Getting Started with Online Portal Payments

PCC EHR includes mobile payments, right in the patient portal (My Kid’s Chart), so your families can pay their bill from their phones. You’ll collect money faster and have fewer bounced checks.

There are a few things you will need to consider before your practice will be ready to make the most of this feature.

Limited Pilot Test: Portal payments are in a limited pilot testing period in just a few offices. If you are interested in participating in the pilot, or wish to be notified when this feature is ready for general deployment, let your Client Advocate know.

Configuration Prerequisites

Before the Payment option can be added to your patient portal (My Kid’s Chart), you need to make sure your practice has already enabled the “Personal Balance” option for your patient portal. This is done in the Configuration tab of the Patient Portal Manager.

In addition, billing accounts need to be linked for your portal users. Only portal users with associated billing accounts will be able to see the “Make Payment” button in the portal.

For more information on this feature of the portal, review the My Kid’s Chart User Account Administration article.

  • PCC Can Help: PCC can provide a one-time batch script that will join all portal users with a single billing account in Partner that corresponds to the patient(s) in their portal (1:1 direct relationship). Talk to your Client Advocate about this option.

  • Manual Component: For more complicated situations, when there is more than one billing account associated with the patient(s) in the user’s portal, your office will need to decide which billing account to link to their portal. This is a simple process, but will take some time, depending on how many portal users you have with this scenario.

  • New Workflow Required: You will need to define a process for linking new portal users to billing accounts as part of your portal registration process for new families. This will be an ongoing workflow requirement.

Sign Up with Payment Pros

When you are ready to add mobile payments to your patient portal, follow the procedure below.

Contact Your Client Advocate

Let your Client Advocate know when your practice is ready to start receiving mobile payments through your patient portal.

Fill Out an Application

A PCC interoperability team member will contact you, and will send you an electronic copy of the Payment Pros Merchant Application.

You will need to enter demographic, business, and tax information.

You will also be required to provide a cancelled check from the checking account where you want payments to be directed.

Log In to the BluePay Gateway

A representative from Payment Pros will send you an email verifying that you have been registered.

The email will include your new account name, username, and password, which you can use to log in to the BluePay Gateway.

Set a Go-Live Date

PCC will coordinate a go-live date between your practice and BluePay. On the go-live date, portal users will see the “Make Payment” button in your patient portal, and you will be able to accept mobile payments.

Notify Your Patients and Families

Implementing portal payments will be far more effective if you spend some time considering how to educate your families about this new service, and drive them to your portal to make payments. Some suggestions for how to communicate this new feature include:

  • Add a Note to Your Paper Bills: Add a note with the URL address to your portal, letting your families know they can save a stamp or a phone call and pay their bill online, 24/7.

  • Post Flyers in Your Office: Print new flyers advertising the new portal feature (and reminding families to use your portal) and post them in conspicuous places around your office, such as in the waiting room, in exam rooms, and at your checkout desk.

  • Splash it on Your Website: Add a link to your portal from your practice’s website. Add a colorful banner with a note encouraging families to check out your portal, and its new convenient payment option.

  • Talk it Up: Sometime the most effective marketing is word of mouth. Educate your staff about how the portal payments work, and make sure they are passing on the knowledge to families when they come in for visits.

  • Phone Hold System: Add a message to your “on hold” feature on your phone system, informing families that they could save time by paying their bills online. This may be particularly effective if you have a separate billing phone number.

Viewing Payments from Your Portal Users

The BluePay service will send receipts to the email address that the portal user entered on the payment screen. Your practice can opt to receive copies of each receipt email.

Your practice also has the ability to log in to the BluePay Gateway and view and download an activity log, which shows all portal payment activity for a date range.

To access your activity log through the portal, follow the steps below.

Log In to the BluePay Gateway

Go to the BluePay Gateway and enter your account name, username, and password.

Open the Transaction List Screen from the Menu

Open the menu and select PROCESSING, followed by Transactions, and then Trans. List.


Download a CSV Export File

Select the CSV Export option and download a report of this activity log. Make sure that you choose to include column headers in your report.


The downloaded spreadsheet will include a “Custom ID” field, which displays the portal user’s associated PCC Account ID#. This number will be helpful for you to have when posting payments into Partner.

Need More Help?: For additional questions about working with the BluePay Gateway, please contact our portal payment partner, Payment Pros, at (866) 773-3390 or info@paymentpros.net.

PCC 8.4 Migration Considerations

The PCC 8.4 release includes new features that may need extra planning, training, or configuration. Read below to learn more, and share relevant details with your physicians and staff.

Read the PCC 8.4 Release article for complete details on these features.

Contact PCC Support at 1-800-722-1082 for information about these or any features in PCC 8.3.

Get Started With Payments in the Portal

Before your practice can implement mobile payments through your patient portal, you will need to make sure the following configuration and startup procedures are in place:

First, your practice must be using the patient portal. For more information about the portal (My Kid’s Chart), check out our patient portal resources on learn.pcc.com.

Second, you must be using the Personal Balance feature in your patient portal, and billing accounts need to be linked for your portal users. Only portal users with associated billing accounts will be able to see the “Make Payment” button in the portal. For more information on this feature of the portal, review the My Kid’s Chart User Account Administration article.

  • PCC Can Help: PCC can provide a one-time batch script that will join all portal users with a single billing account in Partner that corresponds to the patient(s) in their portal (1:1 direct relationship).

  • Manual Component: For more complicated situations, when there is more than one billing account associated with the patient(s) in the user’s portal, your office will need to decide which billing account to link to their portal. This is a simple process, but will take some time, depending on how many portal users you have with this scenario.

  • New Workflow Required: You will need to define a process for linking new portal users to billing accounts as part of your portal registration process for new families. This will be an ongoing workflow requirement.

Third, implementing portal payments will be far more effective if you spend some time considering how to educate your families about this new service, and drive them to your portal to make payments. Some suggestions for how to communicate this new feature include:

  • Add a Note to Your Paper Bills: Add a note with the URL address to your portal, letting your families know they can save a stamp or a phone call and pay their bill online, 24/7.

  • Post Flyers in Your Office: Print new flyers advertising the new portal feature (and reminding families to use your portal) and post them in conspicuous places around your office, such as in the waiting room, in exam rooms, and at your checkout desk.

  • Splash it on Your Website: Add a link to your portal from your practice’s website. Add a colorful banner with a note encouraging families to check out your portal, and its new convenient payment option.

  • Talk it Up: Sometime the most effective marketing is word of mouth. Educate your staff about how the portal payments work, and make sure they are passing on the knowledge to families when they come in for visits.

  • Phone Hold System: Add a message to your “on hold” feature on your phone system, informing families that they could save time by paying their bills online. This may be particularly effective if you have a separate billing phone number.

Workflow for Updating Patient Policies

SNOMED-CT and ICD-10 Billing Mapping

Resources for LGBTQIA Youth and Families

A pediatric practice can be a valuable resource to patients and families with questions or concerns about LGBTQIA issues.

At PCC’s annual Users’ Conference, we periodically hold discussion sessions and courses on supporting LGBTQIA youth.

PCC Instant Messaging (PCC IM) with Spark

Your practice can send instant messages to communicate among clinicians and staff, using a private office-only chat service.

Instant messaging, like texting, is a popular way to fire off a quick question or send a message to a co-worker. PCC can set up a private, secure instant messaging service that will be internal to your practice only.

PCC recommends using “Spark”, a free third-party chat program, to access PCC IM.

Every PC or Mac on your network can use the instant messaging service.

PHI Sent Via Instant Messaging?: Unlike mainstream instant messaging applications, such as Google Chat or AIM, PCC’s private network instant messaging is maintained behind PCC’s firewall, which means you can send PHI securely. If your office allows external instant messaging, your office’s policy should reflect what usage is appropriate.

Availability and Activation: PCC’s instant messaging service is available for all practices using Partner and/or PCC EHR, on computers running inside your PCC-maintained network. PCC Support must activate and configure PCC IM for your practice. Contact PCC Support (800-722-1082) and ask for the Technical Support Team.

Windows PC Installation Instructions

Follow the procedure below to download and install Spark.

Work with Your Office’s System Administrator

You should always work with your office’s system administrator when installing or removing software from your PC.

Download the Spark Installation Package for Windows

Click on the link below to download the installer:

Download Spark Installer for Windows

PCC Network Only: This link, and the associated IM service, will only work on computers inside your PCC network. Contact PCC Support at 1-800-722-1082 for more information or if the link above does not work.

Run the Installer

Double-click on the installer to run it. You may do this directly from your browser or from your downloads folder. If you have trouble locating the downloaded file, ask your office’s system administrator for help.



Click through the various installation steps to install the software.

Run the Spark Program

Click “Finish” to complete the installation and open the Spark Login screen.

Log In

When the Login window appears, enter your username, password, and domain as shown below.

Enter your PCC username and password, and “pccim” for domain. Then click “Login”.

Usernames and Passwords: Do you use different usernames or passwords to log in to PCC EHR and Partner? PCC IM requires your Partner username and password.

Contact PCC

If you are unable to connect to PCC IM, contact PCC Support at 1-800-722-1082. Remember that your computer must be part of the PCC network in order to connect.

Macintosh OSX Instructions

Follow the procedure below to download and install Spark.

Work with Your Office’s System Administrator

You should always work with your office’s system administrator when installing or removing software from your PC.

Download the Spark Installation Package for Mac

Click on the link below to download the installer:

Download Spark Installer for Mac

PCC Network Only: This link, and the associated IM service, will only work on computers inside your PCC network. Contact PCC Support at 1-800-722-1082 for more information or if the link above does not work.

Run the Installer

Double-click on the installer to download the program. You may do this from your browser or from your downloads folder. If you have trouble locating the downloaded file, ask your office’s system administrator for help.

Move the Spark App to Your Applications Folder

When the installation completes, the Spark app will appear next to the Applications folder. You will need to drag and drop the Spark app into the folder to keep it on your hard drive.

Open the Spark App from Your Applications Folder

Go to your Applications folder and open the new Spark app.



Click through the warning messages that appear.

Pin it to the Dock: You may want to drag the Spark icon to the Dock at the bottom of your screen so that you don’t have to go to the Applications folder every time you want to open it.

Log In

When the Login window appears, enter your username, password, and domain as shown below.

Enter your PCC username and password, and “pccim” for domain. Then click “Login”.

Usernames and Passwords: Do you use different usernames or passwords to log in to PCC EHR and Partner? PCC IM requires your Partner username and password.

Send a Message

Follow the procedure below (for either Windows or Mac) to send a message using Spark.

Choose a Contact Person

Double-click on a colleague in your Contacts list to begin an IM conversation.

Enter Your Message

Type your note in the input field, and click “Enter” on your keyboard to send it.


Want to Know More?: For more advanced features, check out the Spark User Guide from the developer’s website.

Capitation and Capitated Plans in the PCC Billing System

Capitation payments are not like other income. How should you configure the PCC billing system so you can enter and track capitation payments over time?

Read the steps below to learn how to create appropriate insurance groups, plans, and income accounts to record and track capitation.

For this example, we will create a new capitated insurance company, “PCC Insurance” and configure it so we can post capitated payments to it.

Create the Insurance Groups, Plans, Fees, Payment Types, and Accounts to Record and Track Payments

In order to track payments, we will first create a number of items in PCC’s underlying tables. Your Client Advocate will complete these steps for you, but you may find the instructions helpful if you are a Practice Management administrator and make updates to your PCC tables.

  1. Create Two New Insurance Groups
    1. Open the Table Editor (ted) in Practice Management
    2. Open table #17, “Insurance Groups”
    3. Add Two New Insurance Groups:
      • PCC Insurance
      • PCC Insurance Cap Clearing
    4. Edit “Order” field with sequential order numbers. This will help the two groups appear together on various practice management reports.
  2. Create New Insurance Plans
    1. Open table #3, “Insurance Plans”
    2. Add a new insurance: “PCC Insurance Cap Clearing”. Make sure it uses the PCC Insurance Cap Clearing group. This plan will be used to track payments.
    3. Add each new capitated plan, with your Client Advocate’s assistance. These plans will appear as policies on patient accounts.
  3. Create Capitation Fee and Payment
    1. Open table #6, “Procedures”
    2. Add a new procedure called “Capitated Fee”.
      • Give it an accounting type of Revenue – Non-service
      • Add it to the appropriate group, such as “Refunds”, or consider creating a new procedure group based on the insurance
    3. Open table #11, “Payment Types”
    4. Add a new payment type called “Capitation Check Payment”
      • Give it a type of Check
      • Allow it to be posted through Payment Posting (pam).
  4. Add a New Account and Patient For Tracking Payments
    1. Use the Patient Editor (notjane) to create a patient. First name: PCC Insurance, Last name: Cap Clearing.
    2. Add the insurance “PCC Insurance Cap Clearing” to the patient’s policies.
    3. Use the Family Editor (fame) to create a new parent account. First name: PCC Insurance, Last name: Cap Clearing.
    4. Link the new patient to the new account.

Post Capitation Payments

In order to not deflate your A/R with a credit, you will first post the Capitation Check Fee, and then post the Capitation Check Payment, so they create no change in your A/R.

  1. Post the Capitation Check Fee
    1. Open Post Regular Payments (pam).
    2. Press F3 to open the Refund (refund) program
    3. Change the date to the date you deposited the check in your account.
    4. Select “Capitation Fee” as the adjustment type.
    5. Type in the amount
    6. Select a provider
    7. Press F1 to save
    8. Press F12 to exit Refund.
  2. Post the Payment
    1. Change the date to be the date you deposited the check.
    2. Enter “Capitation Check Payment” as the payment type.
    3. Type in the amount, check number, and select a provider.
    4. Link the Payment to the Capitation Check Fee
      1. Press F4 to link the payment
      2. Select the number to the left of Capitation Fee and press enter
      3. Hit F1 to save your changes
      4. Hit F12 twice to exit the program

The account you added should always have a $0 balance. If it does not, you missed one of the steps above.

