drchrono FAQs

No,but pleasedon'tmisunderstand this as a lack of interest or dedication to helping you! Weare passionate and committed to helping our users 24 hours a days and 7 days a week.

We know the decision to omit phone support is unusual, but after experimenting with different approaches, weve found that starting with our ticketing systemenables us to provide the fastest and most accurate responses. We focus on providing fast and high quality responses by email, so youre always talking to a human that can help first-hand.

If we can't resolve your issue over email quickly, we will set up a time to call you and figure out the issue over the phone.

Please see the following article explaining how to contact our support team.

If you ever need emergency assistance please start here.

Are you or someone you know interested in drchronos educational offerings? We believe that the future of healthcare lies in the hands of today's students. drchrono provides free access with ease to students anytime, anywhere.

Question: Where do I receive more information about drchronos educational offerings?

Answer: Please refer to the following page: https://www.drchrono.com/university-ehr-emr/. Here, you can request more information as a Student, Educator, or Education Partner.

Question: If I am an AHIMA student and need support, who should I contact?

Answer: If you are an AHIMA student, please submit an official VLab Help Ticket by either:going to http://ahima.echelp.org and clicking Submit a Ticket, or calling 844-492-3448.In either case, a VLab technician can provide 24/7 assistance for your VLab support needs, and will help you troubleshoot any issues you may be experiencing.

Watch this video to learn To upload an Excel spreadsheet of patient demographics, first log in to your drchrono.com account. After you're logged in, hover over "Patients" then click "Patient List" from the drop down menu.Now click "Bulk Import" in the upper right corner and follow the instructions. The same instructions are posted below.Instructions:

You can use a standard Microsoft Excel spreadsheet (.xls/.xlsx) or a basic comma separated value file (.csv) with your patient's demographic information.

We can upload anyC-CDA XML or CSV/XLS(Excel) files that your existing software can produce.

For CSV/XLS (Excel) files, there must be a header row that defines what data is in each column. The only required fields for a patient are First/Last name, though email and cell phone are required for email and SMS Text appointment reminders.

Click here to go to the import screen within drchrono.

Note:

This feature is only available for Prometheus, Hippocrates, and Apollo accounts. For more information regarding plans please contact [email protected].

The Sample Data option in drchrono is a great way to familiarize yourself with the drchrono solution before uploading your actual patient data. Below are the instructions for enabling and disabling sample patient data in your drchrono account:

1.) Log in to your drchrono.com account using the web interface. Hover your cursor over the Account tab in your menu bar.

2.) Select Settings from the drop down menu.

here

3.) Click Account Settings. On this page, you will see a menu bar appear that displays options such as Profile, General, etc. will be available. At the end of the menu bar is Sample Data.

4.) Select Sample Data

5.) You have the option of turning on and off the sample data and the sample data for Meaningful Use.

6.) To save changes to your profile, click "Update Entire Profile".

When you are ready to upload your patient data, simply turn off the sample patient data and upload your patient data. Learn more about uploading your patient data .

DrChrono supports the import of patient demographics from external spreadsheet files (.xls or .csv).

The following data is REQUIRED for the creation of patient records:

Field Data

Examples

Disclaimer

Patient's Last Name

"John", "LaToya", "Mohammad"

Patient's First Name

"Smith", "Henderson", "Ali"

Patient's Gender

"Male", "Female", "Other"

The following data is OPTIONAL and may be provided in addition to the required data above:

Field Data

Examples

Disclaimer

Patient's Middle Name

Patient's Nick Name

In DrChrono, shows up in parenthesis. When exporting external docs, will appear in quotation marks.

Patient's Date of Birth

"1990-01-01", "01/01/1990"

Social Security Number

"123456789", "123-45-6789"

Race

"black", "asian", "white", etc

Ethnicity

"Hispanic", "Not Hispanic", "Declined"

Preferred Language

"english","spanish", etc

Home Phone Number

Can contain dashes/periods

Cell Phone Number

Can contain dashes/periods

Work Phone Number

Can contain dashes/periods

Email Address

"[email protected]", "[email protected]"

Only one email allowed for import

Address

"123 ABC St, Acme, CA 90210"

City

State

"CA", "NY", "MD"

Two-letter state abbreviation only

Zip Code

"90210", "90210-1224"

Emergency Contact Name

"John Doe"

Partial or Full Name

Emergency Contact Phone Number

"555-111-2345", "5551112345"

Emergency Contact Relationship

"Sibling", "Parent" etc

Primary Provider

"Steve Smith", "Judith Moore, MD"

Must exactly match name of DrChrono provider account.

Status

Can be either "active", "inactive" or "deceased"

Primary Insurance

One column for each piece of insurance data. Ex: primary insurance company, primary insurance ID number, etc.

Secondary Insurance

One column for each piece of insurance data data. Ex: secondary insurance company, secondary insurance ID number, etc.

Tertiary Insurance

One column for each piece of insurance data data. Ex: tertiary insurance company, tertiary insurance ID number, etc.

Workers Comp Insurance

One column for each piece of workers comp data. Ex: workers comp company, workers comp case number, etc.

Auto Accident Insurance

One column for each piece of auto accident insurance data. Ex: auto accident company, auto accident policy number, etc.

Please use the attached spreadsheet as a guide to building your patient demographic records. Please contact your DrChrono representative should you have any questions.

Moving patient data to DrChrono has never been easier. The FAQ below addresses most questions you may have about transferring your data. If your question/answer is not listed here, please reach out to your DrChrono representative, or log a support ticket.

What makes up "Patient Data"?

Patient data is comprised of Demographics & Insurance, Appointments, Clinical Notes, Documents, Images and Lab Results.

What makes up "Practice Data"?

Practice Data is comprised of Fee Schedules, Inventory Items, Contact Lists and Custom Procedure Codes.

Can Billing Data be transferred to DrChrono?

Billing data, including, but not limited to: claims data, patient payments, ERAs/EOBs and balances,cannot be transferred to DrChrono from any external source.

How do I begin the process to transfer Patient Data and Practice Data to DrChrono?

