We are currently updating the OP Help Center content for the release of OP 14.19 or "OP 19". OP 19 is a member of the certified OP 14 family of products (official version is 14.19.1), which you may see in your software (such as in Help > About) and in the Help Center tabs labeled 14.19. You may also notice that the version number in content and videos may not match the version of your software, and some procedural content may not match the workflow in your software. We appreciate your patience and understanding as we make these enhancements.

Navigating the Tabs in the F7 Schedule: Best Practices

Version 14.19

Office Practicum understands how important the F7 Practice Schedule and Workflow is to your practice to prioritize, manage and complete work. This document is to summarize current functionality and best practices in order to manage information effectively. 

Currently the first tabs if  Calendar and Tracking are to orient your practice team to the work that needs to be accomplished for the day. Most practices prioritize seeing patients in a timely fashion and addressing all appropriate work related to those office visits, both clinical and billing.
However, there is ancillary work that may or may not be related to the patients being seen that day, that also need to be recognized, prioritized and attended to. Not all of the work has the same urgency. Different items are assigned to different practice team members in the office depending on your office workflow and complexity. 

This article is meant to walk through the tabs in Office Practicum on the F7 Schedule and Practice Workflow to Explain how the system works and give insight into why it behaves as it does. 

Note: Currently the scope/date preferences are not able to be memorized as preferences. There is no functionality to save individual preferences at the tab specific level, but is being considered for future enhancements. In the meantime, if you change the scope and navigate among the various tabs, the scope will be maintained (except where specifically stated below for patient safety reasons). However, if you close OP and re-open, it will go back to the default behavior as described.

Messages

Messages are an example of a mix of what you expect to see. The user should at all times have in front of them, visibility to any/all unread messages, or those which require your action. (Unread phone, unread portal, unread external, needs action). Regardless of what the date scope radio button is changed...those are constant. This needs your attention. If the message was sent over the portal on a weekend by a family member, or your staff sent you a message when you were off but expects you to read it when you return to the office. It is not safe for these tabs to respect the date scope; it should always put the information you need to address in front of you. As such, the Scope defaults to Me and Today, but the important work does not respect the date, just the Me scope. If you are covering for a colleague who is out of the office for the day, you can change the scope to a different provider and review their messages to see if it’s safe for them to wait, or whether they need to be handled in an urgent manner.

There are other tabs on the message center such as sent and read, which do reflect the date scope and do. You don’t need to see the read or sent messages unless you specifically are going back to look for them. For example, you may send a non-patient message to your entire staff about “instructions for holiday hours” and want to use the search function in the message center to find that information. You can change the date scope to last month (because you know you sent it some time recently). 

Providers should be checking their messages every day they are in the office and answering/dealing with them appropriately.

Practices should have a policy/protocol on how to handle messages for providers not in the office. 

Tasks

Tasks are department driven, so when you navigate to the tasks tab, you will notice the people scope is not available. The default date is “today” in the date scope, and in the date range on the top of the grid. We recommend that most non-administrative users chose the radio button for “mine” in the departments section, and save/memorize that as a preference.    Most users will want to only include tasks which have not been started or are still in progress to close gaps and finish work (status). Also, dates should default to date due (not requested) as you want to limit the work which you need to accomplish today.

Ideally, users should check this tasks tab at least twice during the day (to make sure work is being completed along the way) and at minimum at the end of the day before leaving. If you do not accomplish today’s tasks, they will be invisible to you tomorrow when you log in. Therefore, it is important at least weekly, to look backward and make sure there are no unfinished tasks from prior dates.

If you chose date scope all it will default the date range to look back one year. If you are cleaning up old unfinished work for yourself or your department, you will want to change that date range. If there are a significant number of unfinished tasks, choosing several years may impact speed performance of OP and you may want to limit the date range to smaller increments while you clean up your work.

Depending on how tasks are assigned in your workflow, you may also want to limit the visibility to those which are not for the entire department, but just a single person in the department. However, this will only show those tasks which were requested by that person (such as standing orders to the doctor department from templates which are applied). This filter can be memorized as a preference.