UC 2018 Course Materials

Please join us from June 19th-22nd for the PCC Users’ Conference in Denver, Colorado.

As we finalize the course descriptions, schedules, and gather materials for each course, we’ll make them available here on PCC Learn.

Course Descriptions and Handouts for Individual Courses

A Practice Evaluation in 60 MinutesJoin Chip Hart as he channels his ADHD for 60 minutes and highlights all of the places he looks when a customer calls him to say, “We’re in trouble…” This course is designed to review the many and broad revenue problems in your practices, it should be both fun and enlightening for any and all practices. Instructor: Chip Hart
A/R Collection StrategiesJoin PCC’s Jan Blanchard and Lynne Gratton, as well as PedsOne Billing player to be named later and ask any questions you have aboiut A/R Collection Strategies. Instructor: Facilitator: Chip Hart
Avoiding Bottlenecks in Patient FlowPCC’s Jan Blanchard and Lynne Gratton will lead this discussion on maximizing revenue, time efficiency and patient and staff satisfaction. Your hosts will make recommendations for schedule arrangements, staffing ratios and visit prep that can minimize obstacles to a smooth patient flow experience. Instructor: Jan Blanchard & Lynne Gratton, CPPM, AAPC Fellow
Best Practices: Save Money on Vaccines, Medical Supplies, and Credit CardsInstructor: Ken Fenchel, MA, PA, IPMSO
Branding Your PracticeInstructor: Susanne Madden, MBA, CCE, The Verden Group
Charting for CQMs in PCC EHRClinical Quality Measures are referenced by PCMH, Meaningful Use, and other incentive programs. Learn how PCC EHR can help you reach your CQM goals. Instructor: Jim Leahy
Claim Submission and MedicaidInstructor: Randy Lavin
Clinical Interoperability: Health Care Data is on the MoveWhat is interoperability? And why is it important for your practice and your patients? This session will answer these questions and explain the variety of ways in which PCC EHR allows you to exchange data with third parties today. We’ll also take a peek at the future of interoperability in both the industry and PCC EHR. Instructor: Jen Marsala, CSM, PMI-ACP
Clinical Reports: Use Data to Meet Your Practice’s Clinical GoalsDiscover the growing suite of PCC’s clinical reports and learn how to make the most out of the Report Library. Instructor: Dan Gillette
Community InclusivenessInstructor: Todd Wolynn, MD, Kids Plus Pediatrics of Pittsburgh, PA
Disaster PreparednessInstructor: Susanne Madden, MBA, CCE, The Verden Group
Disaster RecoveryWhat do you do when the worst happens? A panel of PCC clients who have experienced a disaster will share their experience and talk about how they recovered. Learn what it’s like to put a disaster plan into action, and hear strategies for reacting to disasters both expected (a hurricane) and unpredictable (a fire). Instructor: Moderator: Lynne Gratton, CPPM, AAPC Fellow
Employee Benefits DiscussionInstructor: Moderator: PCC
Employee Evaluations Instructor: Michelle Richards, BSHA, CPC,
CPCO, CPMA, CPPM of Coding & Compliance Experts, LLC
Front Desk Best PracticesPCC’s Lynne Gratton, CPPM, explores front desk best practices related to scheduling, check-in, insurance verification and copay collection. Understand the importance of the front desk when it comes to your practice’s workflow and collection process. Instructor: Lynne Gratton, CPPM, AAPC Fellow
General Session: PCC Road Map ReviewA tour of PCC’s upcoming Roadmap: What we are developing for you right now, and our plans for the second half of 2018. We will cover PCC EHR, Practice Management, the Report Library, the Dashboard, Patient Portal, pocketPCC, the Appointment Book and PCC eRx as well as Interoperability features that will enable you to connect with new organizations, services and applications, continuing to expand on opportunities for delivering improved patient care. Instructor: Paula VanDeventer, PMP, CSM
General Session: PCC Year in Review & Updates to PCC SoftwareEvery PCC update includes new features designed to make PCC perfect for your practice. If your office has not yet taken full advantage of the features and functionality in the latest release, PCC 8.4, this class is for you. We will take you on a tour of the best new features and direct you to other helpful PCC tools and resources that will benefit your practice. Instructor: Scott Ploof, CSM
Growing Your BusinessCan your practice have a greater impact on the health and well-being of your community, while also thriving financially? Come join PCC’s Randy Lavin and a panel of experts to learn strategies for growing your patient population. We’ll talk about how to form community relationships with OBs and other specialities, how to examine your practice’s geography and location for opportunities, and investigate the optimal timing for increasing your clinician count and support staff. Instructor: Moderator: Randy Lavin
HIPAA Check-Up: Are You Protecting Patient Health Information?While HIPAA is a very broad topic, maintaining HIPAA compliance can be quite simple. Come hear about small changes you can make around your office to ensure HIPAA compliance. Instructor: Lauren Gluck, PMP
How Engaged Employees Deliver On Your Practice CultureInstructor: Whitney Smith, IPMSO
How to Create a Welcoming SpaceInstructor: Todd Wolynn, MD, Kids Plus Pediatrics of Pittsburgh, PA
How to Determine the Value of Your PracticeInstructor: Paul Vanchiere, PMI
Improve Patient EducationInstructor: Tim Proctor & Jan Blanchard, PCP, CPMA
Improve Your Practice Health with PCC’s Practice Vitals DashboardYour PCC Practice Vitals Dashboard displays key metrics about your practice to keep you informed of its financial and clinical health. Join us for a tour of recent Dashboard enhancements including the addition of new clinical measures related INSERT HERE. Join a discussion to hear how practices have used the Dashboard to monitor quality improvement efforts within the practice. During this interactive session, you’ll also have the opportunity to review your own Dashboard under the guidance of PCC experts. Instructor: Tim Proctor
Improve Your Practice WebsiteInstructor: Bettina Dold, M.S.
Improving HPV Vaccination RatesInstructor: Christoph Diasio, MD, Sandhills Pediatrics, Inc.
Insurance Billing Workflow: From Claim to PaidThis is more of an intro course, tied to a billing workflow document NCI came up with by working with Jan and Tim. I still need to come up with a description. Instructor: Lynne Gratton, CPPM, AAPC Fellow
Integrating Mental Health Services at Your
Practice
Join the discussion and hear how PCC practices have become a better medical home to their patients by integrating mental health services. We’ll discuss when it makes sense to bring mental health services in-house, and which type of specialist you should consider hiring. Hear the experiences of other practices as they share how to bill for mental health and what it took for them to get this valuable service covered by public and private payers. Whether you are considering offering mental health services to your patients, or looking to expand the mental health offering you already provide, join us to hear how practices are filling this need in their community Instructor: Moderator: Randy Lavin
Interviewing and HiringInstructor: Tim Rushford, PedsOne
Minors and RiskCome join Dean McConnel, Esq, and learn the common areas of confusion when working with minors and how to avoid legal errors. By the end of the course, you’ll be able to recognize and understand the common legal issues facing healthcare providers involved in treating minors as it applies to consent for treatment, access to medical information, and reporting obligations. You’ll also hear about where the law has changed so it can be applied at your practice, and what strategies you can use to comply with a complex area of law. Instructor: Dean McConnell, Esq., COPIC
Navigating Social Media for Your Pediatric PracticeInstructor: Bettina Dold, M.S.
No Show ReductionEvery pediatric office deals with ‘No Show’ appointments. Join this discussion group to explore the reasons why people miss their appointments, as well as to suggest possible solutions for these issues. We will discuss existing tools which may help reduce the number of missed appointments (recaller, notify, etc), and will also be looking for software enhancement requests to help streamline other solutions into your work flow. Instructor: Randy Lavin & Lynne Gratton, CPPM, AAPC Fellow
Obesity and Chronic Disease Management20% of American teens are classified as obese (CDC). What strategies can your practice use to tackle this epidemic? Join a panel of experts and learn about motivational interviewing, how to incorporate a nutritionist into your practice, and more. Instructor: Tim Proctor
Optimizing PCC EHR: Workflow and Configuration Improvements You Can Use TodayInstructor: Jim Leahy
Order Workflow RoundtableHow do you keep track of outstanding referrals? Who processes lab results at your practice? Come share how your practice uses PCC EHR for orders, and learn tips and tricks from others on generating, tracking, transmitting, and receving orders. This interactive course will help you generate new ideas that will streamline your use of PCC EHR. Instructor: Facilitator: Lauren Gluck, PMP
Oversight Reporting: Using Data to Make Practice-Level DecisionsAs a managing physician or practice administrator, have you ever wondered which reports you should be monitoring regularly to ensure the practice is operating successfully? This session will highlight PCC’s robust Dashboard and practice management reporting capabilities, focusing on reports that will allow you to keep your finger on the pulse of your practice. Discover the numbers that really matter and how to find and track the information you need most. A practice session will give you the opportunity to review your own practice’s results. Instructor: Tim Proctor
Patient EngagementJoin Chip Hart and a panel of experts to learn proven strategies for creating and maintaining close communication with parents and teens. We’ll examine a variety of communication methods for connecting with families through gamification, Facebook, and more, and share great tips for keeping patients engaged with your practice. Instructor: Moderator: Chip Hart
PCC EHR Roundtable DiscussionInstructor: Lynne/Jim S
PCC EHR’s Appointment Book: Scheduling Made EasyThe Appointment Book in PCC EHR is a powerful, visual scheduler. With new features including multi-provider, multi-location support and reserving time slots for visit reasons, your practice may be ready to change scheduling software. Come see the latest features and enhancements and learn how to configure your schedule. Instructor: Bryan LeMoine
PCC eRx 101: Prescribing Made EasyInstructor: Lauren Gluck, PMP
PCC eRx 201: Advanced Features and Custom OptionsEach pediatric practice is different – and so are your prescribing preferences. Join us in this session to explore the flexible features and powerful configuration options available in the new PCC eRx. Highlights will include optimization of Favorites, eRx Reporting, creating and controlling dosing statements, custom search terms and medication warnings, compounds, DMEs, tapers, and more! Instructor: Morgan Ellixson-Boyea, CPhT, CSM
PCC eRx 201: Advanced Features and Custom OptionsInstructor: Morgan Ellixson-Boyea, CPhT, CSM
PCC Practice Management Roundtable DiscussionInstructor: Brian/Bryan
PCC Resources for PCMHAre you working towards achieving Patient-Centered Medical Home (PCMH) Recognition or in the process of renewing your recognition status? The sheer volume of NCQA’s PCMH requirements and reporting needed to achieve PCMH recognition can be daunting. Join us in this session to identify reports and functionality within PCC’s software that are relevant for practices seeking PCMH recognition under 2014 or 2017 standards for the first time or for practices seeking to renew their existing recognition status. We’ll also introduce you to PCC’s web-based tool that breaks down each PCMH element, offering dozens of report screenshots and examples other PCC offices have used to help satisfy PCMH requirements. Instructor: Tim Proctor
PCC Roadmap Playback and VotingAfter the morning’s general session on the PCC Roadmap, come join us for further discussion, sneak peeks of upcoming features and, as always, an opportunity to provide feedback on PCC’s solution designs. This course includes the always popular Voting Session! We combine a group exercise of rapid brainstorming with a chance to wander among the “voting booths” to cast your votes for your favorite enhancements. The Roadmap Session encourages participation at any level. Let us know if we’re on the right track, share what your office wants most, and become a part of PCC’s planning process at the highest level! Instructor: Paula VanDeventer, PMP, CSM
Pediatric Coding Best Practices Instructor: Jan Blanchard, CPC,
CPMA
Pediatric Coding UpdatesPediatric coding expert Donelle Holle, RN is back to tell you all about the latest changes to pediatric CPT and ICD-10 coding. Donelle will review the changes to CPT for 2018 and review what to document in each level of office visit. You’ll gain a better understanding of how to bill for visits and procedures, and learn how coding changes can help your practice stay compliant with insurance requirements as you maximize your payment. Donelle will also field your questions related to pediatric coding, so bring your list of queries and raise your hand high. Instructor: Donelle Holle, RN, Peds Coding Inc.
Pediatric Coding UpdatesPediatric coding expert Donelle Holle, RN is back to tell you all about the latest changes to pediatric CPT and ICD-10 coding. Donelle will review the changes to CPT for 2018 and review what to document in each level of office visit. You’ll gain a better understanding of how to bill for visits and procedures, and learn how coding changes can help your practice stay compliant with insurance requirements as you maximize your payment. Donelle will also field your questions related to pediatric coding, so bring your list of queries and raise your hand high. Instructor: Donelle Holle, RN, Peds Coding Inc.
Personal Collections Best PracticesPCC’s Jan Blanchard focuses on the personal collections process, helping you determine which personal balances to collect first, how to capitalize on opportunities to collect overdue balances, and when to send an account to collections. Instructor: Jan Blanchard, PCP, CPMA
Physician Partnership Compensation ModelsDeveloping a fair compensation model is an ongoing struggle for many pediatric practices. The varied skills, personalities, productivity levels, experience, lifestyle demands, and nonfinancial contributions of those involved are just some of the factors that add to the challenge of finding the right physician compensation model for your practice. We will share some pediatric productivity benchmarks and discuss different ways to accurately measure productivity as well as basic compensation model structures to get you thinking about potential models that could work for your practice. Instructor: Chip Hart
Pivotal Relations – How to Bring Out The Best in EmployeesInstructor: Paul Vanchiere, PMI
Practices Can’t Afford to Get Human Resources WrongAttendees will learn about federal and state laws pertaining to human resources: how to hire effectively, hold employees accountable, retain personnel records correctly, and create an employee handbook. Instructor: Michelle Richards, BSHA, CPC,
CPCO, CPMA, CPPM of Coding & Compliance Experts, LLC
Process Improvement Using PCMHInstructor: Susanne Madden, MBA, CCE, The Verden Group
Progressive Discipline/Firing Instructor: Michelle Richards, BSHA, CPC,
CPCO, CPMA, CPPM of Coding & Compliance Experts, LLC
Protocol Configuration Best PracticesPCC EHR’s chart notes are a ribbon of powerful components that you can use to meet your practice’s workflow needs. Come chat with us about your protocol tips, tricks, and best practices to save time and chart smarter. Instructor: Moderator: Lauren Gluck, PMP
Question and Answer Session Instructor: Tim Rushford, PedsOne, Michelle Richards, BSHA, CPC,
CPCO, CPMA, CPPM of Coding & Compliance Experts, LLC, Paul Vanchiere, PMI
Question and Answer Session Instructor: Whitney Smith, IPMSO, Michelle Richards, BSHA, CPC,
CPCO, CPMA, CPPM of Coding & Compliance Experts, LLC
Small Practice RoundtableAre you a startup or small practice with 2 or fewer clinicians? Come to this discussion about challenges you face and share your experiences. Instructor: Jim Leahy
Strategic Planning for Your PracticeInstructor: Tim Rushford, PedsOne
Telemedicine and PCCWith Telemedicine gaining popularity, we want to invite you to learn more about PCC’s telemedicine roadmap, and where we see PCC’s telemedicine products fitting into your practice. If you have not looked at the Patient Portal, aka MyKidsChart, or pocketPCC in a few months, you have missed many recent changes. Get a tour of what’s new, see what is on the road map, and get an overview of how telemedicine can benefit your practice Instructor: Jan Blanchard, CPC,
CPMA
The PCC Experience, Your WayPCC provides your practice with a wide array of services, from free unlimited support & training, a dedicated Client Advocate, to onsite consults and chart audits. Come learn about all the services we offer to ensure your office is maximizing your PCC Experience. Instructor: Lisa Legge, CPPM & Bryan LeMoine
When to Add a New ProviderInstructor: Paul Vanchiere, PMI