In order to get started, follow the steps below:

Sign an annual contract (required)

Get REQUIRED file formats for each component of Patient Data. (this table shown below)

Obtain Patient Data from previous EHR company in the required format.

Upload files to Box Folder provider by DrChrono (5GB Upload limit, per file)

Wait approximately three weeks* for data transfer to complete.

What are the required data formats?

Patient Data Type

Format

Demographics

.csv, .xls/.xlsx, .txt(delimited), .xml/CCDA

Appointments

.csv,.xls/.xlsx, .txt(delimited)

Clinical Notes

.pdf, .html, .tiff (one or more files per patient)

Documents

.pdf, .jpeg/.jpg, .tiff, .html (one or more files per patient)

Images

.pdf, .jpeg/.jpg, .tiff (one ore more files per patient)

Lab Results

.pdf, .jpg, .tiff (one or more files per patient)

Practice Data Type

Format

Fee Schedules, Contact Lists, Custom Codes and Inventory

.csv, .xls/.xlsx

My patient data is contained within a database (SQL, MS SQL, etc). Can DrChrono import this type of data?

DrChrono does not support database files at this time. Please contact your current EHR vendor in order to obtain a full export of your practice data using the grid above as a guide.

Is it possible for a DrChrono representative to log into my old EHR account or server and extract all the data required to continue patient care?

DrChrono does not support this method of retrieving and importing your practice data. If you require assistance with obtaining your Patient and Practice data, please contact the support department of your current EHR vendor.

My data is too large to upload to Box. How can I ensure DrChrono receives my data?

Physical media, such as DVD, CD, Flash Drives can be shipped to DrChrono for review and processing (at the customer's expense). We will send the drive back once we've completed the transfer. Note: These drives must be password protected before shipping.

We also support SFTP file transfers, if you have a SFTP server set up. You must provide all connection details (IP address, username, password and port number) in order to proceed with this process.

You may employ the use of a cloud storage system with appropriate certifications to ensure the data stored there is done so in a HIPAA compliant manner.

Due to data-integrity restrictions, we do not support using Google Drive to retrieve Patient Data.

Reach out to your DrChrono representative for more details regarding this section.

My clinical notes have been imported into my account. Where can I find them?

Any and all clinical note data that originates from outside of the DrChrono account can be found under the patient's chart > Documents.

My EHR does not allow the download of one clinical record file per patient. Instead, all clinical records are combined into a single PDF file. Is it possible to import the combined PDF data into each respective patient's chart?

At this time, it is not possible for DrChrono split a PDF into multiple files and import into multiple charts. DrChrono can accept one or more files per patient, however a single file cannot contain multiple patients. Please contact your EHR vendor to discuss further export options.

I'd like to remove patient charts from my account because some information was missing. Is this possible?

At this time, imported records cannot be removed. Please review your patient record data to ensure that the data provided is 100% accurate before importing as this cannot be undone. Please contact your DrChrono representative should you have any concerns regarding your imported patient demographic data.

How much does DrChrono charge for transferring Patient Data?

Here is the pricing for all users with an Annual Contract:

Import Type

Tier

Cost

Patient Demographic data

Standard

$0

All Practice Data types

Standard

$0

Clinical Notes, documents, images, lab results and/or appointments for up to 5,000 patients

Intermediate

$1,000*

Clinical Notes, documents, images, lab results and/or appointments for over 5,000 patients

Intermediate+

*custom quote will be provided once data evaluated

*subject to change. Speak with your DrChrono representative for pricing.

How do I change the email address connected to my drchrono account?

At this time, you are not able to change the email address associated with your drchrono account on your own.

You must contact DrChrono support HERE in order to make any changes to your email address.

For security purposes, please make sure to send the email from the actual address that is already associated with your drchrono account (i.e. the one that you want to change away from) and make sure to include the new address that you want it updated to be.

If you're having trouble viewing this video click here.

Here is how to use our medication reconciliation feature:

1. From a patient's chart, click demographics and then the Important tab.

2. Scroll down to Medication History Consent and change to "Yes" and then "Save Demographics."

3. From the Medication List click the green button that says "Update Medication history."

4. Medications can take up to 24 hour to reconcile.

From the schedule, open up one occurrence of the recurring appointment:

2. From there, click "Edit all future appointments" and change the Last Appointment date to today (or the last date you want it to occur):3. Now, after you select "Save & Close," the appointment will no longer appear on the schedule (if you do not see "Edit all future appointments, then it's not a reoccurring appointment):

The concept of electronically prescribing medications is known by a few industry names: e-Prescriptions, e-Rx, e-Scripts. In the drchrono EHR, the abbreviation eRx is most commonly used.

Electronic prescriptions take the place of paper and faxed prescriptions and allow physicians to electronically transmit prescriptions using their EHR or other service. With the adoption of eRx, prescriptions become more error-free, accurate, understandable, and documented. As an additional benefit for using the drchrono EHR, eRx is also automatically compared with the patient's medication list/chartto detect any drug-drug or drug-allergy interactions that may prove dangerous or fatal to the patient.

In the United States, the Health Information Technology for Economic and Clinical Health Act (HITECH) authorized the U.S. Department of Health and Human Services to spend significant resources to expand the adoption of health information technology. To meet meaningful use requirements, practices must prescribe and transmit at least 50% of permissible prescriptions electronically.

The drchrono EHR is powered by Surescripts, a service that connects of 95% of U.S. pharmacies and provides electronic prescription transmission capabilities ( external source ). The drchrono eRx system satisfies all legal requirements mandated by 21 CFR Part 1311 and is certified for Stage 2 Meaningful Use.

Unfortunately, you can not. The idea behind the yellow notepad is that it's an extra place to put unplanned notes within your clinical note.

If you want the notes to be persistent, you need to take the notes in the yellow notepad and insert them into a template field. You'll then need to make the template persistent.

Note: Auto Allocation must be enabled by your account manager.

Once auto allocation is enabled, you'll notice an "Auto fill" button toward the upper right side of the screen:

Once you see that button within your account, you'll be able to auto fill your balances.

