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OP Patient Portal: Learning Journey


Notice to Practices Actively Using the Former OP Patient Portal
Your portal is in Preview Mode! While in Preview Mode, you are not able to:
  • Register patients for the portal from within OP
  • Share Documents to the portal 
  • Send CHADIS or OP Surveys to the Portal
  • Access the IC Appt Request department in OP to receive Appointment Requests from the portal
  • Generate CDAs

Please note that the InteliChart Portal will remain in Preview Mode until you contact OP Support to request:

  • That your old portal be decommissioned and to request 
  • That your InteliChart portal be made fully active

Expand the sections below to be on your way!

Before You Begin Your Journey: Prepare Your Database

Data Integrity and the OP Patient Portal

Database clean-up and preparation ensures that your practice's data is received by the portal, as expected. The steps below are required to move forward with your Portal Implementation.

Why is this important? It's important to govern and manage your practice’s data in a way that translates to the new portal platform. The way data is entered and managed in OP has a direct impact on how it is received into your new patient portal.

The Data Integrity series is broken into two parts. For each part: 

  1. Watch the Webinar Recording. The Slide Deck from the Webinar is also available so that you can easily refer to the info presented.
  2. Review the Action to Take and the Implication. Use the Action Resources as refreshers while you complete each action in OP.
  3. Complete and submit the Portal Configuration Survey that you received via email from the OP Implementation Team.
  4. Take the Data Integrity Knowledge Checks received via email. This will check what you have learned, and help you determine if you need to revisit anything. Note: These Knowledge Checks are also listed below.

Data Integrity and the OP Patient Portal: Part 1

In this session, you will learn:

  • Why Data Integrity is important and how it impacts users and our patients
  • How to prepare OP for the transition to the new OP Patient Portal including the review of:
    • Staff and Provider OP records
    • Patient Basic Information
    • Patient Family Contact Information
  • How to validate your Active patient list
  • How to cross-map SNOMED codes

Click to view the Webinar Recording    |     Click to view the Slide Deck     |     Click to take a Knowledge Check 

Click icon below for related: Help Article    |  Diagram    |  Video
Action to TakeImplicationAction Resource
Assign each staff member and provider to at least one location.In order for staff and provider info to flow to InteliChart, each user record must contain at least one location.
  |   
Add missing PCP and/or Medical Home to Patient Chart.In order for patient demographic info to flow to InteliChart, each patient chart must contain a PCP and Medical Home.
  |   
Review patients' Family Contact information.

In order for contact info to flow to InteliChart, the following fields should be reviewed:

  • Contact Email address 
  • Authority
  • Resides with checkbox
  • Primary Phone
  • Mobile Phone
  • Method of Contact for Reminders
  |    | 
Validate active patient list by archiving patient records using the Archive Medical Records tool.In order to maintain a valid active patient list, patients who have either aged out of the practice or have not been seen in a specific time frame should be inactivated.
  |   
Map SNOMED Codes for diagnoses.In order for diagnosis-related Educational Handouts to be displayed in InteliChart, each diagnosis in the Assessment section of a visit note must be mapped to a SNOMED code.
    

Data Integrity and the OP Patient Portal: Part 2

In this session, you will learn:

  • How to continue preparing OP for the new OP Patient Portal including the review of:
    • Appointment Types
    • Visibility Settings
  • How to archive database records

Click to view the Webinar Recording     |     Click to view the Slide Deck     |     Click to take a Knowledge Check

Click icon below for related: Help Article    |  Diagram    |  Video
Action to Take
Implication
Action Resource
Perform Appointment Type cleanup to ensure there are no appointment type mismatches.
In order for appointments to flow to InteliChart, Appointment Types must be reviewed and corrected, if necessary, on the following:


  • Scheduled Appointments    |   
  • Visit Templates    |   
  • Patient Chart Defaults    | 
Set appropriate visibility/privacy levels.In order to ensure sensitive information is not displayed in InteliChart, visibility levels must be reviewed. Records with a visibility setting of Any Staff Member will be displayed in the OP Patient Portal.
 