PCC 8.4 Release

In the spring of 2018, PCC will release version 8.4 of our electronic charting and practice management software to all PCC users.

The PCC 8.4 release includes powerful insurance policy tools in PCC EHR, improvements to working with documents, and a new way to save visit time in the Appointment Book.

Watch a Video: Want to watch a video summary of everything in this release? COMING SOON

Implementation: The new features in PCC 8.4 require configuration and user-specific software training. Read about the features below and then review the COMING SOON article.

Read below to learn more, and contact PCC Support for information about these new features or about any PCC product or service.

Update and Work with Insurance Policies in PCC EHR

You can now add, update, and work with a patient’s insurance policies and medicaid plans in PCC EHR.

You can review a patient’s insurance policies in the new “Policies” component in PCC EHR. By default, it appears on the Demographics screen, and your practice can add it to chart notes, phone notes, or other PCC EHR ribbons.


The patient’s primary policy appears at the top, with a “1”, and any secondary or tertiary policies appear as well. By default, you’ll see active policies, but you can also review expired policies using the “Display” feature.

Click the disclosure triangle to see full policy information.


Add a Policy

When mom hands you a new insurance card, click the “Edit” button to enter Edit mode for the chart section, and then click “Add Policy”.



Next, enter policy information. PCC EHR will search for a matching insurance plan as you type.

Autofill Subscriber Information: PCC EHR will attempt to fill in the appropriate account information for the policy, based on the patient’s bill payer account. Or, for a Medicaid-type plan, PCC EHR will automatically fill in the patient’s information. You can review and change the policy information before you save. Also, if a sibling already has the policy you are entering, you can optionally autofill policy information from their plan.

Remember to enter a Start Date and add an End Date, when appropriate. PCC knows to bill insurance plans based on these dates and the patient’s dates of service.

Click “Save” to save the policy.


After you create a policy, you can click “Edit Policy” to make changes.

Insurance Policies Shared Among Siblings

When you add or edit a policy for a patient who has siblings, PCC EHR will prompt you to update their policies as well.


You can deselect any siblings that will not have the policy, optionally enter different Certificate numbers, and click “Save” to add the policy to the sibling(s). Or you can click “Cancel” to skip adding the policy to siblings.

New Insurance Plans: When you add a policy to a patient, you pull from your practice’s official list of insurance plans, kept on your PCC system. That official list of plans is maintained in the Insurance Plans table in the Table Editor in Practice Management. For help making changes to your insurance table, contact your Client Advocate or read The Insurance Plan Tables.

Primary, Secondary, Tertiary and Medicaid Plans

When you edit patient policies, you can click and drag to move them to primary, secondary, and so forth.

The numbers by each active policy (1, 2, 3, etc.) will adjust for the new position on the list of policies.

PCC EHR will not allow you to move an expired policy into a primary position. It will also automatically sort Medicaid-type policies to the bottom of active insurance policies. The helpful “M” indicator for Medicaid plans will also help your practice when they need to select VFC status or make other decisions affected by Medicaid coverage.

Edit, Expire or Delete a Policy

While in Edit mode, double-click or select any plan and click “Edit Policy” to make changes.


If you click “Expire”, PCC EHR will pop yesterday’s date into the End Date field.


You can also manually change that date to whenever the plan expired. PCC uses Start and End dates to determine the responsible parties for a date of service.

PCC recommends you keep all old policies on a patient’s record. However, you can click “Delete” to delete a policy that was added to a patient’s record by mistake.


What if the policy has outstanding charges pending? PCC EHR alerts you, and prevents you from deleting that policy.

Policies in pocketPCC

On your mobile device, you can review a patient’s policies in the Demographics section of the chart, or wherever the component appears.


Online Bill Pay is Now Available Through the Patient Portal

Today’s families don’t like to open paper bills and write checks. Parents have instant, 24-hour access to your patient portal, so your bill-paying service should be available to them there.

PCC EHR now includes mobile payments, right in the patient portal (My Kid’s Chart), so your families can pay their bill from their phones. You’ll collect money faster and have fewer bounced checks.

Limited Pilot Test: Portal payments are in a limited pilot testing period in just a few offices. If you are interested in participating in the pilot, or wish to be notified when this feature is ready for general deployment, please contact your Client Advocate.

Prerequisites to Online Payment: Before you can implement mobile payments, you will need to make sure your practice has enabled the Personal Balance feature in your portal. In addition, only portal users with a linked billing account will see the option to make a payment. If you have not linked billing accounts with portal users yet, and would like help doing so, contact your Client Advocate. For more detail on these prerequisites, see the 8.4 Migration Considerations article.

When families with linked billing accounts log into the patient portal, they will see a “Make a Payment” button beneath their personal balance information.

If the family has used the mobile payment option previously, they will also see a “Last Payment” listed above the button. Only the most recent portal payment will be shown.

When the user presses the “Make a Payment” button, one of two different Payment screens will open.

If the user has not previously saved credit card information, the portal will prompt them to enter their basic credit card information, billing address, and e-mail address.

Alternatively, if the portal user has previously made a mobile payment and opted to save their credit card, the credit card information will pre-populate. They can select a different payment method if they wish. Only the most recent credit card used can be stored.

Card Data is Secure: Credit card data is never stored on your PCC server, but is managed by our PCI-compliant partner, BluePay.

After the payment is made, the portal user will see the result of the transaction. The date and time of payment will appear, and whether the payment was successful or not.

The balance in the patient portal will not be adjusted until your practice posts the payment.

The BluePay service will send receipts to the email address that the portal user entered on the payment screen. Your practice can opt to receive copies of each receipt email.

Your practice also has the ability to log in to the BluePay Gateway and view and download an activity log, which shows all portal payment activity for a date range.

You can use this activity log to post payments into Partner.

Getting Started: Portal payments is an optional service, and Payment Pros charges a monthly third-party fee and standard credit card fees. Contact your Client Advocate to learn more.

Keep Documents Open As You Chart a Visit or Work On a Phone Note

When you are working with scanned documents in a patient’s chart, such as lab results or a patient form, it’s cumbersome to have to close the document window before you can enter results and notes into the patient’s chart.

In PCC 8.4, the Document Viewer opens in a separate window that you can keep open as you do your charting, write a portal message, or complete a phone note. You can move the window around, shrink or expand it, and flip through other sections of the chart.

Opening multiple documents will open them in multiple tabs within the Document Viewer. This can be useful if you need to compare documents or search for something.

You can even go into a sibling’s chart and have documents open for both children at one time.

Save and Edit: When you edit a document and click “Save”, the Document Viewer will no longer close. Instead, you will be returned to “view” mode for the document. If you save the chart, document edits are saved as well.

Color-Code Your Schedule by Visit Type in the Appointment Book

On a busy schedule, you need to save time slots for sick visits and other types of visits that are scheduled late. You may also want to let schedulers know that some visit types need to be scheduled with specific providers or only on certain days.

You can now use optional color blocks on the Appointment Book, by provider, to give guidance to schedulers about where to place certain types of visits.

As you schedule, the Visit Reason drop-down field in the Schedule Appointment panel includes color swatches next to each reason that is part of a designated visit type.

This will help schedulers to find a time slot on the appointment grid that matches the color of the visit type they are scheduling.

The time slot color will still show in the background, regardless of the visit type scheduled. Users will not be prevented from placing appointments of one visit type on a time slot reserved for a different visit type.

Configure Visit Types and Colors

Use the Visit Reason Editor to define visit types and colors for your practice. The tool now includes three tabs: Visit Reasons, Visit Types, and Visit Reason Default.

Visit reasons can be grouped by visit type. Visit types are used to color code your schedule so that anyone scheduling can see what type of appointment should be scheduled within each block of time. For example, you may have one visit type named “Well Visits” that includes the visit reasons “infant well visit”, “1 yr well visit”, “2 yr well visit”, etc.

Your practice can create visit types, and then associate visit reasons. You can decide what color to use for each visit type, and where the colored time slots will appear on the schedule, by provider.

Open the Visit Types tab, and click “Add” to create a new visit type.


Enter a name for your visit type, and click “Save” if you are satisfied with the default color assigned. If you want to change the color, click on the color swatch.


You can choose from the color-blind friendly options provided in the Basic Colors palette, or you can create your own color scheme instead.

When you have finished adding visit types, you will be ready assign visit reasons.

Assign Visit Reasons to Visit Types

The Visit Reasons tab has been restructured into a matrix showing Visit Types in the first column, with each associated Visit Reason in the second column. Each provider then has their own column which shows their default duration for the listed Visit Reason.

To assign a visit reason to a visit type, select the visit reason in the grid and click “Edit”.

Select the Visit Type and make any edits to provider default durations that you need.


When you are finished click “Save” or “Save + Next” to continue associating other visit reasons to visit types.

Assign Visit Types to Each Provider’s Available Hours

Use the Provider Hours tool to add your Visit Types to a provider’s schedule. You can configure each provider’s schedule to give guidance to schedulers about what types of appointments to schedule throughout the day.

You can select a color from the Visit Type drop-down and then “paint” that color onto the provider’s schedule.


If you need to make changes, click on the block of time to edit it. You will see grab handles that will allow you to move the color block, or an ‘x’ to delete it.

When you are finished configuring the schedule, you will see the colored visit type guidance on the Appointment Book tab.

Appointment Book Now Differentiates Between Past, Present and Future

To schedule quickly and efficiently, you need an appointment book that is easy to read.

When looking at the Appointment Book, there are now distinct visual differences between today, past days, and future days.

Days in the past are now shaded with a dotted pattern, which appears much like a curtain over the days. Today’s column will include a blue header, and a blue line will appear down the left side of the day, clearly dividing the past from the present.

Past appointments sit on top of the curtain, so that they are still easy to read. When the past is over-booked, you will see a heavier looking cross-hatch pattern.

When you schedule in the past, a new confirmation dialogue will appear, warning that the date is in the past. The Schedule Appointment panel will also include a warning message that the date has already passed.

Review Results from Immunization Registry Submissions

The Immunization Registry Response Viewer lets you see the acknowledgement responses from your immunization registry, highlighting warnings and errors that you may need to fix.

When you want to review registry responses, select the Immunization Registry Response Viewer from the Reports menu.

Here you will see a list of all responses PCC has received that contain errors or warnings. You can adjust the filters at the bottom of this screen to show all responses, a specific date range, or a specific care center.

Open a message to get details on the errors.

PCC EHR will show you the segments of the message that contain the errors or warnings. Click the “Open Chart” button at the bottom of the viewer to open the associated chart and make the necessary corrections.

You can click “Reviewed: By”, which will mark the response as reviewed. You can click “Save” to return to the list of responses, or click “Save + Next” to move directly to the next unreviewed message with errors or warnings.

When you return to the tool, you can use the filters to filter out messages that have already been reviewed, leaving only responses that need attention.

Permission to access this tool is role-based.

Configuration and Preparation Required: The Immunization Registry Response Viewer is available for all practices that participate with an immunization registry. It requires additional configuration and activation on your system. To get started, click here for more information, or contact your Client Advocate.

Powerful New Reports Mean Better Clinical and Practice Management Decisions

The Report Library in PCC 8.4 includes new, customizable reports and updates to existing report that will enable you to review patient portal use, justify visit coding levels, and review wasted or transferred vaccine inventory, and more.