Auto-Allocation Rules:

If an appointment is associated with a payment, payments will only be allocated to line items associated with that appointment. Otherwise, all payments can be auto-allocated to all appointments.

Oldest payments will be allocated to oldest line items

Payments will only be allocated to appointments if the provider that owns the appointment has auto-allocation enabled.

**Once a payment is recorded it can be edited.**In the new Patient Payments system, you can delete payments that were entered in error. To do so, you'll need the "Billing Administrator" and "Access Patient Payments" permissions checked off. If you are a practice admin, make sure you have these permissions checked off for any Staff Members who will need to delete payments. ( How to set Staff Permissions )

With "Billing Administrator" and "Access Patient Payments" enabled, go to Billing > Patient Payments (Beta).

Click on the "Payments" tab in the top left corner, then search for the patient you need and "Update."

You can then click the Lock Icon on the left side of the screen to enter "Unlock Mode." You'll get a pop up asking "Are you sure?" to which you can reply "OK."

Once in unlock mode, you can identify the payment which needs to be deleted, and click the red X icon to the right of that payment. The system will ask you to confirm the deletion, and after doing so, the payment will be deleted altogether.

You also have the ability to deallocate all line items associated with that payment. Once in unlock mode, you can identify the payment which needs to be deallocated and click the red circle icon to the right of that payment. The system will ask you to confirm the deallocation, and after doing so, the payment will be deallocated.

Issuing a refund or discount is breeze with our new patient payments offering. Please follow the steps below:

Step 1: Please navigate to the Patient Payments menu and click on the green + Add button:

Step 2: a pop-up window will appear. Please select the appointment to refund or credit, and the system will apply a negative amount. The payment type and amount fields toggle. A credit must be positive, while a refund must be negative:

Note: You'll notice under the "Type" field, the refund will appear:

Note: Here's an example of a credit, the positive amount populates automatically, as opposed to the automatic populationof anegative amount when you issue a refund:

An Explanation on drchrono Basic Billing Concepts

When a patient comes in for an appointment, they receive treatments and services, then are charged correspondingly.Their charge will be split up into two categories: charges billed to insurance and charges billed to the patient.

Charges billed to a patient will show up in a patient's balance. Payments can be recorded as a cash, check, or credit and specified as Amex, Visa, Mastercard, or Square. You can track a patient's balance through the 'Patient Payments' feature in the drchrono EHR.

Periodically, you can choose to send a patient their statement explaining the services and charges that they have received in that given time period. You can do this in the 'Patient Statements' feature in the drchrono EHR.

Charges billed to insurance will be recorded in claims that can be tracked in the 'Live Claims Feed' in the drchrono EHR. Claims are queued into the drchrono EHR until 7:00 PM PST when they are sent as a batch to our third-party clearinghouses, Emdeon or Trizetto (Apollo Plus and Custom Apollo Premium Accounts).Your claim is scrubbed twice--once by us and once by the clearinghouse. Once the claim has been scrubbed, it is transmitted to the payer.

In order for your claim to be processed, it is required that you fill out include patient demographics (name, address, DOB, gender) and insurance information (insurance name, payer ID and policy ID and billing codes, NPI, tax ID, provider name and billing address).

The payer will process the claim and return an electronic remittance advice (ERA) that details the payment, adjustment, and denial information. You can track your ERAs under the 'Remittance Reports'. You can also view some ERA information in the 'Live Claims Feed'.

To view a snapshot of your billing, you may view the 'Billing Summary'. Here you can view your financials by monthly, quarterly, or yearly summaries.

Here are the steps for adding or changing your payment information:

Step 1: Please click on the "Account" tab.

Step 2:Please click on the "My Billing" tab:

Step 3: Please click the "Update" button and enter your credit card info:

Step 4: Please be sure to click "Update Credit Card Info".

Please let us know when you have updated your card information so that we can process your payment.

Changing Your Login Password

To change your password within the drchrono EHR, you have two options to change your password:

Logged Out/Locked Out Users: If you are locked out of your account and need to reset your password, please see our guide here: Forgotten Password: How do I reset my password?

Logged In Users: Change your password in your account settings (this guide).

This guide goes over the process of changing your password while logged into drchrono. While logged into drchrono, users can change their password without the need to receive a password reset email. To do this, access the change password setting in your accounts settings.

STEP 1: Open your account settings (Account > Account Settings)

STEP 2: In the 'Profile' tab of your account settings, click on the 'Change Password' button.

STEP 3: Enter in your old password then type in a new password. Afterwards, confirm the password by typing your new password again in the 'Confirm Password' field. Finally, click 'Change my password' and your password will be changed.

In the following options:

short text fields

single select drop down menus

multi select drop down menus

fraction fields

you will need one{{value}} in your generated text section of the note.

This article highlights the many tools used for building clinical notes in your drchrono Template Builder.To use the tools mentioned below, first log in to our account at drchrono.com. After you're logged in, hover over "Clinical" then click "Builder".In the Template Builder you can use different tools to create the clinical note of your dreams, or edit preexisting templates built into your template library. If you can think it, you can build it with drchrono's Template Builder.Builder Tools:

Short Text Field- used for creating titles for organizing clinical notes

Yes/No- enables the ability to check Yes or No

Switch- use for fields requiring On and Off

Single Select- enter options for your user to select

Multiple Select- enables users to select more than one option from various options

Diagram- upload an image for freedraw capabilities

Photo Field- allows you to capture an image

Fraction Fields- enter fractions like heartrate etc.

Blank Field- for longer entries and misc. notes

To access the Lab Orders functionality, which allows you to show lab results values from within a Clinical Note, select the Lab Orders option on the Patients menu. As shown in the following illustration, the Manage Lab Orders screen is displayed, with both Manual Lab Orders and Sample Lab Orders shown.

This information is also included within the Clinical Note itself, as shown in the following illustration, if the Include in Note option is toggled to On.

Additionally, when you enable the setting to do so,(what setting?)to render this information, the following screen is displayed, replicating the information contained on the screen when you select the Lab Orders tab.