Encounters & Well Visits

These tabs behave identically. The default is scope: Me, and date: Today. Like the tasks tab, it will only show you the encounters and well visits that occurred today and you have not finalized. Ideally this should also be visited prior to leaving the office at the end of the day so that you know you have finalized your notes appropriately. If you do not accomplish that as a matter of routine, it is recommended that you change the date scope to identify work that you have not accomplished from prior dates. If you have “clean-up”  work to do from prior dates, depending on the volume, you may want to do them incrementally (first last week, then last month) realizing the more unfinalized notes you have, the longer it will take OP to load the information. You may want to wait until other users are not attempting to use your system before you choose “all.”

Practices that include co-signature requirements will also have to include a workflow that intelligently distributes the workload to the appropriate providers, and is managed on a regular basis. 

Diagnostic Tests

For safety reasons, the diagnostic test tab defaults to scope: Me, and the date does not apply. This behavior is important since diagnostic tests which have not yet been reviewed must come to the attention of the provider regardless of the date in which the test was received.

More information about diagnostic test scope and data maintenance is available in the article, Diagnostic Test Results Scope and Data Maintenance.

Referrals

The referral tab defaults to scope: Me, and dates: Today. Most practices have a team member who is responsible for following up on referrals which are past the flag date. The today default is not really what your practice team wants to do to identify referrals past their due date. They really want to know anything that is past the due date and in order to view that entire list, the date scope must be changed to all. Depending on how well your practice team works on this list on an ongoing basis, it may impact speed/performance if your referral coordinator changes the scope to everyone and all to do this work. Doing it incrementally at first, or when others are not working in the system should be considered. 

This preference is not able to be stored as a preference at the referral tab level. 

Providers are ultimately responsible for all work that is accomplished or not complete within their system. To evaluate how your practice team is doing at tracking referrals that are not completed as of the flag date, it is best practice for providers to periodically (at least monthly) use scope: Me and dates: All and review the information. From a medico-legal standpoint, providers may want to identify critical referrals (newborns with murmur, for example) and prioritize follow-up. 

Documents

Similar to the behavior of tasks, encounters and referrals, documents default to scope: Me and date: Today. Users are encouraged to not only do today’s work which is in front of them and to make sure it is complete prior to leaving at the end of the day, but also to change the date to last week (and beyond) to make sure there is no work from prior days that was never completed. As with other “clean-up” work, consideration should be made to doing this work incrementally or outside office hours as speed/performance may be impacted if there is a significant amount of data to load. 

Surveys

While surveys default to scope: Me and dates: Today, the date is not reflective of what is in that section. Surveys behave like diagnostic tests and display to the user all of the outstanding surveys which have not been staged as informed/complete. This is for safety reasons as families complete surveys at various times and it may contain clinically important information (such as a depression screen that is positive and showing a patient at risk) which needs to be presented to the user without having to change date scope. 

eRx

While the eRx tab defaults to Scope: Me and Dates: Today, this is a complex tab and requires further discussion. The Scope of Me and Dates reflects many of the tabs which are across the horizontal tabs at the top of the eRx center. For example, the user only wants to see what prescriptions were created/not sent, sent, delivered, failed for today, except in unusual circumstances. 

Most importantly for this tab is understanding what turns the eRx button red. This button will be red if there is a prescription that requires attention from someone in your practice team. It turns red if any provider’s prescription has failed or is in the created/not sent stage. This is to ensure that someone will take responsibility for investigating a problem prescription. If a practice’s eRx appears permanently red, there is a failed or created/not printed prescription from a prior date (change the written date range to identify) or a different prescriber (choose all). Once the practice team has identified the problem, the prescription status can be changed to called or voided or whatever is most appropriate.

Best practice is to not leave the office at the end of the day until the provider is confident that their prescriptions have been safely delivered to the pharmacy. 

Of note: refill/change requests from pharmacies do not change the eRx tab to red. This is to separate the information on prescriptions that the practice wrote from those who are being requested from an external entity which may come in multiple forms (faxes, portal messages for refill requests from families, etc.) These pharmacy requests do turn the refill tab itself red (and this is not dependent on the date or person scope). 