  • Patients Linked to Patient Portal Users: Use the Patients Linked to Patient Portal Users report to find patients who are linked to Portal users. This will enable you to report on and evaluate patient portal usage.

  • Billed Diagnoses by Date: Use this report to find all billed diagnoses within a date range. You can use it to prove accurate diagnosing of complex encounters to payers.

  • Vaccine Inventory Transaction Log: This report isn’t new, but we’ve added an “Adjustment Reason” filter, so you can run a report on wasted or transferred vaccines. You can use this information when you need to report on inventory.

  • Patient Immunization Administration Summary: This report provides a quick and easy way to find patients who may be past due on an immunization. The PCC 8.4 update adds custodial information to the available columns for this report, making it possible to work down the list and contact the families.

Drag and Drop Columns in Your Reports

You can drag and drop columns in the report library, arranging them in whatever sequence you like.



This column order will also be reflected when you print or export the report.

When you create a custom report, your column order will be saved with the new report.

Remove a Direct Secure Message from the Incorrect Patient’s Chart

If you accidentally attach a Direct Secure Message to the wrong chart, you can now un-attach it and send it back to the queue.

From the Visit History, double-click to open a Direct Secure Message.


While viewing the Direct Secure Message protocol, select “Remove Direct Secure Message” from the Edit menu and then click “Remove”.


Reconciled Items: If your practice reviewed the Direct Secure Message and reconciled Problems, Medication Allergies, or Medications, they will not be removed by the above process.

The Direct Secure Message will now appear back in the messaging queue, where you can import it to the correct patient’s chart. To learn more about importing Direct Secure Messages, read Direct Secure Messages.

Recent Updates to PCC eRx

PCC updates and improves PCC eRx, the suite of prescription tools in PCC EHR, throughout our product release cycle. Since the 8.3 release, we made improvements to specific drug listings and prescribing workflow issues reported by pediatric practices.

Want to learn more? You can see a log of all PCC eRx patches and updates in the PCC eRx Update Log.

For more information about PCC eRx, visit PCC’s library of PCC eRx training videos and documentation. We add new eRx videos and materials every month.

New and Updated Interfaces Available in PCC 8.4

With each release, PCC’s Interoperability team expands and updates PCC’s direct connections, partnerships, and integrations with insurance payers, immunization registries, and more. Here are the clinical and financial interoperability updates for PCC 8.4:

  • New and Updated Immunization Interfaces: As part of the PCC 8.4 release, PCC updated our immunization registry interfaces for Tennessee and Florida.

  • New Clinical Interfaces in PCC EHR: PCC developed new clinical data interfaces with Spectrum Labs, Glendale Adventist Memorial Hospital, Holland Hospital, and Mercy Diagnostics.

  • New Insurance Eligibility and Financial Interfaces: PCC added or updated payer interfaces with Missouri Medicaid, Tricare East, Community First Health Plans, and Pacificsource Health Plans.

If your practice would like to take advantage of these connections, or you have another interface need, contact your PCC Client Advocate.

2018 SNOMED-CT Update

PCC 8.4 updates PCC’s products and services to include the latest SNOMED-CT descriptions and codes.

The SNOMED update includes over 6000 new descriptions for diagnoses, allergies, therapies, and procedures. It also updates thousands of text descriptions for diagnoses and their mapped ICD-10 billing codes.

New Favorites Available in Diagnosis Quick Search

The PCC 8.4 update adds 800 new Favorite diagnoses to the quick search feature of diagnosis fields in PCC EHR.

As you type or search in any diagnosis field, PCC EHR automatically searches a list of your practice’s Favorites. You can also right-click on any diagnosis field in PCC EHR to search your system’s full SNOMED-CT library.

In preparation for the PCC 8.4 update, PCC’s certified coder, Jan Blanchard, assembled a list of new SNOMED-CT descriptions of interest to pediatricians. The PCC EHR 8.4 update will add these diagnoses to your practice’s default Favorites list for quick searching, unless your practice has specifically requested otherwise.

You can review the list of 800 new Favorite descriptions and make adjustments in the Diagnosis Configuration tool. You can attend PCC’s monthly coding weblabs to learn more about the new descriptions and other coding topics.

Deprecated Codes on Your Chart Note Protocols

PCC software will intelligently implement the new code set changes. If a default diagnosis on a chart note protocol is deprecated, your PCC 8.4 update will replace it with the new SNOMED description.

Here’s the list of SNOMED-CT descriptions that the PCC 8.4 update will replace on chart note protocols:

Old Concept ID Old Term Replacement Concept ID Replacement Term
12441001 Epistaxis 249366005 Bleeding from nose
234490009 Immune thrombocytopenic purpura 32273002 Idiopathic thrombocytopenic purpura
16944002 Mononucleosis syndrome 271558008 Infectious mononucleosis
30799000 Neonatal thrush 414821002 Neonatal candidiasis
308893005 Pyrexia postprocedure 130091000119103 Postprocedural fever
448801000124102 Underweight in childhood 762491008 Underweight in childhood
72269009 Unilateral modified radical mastectomy 726437009 Modified radical mastectomy of left breast
170536002 Vaccination required 723620004 Requires vaccination
68525005 Varicella vaccination 571611000119101 Administration of varicella live vaccine

Other Deprecated Diagnoses You May Want to Review

Here are the top 40 codes from PCC’s pediatric practices that have been removed from the SNOMED-CT library. Your providers may need to adjust coding habits for some of these diagnoses.

Deprecated Concept ID Description
170536002 Vaccination required
12441001 Epistaxis
30799000 Neonatal thrush
16944002 Mononucleosis syndrome
162373007 Has nosebleeds – epistaxis
448801000124102 Underweight in childhood
68525005 Varicella vaccination
276617005 Growth delay
409596002 Non-productive cough
699205002 Involuntary weight loss
198212006 Vaginitis and vulvovaginitis
63039003 Influenza with respiratory manifestation other than pneumonia
12366661000119100 Recurrent croup
41931001 Abdominal distension
713708001 Idiopathic scoliosis of thoracolumbar region of spine
35402000 Eye AND/OR eyelid symptom
204962002 Multicystic kidney
57643001 Peptic reflux disease
55726006 Unilateral agenesis of kidney
52756005 Nasal polyp
234162000 Simple faint
422503008 Abnormal weight in relation to growth / age standard
201037000 Corns and callus
396284006 Lobular pneumonia
162371009 Nosebleed/epistaxis symptom
9446007 Coloboma of iris
111563005 Adrenal hypofunction
4852000 Metatarsus varus
202852009 Shoulder tendinitis
268620009 Single major depressive episode
253686000 Patent ductus arteriosus – persisting type
50642008 Complex regional pain syndrome, type I
4191007 Scaphycephaly
234163005 Neurally-mediated syncope
702777009 Liver transplant recipient
85791004 Ecthyma
403277007 Pigmented skin lesion of suspected benign nature
12242311000119108 Swelling of right lower limb
233686006 Aspirin-sensitive asthma with nasal polyps
702776000 Heart transplant recipient
248061004 Self-harm
62329009 Aspiration of foreign body

Map Codes to ICD-10 for Billing

The SNOMED-CT update includes new mappings to ICD-10 billing codes. Many previous mappings have been updated or removed.

After your practice’s PCC 8.4 update, you may wish to review billing configuration for your diagnoses. You can use the snomedmap report to review ICD-10 code changes on the codes you use, and you can open the Billing Configuration tool to configure which ICD-10 diagnoses are mapped to each SNOMED-CT description in PCC EHR.

In particular, PCC recommends you review the mapped ICD-10 billing codes for any nosebleed (epistaxis) related diagnoses, vaccination required (which is now “Requires Vaccination”), and other concepts in the list of common deprecated descriptions above.

Deprecated SNOMED-CT Descriptions that Affect CQM Reporting for Mandates

If your practice uses CQM reporting to apply for PCMH or other incentive or mandate programs, you should be aware that several diagnoses used for CQM reporting have been deprecated.

The following codes are no longer in the SNOMED-CT library, and therefore cannot be diagnosed in order to track Clinical Quality Measures.

Deprecated Concept ID Description
267538002 Agranulocytopenic disorder
72050006 Agranulocytic angina
188526000 Hodgkin’s paragranuloma of intra-abdominal lymph nodes
68525005 Varicella vaccination (procedure)
21072009 Gas bubble disease
79578000 Alcohol paranoia
77383003 Marfanoid mental retardation syndrome
191540006 Hebephrenic schizophrenia in remission
191537006 Chronic hebephrenic schizophrenia
191536002 Subchronic hebephrenic schizophrenia
200117009 Post-delivery acute renal failure – delivered with postnatal problem
312990005 Maternal care for fetal acidosis during pregnancy
312989001 Maternal care for fetal tachycardia during pregnancy
312988009 Maternal care for fetal decelerations during pregnancy
312977003 Maternal care for fetal bradycardia during pregnancy
1938002 Emotional AND/OR mental disease in mother complicating pregnancy, childbirth AND/OR puerperium
13010001 Acute renal failure following labor AND/OR delivery
198220008 Subacute and chronic vulvitis
198212006 Vaginitis and vulvovaginitis
85791004 Ecthyma
66898004 Mucosal cyst of postmastoidectomy cavity
6136003 Epizootic lymphadenitis
63530007 Granulations of postmastoidectomy cavity
429553003 Abscess of medulla spinalis
47698002 Diverticular prostatitis
399095008 Fusospirochetal pharyngitis
396284006 Lobular pneumonia
187042003 Histoplasma capsulatum with pneumonia
198220008 Subacute and chronic vulvitis
200705000 Impetigo circinata
14255005 Hemorrhagic dysentery
129458007 Bronchiolitis obliterans organizing pneumonia
198212006 Vaginitis and vulvovaginitis
123592004 Acute mucous pneumonia
197325003 Liver abscess – excluding amebic liver abscess
1156003 Cavitary prostatitis

For more information about how to configure PCC EHR and chart a visit in order to meet Clinical Quality Measures for PCMH recognition, read How to Chart for Each Clinical Quality Measure.

LOINC 2018 Update

PCC EHR 8.4 updates your practice to the latest version of the standardized lab test list, LOINC (Logical Observation Identifiers Names and Codes). As part of this update, over 11,000 new codes were added, and many descriptions and test result standards were updated.

The update changes many common tests that pediatric practices use. Your practice may notice the new test names in your orders.

Historical Data is Not Affected: The LOINC update will not affect historical descriptions or charted data. Flowsheets, which track lab results over time, will display the most recent description of a completed order.

Deprecated and Replaced Lab Tests

The LOINC update deprecates hundreds of tests and replaces with them with new tests. PCC examined the list of changed tests, and wherever possible the PCC 8.4 update adjusts your configuration to match the new standard tests. For example, if your practice had a now-deprecated test on a chart note, or configured for a Clinical Alert, the PCC 8.4 update replaces it with the appropriate new test instead.

Here are some examples that your office should be aware of:

  • Streptococcus: A series of common Streptococcus tests were deprecated and replaced with slightly different Streptococcus tests. For example, the extremely common LOINC 6556-5 “Streptococcus pyogenes Ag Presence in Throat by Immunoassay” was replaced with LOINC 78012-2 “Streptococcus pyogenes Ag [Presence] in Throat by Rapid immunoassay”. Other more noticeable shifts include the deprecation of the “Pneumococcal Serotype” and “Streptococcus pneumoniae” series of tests, which are replaced by a “Streptococcus pneumoniae Danish serotype” series of tests. Fortunately, these were easy 1-for-1 replacements. If a deprecated test is attached to any order or other configuration on your PCC system, the PCC 8.4 update will update the order’s configuration.

  • Lead, Whole Blood: A very common lead test, “Lead, Whole Blood”, LOINC 5671-3, has been deprecated and replaced with two different tests: 77307-7 “Lead Mass/volume in Venous blood” and 10368-9 “Lead Mass/volume in Capillary blood”. PCC consulted with several pediatricians and learned that the capillary version is most commonly performed in pediatric practices. Therefore, if you had “Lead, Whole Blood” configured on an order at your practice, the PCC 8.4 update will automatically replace that configuration with the new lead capillary test. You can easily adjust this in the Lab Configuration tool in the Tools menu, and optionally create a new order to track both.

  • PHQ-9: The 44257-4 “Patient Health Questionnaire 9 item (PHQ-9)” test has been replaced with the 44249-1 “PHQ-9 quick depression assessment panel” test. The PCC 8.4 update will adjust your configuration if you have this test on a screening or other order.

  • Other, Less Common Changes: In addition to those mentioned above, there were hundreds of other deprecated LOINC codes that the PCC 8.4 update will fix. However, there were only a handful that were in common use by pediatric practices: 44616-1 “Pulse oximetry panel”, 71850-2 “Oxygen saturation in Capillary blood by Oximetry”, 49543-2 25-OH “Vitamin D2”, 5092-2 “Clostridium tetani Ab in Serum”, 3281-3 “Lupus anticoagulant in Platelet poor plasma”, and 6367-7 “Tetanus Antibody, IgG”. You may want to review your PCC EHR configuration for these orders. For each of these tests, PCC made an appropriate replacement or else contacted affected practices directly so they could review their configuration.

Review Your Configuration

You may want to pick a different test than PCC’s replacement. And if your practice has not configured discrete, official tests for a lab order or other order, now would be a great time to review and update your configuration.

Use the Lab Configuration tool under the Tools menu, or the Component Builder section of the Protocol Configuration tool in the Tools menu, to review which tests are assigned to each of your practice’s orders.

Lab Test Report Preferences: As part of the update to the new LOINC list, user default preferences for the Lab Test Report will be reset. That means if your practice periodically uses that report to create a lead test report, for example, you may need to reselect appropriate labs after your PCC 8.4 update.