There is also a setting for this Lab Results in Clinical Note functionality within Account Settings, once it has been enabled.

It is turned on or off by selecting the Include Lab Results checkbox within the Clinical Notes section of the Account Settings page, as shown in the following illustration.

Your complete note includes all of the templates you have charted, along with the patient's chief complaint (the reason for visit), vitals (and optionally any vitals history), their active and newly prescribed medications, allergies, and any ICD and billing codes that have been applied to the appointment. Where in the note these are located depends on whether you are charting using SOAP templates or H&P templates. It is important to keep the location of this content in mind when reordering your templates.

If you use SOAP templates:

The chief complaint will appear in its own section directly above the "H&P CC / History of Present Illness" template, or if the template was not used, directly above where it would have appeared.

The vitals will appear at the top of the "SOAP Objective" template.

The vitals history, if you have enabled it, will appear in its own sectiondirectly below the"SOAP Objective" template, or if the template was not used, directly belowwhere it would have appeared.

The active medications and allergies will appear in the "Medications & Allergies" template.

The prescribed medications will appear at the bottom of the "SOAP Plan" template.

The ICD codes will appear at the bottom of the "SOAP Assessment" template.

The billing codes will appear directly above the prescribed medications in the"SOAP Plan" template.

If you use H&P templates:

The chief complaint will appear in its own section directly above the "H&P CC / History of Present Illness" template, or if the template was not used, directly above where it would have appeared.

The vitals will appear at the top of the "H&P Physical Exam" template.

The vitals history, if you have enabled it, will appear in its own section directly belowthe "H&P Physical Exam" template, or if the template was not used, directly belowwhere it would have appeared.

The active medications and allergies will appear in the "Medications & Allergies" template.

The prescribed medications will appear at the bottom of the "H&P Plan" template.

The ICD codes will appear at the bottom of the "H&P Assessment" template.

The billing codes will appear directly above the prescribed medications in the"H&P Plan" template.

If you use both, or only custom templates:

If you use onlycustom templates, or at least as many SOAP templates as H&P templates, then your note will be formatted according to the "If you use SOAP templates" section. If you usemore H&P templates than SOAP templates it will be formatted according to the "If you use H&P templates" section.

If you use both SOAP and H&P templates then the "SOAP Assessment" and "H&P Assessment" templates will be merged to prevent duplicate Assessment templates. The merged template will be placed where the "SOAP Assessment" template would appear, unless you used more H&P templates than SOAP templates, in which case it will be placed where the "H&P Assessment" template would appear. The same is done for the "SOAP Plan" and "H&P Plan" templates.

Since this can be confusing, using both SOAP and H&P templates is generally not recommended.

FreeDraw images:

By default, FreeDraw images are not attached to their templates but instead are appended to the clinical note on a new page. You can change this behavior in your account settings, under General > Clinical Notes, by unchecking "Move FreeDraws to End".

You can send a corrected claim by following the below steps to all the insurances except Medicare (Medicare does notaccept corrected claims electronically). To submit a corrected claim to Medicare make the correction and resubmit as a regular claim (Claim Type is Default) and Medicare will process it.

1) Hover over the "Billing" Tab and choose "Live Claims Feed".

2) Enter the Patients or Chart Id in the "Patient Search" field.

3) Click on the Visit date for the appointment you want to send a corrected claim and make the changes. This will direct you to the Billing Detail screen.

4) Towards the top right corner, you will find a field as Claim Type", please select the claim type as Re-submission, you will receive a warning message and you would need to click on "OK". If the claim has been processed or denied by the insurance, it automatically assigns a original claim ID. If it does not assign a claim ID, you will need to check the Eob for the claim number.

5) If you would like to leave anote to the Insurance on the resubmission, then click on EDI Billing Note and enter the note.

6) Check the Resubmit Claim check box and hit Verify and save to submit to the insurance.

EPCS Requirements in DrChrono

The DrChrono EHR supports the prescription of controlled substances within its e-Rx feature. Before prescribing controlled substances, several requirements must be met. DrChrono does not support e-prescribing outside of the United States.

PersonalRequirements

Registration with the DEA to provide controlled substances and satisfy all prerequisites found here, as needed: Prerequisite Registrations Needed for EPCS.

Identifying information to pass a Level of Assurance 3 (LOA 3) ID proofing check provided by Inflection/DUO.

Name, Date of Birth, Social Security Number

DEA Number

NPI Number

State License Number

Credit Card Number (Used for a credit check to cross-check your identifying information. Your credit card number will not be stored. Your credit score will not be affected.)

Address and Phone Number. This phone number must be the number associated with your address in your credit profile.

Answers to a personal knowledge questionnaire based on your credit profile, including information on your bank accounts, past mortgages, home and automobile purchases.

Satisfy the system requirements for DrChrono, found here: EPCS System Requirements

You must also own a mobile device capable of installing the DUO Mobile app available on iOS and Android.

Account Requirements

You must be on a paid Hippocrates, Apollo, or Apollo Plus DrChrono account with the EPCS add-on. Apollo Plus accounts have the EPCS feature included. To add EPCS to your account, contact your account manager or email [email protected].

You must be on a provider account. Nursing and scheduling staff members cannot prescribe controlled substances.

Setup Requirements

You must have completed the e-Rx setup process prior to setting up EPCS. To set up e-Rx, please visit our guide found here: Getting Started: Setting Up e-Rx.

You must have 2-Factor Authentication enabled in your account. To enable 2-Factor Authentication, please visit our guide here: How do I set up 2-Factor Authentication in my account?

You must have filled out all e-prescribing identifier information in your DrChrono account settings shown below.

You can submit claim from two different screens.

Follow the steps outlined below to submit the claim from the Live claims Feed screen:

Hover the cursor on Billing and Select Live Claims Feed

Enter the Patients name or Chart ID and click on Update Filter

Select the visit date and it will direct you to the Billing Detail screen. Choose one of the billing statuses mentioned below and hit Verify & Save to submit the claim to the respective insurance.

