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How To Use the Clipboard App

Warning: This article is currently being revised. It is not intended to be used at the moment until the work is finished. If you need assistance, please contact MacPractice Support.

The Clipboard iPad App is used to assign EHR Forms designed in the EHR Ability to a patient to fill out on the iPad. This article covers the functionality of the Clipboard App and how to best use it.

For information on how to acquire and install the Clipboard iPad Apps or the other apps, please consult the Installing, Updating, and Connecting Your iPad Apps article here.

 

Clipboard Preferences

There are only a few preferences to cover in the software itself to customize the behavior of the Clipboard App. These can be located in the MacPractice Menu > Preferences > Clipboard, as shown in the below screenshot here:

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Here you can set the PIN to access patient data on the Clipboard App, and you can set the header that users will see when interacting with the Clipboard App. The header that displays will be shown at the top of the Clipboard App, like so:

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There is also an option available to hide the patient's Race and Ethnicity when reviewing their Demographics.

Overview of the Clipboard Interface

When a staff member logs in to Clipboard, a list of the appointments for the day will display. You can switch the day by tapping on the date field. To refresh the list of appointments, drag down, then release. The patient with the appointment will be listed, with the time and provider for the appointment reading on the right margin.

Underneath the patient, you can see the Appointment Type, their Appointment Status (which can be updated via the Check In App), and any forms that have been created for this patient to fill out (which also lists the user who created the form and the time the form was created. 

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Under a patient, you'll see any created EHR Forms that are accessible via the Clipboard. 

When logged in, you'll also see a ? icon in the lower left. Tapping this menu will pop up a menu where you can access a Help article on the HelpDesk, or you can submit a Support ticket to MacPractice Support by tapping Submit Ticket.

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Creating a Form in EHR

Before you can use the Clipboard App to access a patient form, you first must create the EHR Form for the patient to fill out. You can do this by navigating to the EHR Ability in MacPractice, or you can generate a form on the fly by 

 

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Tap any patient to access the Choose Templates box. Add any additional Clipboard forms for the patient by tapping the form box. The forms available by default will be those that have been added as a default for the Appointment Type. Tap the Settings box to set the default templates for any Appointment Type.

To add more templates to Clipboard, tap the Get More Templates button. Additional Clipboard templates can be obtained within the Form Library.
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If forms have previously been completed for this appointment, the Choose Templates menu will also list those forms as Resume items, which can be selected for the patient to continue.
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The selected forms will be available during the Patient Clipboard session.

Once the templates are selected, the Patient Clipboard Session is created. Pass the iPad to the patient for the Patient Clipboard Session. The patient should be reminded to return the iPad to the staff after all selected forms are completed.

Filling out a Form

The Patient Clipboard Session begins with an introductory screen. From any page in the Clipboard, the patient can tap Log Out to end the session without saving.

To navigate between pages, the patient will swipe across the page from right to left, or use the Back and Next buttons. When completing the forms, the patient will tap any field to change the information.
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HIPAA Release Field Form 

If the patient's HIPAA Release field is set to None under the Patient tab, within the Insurance sub-tab in MacPractice, the HIPAA Information and Consent form will display. The patient can electronically sign the HIPAA release form by tapping on the signature line. A signature box will appear for the patient to sign within the square. Click Cancel to remove the signature box, Clear to clear any existing marks, or Done to finish signing.

The patient can also refuse to sign the release by advancing to the next page without signing. On the resulting notification, the patient can select to Sign (to bring up the signature box), Refuse to Sign (to advance to the Review page), or Cancel (return to the form).
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If your office has not purchased the Attachments Ability, the Images Ability will be available at no cost. Once the patient submits their HIPAA and Consent Form, the narrative of the submitted form will be available under the Patient Images node. 

 Patient Demographic Page

The first Clipboard page displays Patient Information, such as Patient Basic Information, Patient Contact Information, Patient Demographics, and Patient Race. The patient can tap any field to add or edit the data.

The patient can also add a photo by tapping the default patient photo. The iPad's front-facing camera can be used to take a picture, which can then be moved and scaled into position by the patient.

If there is already a patient photo in the patient record, it will be displayed in lieu of the default patient photo.

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Additional Forms

Any additional Clipboard forms that staff has added from the Choose Templates box will display for the patient. The content of the Clipboard Forms will depend on the form selected. Generally, this information will be related to the reason for the appointment and chief complaint, past medical, surgical, and hospitalization history, or family and social history.
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The patient will be prompted to confirm whether there is any additional insurance to add to the account. Where the patient taps No, the Clipboard experience will continue. Where the patient taps Yes, the patient will be prompted to present his or her Insurance card upon returning the iPad.
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If the patient has an account Secondary, the Secondary Responsible Party Information page will display for the patient to add or edit Secondary Information, such as Secondary Basic Information, Secondary Demographics, and Secondary Insurance. The patient can tap any field to access the keyboard and make changes.

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Patient Review Page

The final page lists all information updated on the previous pages. The patient can review the information and flip back to the appropriate page to update any information. When the forms are completed, the patient should tap the Submit button.

This will submit the information to the patient's record and lock the Clipboard App.
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Completing a Form

Once the Patient Clipboard Session is completed, the patient will be reminded to return the iPad to the staff so that the staff member can create the next Patient Clipboard Session. If the patient responded that he or she did have changes to the Insurance information presented, Clipboard will remind the patient to bring the insurance card along with the iPad.

Clipboard will be locked so that only a staff member with the Unlock Pin may access the iPad App. The completed forms will be sent to the MacPractice database.IMG_0033.PNG

If an incorrect pin is entered three times, the Clipboard App will lock for 30 seconds, after which the correct pin can be entered to unlock the pin. The pin used to unlock the iPad can be referenced or changed in MacPractice Preferences.

The final page lists all information updated on the previous pages. The patient can review the information and flip back to the appropriate page to update any information. When the forms are completed, the patient should tap the Submit button.

This will submit the information to the patient's record and lock the Clipboard App.
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