Test Description Updates

Your PCC EHR Lab Order names will not change, but some of the LOINC tests inside those orders will. For example, “Bilirubin, Total”, also known as 1975-2, will now be known as “Total Bilirubin serum/plasma”.

Here are some of the other test names that will change:

LOINC Code Old Description New Description
11034-6 Acetylcholine Binding Antibody Acetylcholine receptor binding Ab
11125-2 Platelet Morphology Platelet morphology
14957-5 Microalbumin, Urine Microalbumin urine
1742-6 ALT (SGPT) Alanine aminotransferase serum/plasma
1751-7 Albumin, Serum (Neph) Albumin serum/plasma
17713-9 Topiramate by GC Topiramate serum/plasma
17861-6 Calcium Calcium serum/plasma serum/plasma
1920-8 AST Aspartate aminotransferase serum/plasma
1968-7 Bilirubin, Direct Direct bilirubin serum/plasma
1971-1 Bilirubin, Indirect Indirect bilirubin serum/plasma
1975-2 Bilirubin, Total Total Bilirubin serum/plasma
2028-9 CO2 Carbon dioxide serum/plasma
2075-0 Chloride Chloride serum/plasma
2160-0 Creatinine Creatinine serum/plasma
2345-7 Glucose, Random Glucose lab
26450-7 Eosinophils Eosinophils %
26478-8 Lymphocytes Lymphocytes %
26485-3 Monocytes Monocytes %
26511-6 Neutrophils Neutrophils %
27353-2 Estimated Average Glucose Estimated average glucose
2777-1 Phosphorus Phosphate
2823-3 Potassium Potassium serum/plasma
2885-2 Total Protein Protein serum/plasma
2951-2 Sodium Sodium serum/plasma
30180-4 Basophils Basophils %
30471-7 Keppra Levetiracetam serum/plasma
3094-0 BUN Urea nitrogen serum/plasma
3097-3 BUN/Creatinine Ratio Urea nitrogen/Creatinine serum/plasma
3432-2 Carbamazepine, Total Carbamazepine serum/plasma
3948-7 Phenobarbital Phenobarbital serum/plasma
3968-5 Phenytoin Phenytoin serum/plasma
4086-5 Valproic Acid Valproate serum/plasma
4548-4 HgbA1c % Hemoglobin A1c (Glycated)
48065-7 D-Dimer, Quantitative Fibrin D-dimer FEU
5792-7 Glucose Glucose urine dipstick
5902-2 PT, Patient Prothrombin time – patient
6742-1 RBC Morphology RBC morphology
6768-6 Alkaline Phosphatase Alkaline phosphatase serum/plasma
6948-4 Lamotrigine Lamotrigine serum/plasma
8014-3 Rubella Antibody, IgG Rubella virus IgG
8015-0 Rubella Antibody, IgM Rubella virus IgM
9738-6 Gabapentin Gabapentin serum/plasma

Immunization Forecasting is Up to Date

The automated immunization schedules in PCC EHR are up to date with the latest tweaks and adjustments to the CDC’s ACIP schedule.

PCC EHR automatically reviews patient immunization records and provides a table showing any immunizations that may have been missed, are recommended soon, or that occurred outside of the ACIP schedule.

PCC uses immunization logic and calculation services provided by Immucast by STC. During the PCC 8.4 release cycle, STC updated your practice’s immunization calculation engine to meet all the latest recommendations.

While there are no major changes to the immunization schedule, minor adjustments were made for Meningococcal, OPV, Tetanus Immune Globulin, Anthrax Immune Globulin, Yellow Fever Vaccine, HIB, DTAP-IPV, Pneumococcal, Hepatitis B, Influenza, and DTap/Tdap.

For example, a recent patch updates guidelines for a 4-dose Hepatitis B schedule when there was no birth dose. Another update adds a warning for conflicts in dosing schedules when administering DTaP-IPV in place of DTaP or IPV. Your system was also brought up to date with the latest CVX codes for Flublok, Flucelvax, and other new vaccines.

PCC tests and evaluates these adjustments to immunization schedules. Please get in touch if you’d like to learn more about the updates, or if you observe a forecasting result or warning that doesn’t match your expectation.

You can learn more by reading the Immunization Forecasting article.

Other Feature Improvements and Bug Fixes in PCC 8.4

In addition to the features described above, PCC 8.4 includes these smaller improvements and squashed bugs.

  • Deceased Patients Will Not Appear When Updating Sibling Policy Changes: When you create or modify an insurance policy for a patient, and PCC offers to update/add policy changes for siblings as well, deceased siblings will not appear on the list of siblings.

  • Improved Location-Specific Form Letters: PCC EHR now uses your logged-in location when you generate form letters in the Forms component. If your practice has more than one location, it is now easier to create form letters that will automatically fill in the desired address and phone number, for example, of your working location.

  • New Name Requirements: PCC uses provider names and usernames in PCC EHR when it sends and verifies your prescriptions. In order to support current data standards, the PCC 8.4 update includes a migration of user account name fields (the username, as well as the user’s first, last, and middle name and suffix). The fields will now only support alphanumeric characters (A through Z and 0 through 9), along with underscores (_), hyphens (-) and apostrophes (‘). If you use any other characters in your username or name fields, including a space, slash, or other symbol, the update will migrate them to an underscore (_) character.

  • VIS Version Updates: When you record that a vaccine information statement (VIS) was provided, you can select the latest version dates for the new MMR, MMRV, Varicella, Zoster, and Rotavirus VIS forms. This update was patched directly to your system during the release cycle.

  • Control Characters Causing Visit History Display Issues: In rare circumstances, the Visit History would display as blank. This happened when the patient’s chart record had a nonstandard character somewhere in the notes. PCC EHR will now ignore those characters and display the chart note.

  • Margins and Spacing Around Form Letters: The space around form letters created by PCC EHR was different from the space in Partner. We have adjusted how these form letters are generated so that the two outputs more closely match each other.

  • Growth Chart Printing Lines Darker: The lines on growth charts now print slightly darker.

  • Immunization School Forms From the Patient Portal: If your practice had a custom school form that was particular to the patient portal, the PCC 8.3 update reverted it to your default form. PCC fixed this error with a patch to all systems, restoring the correct version of the immunization record form.

Pair a Bluetooth Barcode Scanner with your Computer

Read below to learn how to pair a CS4070 Bluetooth scanner to your Windows or Macintosh computer. You can use a barcode scanner to manage your vaccine inventory in PCC EHR.

For information on how to use immunization barcodes with PCC EHR, read the Use a Barcode Scanner to Manage article.

Pair With A Single Workstation: When PCC tested the CS4070, we found that once a bluetooth scanner has been paired with a device (e.g. a laptop), the scanner remembers that device. Pairing it with a second workstation can result in the scanner attempting to pair with both workstations, or becoming confused about which workstation to pair with if both are in the same vicinity.

Manual Available Online: A CS4070 scanner comes with a Quick Reference Guide, but you may find you want more in-depth information about how to use the CS4070. The manual is available online from the manufacturer.

Instructions for Windows

Click the Windows Icon in the Task Bar

Open “Bluetooth and other device settings”

Wake up the Scanner

Put the Scanner in Discovery Mode

Hold the Bluetooth button on the scanner until it beeps. It is now in discovery mode and ready to pair. If you do not pair the scanner within two minutes, it will beep again and turn off Bluetooth. If this happens, simply hold the Bluetooth button again to re-activate discovery mode.

Search for Bluetooth Devices with your Computer


Select the CS4070

You will see any number of Bluetooth-enabled devices in this list. Some you may recognize, some you may not. Any device within range will appear, which can include Fitbits, wireless mice and keyboards, phones, and other electronics. Select the CS4070. Your computer may recognize it by name, or it may simply recognize it as a “Keyboard”.

Scan the PIN

Your computer will ask you for a PIN number. Use the scanner to scan the barcodes that correspond to the numbers on pages 10 and 11 of the Quick Reference Guide that came with your scanner (or pages C-9 and C-10 of the online manual). Remember to scan the “Enter” barcode at the end.




Your scanner is now paired with your PC, and will work with PCC EHR.

Instructions for Mac

Open Bluetooth Settings

Use the Apple menu to open System Preferences, and then click on the Bluetooth icon.


Turn Bluetooth On

Wake up the Scanner

Put the Scanner in Discovery Mode

Hold the Bluetooth button on the scanner until it beeps. It is now in discovery mode and ready to pair. If you do not pair the scanner within two minutes, it will beep again and turn off Bluetooth. If this happens, simply hold the Bluetooth button again to re-activate discovery mode.

Pair the CS4070

You will see any number of Bluetooth-enabled devices to pair. Some you may recognize, some you may not. Any device within range will appear, which can include Fitbits, wireless mice and keyboards, phones, and other electronics. Select the CS4070. Your computer may recognize it by name, or it may simply recognize it as a “Keyboard”.


Your scanner is now paired with your PC, and will work with PCC EHR.

Unpairing a Scanner

Bluetooth devices can only be paired with one computer at a time. If you need to pair a scanner with a new computer, you will need to unpair it from the original workstation. Simply go to your list of Bluetooth devices, right click on the CS4070, and click “uninstall”.

PCC Futures

PCC Futures is a preview of PCC’s upcoming features and services. You can download, print and share PCC Futures to learn more about what we’ve got in the works and how it can benefit your practice.

  • PCC Futures 8.3: Read about how barcode scanning, form letter improvements, and advancements in PCC’s Appointment Book will make your office’s workflows faster and more efficient.
  • PCC Futures 8.2: The Appointment Book in PCC EHR, a powerful and intuitive visual scheduler in PCC EHR, gains major features and functionality in this special release.

For more information about upcoming products and services, contact your PCC Client Advocate.

PCC 8.3 Migration Considerations

The PCC 8.3 release includes new features that may need extra planning, training, or configuration. Read below to learn more, and share relevant details with your physicians and staff.

Read the PCC 8.3 Release article for complete details on these features.

Contact PCC Support at 1-800-722-1082 for information about these or any features in PCC 8.3.

Get Ready for Forms in PCC EHR

Now that you can generate any form letter from PCC EHR, your practice may want to make adjustments to your normal workflows and office communication around forms. For example, you may need to evaluate:

  • Who will generate forms that are needed before the patient is seen, during a visit, or after a visit?
  • What new form letters should be set up in chart notes for each visit reason?
  • Should all form letters be logged in the patient chart, as well as in the patient portal (MyKidsChart)?
  • Once you answer these questions, you can train the right people on the new tools, set up the forms you want to appear on each chart note protocol, and work with your PCC Client Advocate to tweak your form list and create new forms.

    Where Should You See the Forms Component, and Which Forms Should Be Single-Click?

    You can place the new Forms component on any chart note protocol, decide where it should live on your Medical Summary, Demographics, and other chart note sections, and adjust which forms appear by default.

    To place (or move) the Forms component, open the Protocol Configuration tool and pick either a chart section or a chart note protocol in the Protocol Builder.



    Click “Add” to add the Forms component. Use the tab on the side to slide it to a new location on the protocol.

    Double-click on the component to set up default forms for that chart note or chart section.

    For example, you may want to add the School/PE Excuse form letter to sick visits. If you are adding the Forms component to the Demographics chart section, or configuring it for the Medical Summary, you might want to add form letters that would help your practice with their workflow when using that section of a patient’s chart.

    Watermarks, Questions, and Custom Forms: Test Printing on Workstations

    If your practice generates form letters that have watermarks, ask form letter questions, or use other special features, you should test those forms from PCC EHR to see if they work as expected.

    For example, if you generate a watermark, you may need to adjust the printing settings in your workstation’s operating system to make the watermark print at the right darkness level. And if your PCC Client Advocate helped you set up a custom form with unusual script or information requirements, they may need to make adjustments after your update.

    Adjust Default Forms Category

    When you generate a form letter, you will have the option to print, as well as save the form letter to both the patient’s chart and the patient portal.

    By default, PCC EHR will save a form letter into a Forms category, which you can later review in the Documents section of the patient’s chart.

    Optionally, you can use the Document Administration tool to change the default save location for forms.


    Review and Update User Accounts

    As part of the PCC 8.3 release, any PCC EHR user who does not already have an associated Practice Management (Partner) account will be asked for it at login.

    Users can click “Skip”. If they click “Skip” five times, PCC EHR will stop asking. However, associating a Partner account will lead to improved features (both Clinical and Practice Management), and will also mean your system does a better job of tracking who did what for your patients.

    You can prepare your practice’s user accounts (and help them avoid the login prompt) by associating an account with each user in the User Administration tool.

    Use the PM Column: You can scroll down the “PM” column in your user list to see which users do not yet have an associated Practice Management account.

    If a user does not have an account on the Partner system, you can create one for them in Partner’s User Administration tool.



    Review and Update Practice Locations and Care Centers

    If your practice has more than one location, and/or uses PCC’s Care Center features, you may want to review location configuration as part of your PCC 8.3 update.

    After your update, all users will be prompted to select a location, and optionally to set it as their default.

    PCC will use this information for scheduling, form letters, and other features. But what locations will appear on that drop-down menu and elsewhere in PCC EHR and Partner?

    Your practice’s locations are specified in the “Places of Service” table in the Partner Table Editor (ted).



    When you edit a location, you should review the location names, location abbreviation, address, and phone numbers to be sure they are what you would want on a form letter. You should also review whether or not you schedule for the location, and whether or not it is a login location.

    If your practice uses Care Centers, you will also see a field to set the flag used for that Care Center. Additionally, for each user, you can assign a Care Center in the User Administration tool in PCC EHR.

