- NPI Lookup Feature in HCHB
- How do I enter a Physician?
- How do I edit a Physicians’ Information
- How do I designate a physician as a Medical Director for my location in HCHB?
When you are logged into HCHB, you can click on the content tab seen on the first screen.
Click on the NPI Look Up Icon. This will bring you to the HHS.gov website where you can look up information on a particular physician.
Click on the Individual Provider link.
Most of the time you already know the physician’s NPI number. Enter that on this form and put the security code in and search. This will give you the registered information for this doctor. If you don’t have the NPI, you can search on any of the criteria on the search screen and find multiple doctors to choose from that meet your criteria.
You may, in some instances want to confirm this information with the doctor’s office. Sometimes entries here are not 100% current.
The results that you get can be used to copy and paste in the physician entry forms that you will see later in this training.
Results of your search will show you Provider/NPI information…
You will also see mailing addresses and taxonomy (specialty)…
The first step in Entering a physician is to go to the area where you maintain physicians. This can be found by going in to the R2 module and clicking:
Orb -> Clinical Manager -> Maintain Physicians
You will see a screen like the one below. You might or might not see physicians already listed depending on whether you are a new location or not. Click the “Add” button to add a new physician.
There are 3 screens you will be asked to go through in the entry of a physician. I suggest you only start this process if you are ready to do all 3 screens. It’s much harder to go in to correct a physician when this process is half done than it is to just wait for a time when you can enter all steps at once.
All items that are yellow or have a star are required fields and must be filled in to complete setup of this doctor.
Fill in the:
- Last Name
- First Name
- Notify New Order Via
- Notify Vital Signs Alerts Via
- And Physician Group
*Remember, the fields listed above are the required fields. If you have further information that can be entered on this screen, you should enter it here.
Once you click save, you will see a pop-up window that warns you that you have to continue to enter more information for this doctor’s office, choose yes.
Keep in mind, you have more required fields here. All yellow items or items with a star must be filled out in order to continue past this screen. Remember, you can copy and paste information from the NPI lookup site.
A couple fields to note here:
Notify Vital Signs Alerts Via How does your agency typically contact a doctor for vital signs that are outside the range specified in the 485?
Allow Web Access for Visit Notes Right now we do not subscribe to the portion of HCHB that allows web access to physicians. So, the answer to this will always be no.
Admission Coordinator This is another term used for a marketer. If your marketers are tied to your doctors for the sake of referrals, this is where you would choose their name.
Service Line Choose the marketer that will receive credit for a referral from each service line for this doctor. If you only have Home Health at your location you will only need to fill out the first line in this area of the form. The example above has a noted marketer for each service line available.
When you hit save, you get one last warning that there is additional information to enter for this physician. This is correct, you do need to assign branches at this point, choose Yes.
This simply brings up a window and asks you to assign the physician to a branch or branches where they might be used as a referral source or physician for the patient.
Simply drop the box by clicking the arrow to the right and choose what branches you would like this assigned to. Please do not click the (Select All) option.
While you may only see your branches available, select all will assign this physician to all locations throughout Cornerstone. We have 17 locations and more to come. If you hit select all, it will also assign that physician out to all new locations as well. Not all ‘select all’ functions will work this way in HCHB. But this one is a little quirky. Please select your location or each of your locations individually and then choose save.
To edit a physician, go to the Maintain Physicians area in R2. This is found by clicking on the Orb (1), then on clinical manager (2) and then on maintain physicians (3).
Once you get to this window, you can choose the ‘All’ radio button at the top left of the screen and search physicians in the panel on the left hand side, OR you can use the Search For box in the top middle of the screen to search for the name of the doctor you are trying to find. Once you locate the physician click to highlight their row, and double click on the row or click the edit button at the bottom of the screen.
This is the information you can edit on this screen:
- Last Name,
- First Name,
- Medical Director (Worker ID)
- Taxonomy Code
- SSN, EIN
- UPIN, NPI, Medicaid Number
- How Physician Notified
- License Info
Please note that by clicking the plus signs next to the physicians name, you can edit various pieces of information. The screen on the right hand side will change appropriately based on the information you have clicked on in the panel shown to the left. For instance, if you have clicked on the Office (see the orange highlighted line below) you will see the office information and you can edit the office information or add another office. You can also reassign an admission coordinator here if you want. Click the Resassign Admission Coordinator button to do this.
If you click on a contact’s name (see the orange highlighted line in the left panel) you will see the physician contacts. You can add or edit contacts here
If you click on a contact’s name (see the orange highlighted line below) you will see the physician contacts. You can add or edit contacts here.
Lastly, you can click on a branch (see the orange highlighted line below) and you can either inactivate or add a branch to this physician.