Version 14.8

The content in this article only applies to users running OP Version 14.9 or later.

Version 14.10

Office Practicum understands how important the F7 Practice Schedule and Workflow is to your practice to prioritize, manage and complete work. This document is to summarize current functionality and best practices in order to manage information effectively. 

Currently the first tabs if  Calendar and Tracking are to orient your practice team to the work that needs to be accomplished for the day. Most practices prioritize seeing patients in a timely fashion and addressing all appropriate work related to those office visits, both clinical and billing.
However, there is ancillary work that may or may not be related to the patients being seen that day, that also need to be recognized, prioritized and attended to. Not all of the work has the same urgency. Different items are assigned to different practice team members in the office depending on your office workflow and complexity. 

This article is meant to walk through the tabs in Office Practicum on the F7 Schedule and Practice Workflow to Explain how the system works and give insight into why it behaves as it does. 

Note: Currently the scope/date preferences are not able to be memorized as preferences. There is no functionality to save individual preferences at the tab specific level, but is being considered for future enhancements. In the meantime, if you change the scope and navigate among the various tabs, the scope will be maintained (except where specifically stated below for patient safety reasons). However, if you close OP and re-open, it will go back to the default behavior as described.

Messages

Messages are an example of a mix of what you expect to see. The user should at all times have in front of them, visibility to any/all unread messages, or those which require your action. (Unread phone, unread portal, unread external, needs action). Regardless of what the date scope radio button is changed...those are constant. This needs your attention. If the message was sent over the portal on a weekend by a family member, or your staff sent you a message when you were off but expects you to read it when you return to the office. It is not safe for these tabs to respect the date scope; it should always put the information you need to address in front of you. As such, the Scope defaults to Me and Today, but the important work does not respect the date, just the Me scope. If you are covering for a colleague who is out of the office for the day, you can change the scope to a different provider and review their messages to see if it’s safe for them to wait, or whether they need to be handled in an urgent manner.

There are other tabs on the message center such as sent and read, which do reflect the date scope and do. You don’t need to see the read or sent messages unless you specifically are going back to look for them. For example, you may send a non-patient message to your entire staff about “instructions for holiday hours” and want to use the search function in the message center to find that information. You can change the date scope to last month (because you know you sent it some time recently). 

Providers should be checking their messages every day they are in the office and answering/dealing with them appropriately.

Practices should have a policy/protocol on how to handle messages for providers not in the office. 

Tasks

Tasks are department driven, so when you navigate to the tasks tab, you will notice the people scope is not available. The default date is “today” in the date scope, and in the date range on the top of the grid. We recommend that most non-administrative users chose the radio button for “mine” in the departments section, and save/memorize that as a preference.    Most users will want to only include tasks which have not been started or are still in progress to close gaps and finish work (status). Also, dates should default to date due (not requested) as you want to limit the work which you need to accomplish today.

Ideally, users should check this tasks tab at least twice during the day (to make sure work is being completed along the way) and at minimum at the end of the day before leaving. If you do not accomplish today’s tasks, they will be invisible to you tomorrow when you log in. Therefore, it is important at least weekly, to look backward and make sure there are no unfinished tasks from prior dates.

If you chose date scope all it will default the date range to look back one year. If you are cleaning up old unfinished work for yourself or your department, you will want to change that date range. If there are a significant number of unfinished tasks, choosing several years may impact speed performance of OP and you may want to limit the date range to smaller increments while you clean up your work.

Depending on how tasks are assigned in your workflow, you may also want to limit the visibility to those which are not for the entire department, but just a single person in the department. However, this will only show those tasks which were requested by that person (such as standing orders to the doctor department from templates which are applied). This filter can be memorized as a preference.

