   6. Medical Insurance
   7. Health History
   8. Referral
   9. Summary

---

Patient Demographics Section (Existing Patient Account)

1. To begin converting pre-registration data into a patient account. this is the first screen you will see:
   

   Patient Registration Details/Left Side	Patient Account - Demographics/Right Side
   Reflects what the patient has submitted on their truForm.	Reflects the patient account with merged information, which is editable.

   
   
   1. If you would like to update the left hand side information to the patient's account, select the forward button:
      
      
   2. Select the option you would like:
      
        
      
   3. With either option above, a pop-up will ask you to confirm this action. Select the Yes button:
      

      Update All Fields on Right selection: img 10	Update Empty Fields on Right selection:

      
      
2. Select a Default Office & Provider (if not already completed):
   
            
3. Once everything is set, select the Next button to continue on to the Guarantor section:
   

Guarantor Section (Existing Patient Account)

1. If the Relationship is Self, then the Use Patient option will be selected:
   
   
   • If the relationship is someone else, select the Search for Guarantor option to search your database for that person. 
   • If the guarantor is not in the system, select the Create new Guarantor option and enter the guarantor's information in the appropriate fields.
   • If the relationship is someone else, you can select the Relationship (anything other than SELF), and select the forward button located in the middle to copy over some or all of that information submitted on truForm:
     
2. Under Billing Information, select a Billing Category and Fee Schedule for the patient (if not done already)
   • Select the billing options you want to apply to this patient to the right:  Send Statement, Apply Service Charge, Print Dunning Message, or In Collections:
     
3. Once you are finished on this page, select the Next button to continue onto the Employer section: 17
   

Employer Section (Existing Patient Account)

1. If the patient is unemployed, No Employer is selected. 
2. Select the forward button located in the middle to copy over some or all of that information submitted on truForm:
   
3. Select Search for Employer if the employer might be in your database, or select Create New Employer and enter the employer's information in the appropriate fields
4. Once you are finished on this page, select the Next button to continue onto the School Section:
   

School Section (Existing Patient Account)

1. If the patient is not a student, No School is selected. 
2. Select the forward button located in the middle to copy over some or all of that information submitted on truForm:
   
3. If the patient is a student, select Search for School or Create New School and enter the school's information
4. Once you are finished on this page, select the Next button to continue onto the Dental Insurance Section:
   
   

Dental Insurance Section (Existing Patient Account)

The Dental Insurance window of the wizard are displayed with the Patient Registration Details on the left side and the editable fields on the right.

To Validate or Edit insurance information on the Dental Insurance window:

1. Click the  in the left pane to view details of the patient's insured party, employer and insurance carriers.
2. In the right pane, select Search for Insured, Use Patient, or Use Guarantor
   1. To search, enter the name and click
   2. To add a new insured party, click . 
   3. The Insured Party Setup window is displayed. 
3. Select Search for Employer, Use Patient, or no Employer.
   1. To search, enter the employer name and click .
   2. To add a new employer, click .
   3. The Employer Data Entry window is displayed.
4. Under Search for Plan, enter the insurance plan name and click .
   1. To add a new insurance plan, click .
   2. The Plan Data Entry window is displayed.
5. Enter the policy information in the Policy Details section
6. Once you are finished on this page, select the Next button to continue onto the Medical Insurance Section:
   
   

Medical Insurance Section (Existing Patient Account)

The Medical Insurance window of the wizard are displayed with the Patient Registration Details on the left side and the editable fields on the right.