Bill Insurance: To submit the claim to the patients primary medical insurance.

Bill Secondary Insurance: To submit the claim to the patients secondary medical insurance.

Auto Accident Claim: To submit the claim to the patients Auto insurance.

Workers Comp Claim: To submit the claim to the patients Workers compensation insurance.

Durable Medical Equipment Claim: To submit the claim to the patients Durable Medical Equipment insurance.

Follow the steps outlined below to submit the claim from Schedule:

Hover the cursor on Schedule and choose Calendar.

Click on the appointment that you would like to bill out to the insurance company.

In the Schedule Appointment screen, click on the Billing tab and choose one of the billing statuses mentioned below and hit Verify & Save to submit the claim to the respective insurance.

Bill Insurance: To submit the claim to the patients primary medical insurance.

Bill Secondary Insurance: To submit the claim to the patients secondary medical insurance.

Auto Accident Claim: To submit the claim to the patients Auto insurance.

Workers Comp Claim: To submit the claim to the patients Workers compensation insurance.

Durable Medical Equipment Claim: To submit the claim to the patients Durable Medical Equipment insurance.

The claims get batched out to the clearinghouse everyday at 7:00 pm Pacific Standard Time.

Note: If you have already submitted your claims via Emdeon or Trizetto, you do not need to resubmit the claims again in the drchrono EHR. However, you do need to create appointments in order to post payments.

Posting a payment manually has never been easier with drchrono. Follow the instructions below to learn how to post a payment manually.Instructions:

Log in to drchrono.com

Go to "Billing"

Click on the "Live Claims" feed screen

Click on "Visit Date", it will take you to the "Billing Detail" screen

Click on the "+" icon which is in blue on the right end to the CPT code, you will find the fields to post the transaction for the payment

Enter the check number in the "Check" field

Enter the Adjustment/Patient Responsibility/Denial amount in the adjustment field

Enter the insurance payment in the insurance payment field

Choose the adjustment reason in the adjustment reason drop down, based on that our system will trigger action for the adjustment amount you have entered in the adjustment field.

Choose the insurance provider who made the payment and the status of the claim and hit "Verify and save".

Voil, you're now an expert on posting payments manually with drchrono!Please email [email protected] for any further questions.

When you submit a claim to a patient's primary insurance they might not actually cover the entire visit. If this comes up and the patient does have a secondary insurance you will need to submit it to that insurance company as well. drchrono offers you the option to do that as well. Please follow the below steps to learn how to do this.1. Hover over the 'Billing' taband choose "Live Claims Feed".

2. You can either choose a patient from the Live Claims Feed list or you can type their name into the search field and click on 'Update Filter' to the right of the search field.

3. Click on the visit date next to the patients name. This will open up the selected visit date, and allow you to change the billing status.

4. You will then want to change the billing status to "Bill Secondary Insurance" and then click on'Verify & Save'.

There are two kinds of employees that you may be trying to add to drchrono.

Staff Members: Staff members do not need to sign clinical notes or schedule appointments in their name. You can learn how to add staff accounts by reading the article here.

Providers: Providers need the ability to sign clinical notes and schedule appointments in their name. If you want to add a Provider account please contact our sales team by emailing [email protected]. All Practice Groups (accounts with multiple providers) must be on paid plans.

This tutorial will show you the different functionalities in the appointment list through the drchrono EMR iPhone app.

Initial Screen View:

When you login to the EMR app the initial screen will be your appointment list. Any scheduled appointments for the current day will appear in list format. To view appointments on alternative dates select the calendar icon on the upper right hand corner and select the date you wantto see.

Selecting a patient:

Select the patient you want to view additional information on. From this screen you will be able to see:

The scheduled appointment time

The reason for visit

The exam room the visit is taking place

Any associated copay that has been connected

Any associated balance

If you have a square reader payments can be taken from this screen by selecting either "Payment" or "Pay Copay."

Making Appointment Notes:

Appointment notes can be added by selecting the "Notes" button on the middle left hand side (refer to the above picture). A popup screen will appear and you can add any additional notes. These notes will not appear on the patient's clinical notes and is for internal use only.

Take a patient photo to add to the patient's chart:

From here you can take a picture of the patient to add to their chart or to change their current picture. To do this select the camera icon in the upper right hand corner. Select "Take Profile Photo" and take the picture. The photo will now be added to the patient chart as the patients profile picture.

Take a patient clinical photo to add to their clinical note:

You can also take a clinical photo by alternatively selecting "Take Clinical Photo" after following the previous steps. Any photos taken from here will be added to the patients clinical note.

As always, drchrono is always looking for ways to save time for our doctors. Which is why we've added the feature "Make Template Persistent". This feature will help you copy the information entered for a patient in a specific template for all their future visits. When you mark a template as persistent, the information that is entered in that specific template will be carried over to all visits automatically. This will only apply to all unlocked clinical notes.

How do I do this?

Go to Clinical > Builder

Select the template you wish to mark as persistent

Click on Options

Click on "Make Template Persistent"

And you're done!

Check out our template library to view and add templates other doctors have built out.

Search for your speciality to narrow the results

Preview the template before you decide to use it

Or you can go straight to customizing

DrChrono supports the import of appointment data for patients from external spreadsheet files.

The following data is required for the creation of appointments:

Field Data

Example(s)

Disclaimer

Patient's last name

"Smith", "Jones-Lewis", "De Leon"

Patient must exist in DrChrono

Patient's first name

"John", "Mary Sue"

Patient must exist in DrChrono

Appointment Date and Time

"01/01/2019 4:00 PM" or "01/01/2019 16:00"

Both date AND time must be provided.

Note: date and time can exist in separate columns.

The following data is optional and may be provided in addition to the required data above:

Field Data

Example(s)

Disclaimer

Patient's date of birth

01/01/1980, 1980-01-01

used to accurately locate patient in DrChrono

Rendering Doctor

"John Smyth", or "John Smyth, MD"

if not provided, will default to main provider of practice group

Appointment Reason

"Follow up","Yearly Check-up",etc

100 character limit. Please keep this short, or it will be omitted.

