Portal Implementation FAQs
Portal Implementation FAQs
Embedded Files
How do I find the OP MED ID?
How do I find the OP MED ID?
Click here for instructions through our Help Center.
In Version 14.19 or higher
Navigate to Help tab > About button. The About- License Agreement window opens.
Locate the Client ID field. The number in parentheses is the OP MED ID.
In Versions Prior to 14.19
Navigate to the Help menu located in the top toolbar.
Select About. The About- License Agreement window opens.
Locate the Client ID field. The number in parentheses is the OP MED ID.
Has the issue with CHADIS integration been fixed?
Has the issue with CHADIS integration been fixed?
Yes! We resolved the CHADIS button issue and surveys/results are flowing as expected.
How can I test the CHADIS surveys? Do they automatically work?
How can I test the CHADIS surveys? Do they automatically work?
CHADIS isn't going to magically work when your portal is LIVE. There are steps required by your practice to make this happen:
Staff members who send surveys must have an active portal account and a validated CHADIS account of their own. A single email address cannot be used for multiple staff members. Each CHADIS user must have their own unique email address.
That user's CHADIS-verified email address must be in OP's Address Book.
Patients who are receiving CHADIS surveys must also have an active portal account.
Your staff will need to be cognizant of the patient's portal registration status before they confirm an appointment or create a survey task. If a patient is not active, the survey will not be delivered.
What we are recommending:
Staff will need to verify the patient registration status before confirming the appointment. This is found in the Patient Chart - Demographics - Basic Information menu
If the patient is not registered they can do so in the office if the patient has arrived for an unconfirmed appointment. Make sure that it says Active in OP before sending the survey order
When confirming an appointment, practice staff must look at registration status and make sure they are confirmed (this can be done in OP or in Practice Portal)
Some of our Beta clients dedicated a staff member in the office that is responsible for registering patients as they come through the door and then creating their survey orders
If you are unsure about any of your CHADIS user accounts, please reach out to CHADIS directly.
Do only active patients have to have an assigned provider or is it all patients (active and inactive)?
Do only active patients have to have an assigned provider or is it all patients (active and inactive)?
Only active patients. Please know that PCP is not a requirement for data validation. We realized this was too strict and did not make it required.
Do all patients assigned to a provider who is no longer practicing have to be reassigned to one of the active providers?
Do all patients assigned to a provider who is no longer practicing have to be reassigned to one of the active providers?
If you wanted to update the PCP to an active provider, you would need to do it manually. It is not required for the portal.
When reviewing family contacts for phone, cell, emails, role, etc. Do we have to go into each patient chart?
When reviewing family contacts for phone, cell, emails, role, etc. Do we have to go into each patient chart?
There is a SQL you can add to DB Viewer to view the break-down for contact data. It lists out all the contacts that can be easily filtered by those without emails, phones, preferred contact methods, authority, etc. Because parents can be associated with multiple children, the last two fields are concatenated and list out the contact's authority with each specific child:
select MAX(CONTACT.FIRST_NAME) AS FIRST_NAME, MAX(CONTACT.LAST_NAME) AS LAST_NAME, MAX(CONTACT.HOME_PHONE) AS HOME_PHONE, MAX(CONTACT.WORK_PHONE) AS WORK_PHONE, MAX(CONTACT.CELL_PHONE) AS CELL_PHONE, MAX(CONTACT.HOME_EMAIL) AS HOME_EMAIL, MAX(CONTACT.WORK_EMAIL) AS WORK_EMAIL, MAX(CONTACT.PREF_REMINDER) as PREF_REMINDER, MAX(CONTACT.PREF_RECALL) as PREF_RECALL, MAX(CONTACT.PREF_PORTAL) as PREF_PORTAL, MAX(CONTACT.PREF_GENERAL) as PREF_GENERAL, LIST(CODE_REL.DESCRIPT || ' (' || CODE_AUTH.DESCRIPT || ')', ', ') AS AUTHORITY, LIST(REGISTER.FNAME || ' ' || REGISTER.LNAME || ' [' || (extract(month from REGISTER.BIRTHDAT) || '/' || extract(day from REGISTER.BIRTHDAT) || '/' || SUBSTRING(extract(year from REGISTER.BIRTHDAT) FROM 3 FOR 2) )|| ']', ', ') AS CHILDREN_RESPECTIVELY
FROM CONTACT
INNER JOIN REGISTER_CONTACT ON CONTACT.ID = REGISTER_CONTACT.CONTACT_ID
INNER JOIN REGISTER ON REGISTER_CONTACT.PATNO = REGISTER.PATNO
LEFT OUTER JOIN CODE_TABLE CODE_REL ON REGISTER_CONTACT.CONTACT_ROLE = CODE_REL.STAFFNOTE
LEFT OUTER JOIN CODE_TABLE CODE_AUTH ON REGISTER_CONTACT.CONTACT_AUTHORITY = CODE_AUTH.STAFFNOTE
LEFT OUTER JOIN ADDRESSBOOK ON REGISTER.ADDR_ID = ADDRESSBOOK.ADDR_ID
where
CONTACT_ROLE IN ('FATHER', 'MOTHER', 'STEPFATHER', 'STEPMOTHER', 'GUARDIAN', 'CAREGIVER')
AND CONTACT.LAST_NAME NOT LIKE 'address change%'
AND REGISTER.STATUS_PAT = 'ACTIVE'
GROUP BY CONTACT.ID
How do I get the authority to update templates and/or ownership that are "owned" by another provider?
