Important Content Update Message
We are currently updating the OP Help Center content for the release of OP 20. OP 20 (official version 20.0.x) is the certified, 2015 Edition, version of the Office Practicum software. This is displayed in your software (Help tab > About) and in the Help Center tab labeled Version 20.0. We appreciate your patience as we continue to update all of our content.

Nurse Only Visits

Version 14.19
Note: Nurse only visits can include appointment reasons such as patients coming in for shots, weight checks, rechecks etc. These visits are documented as encounters in the OP software.

Documenting a Nurse Only Visit

  1. Follow the procedure for opening an encounter from the Tracking window.
  2. Click the Yes button in the Confirmation pop-up box  to apply the template associated to the appointment. The Apply Template Dialog is displayed.

  1. Click the OK button.
  2. If a template was not selected when the appointment was scheduled, follow these steps:
  1. Click the All templates field. Begin entering the Name of the Template or click the drop-down menu.
  2. Select the Template to apply. The Apply Template Dialog is displayed.
  3. Click the OK button.


Note: Always follow the practice policy on what information is documented for a nurse visit.
  1. Click the CC/HPI/ROS button. Complete or change information for Chief Complaint and Review of Systems.
  2. Click the Plan/Orders button.
  3. Follow the steps below for the tabs commonly used for nurse visits:
  • Order Immunizations
  1. Click the Imm tab.
  2. In the Vaccine Name field, enter the Name of the Vaccine or click the drop-down menu and select an option from the list.
  3. Click the Checkmark to save.
  4. Repeat the above steps to add additional Vaccines.
  5. Click the Create button.
  6. Click the OK button in the Confirmation pop-up box to create the immunizations task.
  • Order Labs
  1. Click the Lab tab.
  2. In the Diagnostic Test Name field, enter the Name of the diagnostic test or click the drop-down menu and select from the list.
  3. Click the Checkmark button to save.
  4. Repeat the above steps to add additional diagnostic tests.
  5. Click the Create button.
  6. Click the OK button on the Confirmation pop-up box to create the diagnostic test task.
  1. Select Use Suggested from the Coding drop-down menu.
  2. Click the X button to close the note.
  3. Click the Save button in the Confirmation pop-up box. 

Follow the steps below to complete the Task from the Tracking window.

  • Immunizations
  1. Click the Tasks button.
  2. Double-click the Immunization Task. The Enter Vaccine Administration Information window is displayed.
  3. Confirm the Vaccine information, Manufacturer, Expiration date, and Lot number.
  4. Select a Body Site from the drop-down menu.
  5. Select the No counseling provided checkbox.
  6. Click the Save button.The Immunization Order Management window is displayed. If additional Vaccines are required, double-click and follow the above steps.
  7. When all vaccines have been administered, click the Done button.
  • Labs
  1. Click the Tasks button.
  2. Double-click the Diagnostic Test.
  3. Click OK on the Choose Primary Diagnosis, if one is available.
  4. Select a Provider from the Ordered by drop-down menu located on the panel on the right.
  5. Click the Save button. The Diagnostic Tests window is displayed.
  6. Enter the results in the Orders/Results panel.
  7. Click the Save button.
  8. Click the X button to close.
  1. Complete the visit by following the steps below.
  1. Right-click on the Visit
  2. Select Open encounter.
  3. Click the Summary and review the Note.
  4. Click the Finalize button.
  5. Click the OK button on the Confirmation pop-up box.
  6. Select Nurse:Finished from the Visit Status drop-down menu. 

What updates when completing an Immunization

  1. Record information such as lot#, time vaccinated, Vaccinator, Counseling provider into the patient's chart.
  2. Deducts the dose from the vaccine inventory.
  3. Puts a charge onto the Superbill for the vaccine and administration fee ("Add vaccine to superbill" is checked off as the default preference).
  4. Updates the Immunization Registry or creates the file to update the Immunization Registry (available with registries that are capable of interfacing with Office Practicum).
Version 14.10
Note:  Nurse only visits can include appointment reasons such as patients coming in for shots, weight checks, rechecks etc. These visits can be documented as encounters in Office Practicum.

Steps to Document a Nurse Only Visit

  1. Open an encounter note.
  2. Apply Template.
Note:  If prompted to apply a template (i.e. Shot template), click the Yes button to apply the template. If you are not prompted, search for the template.

  1. To search for a template, enter Text in the search field.
  1. In the example below, the words shot only visit are entered in the search field. The system retrieves the shot only visit template.
  2. Click the OK button to apply the Template. 

  1. In the Chief Complaint (CC) section, document the vaccines/shots to be given on the visit. 
  • As part of the template, the Review of System information is automatically applied. 
  • We have documented the reason for the visit, and the review of systems. We need to document the shots given.  
  1. Click the Assess/Plan tab.