To Validate or Edit insurance information on the Medical Insurance window:             

1. Click the arrows in the left pane to view details of the patient's insured party, employer and insurance carriers.
2. In the right pane, select Search for Insured, Use Patient, or Use Guarantor
   1. To search, enter the name and click
   2. To add a new insured party, click . 
   3. The Insured Party Setup window is displayed. 
3. Select Search for Employer, Use Patient, or no Employer.
   1. To search, enter the employer name and click .
   2. To add a new employer, click .
   3. The Employer Data Entry window is displayed.
4. Under Search for Plan, enter the insurance plan name and click .
   1. To add a new insurance plan, click .
   2. The Plan Data Entry window is displayed.
5. Enter the policy information in the Policy Details section
6. Once you are finished on this page, select the Next button to continue onto the Health History Section:
   
   

Health History Section (Existing Patient Account)

1. Double-click an item in the Health History Item list on the left.  Depending on the type of item, the Add Medical History, Add Allergies, or Add Medications window is displayed with that item in the Description field.
2. Click Ok. The item is added to the Attach(ed) to Patient Chart list on the right, and a check mark is displayed next to that item in the Health History Item list.
   • Repeat for each history item you want to attach to the patient's record
3. Once you are finished on this page, select the Next button to continue onto the Referral Section:
   
   

Referral Section (Existing Patient Account)

1. Click the search  button, to the right of the text field for the Primary Referral 
2. The Referral Source Search window will appear.
   • If this doctor is already in your database:  Select the name and click the Ok button.
   • If no records match the search criteria: Click New to access the Referral Source Data Entry window.  Enter the doctor's information and click Ok.
3. Repeat for each doctor the patient has listed as a referral
   
   • To skip the referral information, use the drop-down list to select None in the Type field next to each doctor
4. Click Next to continue onto the Summary Section.
   

Summary Section (Existing Patient Account)

This will give you an overview of the modification made to this patient's account.  

1. Review of summary entries for each window completed in the wizard  
2. If you select the More Detail option, this will display more detailed information about the summary.
   • To return to a previous window to make changes, you can click the Go To button and select the window you want, and then return to the Summary window.
3. Under Finish Options, select one of the following:
   • Patient Activity (to go to the Patient Workspace window for this patient.)   
   • Registration Queue  (to return to the Registration Queue)
   • Close Wizard (to exit this process)   
4. Select the Finish button:
   
   

CREATE A NEW PATIENT ACCOUNT

If you select the Create a New Patient Account option, a wizard will walk your practice through the following screens to complete integration of the patient's submitted truForm:

1. Patient Demographics
2. Guarantor
3. Employer
4. School
5. Dental Insurance
6. Medical Insurance
7. Health History
8. Referral
9. Summary

---

Patient Demographics Section

To begin converting pre-registration data into a patient account. this is the first screen you will see:

1. Patient Registration Details/Left Side	Patient Account - Demographics/Right Side
   Reflects what the patient has submitted on their truForm.	Reflects the patient account with merged information, which is editable.
   click on image to enlarge	click on image to enlarge

   
   
2. Select a Default Office & Provider:
   
            
3. Once you are finished on this page, select the Next button to continue on to the Guarantor section:
   

Guarantor Section

1. If the Relationship is Self, then the Use Patient option will be selected:
   
   
   • If the relationship is someone else, select the Search for Guarantor option to search your database for that person. 
   • If the guarantor is not in the system, select the Create new Guarantor option and enter the guarantor's information in the appropriate fields.
2. Under Billing Information, select a Billing Category and Fee Schedule for the patient (if not done already)
   • Select the billing options you want to apply to this patient to the right:  Send Statement, Apply Service Charge, Print Dunning Message, or In Collections:
     
3. Once you are finished on this page, select the Next button to continue onto the Employer section:
   

Employer Section

1. If the patient is unemployed, No Employer is selected. 
2. Select Search for Employer if the employer might be in your database, or select Create New Employer and enter the employer's information in the appropriate fields
3. Once you are finished on this page, select the Next button to continue onto the School Section:
   

School Section

1. If the patient is not a student, No School is selected. 
2. If the patient is a student, select Search for School or Create New School and enter the school's information
3. Once you are finished on this page, select the Next button to continue onto the Dental Insurance Section:
   
   

Dental Insurance Section

The Dental Insurance window of the wizard are displayed with the Patient Registration Details on the left side and the editable fields on the right.