Encounters & Well Visits

These tabs behave identically. The default is scope: Me, and date: Today. Like the tasks tab, it will only show you the encounters and well visits that occurred today and you have not finalized. Ideally this should also be visited prior to leaving the office at the end of the day so that you know you have finalized your notes appropriately. If you do not accomplish that as a matter of routine, it is recommended that you change the date scope to identify work that you have not accomplished from prior dates. If you have “clean-up”  work to do from prior dates, depending on the volume, you may want to do them incrementally (first last week, then last month) realizing the more unfinalized notes you have, the longer it will take OP to load the information. You may want to wait until other users are not attempting to use your system before you choose “all.”

Practices that include co-signature requirements will also have to include a workflow that intelligently distributes the workload to the appropriate providers, and is managed on a regular basis. 

Diagnostic Tests

For safety reasons, the diagnostic test tab defaults to scope: Me, and the date does not apply. This behavior is important since diagnostic tests which have not yet been reviewed must come to the attention of the provider regardless of the date in which the test was received.

More information about diagnostic test scope and data maintenance is available in the article, Diagnostic Test Results Scope and Data Maintenance.

Referrals

The referral tab defaults to scope: Me, and dates: Today. Most practices have a team member who is responsible for following up on referrals which are past the flag date. The today default is not really what your practice team wants to do to identify referrals past their due date. They really want to know anything that is past the due date and in order to view that entire list, the date scope must be changed to all. Depending on how well your practice team works on this list on an ongoing basis, it may impact speed/performance if your referral coordinator changes the scope to everyone and all to do this work. Doing it incrementally at first, or when others are not working in the system should be considered. 

This preference is not able to be stored as a preference at the referral tab level. 

Providers are ultimately responsible for all work that is accomplished or not complete within their system. To evaluate how your practice team is doing at tracking referrals that are not completed as of the flag date, it is best practice for providers to periodically (at least monthly) use scope: Me and dates: All and review the information. From a medico-legal standpoint, providers may want to identify critical referrals (newborns with murmur, for example) and prioritize follow-up. 

Documents

Similar to the behavior of tasks, encounters and referrals, documents default to scope: Me and date: Today. Users are encouraged to not only do today’s work which is in front of them and to make sure it is complete prior to leaving at the end of the day, but also to change the date to last week (and beyond) to make sure there is no work from prior days that was never completed. As with other “clean-up” work, consideration should be made to doing this work incrementally or outside office hours as speed/performance may be impacted if there is a significant amount of data to load. 

Surveys

While surveys default to scope: Me and dates: Today, the date is not reflective of what is in that section. Surveys behave like diagnostic tests and display to the user all of the outstanding surveys which have not been staged as informed/complete. This is for safety reasons as families complete surveys at various times and it may contain clinically important information (such as a depression screen that is positive and showing a patient at risk) which needs to be presented to the user without having to change date scope. 

eRx

While the eRx tab defaults to Scope: Me and Dates: Today, this is a complex tab and requires further discussion. The Scope of Me and Dates reflects many of the tabs which are across the horizontal tabs at the top of the eRx center. For example, the user only wants to see what prescriptions were created/not sent, sent, delivered, failed for today, except in unusual circumstances. 

Most importantly for this tab is understanding what turns the eRx button red. This button will be red if there is a prescription that requires attention from someone in your practice team. It turns red if any provider’s prescription has failed or is in the created/not sent stage. This is to ensure that someone will take responsibility for investigating a problem prescription. If a practice’s eRx appears permanently red, there is a failed or created/not printed prescription from a prior date (change the written date range to identify) or a different prescriber (choose all). Once the practice team has identified the problem, the prescription status can be changed to called or voided or whatever is most appropriate.

Best practice is to not leave the office at the end of the day until the provider is confident that their prescriptions have been safely delivered to the pharmacy. 

Of note: refill/change requests from pharmacies do not change the eRx tab to red. This is to separate the information on prescriptions that the practice wrote from those who are being requested from an external entity which may come in multiple forms (faxes, portal messages for refill requests from families, etc.) These pharmacy requests do turn the refill tab itself red (and this is not dependent on the date or person scope). 

Version 14.8

The content in this article only applies to users running OP Version 14.9 or later.