There are a couple steps to designating a physician as a medical director:
- Enter the physician into HCHB (instructions above)
- You must choose their HCHB ID in the medical director field in the physician maintenance area (instructions below page 20 - 21)
- They must be entered in the add/edit workers section of HCHB as well (instructions below)
- They must be given an IDG role of Medical Director
- They must have PHY as their primary job description
- They must have an established login to HCHB
- They must be given Office User and Medical Director in the workflow assignment area
Let’s start with what needs to be entered into the add/edit workers area in order to move forward with making a physician into a Medical Director.
The add/edit worker console is located in R2, under the Resource Manager Tab and the Worker Console Icon. When you click on that icon, you will choose the add/edit workers option.
This portion of the instructions might only be available at your company for the HR designated person. In that case, they will have to be the one to do this portion of the work of assigning a medical director.
When you open add/edit workers, this is the screen you will see. (First names removed for privacy) Click on the Add button at the bottom left of the screen.
On the demographics tab, fill in the required information (fields in yellow, there are also stars next to the fields). In the signature title field, indicate that this is a Medical Director. Then click ‘Save and Stay’.
On the Organization Assignments tab, indicate the Service Lines they will need access too (top left quadrant), the branches they will be managing patients for (top right quadrant), always add team A to their Teams area (bottom left quadrant). Nothing is needed in the bottom right quadrant for locations. We set each location up as their own agency in HCHB.
Click Save and Stay.
On the Qualifications tab...
- choose the job code PHY as their alternate job description (bottom left quadrant).
- Then choose the IDG role (bottom right quadrant) of Medical Director.
- Then choose Save and Stay.
On the Permissions tab...
- all fields accept those indicated should be set to No.
- Change ‘Able to Obtain a Login Profile’ to Yes.
- Change ‘Allow Signature on 485/POC’ to Yes. Then choose ‘Save and Stay’.
At this point you should let an authorized requestor know that you need a login for this person. They will need to know that person’s name to request a login profile from HCHB. Any authorized requestor can do that for you. However, the HR designated help on the Support Resource Sheet is your first line for this need. This usually only takes a matter of a couple hours (max time) once submitted to HCHB.
On the Payroll tab, I have shown what fields are required to make your doctor function as a Medical Director. Hire Date, Worker Type, and Contractor (choose All Contractors) are all important fields. Double click on the orange line at the bottom of the screen. You will need to enter some information here as well.
Put contract as the value in the worker category and standard payment method.
The final tab you will look at here is the Login Profiles tab. You should receive back information from the authorized requestor on what the user name and password is for the physician you are working with. This user name needs to go in two places. User Name and Profile Name. They need to match and they have to be the same as what HCHB provided you. To add the profile name, click the Add Button at the bottom of the screen. We will walk through what that looks like now.
Once you hit the add button at the bottom of the screen, you will see a window like the one below. You will enter the profile name from HCHB in the Profile Name field. There are several tabs you will need to address in this window. In the System Roles tab (the tab that determines what screens and buttons you have available to you), you will want to choose the Medical Director and Office User system roles. You do this by highlighting them and clicking the single right pointing arrow, or by double clicking the item.
The next tab in this window that we need to do anything with is the Responsible Positions tab. You will have to assign the office user Responsible Position to all branches. If this physician is medical director for multiple branches you will choose office user for the first branch, then drop down the arrow and choose the next branch. Then select office user for that branch. Continue until that right has been assigned to all branches that this physician will need to be medical director for.
On the clinical teams tab, you need to add the A Clinical Team. If you have access to move any other teams such as B or C, you can move those as well, but it is not necessary. Team A is the only team we use for production patients. This action is not based on location as the Responsible positions tab was…so you only need to move team A once.
On the Service Lines, move any service lines to the right that you would like this physician to have access to. If for some reason there are no Service Lines listed, and you know you assigned them previously in the instructions, hit ‘save and stay’ while on this tab and they should appear.
Sometimes they are finicky in showing up when you are adding a log in profile.
The last tab we need to talk about on this page is the AR Groups. Make sure that the Generic AR group gets moved over to the right. Then you can hit save.
Hitting Save instead of Save As will close this window
The last step that needs to be done to finish this process will take you back to the physician entry screen. This step could not have been done before the physician was entered in the add/edit employees area. Re-enter the maintain physicians area by entering the R2 module, clicking the (1) Orb symbol. Then go to (2) Clinical manager and (3) Maintain Physicians.
Once you get to this window, you can choose the ‘All’ radio button at the top left of the screen and search physicians in the panel on the left hand side, OR you can use the Search For box in the top middle of the screen to search for the name of the doctor you are trying to find. Once you locate the physician click to highlight their row, and click the edit button at the bottom of the screen.
When that window opens up, look for the Medical Director (Worker ID) field. When you drop this down, this will populate with all those physicians that have gone through the steps above and are ready to be designated as a Medical Director.
Choose the desired name from the list and then hit Save.
Your doctor should now be available to be chosen on intake and for IDG Roles for your patients! It's as easy as that!