Archive Database records.In order for clinical data to flow to InteliChart uninterrupted and without delay, database records should be archived.
 

  Congratulations! You've completed your database clean-up!

When you've gotten the go-ahead to start your Learning Journey, expand the Begin your Learning Journey section to learn about what to expect along the way.

Begin Your Learning Journey

The Learning Journey is broken into 3 necessary stages (Stages 1-3) and 1 optional stage (Stage 4). We recommend that you gather your practice's Portal Team to walk through the stages together. This team should include providers and any staff who will be using the Practice Portal or corresponding with patients via the portal.

Each stage covers a specific topic:

  •   Stage 1: Portal Setup and Configuration
  •   Stage 2: Patient Portal Registration Methods
  •   Stage 3: The Parent Experience and Daily Portal Activities
  •   Stage 4: (Optional) Portal Features: Documents, Surveys, Self-Registration, & Live Scheduling
Note: Your practice's completion of Stage 4 is determined by whether or not you want to use the above-mentioned Portal Features. These features can be enabled at any time.

Stages 1-3 include a 4-step process:

  1. Review Actions to Take and Objectives. Resources are provided for each objective or set of objectives and serve as your how-to for each topic.
  2. Take the Knowledge Check. This is a quick quiz to check what you have learned. You'll be able to see what you answered incorrectly so that you can circle back and brush up on the content.
  3. Complete the Action Items in your Practice's portal. This is your to-do list! You may consider printing out the Action Items packet (Stages 1-3) before you get started so that you know what you will be tasked with ahead of time.
  4. If you have questions as you're working through each stage's Action Items, register for the Stage's Workshop. Included in the registration is a Question Submission form where you can send us your questions to be answered during a live Workshop.

Expand Stage 1: Portal Setup and Configuration to get started!

Stage 1: Portal Setup and Configuration  Video run-time: approximately 1 hour

Setting up your portal is crucial in a successful Portal Implementation. Before getting started, print the Action Items packet (Stages 1-3). This is your to-do list! 

Complete these steps:

  1. Review the resources provided in the Actions to Take and Objectives columns. 
  2. Take Stage 1's Knowledge Checks.
  3. Complete Stage 1's Action Items.
  4. Have questions? Register for a Stage 1 Workshop!
Click icon below for related: Quick Reference Guide (QRG)    |  Diagram    |  Help Article    |  Video  
1
Actions to TakeObjectives
  Log into and Navigate the Practice Portal 
  • Activate User Account  
  • Navigating the Practice Portal    
  Configure Practice and Patient Portal Settings

Practice and Patient Settings 

  • Review Practice Location(s)
  • Practice General Settings
  • Patient Portal Interface

Scheduling and Code Management Settings  

  • Patient Portal Scheduling Settings
  • Code Management  

Communication/Page Templates    | 

  Add Staff and Providers to the Practice Portal
  • Review Staff Roles  
  • Decide who needs to be added?   
  • Add Non-Clinical Staff to the Practice Portal  
  • Add Providers and Clinical Staff to the Practice Portal  
  Review and Add Message Groups  
  • Assign staff to the Appointment Request department (OP)  
  Review and print these comprehensive Quick Reference Guides

OP Practice Portal: Start Here QRG  

OP Practice Portal: Configuration QRG  

OP Practice Portal: Patient Interface Configuration QRG  

2
  Take Stage 1: Knowledge Checks
Knowledge Check 1  
Knowledge Check 2 
3
  Complete Stage 1: Action Items
Action Items 
4
Have questions as you're completing your Stage 1 Action Items? Register for a Stage 1 Workshop, and send us your question(s)!

  Congratulations! You've completed Stage 1! 

When ready, move on to Stage 2: Patient Portal Registration Methods.

Stage 2: Patient Portal Registration Methods Video run-time: approximately 14 minutes

Now that you've set up and configured your portal, it's time to learn about registering patients! Don't forget to have your Action Items on hand.

