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.
e-Prescribing 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
Update Provider Information - Register Provider
Once this information is entered, SOAPware Support will register the provider(s) with the SureScripts network and you will receive an email confirmation with your registration information within 1-2 business days.
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 your office.
If you 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 you want SOAPware to transmit data TO your 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:
1. With SOAPwareXChange open, Click Outbox Settings. If you are going to be posting Superbills from SOAPware to your billing system, Click the Post Superbill checkbox.
2. If you want to send demographics from SOAPware to your billing or PMS system, then Click the Send General Demographic Changes checkbox.
3. Under the Settings menu, there is an option to Auto Create Charts. When your 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 you check the Auto Create Charts button, it will automatically create a new chart. If you leave 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 you can set whether you want a chart to be a new chart or you 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 your 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 you select the folder to receive the HL7 labs results. The lab company should let you know where your labs will be going. Then we just point the SOAPwareXchangeHL7 to this folder. If you're not sure what folder this is, ask your 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 you first start using SOAPwareXchangeHL7, you will get Unmatched Physicians. It will say YES under Messages queued for unmatched physicians. You need to 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 you see a YES under Unmatched Patients, then you need 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 you've mapped all the labs. From then on, labs for these patients you have 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 you to scan directly into patient charts. Any scanner you purchase MUST have TWAIN drivers to be able to work with SOAPware. If you already own a scanner, contact your scanner manufacturer to be sure your 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 your scanner preferences when scanning will determine the size of the image stored in the SOAPware database. It will give you 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 you need color, use black and white to refrain from using unnecessary amounts of space in your 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 your 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 you have 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 you have the Welch-Allyn device connected. If the button is grayed-out, then it does not detect the Welch-Allyn device.
Instant Medical History Integration (Professional Version Only)
Instant Medical History must be installed on any computer you wish to use SOAPware with Instant Medical History. SOAPware, Inc. does not sell Instant Medical History, but does provide an integration that is included in the SOAPware Professional version.
To setup the integration, once Instant Medical History is installed on a computer, open SOAPware 2010.
1. Open an unsigned SOAPnote in a chart.
2. Right click on the Subjective header.
3. Go to History Present Illness > Settings.
4. You can make sure that the install location for Instant Medical History is set to the correct install location for Instant Medical History. You can also change the display format for results to Rich Text Format or E/M Coding Compatible format.
You can test the interface by:
1. Right clicking on the Subjective header again
2. Go to History Present Illness > Import Medical History and/or Take Medical History.
Import Medical History will let you import Instant Medical History results that have already been saved from that program. Take Medical History will open the program Instant Medical History and will allow for patient history to be taken at this point. When done, there is a Transfer to SOAPware button that will send it back into the SOAPnote. Make sure the interface is working and the workflow is understood.
IQMark ECG, Holter, Spirometry Integrations (Professional Version only)
It is not necessary to install IQMark. Simply start using it by plugging the device into a USB port on the computer that is in use and SOAPware's built in drivers will enable the device.
SOAPware integrates with IQMark hardware including ECG, Holter and Spirometry machines. When you have one of these machines connected to the computer, create a new document in the SOAPware chart in the section you want to store the ECG, holtograph or spirometry. You could create a new chart section under Tools > Chart > Section Editor just for these types of reports or you could use an existing chart section.
Once you've created a new document in the section you want it in, Right-click on the lower tab bar, click the General menu item, then click IQMark Reading menu item as you see above.
Next, choose whether it's an ECG, Spirometry or Holter report by clicking the appropriate button. At that point it will start taking readings. You can later return to view these readings in the document.
SOAPware Faxing Service (additional enhancement)
After you have downloaded your SOAPware license(s) in Provider Manager, you will want to set up all of the contacts to which you will be sending faxes. This is located under the Tools menu. When you need to fax a document in a chart, click Docutainers 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 you send electronic faxes out of SOAPware. You cannot currently receive incoming faxes electronically into SOAPware. If you are interested in being completely paperless and storing even your incoming faxes and distributing them to the appropriate patient's chart, you will need to make sure that you have a faxing software, i.e. Snappy Fax, WinFax, etc, installed on the computer attached to your fax machine. The fax will be stored on one of your local drives and could then be dragged and dropped into any patient's chart from there.
SOAPware Offsite Backup Service (additional enhancement)
You will be contacted shortly after your sale in order to get the Offsite Backup Service running. If you have not purchased this and are interested, contact Sales@soapware.com or call 800-455-7627 ext. 200.
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 you to use Dragon Naturally Speaking with SOAPware. To use it, open the Dragon Naturally Speaking first, then open SOAPware. Open up SOAPware, go to a section where you want to speak to type, and enable the mic/recording on the Dragon toolbar. Start speaking, and it will start typing text at the cursor.