    When you assign a user to a Care Center, that affects PCC EHR location-based functionality. For example, in the Appointment Book, a user who is assigned to a Care Center will only be able to see that Care Center’s location(s) when scheduling. A schedulable provider who is assigned to a Care Center can only have working hours in that Care Center’s location(s), which makes configuration and setup easier for your different practice locations.

    Are You Ready for PCC’s Appointment Book?

    The PCC EHR Appointment Book is a powerful, user-friendly scheduler that now supports practices with multiple locations, multiple scheduling providers and schedulers, custom visit time lengths, and provides users with an amazing visual scheduling tool. You can save time and see your whole schedule in a clear, graphical layout right in PCC EHR.

    Is your practice ready to leave behind the SAM scheduler in Partner and explore the Appointment Book? You can get started by watching the Schedule with the Appointment Book video, and then contact your PCC Client Advocate to learn more.

    Implement Barcode Scanning for Immunization Inventory

    Beep! How do you get started implementing barcode scanning for immunization inventory at your practice?

    Where Are Your Imms? When Do You Enter Your Lots Into Inventory?

    First, evaluate how you currently store and load in immunization inventory. Are you using PCC EHR’s Lot Manager to track your lots? Do you have a workstation or laptop that can be easily accessed near your immunization refrigerator?

    You can learn more about the Lot Manager in PCC EHR here: Immunization Lots and Vaccine Inventory Management

    Recommended Barcode Scanners

    Next, you’ll need a barcode scanner. PCC currently recommends two models from Zebra: A handheld, portable model, the CS4070, and a corded model with a lower price, the DS-4308. Both operate well under our testing.


    A portable, bluetooth scanner may be easier to use, especially later in 2018 when PCC adds the ability to scan vaccines as you administer them. A corded or “tethered” barcode scanner doesn’t need to be charged, can easily be swapped between devices, and is less expensive. However, for vaccine administration, it might be tricky to carry a laptop and tethered scanner in and out of exam rooms.

    Buy a Scanner Directly Through PCC: Based on customer feedback, PCC has decided to do a limited bulk order of the above scanners. That means you can order your scanner(s) directly from us. Place your order here: https://www.surveymonkey.com/r/OrderBarcodeScanner.

    Other Barcode Scanners?: We are also testing additional models. If you have experience with other barcode scanners, please get in touch, we’d love to learn about them. Some scanners work poorly with immunization boxes and vials that have a dark background behind the barcode. If you buy a low-quality scanner, you may be dissatisfied with performance.

    Figure Out Your Workflow

    Finally, get your staff together and play with the scanner in the Lot Manager in PCC EHR.

    You’ll notice that if you scan a lot number that is already active, it will open up that lot for you so you can make changes. You may need to adjust your usual workflow for adding lots and how you move/mark boxes to indicate that they’ve been added to your PCC EHR inventory.

    Give Us a Call!

    Throughout the process, feel free to give us a call. Barcode scanning is new to PCC too, and we want to hear what works for you. We can also help you figure out how to use the new features in the Lot Manager and we can give you the latest news on scanners we are testing.

    ThinLinc, Virtual PCC EHR Access: Barcode scanners work great on PC and Apple workstations, whether connecting to your server with the PCC EHR client application or via an RDP connection. They do not work as well with some browser-based ThinLinc connections. Contact your Client Advocate if you wish to perform barcode scanning from a remote location and you use a ThinLinc connection.

    Review and Update Immunization Configuration, CPT, CVX and MVX Codes

    PCC 8.3’s tools and reports support the latest flu vaccines, and barcode scanning is based on CVX codes on the immunizations that you administer. That makes the PCC 8.3 update a great time to review your immunization configuration and add, remove, or update details for the immunizations at your practice.

    Contact your PCC Client Advocate to help with this process.

    If you use a barcode scanner on an immunization that is not recognized by your system, it may mean your system’s CVX codes are not up-to-date. You can learn how to review and fix that by reading the CVX and MVX Codes in PCC article.

    You can learn more about adding and updating your system’s immunization procedures by reading the Add and Configure Immunization and Medication Procedures in Partner article.

    Create a New “Account Balance” Clinical Alert, or Other Account-Based Alerts

    You can now create Clinical Alerts based on any account status. That means PCC EHR can warn your staff if a family has a billing problem, or other issue you track with account status flags.

    You can edit and update alerts in PCC EHR in the “Clinical Alerts Editor” under the Tools menu.

    Set Up Addresses in the New Direct Secure Messaging Addressbook

    Does your practice use Direct Secure Messaging to communicate with other health care providers? If you do, you can now use PCC EHR’s Professional Contact Manager to create a practice-wide list of your common contacts and their Direct Secure Messaging addresses. After your PCC 8.3 update, you may want to spend some time in the Professional Contact Manager adding your frequent contacts.


    For more information about starting up with DSM at your practice, read the Direct Secure Messaging article.

    Update Practice Vitals Dashboard Bookmarks

    The underlying web tools used to host your Practice Vitals Dashboard have been updated.

    If someone at your practice accesses the Dashboard from an external Web browser and uses bookmarks, they may need to visit dashboard.pcc.com, log in, and create a new bookmark.

Meet Ohio Prescription Verification and Indication Requirements in PCC eRx

Ohio requires two-factor identification or signature verification of all prescriptions. As of 2018, Ohio also requires that indications appear on prescriptions for opiates. Later this year, the requirement for indications will extend to all controlled substances.

Read below to learn more about how to meet Ohio’s unique prescription requirements in PCC eRx in PCC EHR.

Two-Factor Authentication and Daily Verification

The State of Ohio Board of Pharmacy requires two-factor or a secondary authorization on all prescriptions. You can meet this requirement in one of two ways in PCC eRx: Use a physical token or mobile-device application token to approve all medications, or use a Daily Prescription Report to review and approve all prescriptions.

Select Your Verification Preference

Every prescriber who prescribes in Ohio must designate whether they will use 2-factor authentication for every prescription or use the Daily Prescription Report method.

Each prescriber should visit the “My Settings” section of PCC eRx and make a selection.

You can return to this screen and change your preferences at any time.

Two-Factor Authentication For All Prescriptions

Two-factor authentication means that each time you prescribe, you will use either a physical token device or a verification app on your mobile device to approve the prescription you are creating.

This process is required for the electronic prescribing of controlled substances, and you can learn more about it on the Prescribe Controlled Substances article.

Once you are set up to prescribe EPCS, you can simply begin using your tokens for all prescriptions.

Daily Prescription Reports

You can avoid using your token for every prescription by relying instead on Daily Prescription Reports, which you can access right from the eRx Tasks Queue.



Each day, PCC eRx will create a new report, and you can review all of your prescriptions and verify them by signing that day’s report electronically or physically. If you miss a day, the reports will appear in a list on your Rx Tasks queue so you can do them later.

Your prescription reports will remain on this screen, in your queue, until you print and sign them or sign them electronically.

Choose a report and click on the lighting bolt or printer option. Next, click “Review & Sign” or “Print & Sign”.

For electronic verification, use your EPCS token or application to generate an “OTP”.


Or, to review a paper copy, click to print the report, sign it, and retain your copy for three years onsite at your practice.


Review Past Daily Prescription Reports

Use the Rx Queue History to review past Daily Prescription Report activity.

Click the “Daily Reports” button to see all past Daily Prescription Reports that have been electronically signed or printed.


You can open any report and see the details. If a report was signed electronically, you can see that indication at the bottom of the report. If it was printed and signed manually with a pen, you can see a copy of the report and will need to refer to your physical copy for verification.

Indications and “Days Supply” Are Required for Opiate and Other Controlled Substances

As of 2018, Ohio requires that a “Days Supply” as well as a medication indication appear on prescriptions for opiate medications. In June of 2018, indications will be required for all controlled substances.

When you create a new prescription, you can enter one or more indications in the Indications field.

You can select from diagnoses that appear in the patient’s chart, on their Problem List, or in a chart note. Alternatively, you can pick from common indications for the selected medication or enter your own. (Be aware that adding an indication to a prescription does not add the diagnosis to the patient’s chart. If appropriate, you should add diagnoses to the patient’s Problem List and/or record them on a chart note.)

The “Days Supply” field must also be filled for any controlled substance prescription, regardless of the drug class, as well as any gabapentin prescriptions.

If you do not enter indications or a days supply on a prescription that requires them, PCC eRx will remind you.


When entered, both Indications and the Days Supply will appear on the final prescription, whether it is printed or sent electronically.

Diagnoses as SNOMED-CT or ICD-10

Ohio prescription rules specify that Indications appear as ICD-10 descriptions. If an ICD-10 code is unavailable, a SNOMED-CT is allowed.

PCC eRx will automatically translate a patient’s SNOMED-CT diagnosis into an ICD-10 code if available, otherwise it will send the SNOMED-CT description.

Renewal Requests

It is possible that a pharmacy may send your practice a renewal request that does not include the required Days Supply or Indications.

In that case, PCC recommends that you speak with the pharmacy, and if appropriate cancel or deny the renewal request and create a new prescription with the required information.

PCC 8.3 Release

In February of 2018, PCC will release version 8.3 of our electronic charting and practice management software to all PCC users.

The PCC 8.3 release includes form letters in PCC EHR, diagnosis searching improvements, multi-location support in the PCC EHR Appointment Book, and immunization barcode support for the Lot Manager.

Watch a Video: Want to watch a video summary of everything in this release? CLICK HERE

Implementation: The new features in PCC 8.3 require configuration and user-specific software training. Read about the features below and then review the PCC 8.3 Migration Considerations article.

Read below to learn more, and contact PCC Support for information about these new features or about any PCC product or service.

Generate Form Letters in PCC EHR

The new chart-wide Forms component gives you access to all Partner patient forms from within PCC EHR.

When you click “Generate”, a pop-up appears prompting for any required information.

Next, PCC EHR opens the Document Viewer, where you can review the form, optionally attach it to a visit or order, indicate whether or not it will appear in the patient portal, and print it.

By default, PCC EHR will save forms to the “Forms” document category in the patient’s chart. You can change this default on the Assigned Categories tab in the Documents Administration tool.

What Forms Are Included?: As part of your PCC 8.3 update, all of your practice’s Partner patient forms are migrated to PCC EHR. If you want to add or remove forms in PCC EHR, work with your PCC Client Advocate.

You can add the Forms component to any chart note protocol. You can select which forms will appear by default for “one click” generating on each chart note. The Forms component will always display the drop-down menu giving you access to all forms.

Generate Immunization School Forms in PCC EHR

Click “Print” at the top of a patient’s Immunization record to generate your practice’s customizable school form.



If your office has multiple school form formats, you can select the one you want before printing.



If you don’t see the school form you expect, get in touch with your PCC Client Advocate. They can help you customize and configure your school form(s) so they are available and print correctly from PCC EHR.

Powerful and Intelligent Diagnosis Searching

When you search for diagnoses, PCC EHR now searches independently of the order of your terms, and will allow searches of partial words.

This improved search capability has also been implemented in other search boxes in PCC EHR, including lab order selection, allergy list, family history, patient lists, and more.

Multi-Location Practices Can Schedule With the Appointment Book

The PCC EHR Appointment Book’s user-friendly, powerful workflow features are now available to practices that need to schedule among multiple locations. Schedulers can view, create, and cancel appointments at any location.

Use the Location drop-down field in combination with the Provider drop-down to see a provider’s availability across all of your practice’s locations.


For a quick scan across all of your providers at all of your locations, use the Day view in conjunction with the Location selection.


Does Your Practice Use Care Centers?: If your practice uses care centers, then each scheduler will only be able to schedule within the location(s) connected to the care center they are assigned to.

Configure Provider Hours by Location

Use the Provider Regular Hours tab within the Provider Hours tool to set each provider’s default availability by location.


You can choose a location for each block of time the provider works, so they could be scheduled at multiple locations over the course of the day.

Providers at Care Centers: If your practice uses care centers, the Location selections for each provider will be restricted to location(s) connected to the care center each provider is assigned to.

If your practice hasn’t looked at the Appointment Book in a while, the PCC 8.3 edition includes a multi-provider Day view, onscreen indicators of all scheduling activity, appointment grid scaling, and custom visit lengths of any five-minute increment. You can save time and see your whole schedule in a clear, graphical layout right in PCC EHR. Learn more.

Use Barcode Scanning to Manage Your Vaccine Inventory

You can use a barcode scanner to manage your vaccine inventory in PCC EHR.

To enter a new lot, simply open the Lot Manager, click the “Scan” button, and scan the barcode.


Always Ready: The Lot Manager is always listening for input from a barcode scanner; you can scan without clicking the “Scan” button, saving a step in your workflow.


If the lot scanned is a new lot, the Add Lot window will open and auto-fill all the information it retrieves from the barcode.

You can manually make any adjustments, enter a funding source and the quantity, and then click “Save” to add the lot.

If the lot already exists, you will see a list of matching lots at your location. Select the appropriate lot, or click “Add New Lot” if you want to create a new lot.

If a new lot is expired, PCC EHR will give you a warning, and you can not add it automatically. If you wish, you can still enter the new lot manually.

Additionally, if a barcode is damaged or otherwise unreadable, you will see a “The Barcode Could Not Be Read” error. You can still enter the lot manually in the Lot Manager.

Primary vs. Secondary Packaging: Barcodes can be found on both primary packaging (e.g. the vials that contain the vaccine) and secondary packaging (e.g. the box that contains the vials). The information contained in each is the same, and you can scan either one.

Use the Square Barcode, Not the Lines: Vaccine manufacturers use 2D barcodes on packaging to store information. The 2D barcode will be a square-shaped collection of smaller squares (as opposed to a 1D barcode which is a series of vertical lines, like you would expect to see on food packaging at the grocery store). QR codes that you might scan with your phone are an everyday example of a 2D barcode.

