Beginning the Set-up Process
Clinic provider licenses are normally activated during the installation process. If this is not the case, please consult the SOAPware Installation Guide for instructions.
Effective April 28th, 2016, Surescripts now requires that all newly registered Surescripts providers must complete an identity proofing process (IDP) before being granted access to submit ePrescriptions.
ePrescribing requires entry of a DEA number and a fax number for each provider. This is done in Provider Manager.
*Note: A Nurse Practitioner without a DEA number must enter their NPI number.
Tools - Provider Manager
Update Provider Information
SOAPwareXchange (additional enhancement)
SOAPwareXchange is an enhancement that integrates SOAPware with other systems. Most often, this is a billing or PMS system. SOAPwareXchange only needs to run on one computer in the office.
If users have X-Link or Link Runner, SOAPwareXchange needs to run on the same computer as these. This also needs to be running at all times in order for data to transfer across SOAPware and another system. Someone in the office should be designated to ensure this is open and running each day.
If desired, SOAPwareXchange can be added to the Startup folder in Windows. This will open SOAPwareXChange when the computer starts, but someone will still need to log in to start the interface. SOAPwareXchange continually scans the In folder which is inside a specified directory.
Typically, this is C:\Program Files\SOAPware\SOApwareXChange/In, but can be changed during the installation of SOAPwareXChange. Direct the billing system output to this folder. If the user wants SOAPware to transmit data TO a billing or PMS system, then SOAPwareXChange will send this data to the Out folder which is in the same directory as the In folder. Set the billing system to accept input from this folder.
Once SOAPwareXChange is installed, there are a few configuration options that should always be considered:
- With SOAPwareXChange open, click Outbox Settings. If a user is going to be posting Superbills from SOAPware to a billing system, click the Post Superbill checkbox.
- If a user wants to send demographics from SOAPware to a billing or PMS system, then click the Send General Demographic Changes checkbox.
- Under the Settings menu, there is an option to Auto Create Charts. When a user's billing or PMS system sends demographics over to SOAPwareXchange, if it does not find a match of the chart based on name, birthdate and either social security, chart number or gender, then it will think this is a new chart. If a user checks the Auto Create Charts button, it will automatically create a new chart. If the user leaves it unchecked, then it will place these charts it can't find a match for in the Queue Manager. Go to Start > Programs > SOAPware > Queue Manager. From here, the user can set whether the user wants a chart to be a new chart or can map it to a chart in SOAPware if it already exists.
SOAPwareXchange HL7 (additional enhancement)
SOAPwareXchangeHL7 is an HL7 interface between SOAPware and most commonly a lab company. It allows for downloading of lab results directly into SOAPware for review & comparison. Some of the most popular labs are as follows: Labcorp, Quest, Spectrum, Bio-reference, 4medica, etc...
This program also needs to be installed on one computer, and can be any computer in the office. Lab companies typically designate one of the user's computers to receive the files. SOAPwareXchangeHL7 is usually installed on the same computer. This program also needs to be open constantly in order for it to import labs into SOAPware. Someone at the office should be assigned to ensure the program is open each day and to take care of Unmatched Patients which is explained below. Take note of several things in the SOAPwareXchangeHL7 window.
Running SOAPwareXchange HL7
The Start button must always be clicked when SOAPwareXchangeHL7 is opened. Lab importing will not start until it is clicked.
There is a Browse button near the bottom. This lets the user select the folder to receive the HL7 labs results. The lab company should let the user know where the labs will be going. Then we just point the SOAPwareXchangeHL7 to this folder. If a user is not sure what folder this is, ask the lab company representative.
There are two areas that contain the word NO. These fields indicate whether or not there are any unmatched patients or physicians. When a user first starts using SOAPwareXchangeHL7, the user will get Unmatched Physicians. It will say YES under Messages queued for unmatched physicians. Go to Mappings > Edit/View > Unmatched Physicians. Then, Click a provider's name, and Click Map. Click the provider's name that matches, and Click OK. Do this for each physician listed in Unmatched Physicians. When labs come in, SOAPware tries to match the lab's patient demographics to patient demographics in SOAPware. If a match is found, the lab will automatically go to the chart. If it doesn't find a match, it puts it into a queue known as Unmatched Patients. Whenever a user see a YES under Unmatched Patients, then the user needs to map a lab(s) to patient(s) in SOAPware. Go to Mappings > Edit/View > Unmatched Patients. Click a patient, and Click Map. The Chart Rack viewer will pop-up. Match the chart in the list to the chart in the Chart Rack by double-clicking the chart. Do this until all labs are mapped. From then on, labs for these patients that have been mapped will automatically go to the chart matched. Someone should check SOAPwareXchangeHL7 once a day or so to see if there is any more Unmatched Patients.
Scanning and Document Management (Standard & Professional Versions)
SOAPware allows the user to scan directly into patient charts. Any scanner a user purchases, MUST have TWAIN drivers to be able to work with SOAPware. If the user already owns a scanner, contact the scanner manufacturer to be sure the model has TWAIN drivers. Brother scanners should not be purchased for use with SOAPware because of the problems that these scanners often have with SOAPware. HP's, Fujitsu's and Canon's all usually work well with SOAPware.
Keep in mind that user scanner preferences when scanning, will determine the size of the image stored in the SOAPware database. It will give a user options for Black and White, Grayscale or Color. Color takes the most memory, then grayscale, then black and white using the least amount of memory. Unless the user needs color, use black and white to refrain from using unnecessary amounts of space in the database. DPI or Resolution is another component of scanning that will affect the image size in the database. 150 or 200 DPI is normally recommended. The higher the DPI or resolution, the higher quality image it will be, but it will also take up more space in the database. Testing should be done to find a happy medium to find a low DPI, but one that still creates an acceptable quality of the image/document.
Welch-Allyn Vital Integration (Professional Version Only)
This integration only works with the Welch-Allyn Vitals device. Make sure the Welch-Allyn device is attached to the computer, then open a chart and go to Vital Signs (Chart > Sections > Vital Signs). When the user has taken the reading on the device, in the Vital Signs section of SOAPware, Click the Take Vitals button on the far right of the Vitals toolbar. This should be active when the user has the Welch-Allyn device connected. If the button is grayed-out, then it does not detect the Welch-Allyn device.
SOAPware Faxing Service (additional enhancement)
After a user has downloaded the SOAPware license(s) in Provider Manager, it is time to set up all of the contacts to which faxes will be sent. This is located under the Tools menu. When a user needs to fax a document in a chart, Click documents in the menu bar, and Click Print. Click the document design to use, and Click the Fax button. Then, Click the contact who will be receiving the fax. Click the Fax button again to send the document.
*Note: SOAPware Faxing Service only lets the user send electronic faxes out of SOAPware. The user cannot currently receive incoming faxes electronically into SOAPware. If users are interested in being completely paperless and storing even incoming faxes and distributing them to the appropriate patient's chart, users will need to make sure to have a faxing software, i.e. Snappy Fax, WinFax, etc, installed on the computer attached to the fax machine. The fax will be stored on one of the local drives and could then be dragged and dropped into any patient's chart from there.
Dragon Naturally Speaking (additional product)
Dragon Naturally Speaking must be installed in order to use it with SOAPware. SOAPware, Inc. does not provide Dragon Naturally Speaking, but it does allow the user to use Dragon Naturally Speaking with SOAPware. To use it, open the Dragon Naturally Speaking first, then open SOAPware. Once SOAPware is open, go to a desired chart section to speak to type and enable the mic/recording on the Dragon toolbar.
*Note: Please note that SOAPware is only compatible with Dragon Medical version 10 or above.