NextMD Patient Portal – Sending Documents and Forms

NOTE:  To send documents and forms to the NextMD Patient Portal, NextMD must be installed and activated in the database and the patient must be enrolled in NextMD. 
To Send Documents to NextMD Patient Portal
The enrolled patient’s chart must be open to send documents.
Open a patient’s chart in EHR by selecting the Patient icon from the toolbar, conducting a search and clicking Open.

Send a Single Document

1. Access the encounter in the patient’s history where the document was generated.
2. Click on the document and right click for the menu options. 
3. Select Send to NextMD.
   

Send Multiple Documents

1. Go to File
2. Select NextMD in the menu
3. Select Documents in the sub-menu
4. Select Send EHR Document.
   
5. Place check marks in the box beside each document to send. 
   
   To select all documents for one encounter, mark the checkbox beside the encounter date and time.
   
   
   To add documents from outside NextGen, access the External Documents tab.  This allows a search for documents from outside of NextGen to be added and sent from folders on shared directories and/or personal directories.  External Documents may include items such as practice specific patient education or wellness flyers.  This option is available, but is not used as often.
6. Comments may be added to the notification received by the patient regarding the documents being sent.  To add comments, select the Comments tab and enter the text in the right side window.  This may be free text, from the customized responses or a combination of both.
   
   
7. Click OK.
8. A notification will show when documents have been sent.

Send Online Forms to NextMD Patient Portal

The enrolled patient’s chart must be open to send online forms which are templates which can be completed through the Patient Portal.
Open a patient’s chart in EHR by selecting the Patient icon from the toolbar, conducting a search and clicking Open.

1. Go to File
2. Select NextMD from the menu
3. Select Online Forms from the sub-menu
4. Select Send Online Form
5. Review Patient name to ensure the correct patient has been accessed.
6. Highlight the name of the form set to select the form(s) to send and click OK.

Multiple form sets can be sent by highlighting each set to send.  If all sets are to be sent to the patient, click the first in the list then hold the Shift button on the keyboard and click the last set in the list.  To select a few from the list, but not all, highlight the first set to send then hold the Ctrl button on the keyboard and click the additional sets from the list to send.  Click OK.
7.    A notification will show when the forms have been sent to the patient.

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NextMD Patient Portal – Enrollment Process

NOTE:  To enroll a patient in NextMD Patient Portal, NextMD must be installed and activated in the database.
The Patient Enrollment dialog box can be accessed from either EMR or EPM.  The patient must have an existing chart in order to be enrolled in the NextMD Patient Portal.
Access the Enrollment Window in the Patient’s Chart in EPM

1. Open a patient’s chart from Chart Lookup in EPM.
2. From the patient chart, click the Open Menu button to the left of the patient name
3. Select NextMD
4. Select Manage Enrollment from the sub-menu

Access Enrollment Window in Patient’s Chart in EHR
While in a patient’s chart in EHR
1.    Select File
2.    Select NextMD from the menu
3.    Select Enrollment from the sub-menu
4.    Select Manage Enrollment



Access the Enrollment Window from a Patient Lookup in EHR or EPM
1.    Click on the People Lookup or Chart Lookup in EPM or on the Patient Look up in EHR.
        

2.    Enter the search criteria for the patient and click Find.
3.    Right-click over the patient’s name and select Manage

NextMD Enrollment.

Enroll a Patient in NextMD
On the NextMD Enrollment window, the patient's data is displayed:

1.    Review or enter the patient's email address in the E-mail field. An email address must be entered for a patient’s enrollment to be completed.  Email addresses entered in the patient’s demographics window will show here.  NOTE:  Changing an email address in the enrollment window will update email addressed in the patient’s demographics.
2.    Click the Print… button to print a copy of the welcome letter and Patient Portal website logon instructions for the patient.  The letter will contain the Enrollment token number needed for the patient to complete the setup in the website.
3.    Click OK.

The token number is used for enrollment in the NextMD website and provides a secure login key for the patient.  After the enrollment process is completed, this token is no longer available in the Management NextMD Enrollment window in NextGen.  It is very important to give this information to the patient at the time of initial enrollment. 
If OK is clicked before the notification is printed or if the patient misplaces the token, clicking the New Token button will generate a new number.  Click Print… to print the welcome letter with the newly generated enrollment token and click OK to close the window.

EHR Work Flow/Inbox Configuration

Work Flow/Inbox Layout

1. Click on the Inbox icon from the toolbar to launch the Work Flow module.  
   
2. Right click on the blue bar at the top of the Work Flow window and select Window Configuration.
   
3. Set the Layout and Pane Configuration

Layout

Depending on your job function, you may only need access to one or two items such as Appointments and Tasks.  If so, then select one of the Layout options with only two panes – either one above the other or side by side.
If your job function also includes viewing an Email Inbox or NextMD (Patient Portal) Notifications, select one of the Layout options which include the “Inbox” pane.

Pane Configuration

The Pane Configuration is set by selecting what you would like to view in each of the panes.  The pane numbers in the Layout options do not change and correspond to the pane numbers in the Pane Configuration section. 
In the example above, the Patient Appoinments will show above the To Do Tasks when the Work Flow module is opened.
After selecting the configuration, click OK to return to the Work Flow.

Appointment List Preferences

1. Click the Provider/Resource Icon to select the appropriate resource for the user.  Select one or multiple resources depending on your needs. 
   
2. To configure the Appointments window, click the button to the left of Appointments.
   
   
   If you would like to view all appointments, including those which have been cancelled for the day, click on Show Cancelled Appointments to turn on this function.  Cancelled appointments will show in the appointment listing with a line drawn through the appointment information.
3. Select Preferences
   
   

The Appointment Preferences window allows selection of colors to correspond with the statuses in the Appointment list and set an automatic refresh of the list.

To update a color, highlight the item in the list and use the drop down to change the color.  Click the Update button to place the change in effect.
To add a new status and color, type the status exactly as it appears in the appointment list then select a color from the drop down.  Click the Add button to place the addition in effect.
Refresh Appointments
For the system to automatically refresh the appointment list instead of closing and opening the Work Flow module to refresh, check the Refresh Appointments every x minute(s) check box and enter a length of time.  One (1) minute is the minimum length of time which can be entered.
Click OK to return to the Inbox window.

Tasking Preferences

1. Click on the Task icon to the right of Task in the Work Flow module.
   
   To view only tasks assigned to you or a workgroup in which you are included, make sure Show Completed Tasks, Show Deleted Tasks, and Show Tasks Assigned to Someone Else are all unchecked.  
   
   If you would like to review any tasks you have created and sent to someone else for completion, access the Task setup at any time and check the Show Tasks Assigned to Someone Else to review these.
2. Select Preferences. 
   

The Task Preferences window allows selection of colors to correspond with the statuses in the Task list and set an automatic refresh of the list.

To change the colors of each task status, use the drop down beside the status to select a new color. 

Refresh Tasks

To refresh the task list manually and only when the Work Flow module is opened, select the Window Open radio button.
To have the system automatically refresh the task list, select the Timeout Every x minute(s) radio button and enter a length of time.  One (1) minute is the minimum length which can be entered.
If you have access to multiple practices and/or enterprises in the NextGen database, check the Task List by Enterprise/Practice check box.  This will show only those tasks assigned within the enterprise/practice in which you have logged in.  Leaving this unchecked will show all tasks for all enterprises/practices.  Those tasks not within the current enterprise/practice will show in italics.

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