Appointment Notes

Any text

No character limit; optional.

Appointment Duration

"15", "30", "60", "120", etc

If not provided, will default to 5 minutes

Office Name

"Primary Office", "Exampleville"

If not provided, will default to very first DrChrono office in account.

Exam Room

"Exam 1", "Main Room"

If not provided, will default to very first exam room.

You may use the appointment import template attachment on this page for reference.

Once your file is ready, please submit your file to your DrChrono Representative to have completed.

Insurance Setup screen has multiple functionalities. This is the screen where the doctors update all the insurances that they are billing out for their practice. Let's look down the different fields/options available in this screen.

1. Hover over the "Billing" tab and select "Insurance Setup" screen:

2. This screen will display all the insurances which you are billing along with the billing information (NPI, Tax ID, Organization Name etc..) which you have updated in the Account > Account Settings > Billing Tab.

3. The fields that are available works based on each insurance. To edit or update any information, click on the pencil icon corresponding to the payer that you want to make changes.

4. The "Add/Edit Payer" page hasa lot of options, please find below for more details:

Billing NPI - If you have two NPI's (Group and Individual), you can switch between the two depending on how you are credentialed with the payer. This will reflect in HCFA box 33a.

Eligibility NPI - If you get an eligibility error message regarding enrollment, you can switch the NPI depending on how you credentialed with the payer for eligibility.

Provider name - Select the provider/practice name and this information reflects in the Box 33.

Example: Select "Provider Name" if the billing NPI is individual.

Tax id number - If you are billing theclaims using theSSN#/Tax ID, you can switch between the two depending on how you are credentialed with the payer.

Group Provider # -If the insurance is requesting the group provider number in the box 33b (Shaded column), please enter the group provider number in this field and choosethe "Group provider number qualifier".

Example: Indicate whether it is Taxonomy, State License, Provider UPIN#.

Individual Provider # -If the insurance is requesting the individualprovider number in the box 24j(Shaded column), please enter the individualprovider number in this field and choosethe "Individualprovider number qualifier".

Example: Indicate whether it is Taxonomy, State License, Provider UPIN#.

Balance billing - If you are out of network with the payer and wouldlike to bill the patient for any adjustment, choose the option as "YES". This will transfer the adjustment amount towards the patient column.

Filing limit days - If you know the Timely filing limit for the payers, update in this field. You can retrieve a claim reportin the Billing > Live Claims Feed by placing a check mark on the box "TFL Warning".

Accept assignment - If you uncheck this option, the insurance will send the payments directly to the patient and not to the doctor.

Send facility provider number - This number populatesfrom the Account > Offices > Edit > Billing > Facility Provider Number field. It will reflect in HCFA box 32b (Shaded field).

Referring doctor/Ordering doctor - If you want a specific Referring/Ordering provider to reflect for all the patients who have this particular payer, enter the doctors name which will populate in this field. You would first add the doctors information to the Message center as a contact.

Print license numbers in HCFA-This number populatesfrom Account > Account Settings > eRx Info >State License Number field. This will reflect in HCFA boxes 24j (shaded area) and 31.

DrChrono makes it easy to add branding to your emails and official forms. There are two pictures you can change to customize your business's profile. The first is your practice's Profile Picture which will be attached to patient emails. The second is your Practice Business Logo which will be attached to emails, patient statements, referrals, OnPatient, the scheduling calendar via the website widget, superbills, and faxes. Below are the steps for changing both images. Please Note: Your profile image and business logo can be no bigger than a3 X 3. You can have two possible pixel resolutions for this image depending on how you set the DPI. So, at 72 DPI, the pixels would be 216 X 216. At 300 DPI, the pixel count would be 900 X 900. (20MB max size upload limit within our system).The smaller the file the faster it will load. If you choose a profile picture that has a large file size please know that it will not load as fast as a smaller sized file.

Steps for changing Profile Picture:

Log in to your drchrono.com account

With your mouse, hover over Account

Under the "Account" drop-down menu select Settings

Scroll down to the section titled Profile Images

For uploading your profile photo

Click Choose File

Select an image from your computer

click Open

click Update Entire Profile

Steps for changing Practice Business Logo:

Log in to your drchrono.com account

With your mouse, hover over Account

Under the "Account" drop-down menu select Settings

Scroll down to the section titled Profile Images

For uploading a business logo

Click choose file

Select an image from your computer

Click Open

Click Update Entire Profile

That's it! You have now learned how to update your profile image and practice logo.

Click here to jump to your profile page.

The drchrono system allows you to automatically send reminders to patients in regards totheir upcoming appointments. If you want to customize the timing and the type of correspondences and/or attach a custom message it is easily done. Here's how:

1.) Hover over Scheduleand selectReminder Profiles

here

2.) Once in theReminder Profilespage choose the desired reminder profile using the drop-down menu. If you'd like to learn more about creating Reminder Profiles read our article

3.) When you've chosen the right reminder profile you can choose the type of correspondence (email, SMS text, or automated phone call), the time between the reminder and the appointment, and whether you'd like the reminder sent before or after the appointment by using the drop-down menus

4.) If you'd like to attach custom text you can do so by clicking on theEditbutton at the right of the screen. A text box will appear underneath the specific reminder

5.) If you'd like to preview the reminder before it is sent out simply click on thePreview button to right of the reminder

And the aPreview Pop-upwill appear

Please note that the standard text of the messages can't be deleted and any custom text added will appear just above the provider name

6.) If you want to delete a specific reminder from the particularReminder Profileall you have to do is click on theDeletebutton to the right of the desired reminder

You've made a duplicate patient, oh no!

Unfortunately you can't merge the two patients at this time. You can, however, inactivate the patient record that you don't want anymore.

You're getting this message but what does it mean?

It means our system thinks you've made a duplicate patient.

Common Duplicate Patient Triggers

Same Social Security Number

SameFirst and Last Name

Same Date Of Birth

Keep in mind if the person has the same last name but not the same DOB, our system will not count that as a duplicate patient. But if they have the same SSN but different names, our system will flag it as a duplicate patient.