How do I get the authority to update templates and/or ownership that are "owned" by another provider?
If the templates were owned by another provider and are no longer in use, you can archive them. Unfortunately, you would need to log in as that provider to update the templates and/or ownership.
My staff is not showing up on the associated users, How do I correct this?
My staff is not showing up on the associated users, How do I correct this?
Any staff listed as Clinical Visibility level or higher in OP will be in the Provider Associated users list. You will need to change the staff to a provider, select the associated user from the provider list and change the user back to staff (using the radio button at the top of the user set up window).
How to make sure our handouts will go to the portal?
How to make sure our handouts will go to the portal?
In order for diagnosis-related Educational Handouts to be displayed in InteliChart, each diagnosis in the Assessment section of a visit note must be mapped to a SNOMED code.
My practice is in PREVIEW MODE, what does that mean?
My practice is in PREVIEW MODE, what does that mean?
When we delivered the portal, we noticed that your practice has the old/former OP Patient Portal. In order not to disrupt any features, functionality, or workflows with the old portal, we have implemented your new portal in Preview Mode. Preview Mode allows you to access your new portal, see your practice’s data, practice using messages and registration, and set up other features. This also means that some features are not fully available, such as the easy-button registration (in OP Register) will stay pointing at the old portal so you can reset passwords for parents and users of the old portal. The IC Appointment Request department will not be visible in Preview Mode and surveys/CHADIS will not be fully enabled with the new portal as surveys should only be delivered to one portal or the other, not both.
When your practice is ready to register patients and use the new portal fully, you must contact implementation@officepracticum.com to notify our implementation team and we will switch your portal to a live status and enable the remaining features.
When I create a new status, will these statuses transmit to the portal?
When I create a new status, will these statuses transmit to the portal?
All Active statuses transmit to the portal. Active is defined as anyone who is NOT in the following states: Inactive, Transferred, Discharged, Deceased, Call Coverage, Visitor, WaitList, and Merged. Any created statuses will go over to the portal.
Do all notes and messages have to be archived prior to new portal?
Do all notes and messages have to be archived prior to new portal?
No, the only archiving we ask that the practice do is under the Register tab in the Archive Database tool. Select either patient age or months last seen and archive.
When will my portal be delivered? How long does it take?
When will my portal be delivered? How long does it take?
Your portal implementation will begin on the week you selected per our Portal Implementation Schedule. Upon that week, the implementation team will begin sending your practice data from your OP database to our platforms and to InteliChart. Please know that this can take several days to complete.
During this process, there is a data validation cycle. During the data validation cycle, your data will be reviewed and monitored for any issues. If there are any problems with your data, we will reach out to you directly and request cleanup or action on your part. Once the data has been loaded and finalized, our implementation team will begin configuring your portal. It is important that you submit your survey results BEFORE the week of your scheduled delivery as this will help us deliver your portal swiftly and efficiently.
After we have completed the configuration, you will receive an email notification with the next steps and instructions on how to log into your new portal. On average it takes up to a week to complete a portal implementation from start to finish. If there are issues with the practice’s data, it may take longer.
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