Which Scanner Should I Use? How Do I Get Started?: To how to get started with barcode scanning for immunization inventory management, read the PCC 8.3 Migration Considerations article.

pocketPCC Now Includes All Tasks and Patient Documents

In PCC 8.3, pocketPCC adds follow-up tasks, unsolicited lab results, and full access to all documents and their tasks in the patient chart.

Work on Document Tasks in pocketPCC

Now you can complete document tasks outside of the office, right from pocketPCC. Documents will show up on the Messaging queue in pocketPCC if they have associated tasks.

When you open any task from the Messaging queue, it opens in “Editing” mode, and you can complete the task, add notes, or add another task.


Document tasks include a “Download Document” button, which allows you to view the document right on your mobile device.

View All Patient Documents in pocketPCC

You can now see all of your patient’s documents when accessing their chart through pocketPCC, including documents that are not attached to a specific visit.

There is a new Documents section in pocketPCC that will show all document categories and how many documents are in each category.

When you want to review a patient’s documents, click on the chart menu and select “Documents”.


You can see all of the documents in the patient’s chart, organized by category. As with PCC EHR, category names only show if there are documents in that category.

When you click on a category, you will see information for each document within that category, including the number of pages in the document, what visit it is attached to (if applicable), if it has been made available in the patient portal, and if it is waiting on a provider’s signature.

You can open a document by clicking the “Download Document” button.

Documents in pocketPCC are read-only. If tasks exist for a document, they will be accessible from the Messaging queue. You can also access documents from the Visit History section of the chart.

pocketPCC Visit History Includes Full Protocols for Follow-up Tasks and Unsolicited Lab Results in pocketPCC

You can now see follow-up tasks, unattached documents, and unsolicited lab results in the Visit History section of pocketPCC.

Follow-up tasks already appeared in pocketPCC’s Messaging Queue, but not all information from the protocols was displayed. Now pocketPCC includes protocols for E-lab Results Follow-Up, Orders Follow-Up and Unsolicited Results.

Limitations to Chart Notes in pocketPCC: As of PCC 8.3, pocketPCC can display most standard charting components and encounter types. Some specialized components, such as medication reconciliation, growth charts, amendment requests, and some immunization details such as forecasting, VFC, and diseases, can not yet appear. When you need to guarantee a complete, detailed review of a patient’s chart, you should refer to PCC EHR.

Use Report Categories to Find the Report You Need More Easily

The Report Library in PCC 8.3 organizes your reports into categories, making it easy to find exactly the report you need. Reports can appear in more than one category, and you can put your own custom reports into categories for easy reference.


When you create custom reports, you can choose which categories the report will appear in.


All Reports: The category “All Reports” includes all reports in the Report Library. Reports are added to this category automatically.

Powerful New Reports Mean Better Clinical and Practice Management Decisions

PCC 8.3 includes new, customizable reports that will enable you to gather and share information about your practice with specialists, reporting entities, and insurance companies.

  • You can use new reports showing Patient Sex Breakdown, Patient Ethnicity Breakdown, Patient Race Breakdown, and Patient Primary Preferred Language Breakdown to help meet vulnerable patient population requirements found in PCMH. These can all be found in the PCMH category of the Report Library.
  • The Care Plans by Date report finds and lists all patients with care plans at your practice.
  • Use the Patient Diagnoses by Date report to generate, print, and share trends in patient care.

Dynamic Date Tools Make Report Customization Easier

When you need to restrict a report to a date range, the customization options are now clearer and easier to use, and the report will calculate date ranges dynamically.

The new drop-down field gives you quick access to the following pre-defined dynamic ranges:

  • Today
  • Yesterday
  • Last 7 Days
  • Last 30 Days
  • Last 60 Days
  • Last 90 Days
  • Last 365 Days
  • Last 3 Years
  • Last Calendar Week
  • Last Calendar Month
  • Last Calendar Quarter
  • Last Calendar Year
  • Week to Date
  • Month to Date
  • Quarter to Date
  • Year to Date
  • All Dates

Saving Date Ranges: When you save a custom report, you can also save the date range. Any of the dynamic date ranges are saved as a rolling date. For example, a report saved with “Year to Date” will always show you Year to Date by default when you run the report. Manually-entered date ranges will save as static values.

Compare Your Practice’s Data with the Latest HPV Guidelines and Flu Vaccines

Does your practice achieve the current recommended HPV administration guidelines? Do you give the latest flu vaccines and code them with the new CVX and CPT codes? You can now use your Practice Vitals Dashboard to compare your HPV and Flu Vaccine rates with the latest, up-to-date standards and codes for these treatments.

Flu Vaccine CVX and CPT Updates

CVX codes 185 and 186 and CPT codes 90682 and 90756 are now included in all flu vaccine measures in the Dashboard.

Support for New HPV Guidelines

PCC’s Dashboard now has two separate HPV measures to reflect the latest CDC recommendations: Immunization Rates – HPV (Patients 13 Years), and Immunization Rates – HPV (Patients 13-17 Years).

The 13 year measure reflects all patients who have received the recommended 2 doses by age 13 (with at least 5 months between doses). The 13-17 year measure reflects those patients as well as patients older than 13 who have received their recommended HPV vaccination series.

This data is collected monthly and reflects data as of the last collection date.

My Clinical Pulse: Your practice’s Clinical Pulse score is only affected by the 13 year measure. Either measure can be used for PCMH, and so both appear under PCMH 6A.1.

Improved Contacts and Addresses in Direct Secure Messaging

You can now store Direct Addresses in the Professional Contact Manager in PCC EHR.

You can search for a Direct Address, or just enter it.

When you send a Summary of Care Record via Direct Secure Messaging, Professional Contacts with Direct Addresses are now included in the results, and appear at the top of the results. They are identified as a “PCC EHR Professional Contact.”


Review PDFs in Direct Secure Messages Before Importing to a Patient’s Chart

You can now view and save PDFs attached to Direct Secure Messages (DSM).

When you open a Direct Secure Message, you will see a message screen showing you the message itself, along with any attachments.

Use the tabs across the top of this window to view attached PDFs and C-CDAs, or use the “View” buttons. You can also save each attachment individually to your workstation from this window.

Once you attach a DSM to a patient, you can view and save attachments from within the patient’s chart.

Connect Your User Accounts and Select Location For Better Features in PCC EHR

After your PCC 8.3 update, PCC EHR may ask each person at your practice up to two questions: At which practice location are they working? and What is their Practice Management (Partner) login?



If your PCC system already knows about your default location and/or Practice Management account, it will not ask you when you log in. As you select your work location, you can indicate whether PCC EHR should ask you every time you log in, or if it can use your selection as your default.

You can review and update your Practice Management and default location settings at any time in the My Account tool.


PCC EHR is becoming the new home for your practice’s billing, scheduling, and clinical operations, with upcoming features for patient checkin, payments, and new Appointment Book functionality. In PCC releases later in 2018, PCC EHR will use location and Practice Management account user information to provide you with new services and the custom options you need to serve your patients quickly.

In PCC 8.3, selecting your working location and Practice Management login has the following benefits:

  • 'Create Visit' Knows Your Location: When you create a visit in a patient’s chart, PCC EHR will know your location and set it for you.

  • Immunization Forms By Location: If your practice uses custom Immunization School Forms, PCC EHR will select the correct one for your location.

  • Appointment Book Location: If your practice has multiple locations and uses the Appointment Book, PCC EHR will automatically select your login location as your default scheduling location.

  • Correct Location Information on Form Letters: If your practice has multiple locations, when a user generates a form, PCC EHR can automatically include the correct practice location, phone numbers, and other information. Contact your Client Advocate to learn how to make custom, per-location form letters for your practice.

  • Who Generated that Form Letter?: If your practice uses form letters that automatically add a note in billing history when they are generated for the family, PCC EHR and Partner will be able to track which staff member generated the letter. Contact your Client Advocate for help creating a logged form letter.

  • Immunization Lot Manager Will Select Your Location For You: When you are adding or adjusting inventory in the Lot Manager, PCC EHR will use your working location as the default location. (You can change it if you are adjusting lot inventory for a different location.)

What If PCC EHR Users Do Not Have a Practice Management Login?: If some of your staff do not have a Practice Management account login, you can create new Partner accounts for them. Users are also allowed to skip the Practice Management question, and if they skip it five times PCC EHR will stop asking. Contact your PCC Client Advocate for help with user account management.

Can I Set This Up For My Staff?: You can use the User Administration tool to associate each user at your practice with a Practice Management account and/or an office location. For more information on reviewing and managing user accounts for the PCC 8.3 release, read the PCC 8.3 Migration Considerations article.

Updates to PCC eRx During the PCC 8.2-8.3 Release Cycle

In 2017, PCC introduced an all-new PCC eRx. Since that release, PCC has rolled out dozens of updates and improvements suggested by pediatric practices around the country.

The PCC 8.3 release does not officially include updates to PCC eRx, as those updates arrive on your system independently of PCC 8.3. Some of those recent updates include:

  • Optionally Display Indications on Printed Prescriptions: Your practice can now optionally configure indications to print on paper prescriptions. Contact your PCC Client Advocate to activate this feature.

  • Clearer Labelling for Weight-Based Dosing: As part of a mid-release patch, PCC improved the wording in the Prescriptions section of the chart when a prescriber selects a weight-based dosing statement.

  • Support for new EPCS and Opiate Requirements in Ohio: In December, PCC and FDB updated PCC eRx to help Ohio practices comply with new requirements. For more information, read Meet Ohio Prescription Verification and Indication Requirements in PCC eRx.

  • When a Pharmacy Closes: When a patient’s preferred pharmacy became inactive, PCC eRx would display an error message, “PCC eRx is Unavailable: API Error Code 4020”. This prevented access to eRx for that patient. Now you will be able to access PCC eRx even when a patient’s preferred pharmacy no longer exists.

And More: The above is just a sample of recent eRx improvements. To learn about all the ongoing updates to PCC eRx, including recent medication adjustments and squashed bugs, read: PCC eRx Update Log

Learn More about PCC eRx: For more information about PCC eRx, visit PCC’s library of PCC eRx training videos and documentation. We add new eRx videos and materials every month.

New and Updated Interfaces Available in PCC 8.3

With each release, PCC’s Interoperability team expands and updates PCC’s direct connections, partnerships, and integrations with insurance payers, immunization registries, and more. Here are the clinical and financial interoperability updates for PCC 8.3:

  • New and Updated Immunization Interfaces: As part of the PCC 8.3 release, PCC updated our immunization registry interfaces for Wyoming (WyIr), Nevada (WebIZ), Florida (FLShots), Pennsylvania (PASIIS), Delaware (DHIN/DelVAX), and Philadelphia (KIDS Plus IIS).

  • New Clinical Interfaces in PCC EHR: PCC developed new clinical data interfaces with Regional West Medical Center, Boyce and Bynum Pathology Laboratories, and MultiCare Connected Care.

  • New Insurance Eligibility and Financial Interfaces: PCC added or updated interfaces with Premera Blue Cross, New Hampshire Medicaid, Missouri Medicaid, Trillium East Carolina, Wellcare, Connecticut Medicaid, Oklahoma Medicaid, Presence Health Partners.

If your practice would like to take advantage of these connections, or you have another interface need, contact your PCC Client Advocate.

Other Feature Improvements and Bug Fixes in PCC 8.3

In addition to the features described above, PCC 8.3 includes these smaller improvements and squashed bugs.

  • Create Clinical Alerts Based on Account Status Flags: When you configure your practice’s Clinical Alerts, you can now use the “Account Flag” Demographic criteria option. That means your practice can set up pop-up reminders in PCC EHR based on billing issues or other criteria you track with an account flag.

  • Faster Chart Save Times: PCC 8.3 includes behind-the-scenes improvements to make charts save faster.

  • Faster Chart Opening for Care Plan Practices: Large practices that use PCC EHR’s Care Plan feature will see faster chart opening times in PCC 8.3.

  • Lab Configuration is Easier with Lab Name Search: When you configure labs in the Lab Configuration tool, you can now search for labs by name.

  • E-Lab Import is Easier with Provider Name: As you import an electronic lab to a patient’s chart, you can now see the provider for each visit, helping you more quickly confirm that the results match the labs ordered for a particular visit.

  • 'My Account' User Settings Moved to the File Menu: When individual users need to change their password or other personal account settings, they can now click on the File menu and select “My Account”.

  • Latest RVU and GPCI Values: PCC’s reports can now reference the 2018 RVU and GPCI values. You can use your Practice Vitals Dashboard and Partner SRS reports to compare your pricing against RVU values and calculate the charge difference based on your procedure volume.

  • Dashboard Infrastructure Improved: The underlying web tools used to host your Practice Vitals Dashboard have been updated. If someone at your practice accesses the Dashboard from an external Web browser and uses bookmarks, they may need to visit dashboard.pcc.com, log in, and create a new bookmark.

  • Printing Problems Resolved: The PCC 8.3 update overhauls PCC EHR’s printing and addresses issues and concerns reported by PCC practices. For example, we’ve eliminated wasted extra pages that appeared with some print jobs and improved Growth Chart printing.

  • Password-Protected PDFs: To use a password-protected PDF, you can now save it to your desktop to enter the password. A password-protected PDF will no longer cause PCC EHR to crash.

  • Signing Charts Error: Under certain circumstances, especially after signing multiple charts in a row, PCC EHR could close. This no longer occurs.

  • Task Note Attribution: Under certain workflows, the user and time of a task note did not appear in the Visit History. PCC 8.3 addresses this issue and makes all task note attribution visible in the patient’s history.