  1. Click the Imm tab.
  2. Review the patient's vaccine on the yellow section at the bottom.
  • To view the full vaccine record, double-click the Yellow Section or click on the Syringe icon. The patient's vaccine record is displayed.
  1. Click the Field under vaccine name to begin building your vaccine order list.
    OR
    Click the Green Plus icon  in the lower left corner to add more than one vaccine to your list.

  1. Click a Vaccine to select it.
Note: If a selected vaccine is not due, a Warning pop-up box is displayed.
  1. Click the Green Check icon .
  2. Click the Do Now button .
  • Immunization Order Management Window is displayed.

  1. Double-Click the Vaccine that you are administering.
  • In the example below, the line for HepA was double-clicked.
  • The Enter Vaccine Administration Information window is displayed.

  1. Confirm the Vaccine information: Manufacturer, Expiration date, and Lot number.
  2. Select a Body Site from the drop-down menu.
  3. Ensure the information in the window in accurate.
  • Leave the Counseling Provider blank on a nurse only visit if no provider counsels the patient (check with your supervisor on your policy regarding counseled and non-counseled vaccines).
  • Click Ignore in this situation.
  1. Click Save when complete.
Entering and selecting data in the window and clicking the Save button will:
  1. Record information: lot#, time vaccinated, Vaccinator, Counseling provider into the patient's chart.
  2. Deducts the dose from the vaccine inventory
  3. Puts a charge onto the Superbill for the vaccine and administration fee (Add vaccine to superbill is selected as the default preference)
  4. Updates the Immunization Registry or creates the file to update the Immunization Registry (available with registries that are capable of interfacing with Office Practicum)


Make sure to check the lot# on the vaccine vial, against the lot# listed in Office Practicum. If the lot# does not match, "cancel" out of this window.

Make sure to check Allergies and Reactions at the top of the window.

  1. Click the Coding button.
  2. Click the Use Suggested button.

  1. Click Summary.
  2. Click the Finalize button.
  3. Click the OK button.

Version 14.8
Note:  Nurse only visits can include appointment reasons such as patients coming in for shots, weight checks, rechecks etc. These visits can be documented as encounters in Office Practicum.

Steps to Document a Nurse Only Visit

  1. Open an encounter note.
  2. Apply Template.
Note:  If prompted to apply a template (i.e. Shot template), click the Yes button to apply the template. If you are not prompted, search for the template.

  1. To search for a template, enter Text in the search field.
  1. In the example below, the words shot only visit are entered in the search field. The system displays the shot only visit template.
  2. Click the OK button to apply the template. 

  1. In the Chief Complaint (CC) section, document the vaccines/shots to be given on the visit. 
  • As part of the template, the Review of System information is automatically applied. 
  • We have documented the reason for the visit, and the review of systems. We need to document the shots given.  
  1. Click the Assess/Plan tab.

  1. Click the Imm tab.
  2. Review the patient's vaccine on the yellow section at the bottom.
  • To view the full vaccine record, double-click the Yellow Section or click the Syringe icon. The patient's vaccine record is displayed.
  1. Click the Vaccine Name field to begin building your vaccine order list.
    OR
    Click the Green Plus icon  in lower left corner to add more than one vaccine to your list.

  1. Click the Green Check icon .
  2. Click the Do Now button .
  • The Immunization Order Management Window is displayed.

  1. Double-Click on the Vaccine that you are administering.
  • In the example below, the line for HEP A was double-clicked.
  • The Enter Vaccine Administration Information window is displayed.

  1. Confirm the Vaccine information: Manufacturer, Expiration date, and Lot number.
  2. Select a Body Site from the drop-down menu
  3. Ensure the information in the window is correct.
  • Leave counseling provider blank on a nurse only visit if no provider counsels the patient. (be sure to check with your supervisor on your policy regarding counseled and non-counseled vaccines).
  • Click Ignore.
  1. Click the Save button when complete.
Filling out the window and clicking Save will:
  1. Record information such as lot#, time vaccinated, Vaccinator, Counseling provider into the patient's chart.
  2. Deducts the dose from the vaccine inventory
  3. Puts a charge onto the Superbill for the vaccine and administration fee (Add vaccine to superbill is selected as the default preference)
  4. Updates the Immunization Registry or creates the file to update the Immunization Registry (available with registries that are capable of interfacing with Office Practicum)


Make sure to check the lot# on the vaccine vial, against the lot# listed in Office Practicum. If the lot# does not match, "cancel" out of this window.

Make sure to check Allergies and Reactions at the top of the window.

  1. Click the Coding button.
  2. Click Use Suggested button.

  1. Click the Summary button.
  2. Click the Finalize button.
  3. Click the OK button.