Complete these steps:

  1. Review the resources provided in the Actions to Take and Objectives columns. 
  2. Take Stage 2's Knowledge Check.
  3. Complete Stage 2's Action Items.
  4. Have questions? Register for a Stage 2 Workshop!
Click icon below for related: Help Article    |  Diagram    |  Video
1
Actions to TakeObjectives
  Generate patient registration PINs
  • Generate a Patient Registration PIN from Within OP    |    |   
  • Generate a Patient Registration PIN from InteliChart   
    • Issue a patient registration PIN from the Appointment List   
    • Issue a patient registration PIN from Patient Administration  
  • Generate PINs for Multiple Patients of the Same Family 
2
  Take Stage 2: Knowledge Check
Knowledge Check  
3
  Complete Stage 2: Action Items
Action Items 
4Have questions as you're completing your Stage 2 Action Items? Register for a Stage 2 Workshop, and send us your question(s)! 
TRY THIS: Run through these workflows using your OP Test Patients!

  Congratulations! You've completed Stage 2! 

When ready, move on to Stage 3: The Parent Experience & Daily Portal Activities.

Stage 3: The Parent Experience & Daily Portal Activities Video run-time: approximately 1 hour, 6 minutes

You're almost there! You've set up and configured your portal and learned how to register patients. Stage 3 is broken into 2 parts: Part 1: The Parent Experience and Part 2: Daily Portal Activities.   

Complete these steps for each part:

  1. Review the resources provided in the Actions to Take and Objectives columns. 
  2. Take Stage 3's Knowledge Checks.
  3. Complete Stage 3's Action Items.
  4. Have questions after completing the Action Items for Stage 3: Parts 1 and 2? Register for a Stage 3 Workshop!
When you've gone live with your portal, you'll likely want to provide your parents with resources to help them with using the OP Patient Portal. The OP Patient Portal: Parent Toolkit has just what you need! The toolkit provides resources and instructions for sharing the resources outside of the practice.
Click icon below for related: Quick Reference Guide (QRG)    |  Diagram    |  Help Article    |  Video  

Part 1: The Parent Experience
Part 1 video run-time: approximately 34 minutes
The Quick Reference Guides (QRGs) in this section can be printed and distributed to parents.

1
Actions to TakeObjectives
  Complete Patient Portal Registration with a PIN
  • Complete Registration with a PIN Printed from OP    |    |   
  • Complete Registration with a PIN Received in a Welcome Email   

  Navigate the Patient Portal    |   

  • View Upcoming Appointment(s)    
  • View New Messages from the Practice    
  • View New Lab Results    
  • Navigating "My Chart" in the Patient Portal  
  Send Messages and Requests from the Patient Portal
  • Patient Portal Actions: Request an Appointment   
  • Patient Portal Actions: Send a Message to the Practice   
  • Patient Portal Actions: Request a Medication Refill   
  • Patient Portal Actions: Request a Referral   
2
  Take Stage 3 Part 1: Knowledge Check
Knowledge Check  
3
  Complete Stage 3 Part 1: Action Items
Action Items 
TRY THIS: Practice completing registration and navigating the portal using your OP Test Patients from Stage 2!

Part 2: Daily Portal Activities
Part 2 video run-time: approximately 32 minutes

1

Actions to TakeObjectives
  Respond to Messages/Requests  
  • Respond to an Appointment Request    
  • Respond to a Medication Refill Request  
  • Respond to a Referral Request  
  • Respond to a Message  
  Other Activities, as needed
  • Add Proxy to a Patient Portal Account    |   
  • Remove Access to a Patient Portal Account    |   
  • Parent opt-out of the Patient Portal  
  • Review the Chart Summary in the Practice Portal  
2
  Take Stage 3 Part 2: Knowledge Check
Knowledge Check  
3
  Complete Stage 3 Part 2: Action Items
Action Items 
4Have questions as you're completing your Stage 3 Action Items? Register for a Stage 3 Workshop, and send us your question(s)
TRY THIS: Practice closing the loop using messages or requests from your OP Test Patients!