Navigation

The drchrono EHR generates statements for you to deliver to your patients, electronically or by print. In order to print statements, you will need to access the Patient Statements page. Here, you may choose to print a single statement or statements for multiple patients at once. To find this page, mouse over 'Billing' on your drchrono navigation bar and select 'Patient Statements'.

here. The 'Patient Statements' page allows you to view statements for all your patients and has multiple filters to help you identify exactly which statements you would like to view.

To begin, select what type of patients you will be using: Active Patients or All Patients (including inactive patients).

Specify what results you are looking for with the following search/filter options.

Patient: The patient's name. Fill outthis field if you are looking for a specific patient.

Patient Group: Search for patients that fall within a certain patient group (Patients > Patient Groups)

Patient Flags:Search for patients that have a certain patient flag (Patients > Patient Flags)

Include/Exclude: For the flag field, you can choose include/exclude to include/exclude results with certain patient flags.

Statement ID: If you know the statement ID of the statement you are searching for, you may enter that here.

Last Statement Printed: The last time a statement was issued to the customer. Your options for search are as follows:

30+ Days

60+ Days

90+ Days

6+ Months

1+ Years

Include Patient with Zero Balance: Include patients who have paid off their balance.

Balance Range: Search for a certain balance range.

Below the search options, you have the statement modifiers and actions.

Statement Due Date: Insert a due date for your patient on the statement.

Include Note in Statement: Insert a note on the statement.

Include a Summary with Balance for Each Provider: Add a balance breakdown foreach provider.

Once you've searched for your patients, use the checkboxes to the left of each patient. You may now select 'Print PDF' to print all statements for the selected patients.

Patient statements can be automatically sent to your patient's onpatient account. If you would like to enable that feature, follow the guide found

There can many reason for a network connectivity issue. It can be a router issue, a wireless issue, or actually a server issue. Below are some steps you can take in order to determine the cause.

1.) Is this a drchrono server relatedissue?

Visit our status page to check the statuses of all drchrono apps, and our server. You can also subscribe to this website, and by doing that you will receive email statusupdates if an issue arises that will effect your service.

2.) Is this a network speed related issue?

drchrono's minimumrecommended requirements askthat your network speed be no slower than 3 megabytes upload, and 6 megabytes download. Patient files can be quite large and in order to handle those files you need a network that can handle that amount of data. You can check you speed by going to speedtest.net.

If you have a large office, a poor network set up may cause issues on one floor or one room but work fine in other areas of the building. We recommend using speedtest.net in different rooms to see if the speeds vary widely. If they do, you may want to contact your IT about improving your network setup.

3.) Is this a hardware issue?

If you have multiple devices (laptop or iPad), verify if it's happening on all devices or just one. If it's happening on just one you may need to contact the support team of your device. If it's happening on all of the devices then you can rule out this possibility.

4.) What happens if none of those fixed my connection issue?

There are times when resetting your device is all that is needed. To do this on your iPad go here for Apple's instructions on how to reset your iPad.

If you are still having trouble connecting please contact drchrono's support team for further help.

Need to know what your schedule looks like for the day? You can certainly do this from the Apple Watch. In conjunction with your iPhone, you can download the DrChrono Apple Watch app (you must have already installed the DrChrono EHR/EMR app to your phone.)

To download the Apple Watch app you must use your iPhone:

Locate the watch tile button and open it

Scroll down to the section "Available Apps" and click on install next to the DrChrono EHR(this will download the DrChrono app to your watch)

After downloading go to your Apple Watch and open the app.

*NOTE: If you receive a message on the watch asking you to log in, go to your phone and in the DrChrono app log out and then log back in to refresh. Then go to the Apple Watch and open the app (tap "Cancel" at the top left of the watch face to refresh the screen if need be).

Now you have the ability to check your schedule for the day from your AppleWatch:

Check your messages:

Chat with your team:

Lastly, you can review labs & Rx Refills, directly from your wrist!

We've now integrated with Health Gorilla to give our customers greater access to electronic labs!

1. To get started go to healthgorilla.com/drchrono and click "sign in with drchrono"

2. It's going to ask you to authorizeHealth Gorilla to access your drchrono information. Click Authorize if you agree to the terms

3. It's going to ask you to verify your identity with several questions pertaining to you and your medical license

4. Back in the drchrono system, go to a patient chart and select "Health Gorilla" under 3rd Party Apps

5. Health Gorilla will guide you through the final steps in the setup

6. Once finished you can start ordering labs from this page!

If the sum of Primary Insurance payment, Adjustment, and the Patient Reasonability amount is not equal to the Billed Amount, the claim will get rejected as COB information is Invalid.

For example, the billed amount is $100.00, the adjustment, paid amount & patient responsibility posted should equal $100.00 to get successfully transmitted to the secondary insurance.

You will receive this rejection when you submit the claim to the secondary insurance and when the primary insurance payment details posted is not correct or complete.

In the screenshot here, the billed amount is $150.00 butif you sum the adjustment, insurance payment and the patient responsibility theamountis only $120.00. Since the charge amount is not matching with the primary insurance payment posting details, Emdeon rejected the claim as SERVICE LINE COB AMOUNTS FOR EACH PAYER MUST EQUAL LINE ITEM CHARGE AMOUNT.

Use our template reorder tool to change the order that templates appear on the drchrono EHR app. This does not change the order that sections appear in the complete note.

In order to change the order of these templates just click, drag, and drop to rearrange your templates

When you're done click save!

1. Log in to your DrChrono account and open a patient chart.

2. From the menu bar on the left click on 'Lab Orders.'

3. In the following screen click on the green "+ New Order" button then choose Quest Diagnostics from the drop-down menu.

4. Fill out and make selections in the required fields marked with red asterisks.

5. Then scroll down and click on the blue "Send Order" button.

6. The last screen shows the order requisition that you can print out if needed for the patient to take to the lab.

Auto Logout in the drchrono EHR

The drchrono EHR has a auto-logout feature built into the system that will automatically log you out of your account when it is idle for 60 minutes. This is designed to safeguard your patient data and prevent unauthorized access. This feature cannot be disabled as mandated by the DEA in order to safeguard against prescription fraud.

