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Orders - Orders Settings and Fields

The order detail pane is comprised of 3 sections. The left area contains general information about the order (A). The middle section contains information about the current status of the order and the user responsible for it (B). The right section contains a field for entering notes and viewing previous notes and order activities. (C).



Section A
After creating an order the cursor will be placed in the Short Description field. The short description is a required field and generally gives a brief overview of the order contents, like the subject field of an email.

Additional (but optional) information can be entered in the Long Description field. Similar to the body of an email, this field is for in-depth notes on the task to be completed, such as any relevant provider numbers, a copied email message, medication information, and so on.

An appropriate Order Type should also be set using the Order Type menu. The following are the default order types:
  • Correction
  • General
  • Health Information Request
  • Laboratory (requires additional configuration)
  • Medications
  • Provider Referrals
  • Radiology/Imaging
  • Reminder
With the exception of Laboratory, the above types are informational only. That is, while the type is displayed in the order list, it does not affect the way the order record functions. There are some additional types of orders that exist but cannot be created via the Orders tab. For more information on these special order types, see the Order Types documentation. Additional order types can be created and managed in References.

Below the Order Type menu are the ProviderOffice and Incident menus. The Provider and Office indicate which provider (and office, if multiple) the order relates to, and are used as filters in the order table. The Incident menu ties the order to an incident in the patient's overall record, and makes the order visible per incident in the Clinical tab and clinical ledger.

The Attachment tab allows images and files to be associated with an order. Click the green plus button to add a new attachment either from a file or from the patient's existing Attachments Ability.
After adding a file, the Description, Date, Attachment Type and Attachment Status can be set.
Double-click an attachment to open it outside of MacPractice. Click the red minus button to remove the attachment from the order. Right-clicking on an attachment will display some additional actions:
Open Attachment will open the selected file outside of MacPractice, while Go To Attachment will go to the record in the Attachments Ability. The Import... option functions in the same way as the green plus button above and the Export... option allows for the selected attachment to be saved outside of MacPractice. Selecting Archive will remove and archive the attachment both from the order and from the patient's attachments. Archived attachments can be retrieved using the File > Retrieve Archived menu. 

The above fields will usually stay more or less consistent throughout the life of the order (though they can be edited until the order is signed). They outline the task that must be completed. To the right of these fields, there are some additional fields that will change as the order is processed.
 
Section B
Beneath the patient's phone number (if applicable) is the Assigned To field. An order can be assigned to any MacPractice user and this field is used as a filter above the Order Table. An order can only be assigned to one user at a time, but it can be transferred between users. For example, a provider may create an order, requesting a front office worker call a referral regarding a patient. The provider creates the order and assigns it to the front office worker. The front office worker calls the referral, gets the necessary information, notes it in the order, and assigns the order back to the provider. The provider can then review the information and close the order to indicate its completion. 
 
The Status menu is used both as a filter and as a method of tracking orders. An order can be assigned one of the following statuses:
  • Open
  • Closed
  • Canceled
  • Discontinued
  • Hold
  • Archived
Most new and active orders are set to the Open status. Once an order has been resolved it should be changed to ClosedCanceled or Discontinued is used when an order is started but deemed unnecessary  before the order is resolved. Hold is generally used when an order still needs to be completed but is waiting on something to happen first (for example, waiting for the patient or insurance company to return a call).
 
Below the Status menu is a Due Date field. While this is not required, it allows a user to specify the date by which the order should be completed. The Due Date is displayed in the order table. Under this field is an Urgent Order checkbox. Checking this box will display the order in red in the order table.
 
At the very bottom of the order pane there are two additional buttons: Sign and Reminders.
 
Clicking the Sign button will prompt the user to enter their MacPractice username and password. All fields except Assigned To, Status, Due Date, Urgent Order, Notes and Reminders will be locked, and this action cannot be undone.

The Reminders button allows the user to set reminders for an order. More information on using the Reminders feature can be found here.

Section C

The right side of the order detail pane holds the Notes field for free-form notes on the order. Click the Add Note button to post the note to the order. Once a note is posted it is displayed below the note field and cannot be edited. Each note includes a date and time stamp, the user that posted the note, and the user the order was assigned to at the time. 
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