  Congratulations! You've completed Stage 3!

Stage 4: Portal Features: Documents, Surveys, Self-Registration & Live Scheduling

Once you've gotten your portal up and running, patients are registered, and you have solid office workflows for working with the portal, you're ready to begin using other portal features to optimize the relationship between OP and the portal. Stage 4 is broken into 2 parts: Part 1: Sending Documents and Surveys to the Portal and Part 2: Self-Registration and Live Scheduling. 

Complete these steps for the features your practice wants to use:

  1. Watch the Webinar Recording(s) for the feature(s). The Slide Decks are also available for your reference.
  2. Take the Knowledge Checks to test what you learned about the features.
  3. Review the Objectives listed for each Feature's Actions to Take.
  4. Complete Stage 4's Action Items.
  5. Have questions? Register for a Stage 4 Workshop! When completing your Question Submission form, be sure to include any questions you have across the different portal features your practice will be implementing.

Portal Features Part 1: Sending Documents and Surveys to the Patient Portal

Watch the webinar recording to learn how to:

  • Set up and send Documents to the OP Patient Portal
  • Set up and send OP and CHADIS Surveys to the OP Patient Portal

We also cover how:

  • The parent views and requests Documents on the OP Patient Portal
  • The parent completes Surveys on the OP Patient Portal
  • Survey results are received in OP

Click to view the Webinar Recording     |     Click to view the Slide Deck     |     Click to take a Knowledge Check

Documents
The Quick Reference Guides (QRGs) in this section can be printed and distributed to parents.

Actions to TakeObjectives
  Set up to send Documents to the Portal and receive Document Requests
  • Set Default Document Expiration Date in OP   
  • Set up Document Requests in the Practice Portal   
  • Former Portal practices only: Perform Bulk Migration of Documents   
  Share Documents to the Patient Portal
  • Share Documents from areas of OP   
  • Label and share Documents from Document Management   
Parent Steps: Request and View Documents on the Patient Portal
  • Request a Document on the Patient Portal   
  • Review a Document Message on the Patient Portal   

Surveys: OP and CHADIS*
*A subscription with CHADIS is required to use CHADIS Surveys.

Actions to TakeObjectives
  Review Survey setup and workflows
  • Review workflows for sending Surveys to the Patient Portal   
  • Understand Visibility for Surveys sent to the Patient Portal   
Parent Steps: Complete a Survey on the Patient Portal
  • Complete an OP Survey sent to the Patient Portal   
  • Complete a CHADIS Survey sent to the Patient Portal   
  • Review a Survey Message on the Patient Portal   

Note: The resources linked above are not intended to be shared with parents/guardians, but they are meant to inform the practice staff of the steps that are taken in the Patient Portal to complete Surveys.

Portal Features Part 2: Self-Registration and Live Scheduling

Watch the webinar recording to learn how to:
  • Set up and implement Self-Registration
  • Set up and implement Live Scheduling

Click to view the Webinar Recording     |     Click to view the Slide Deck     |     Click to take a Knowledge Check

Self-Registration
The Parent Quick Reference Guides (QRG) in this section can be printed and distributed to parents.

Actions to TakeObjectives
  Set up for and complete Self-Registrations completed on the Patient Portal
  • Set up for and complete Self-Registrations   
Parent Steps: Self-Register on the Patient Portal
  • Register as a new patient/family on the Patient Portal   

Live Scheduling
The Parent Quick Reference Guides (QRG) in this section can be printed and distributed to parents.

Actions to TakeObjectives
  Set up for Live Scheduling on the Patient Portal
  • Complete setup in OP and the Practice Portal for Live Scheduling   
Parent Steps: Schedule an Appointment on the Patient Portal
  • Schedule/request an Appointment on the Patient Portal