In previous editions of the drchrono EHR, it was possible to change the duration of the auto-logout timer. This feature has since been removed in order to comply with DEA requirements for EHR systems equipped with EPCS.

When you update the insurance information in the patients demographics, it will reflect the change only for the appointment you create in the future.To change the insurance information for appointmentsyou have created in the past, you have to manually update the appointments.

Follow the steps outlined below to show the updated insurance information in the live claims feed for the past appointments.

1. The insurance information is updated in demographics. Whereas the Live Claims Feed still lists the old insurance.

2. Go to Billing > Live claims feed > Choose the patient > Click on the Visit date, thiswill direct you to the Billing Detail screen.

3. In order to display the updated insurance information, click on Verify & Save which will update the insurance information to the appointment.

4. Once you complete these steps, the correct insurance information will beupdated to the appointment.

You will needto update all of the appointments to display the correct insurance information.

Want to apply a discount to your patient's bill? Learn how by reading the following:

1. Go to Billing > Live Claims Feed

2. Click on the patient's date of service

3. Scroll to the bottom and click on Add Line Item

4. Enter a code

5. Click on the + icon

6. Enter the date and check number

7.From the reason code drop down select Provider Discount

8. Enter the adjustment amount

9. Click on Verify and Save to save your changes

Remark codes generally assign responsibility for the adjustment amounts. The format is always two alpha characters. For convenience, the values and explanations are below:

CO (Contractual Obligations): It is used when a contractual agreement between the payer and payee or a regulatory requirement requires an adjustment. Generally, these adjustments are considered a write-off for the provider.

OA(Other Adjustments): It is used when no other group code applies to the adjustment.

PI (Payer Initiated Reductions): It is used by payers when it is believed the adjustment is not the responsibility of the patient, but there is no supporting contract between the provider and payer.

PR (Patient Responsibility): It is used for deductible, coinsurance and copay when the adjustments represent an amount that should be billed to the patient or the secondary insurance.

When you post the insurance payments manually in the Billing > Live claims feed screen, please make sure to set the correct remark code to take an appropriate action.

Note: It is not recommended that anyone ever deletes a payment. Instead, please utilize the "Correction" type as a new line item to account for any errors.

Step 1: Please click the green "+ Add" button:

Step 2: Please select a payment date, an appointment, provider, payment method, and under the "Type" field, please select "Correction". The amount will populate as a negative value:

After clicking "Add", it will populate as a new line item with the correction under the "Type" field:

If you need to print a receipt for the patient, or for record keeping purposes, we automatically include a note stating it is a correction:

Q: What labs can I use with drchrono?

A:The drchrono EHR integrates with three third party organizations that you may use for your labs: LabCorp, Quest Diagnostics, and Health Gorilla. LabCorp and Quest Diagnostics directly provide clinical laboratory services while Health Gorilla integrates with a nationwide network of labs that you may use. To find more information on our laboratory integrations, view our guide here.

Q: Do you have my local lab, how can I check?A: We currently support 9,000+ diagnostic labs and 35,000+ radiology centers through our partnership with Health Gorillas Secure Clinical Network. You can check their vendor catalog. If youdon'tsee your lab, email [email protected] or call (844) 569-8628 for further assistance.

Q: How do I send lab orders from drchronousing the Health Gorilla Integration?A: From your drchrono homepage, go to yourpatient list, select patient chart, and at thebottom left you will find the Health GorillaThird Party App. From there, you can place anew lab order and view the results for yourpatient.Set up your Health Gorilla integration inthese few simple steps.

Q: What is the process of adding my lab to the drchrono network?A: If you are a current customer of drchrono (Hippocrates, Apollo or Apollo Plus), fill out our lab integration request form and let us take care of the rest. You will get a notification once your lab is connected.If you are not a current drchrono customer, contact drchrono via email at [email protected] to get started.

Q: Will I be able to see previous lab results or even results from tests I have not ordered?A: Yes, you will avoid duplicate lab tests and have the information at your fingertips. If your patient has taken a lab test through Health Gorillas Secure Clinical Network, you will be able to see the results and timestamp within drchronos platform.

Q: What is a bi-directional lab interface in an EHR?A: A bidirectional laboratory interface allows the clinician to order a lab investigation and receive the results directly within their electronic health record (EHR) platform.

Q: My lab only provides a unidirectional interface. Will you work with them?A: Yes, through the Health Gorilla integration, we are able to facilitate both unidirectional and bidirectional interfaces.

Q: My lab only has a fax machine. How do I send lab orders and receive lab results?A: We allow your local lab to keep its workflow and to continue using a fax line. Although we encourage labs to update their software, we understand the need for patient and practice convenience. Using Health Gorillas technology, you can directly send lab orders from the patient chart in drchronos EHR. The order is then converted into a fax and is received by the lab as a fax. When the lab results are ready, the lab faxes the results and the fax is turned into a PDF that is automatically received in the drchrono message center as an e-fax. The PDF will need to be manually associated with the patient that the results belong to and can then be found in the Documents section of the patient's chart.

Q: What is the structure of the data that you receive?A: Most labs are able to integrate with Health Gorillas API and Health Gorilla will convert most information into an HL7 format. LabCorp and Quest also communicate via HL7 with drchrono. HL7 clinical data is structured data meaning the lab, Health Gorilla and drchrono can communicate electronically to read the data in the file. The lab results will automatically associate with the patient that they belong to and can be found in the Lab Orders section of the patient chart. A notification is received in the Lab Results folder of the message center.

If your lab only has a fax machine for sending results and is not able to send results electronically via HL7 structured data, Health Gorilla delivers the information as unstructured data (PDF) and only reads the metadata associated with the fax to route the information to your drchrono message center as an e-fax.The PDF will need to be manually associated with the patient that the results belong to and can then be found in the Documents section of the patient's chart.