To Validate or Edit insurance information on the Dental Insurance window:

1. Click the  in the left pane to view details of the patient's insured party, employer and insurance carriers.
2. In the right pane, select Search for Insured, Use Patient, or Use Guarantor
   1. To search, enter the name and click
   2. To add a new insured party, click . 
   3. The Insured Party Setup window is displayed. 
3. Select Search for Employer, Use Patient, or no Employer.
   1. To search, enter the employer name and click .
   2. To add a new employer, click .
   3. The Employer Data Entry window is displayed.
4. Under Search for Plan, enter the insurance plan name and click .
   1. To add a new insurance plan, click .
   2. The Plan Data Entry window is displayed.
5. Enter the policy information in the Policy Details section
6. Once you are finished on this page, select the Next button to continue onto the Medical Insurance Section:
   
   

Medical Insurance Section

The Medical Insurance window of the wizard are displayed with the Patient Registration Details on the left side and the editable fields on the right.

To Validate or Edit insurance information on the Medical Insurance window:             

1. Click the arrows in the left pane to view details of the patient's insured party, employer and insurance carriers.
2. In the right pane, select Search for Insured, Use Patient, or Use Guarantor
   1. To search, enter the name and click
   2. To add a new insured party, click . 
   3. The Insured Party Setup window is displayed. 
3. Select Search for Employer, Use Patient, or no Employer.
   1. To search, enter the employer name and click .
   2. To add a new employer, click .
   3. The Employer Data Entry window is displayed.
4. Under Search for Plan, enter the insurance plan name and click .
   1. To add a new insurance plan, click .
   2. The Plan Data Entry window is displayed.
5. Enter the policy information in the Policy Details section
6. Once you are finished on this page, select the Next button to continue onto the Health History Section:
   
   

Health History Section

1. Double-click an item in the Health History Item list on the left.  Depending on the type of item, the Add Medical History, Add Allergies, or Add Medications window is displayed with that item in the Description field.
2. Click Ok. The item is added to the Attach(ed) to Patient Chart list on the right, and a check mark is displayed next to that item in the Health History Item list.
   • Repeat for each history item you want to attach to the patient's record
3. Once you are finished on this page, select the Next button to continue onto the Referral Section:
   
   

Referral Section

1. Click the search  button, to the right of the text field for the Primary Referral 
2. The Referral Source Search window will appear.
   • If this doctor is already in your database:  Select the name and click the Ok button.
   • If no records match the search criteria: Click New to access the Referral Source Data Entry window.  Enter the doctor's information and click Ok.
3. Repeat for each doctor the patient has listed as a referral
   
   • To skip the referral information, use the drop-down list to select None in the Type field next to each doctor
4. Click Next to continue onto the Summary Section.
   

Summary Section

This will give you an overview of the modification made to this patient's account.  

1. Review of summary entries for each window completed in the wizard  
2. If you select the More Detail option, this will display more detailed information about the summary.
   • To return to a previous window to make changes, you can click the Go To button and select the window you want, and then return to the Summary window.
3. Under Finish Options, select one of the following:
   • Patient Activity (to go to the Patient Workspace window for this patient.)   
   • Registration Queue  (to return to the Registration Queue)
   • Close Wizard (to exit this process)
            
4. Select the Finish button:
   
   

        

 

 

 

DOCTOR REFERRAL INTEGRATION

If you have a referral form setup for integration, please use these instructions as a reference to what you will see when you integrate a referral form first!  Although WinOMScs is only setup to take in Patient Registrations, we can send over your submitted referral forms in the same exact way.

1. Follow the integration steps above
2. Once integration is complete, if you view the submitted Referral Truform within the patients account- note the important information below:
   
   • The referral form will be labeled as Patient Registration Form- WinOMScs is only designed to integrate the patient registration, although we can allow the referral form to integrate- it will remain incorrectly labeled within WinOMScs!
     
              
   • Also, if the referring doctor submitted any common file type attachments with this truForm, you will see them embedded within the submitted PDF here.
     
3. Once you are ready to integrate the patient registration submitted by the patient- follow these instructions here. 
   
4. Once you fully integrate both the referral and registration truForm, the Patient Reg section will look similar to the below example:
   1. You can click on each line item to see either the patient registration or the referral form
   2. One easy way to identify the referral form is by date within WinOMScs, the referral form should be an older date than the registration form.