  • Filtering By Flags in Reports: Under certain circumstances, filtering by a patient flag in the Report Library did not exclude all patients with that flag. PCC 8.3 fixes this issue.

  • Immunization Funding Source List: The PCC Report Library and pocketPCC now reference the most recent and up-to-date funding source list for immunizations.

  • 'Show More Documents' in Patient Portal: For certain families, the “Show More Documents” function in the patient portal was not working. PCC applied a mid-release fix to this issue to practices that experienced it.

  • 'History of Medications' in Summary of Care: For certain patients with old prescription information, a Summary of Care report would not display their medication history. PCC 8.3 fixes this issue.

Customize PCC eRx Alerts and Warnings

PCC eRx is set up to be very conservative by default. As you prescribe, PCC eRx will alert you to any drug-to-drug interactions or allergy warnings, and other contraindications for the selected medication.

You can adjust these alerts to meet the true needs of your practice. You can turn them down a notch, turn them off, or customize who sees which type of alerts at your practice.

You can also add a custom medication warning, with information that you want your providers to see when they prescribe a certain drug, such as an alert that the selected drug is very expensive, or that certain insurance companies don’t cover it.

Safety Alerts

To work with eRx Safety Alerts, open the PCC eRx queue, or the PCC eRx section of a patient’s chart, and click “Administration”.

Note: You must be a PCC eRx Administrator to proceed. For help, contact your PCC Client Advocate.

From the Administration window, click on “Application Administration”, and then select “Safety Checking”.


You will see a list of all the safety alerts that occur in PCC eRx.

You can hover your mouse over any item in the list to see a tool tip showing how it works and what it does, so you can decide whether or not that alert is important to your practice’s workflow and safety while prescribing.

The alerts are sorted into categories, and you can turn any of these alerts on or off for your whole practice, or just for certain roles at your practice. For some alerts, you can set a severity level for when the warning should trigger.

Turn Off a Safety Alert

If there are certain types of alerts that nobody in your practice finds useful, you can turn them off completely.

For example, when prescribing Schedule II drugs, your staff may not need a pop-up warning letting them know that Methylphenidate and Concerta are in the same class. Some practices may find this more distracting than helpful.

To shut off an alert, simply uncheck the “Show Alert” checkbox.

The safety check will still be performed in the background, but your users will not see a pop-up alert.

Restrict a Safety Alert to Certain Roles

If only some of your staff need to see certain alerts, you can specify that only certain PCC eRx roles will see each alert.

Going back to the example above, maybe your practice’s providers don’t need to see duplicate drug class warnings, but your nurses or clinical staff would still appreciate being alerted.

You can leave the “Show Alert” checkbox checked, but click on “[show roles]” and then click on roles to turn them off (or back on again, as needed).


Wait - What Does that Role Do Again?: Remember – when PCC eRx says “Mid-Level Provider” that means someone who can create and send prescriptions, while “Clinical Staff” can’t. Read the reference guide in the PCC eRx User Access article on learn.pcc.com

If the role appears in green, that means the alert is currently active.

Edit the Severity Level for an Alert

A few alerts have different levels of severity available: You will see that these alerts have numbers beneath them, to indicate which severity level they are currently set to.

Click on “[view comment]” next to the alert item, to see an explanation for what each threshold number means.

Once you determine the level your practice needs, select the appropriate number from the drop-down list and click “Update Value”.

Severity levels are available for the “Drug Food Severity Level”, “Drug Disease Checking”, and “Drug-Drug Interaction Checking” alerts.

You should now understand how to adjust PCC eRx’s built-in Safety Alerts. You can turn them on or off, or adjust their severity or which types of prescribers will see those safety messages.

Custom Medication Warnings

You can create your own warnings that will appear when your prescribers work with a particular medication.

To work with eRx Medication Warnings, open the PCC eRx Administration screen, and then click on “Medication Warnings”.


Note: You must be a PCC eRx Administrator to proceed. For help, contact your PCC Client Advocate.

Create a New Warning Message

To add a new message, search for a medication, and when you find it, click on the “Add/Update Warning” button.

Enter your custom warning alert, and if desired, add a comment. Click “Save”.

Your new Medication Warning will be saved. When other users view this screen, they will be able to see the medication, the actual warning text, who edited it and when, along with any comments. There are buttons for deleting or editing this warning, if needed.

View Your Warning Message

When you are prescribing a medication that has a custom warning message, you will see the warning whenever you search for the medication, pick a dosing statement for the medication, or edit the prescription details.


You will also see the warning in the Review and Sign component, when this medication is prescribed.

Now you know how to create a custom Medication Warning for your practice.

PCC 8.2: Appointment Book Means Faster, Easier Scheduling

In January of 2018, PCC will release a special “Appointment Book” version of our electronic charting and practice management software.

The PCC 8.2 release includes major updates to the Appointment Book in PCC EHR, improving scheduling workflow for your practice. PCC’s SAM scheduler has powerful scheduling features, and in this special release we take some of these important functions and innovate and improve upon them in the fast, visual, and easy-to-use interface of PCC’s Appointment Book.

Watch a Video: Want to watch a video summary of everything in this release? CLICK HERE

Read below to learn more, and contact PCC Support for information about these new features or about any PCC product or service.

Multiple Schedulers Can Book Appointments Without Fear of Double-Booking

As you schedule in PCC EHR’s Appointment Book, you will see if any other users are setting up appointments simultaneously.

If another scheduler has selected a time slot, it will appear on your screen with an ellipsis and the name of the scheduler. If you click on a held time slot, the Appointment Details panel in the lower-right corner will also show that there is scheduling in progress.

If you hold a time slot, the Appointment Book will continue to hold it if you open the patient’s chart, visit another tab, or perform another action. As long as the time slot remains selected, the Appointment Book will hold the time for you.

If you want to free up the cell you are holding, or if you are in the Appointment Book but do not wish to hold a specific cell, you can click the “Clear” button.

If you have permission to force in appointments, you can override your co-worker’s hold on a time slot.

Find Available Time Slots Across Multiple Providers

When a patient needs an appointment right away, it’s helpful to see availability for all of your providers at one time.

If you are trying to schedule an appointment and the provider is not available, select “All” from the Provider drop-down menu.


You can also click on the new “Day” button to display all providers’ schedules for the selected day. If you don’t already have a day selected, the current day will be displayed.

The new “Day” view displays the day’s schedule for all of your providers simultaneously in a clear, easy-to-read grid. You can flip through the Appointment Book and quickly find the right day, time, and provider to meet the patient and family’s needs.

If you click on the “Sun-Sat” or “Mon-Fri” buttons to go back to a week view, the Appointment Book will remember the provider whose schedule you were viewing.

Custom Visit Durations in 5-Minute Increments

In a busy practice, you may need to schedule sick visits for 5 minutes, rechecks for 10, and well visits for 15, 20, 25 or 30 minutes, depending on doctor preference. PCC’s Appointment Book now supports visit lengths of any 5-minute increment.

Use the Visit Reason Editor tool to set visit durations for each visit reason, for each provider, in 5-minute increments.


Short Appointment Lengths

As you design your schedule, remember that short appointments will all begin at the same start time in a single time slot. For example, if you use the default 15-minute Appointment Book time grid, you could schedule up to three separate 5-minute appointments, all set to begin at the same time.

Appointments appear on the grid in the order that they were scheduled. When there is more than one appointment in a time slot, the Appointment Details panel includes a tab for each visit.

Click on any appointment within a cell to display the details for that appointment, or use the tabs to review details for each appointment scheduled at that time.

Dynamic Use of Available Time Prevents Over-Booking

The Appointment Book will automatically accomodate longer appointments and, if necessary, fill time into the next cell.


Appointments will only borrow from the next time slot if there is sufficient time available. It will never change the start time of other appointments.

See Overbooked Time Slots At-A-Glance

If there is no room to push longer appointments into the next cell, you will need to have “force” permission to overbook a cell.

Overbooked appointments will stack side-by-side or one on top of the other. When a timeslot is overbooked or double-booked, you’ll see a patterned background indicating that the time is overstuffed.

You can use this visual indicator to quickly understand all the places where the day will be extra busy.

See Patient and Account Alerts Before You Schedule

PCC’s Appointment Book can now alert you to any important patient or account statuses, right after you select the patient to schedule. Your front desk staff will know immediately whether to schedule the patient, or if something else needs to happen first.

When you find a patient in the Appointment Book who meets the criteria for a scheduling alert, the alert will appear over the scheduling screen as soon as you select that patient.

You can click “Continue” to ignore the alert and schedule the appointment.

Appointment Book Only: Scheduling alerts don’t appear when you click “Create Visit” in the patient chart. If you want to make sure you cover that option as well, you can configure the alert to also appear whenever a patient’s chart is opened.

Configure Scheduling Alerts in the Clinical Alerts Tool

PCC EHR can alert you to important issues, based on a wide range of demographic and clinical criteria, including your practice’s customizable status flags.

Use the Clinical Alerts tool to configure your practice’s alerts. You can now set alerts to appear during scheduling.

When you configure your practice’s Clinical Alerts, you can now use the “Account Flag” Demographic criteria option.

Billing issues are the most commonly used account statuses that may need a scheduling alert, but your practice could create alerts for any account status.

Scale the Appointment Book to See More of Your Day

Adjust the scale slider in the lower-right corner of the Appointment Book to adjust how much of the day appears on your screen.



You can “zoom out” to see more of the day and find open time slots. PCC EHR will remember your preferred scale, even if you log out.

Choose the Appointment Book Display Unit for Your Practice

Your practice can now configure your Appointment Book display grid in time units that work best for your office.

You can choose from time slots of 10, 15, 20 or 30 minutes.

The Appointment Book’s time unit determines the start times of your appointments. For example, if you use a 20 minute unit, all of your appointments in the 9:00 hour would begin at 9:00, 9:20, or 9:40.

Contact PCC Support to configure your Appointment Book scheduling grid.

Select Your Login Location in PCC EHR

If your practice has more than one location, you can now select that location when you log in.


You can select whether or not you want PCC EHR to remember your selection for all future logins, or you can have it prompt you each time you log in. You can also adjust your location later in the My Account tool, located in the File menu.

In upcoming releases, you’ll see enhanced features that use your location and provide location-based form letters, reports, and other settings.

In PCC 8.2, if two practice locations have different immunization school forms, PCC EHR will make sure you get the right form based on your location.

Set Locations For Your Staff: As needed, your practice’s system administrator can change default login locations for any user in the User Administration tool.

Get in Touch: Your PCC system keeps track of scheduling locations, billing locations, and places of service. Your Client Advocate can work with you to sort out exactly which locations should be configured for various features.

Print School Forms from PCC EHR

Click “Print” at the top of a patient’s Immunization record to generate your practice’s customizable school form.



If your office has multiple school form formats, you can select the one you want before printing.



If you don’t see the school form you expect, get in touch with your PCC Client Advocate. They can help you customize and configure your school form(s) so they are available and print correctly from PCC EHR.

VFC Updates and Improvements

PCC EHR now supports IIS-specific VFC eligibility statuses and will display the code next to each status.

You’ll have access to exactly the codes you need for your state registry. You can quickly and easily make sure the right one is recorded for your state’s registry needs.

If you don’t see a code you need, or see codes that your practice will never need, your PCC Client Advocate can help you customize the list.

Other Feature Improvements and Bug Fixes in PCC 8.2

In addition to the features described above, PCC 8.2 includes these smaller improvements and squashed bugs.

  • Lab Configuration is Easier with Lab Name Search: When you configure labs in the Lab Configuration tool, you can now search for labs by name.

  • Clearer Labelling for Weight-Based Dosing: As part of a mid-release patch, PCC improved the wording in the Prescriptions section of the chart when a prescriber selects a weight-based dosing statement. For more information on the ongoing improvements to PCC eRx, read Mid-Release Updates to PCC eRx.

  • 'My Account' User Settings Moved to the File Menu: When individual users need to change their password or other personal account settings, they can now click on the File menu and select “My Account”.

  • New and Updated Immunization Interfaces: PCC 8.2 updates and improves our HL7 immunization registries with Vermont (VITL), New Jersey (NJIIS), Texas (ImmTrac) and Michigan.

  • Inactive Patients in Dashboard Screening Measures: Your Practice Vitals Dashboard measures on adolescent and developmental screening will now exclude patients who have been marked “Inactive”. Previously, these measures worked based on visit date only, and might have erroneously included patients who recently left the practice.

Patient Privacy Features Overview

There are a lot of different tools and features in PCC and PCC EHR that can help your practice make sure a patient’s medical information is protected.

This article includes an overview of how to use and configure PCC software to ensure that patients’ PHI is only available to those with permission to view it. For each topic covered, there are links to the specific feature on learn.pcc.com.

Watch a Video: You can watch a video explaining everything in this article here: Patient Medical Record Privacy.

PCC System-Wide Protections

PCC EHR and the PCC revenue cycle management tools work hard behind the scenes to protect private health information by default.

The most obvious security measure is user logins. Every time anyone at your practice wants to view patient data, they must enter a password, which ensures that only authorized users have access to your files. Obviously this is not possible in the world of paper charting, where anyone could just walk into your office and start reading a patient’s private health information.

Beyond needing a “key” to view your data, whenever a patient’s chart is not actively being looked at, it is encrypted. Your practice’s server has an encrypted hard drive, and all backups of your data (locally and in the cloud) are also encrypted, as are the secure communication standards we use when you send a claim or receive an electronic lab test result.

Chart Audit Log

PCC automatically logs all user access to patient records.

Whenever someone at your practice even opens a chart, PCC EHR logs that activity. PCC keeps track of the date and time a chart was accessed, but also provides details about what type of “event” took place. For example, you can see which sections of the chart were accessed, modified, printed, deleted, etc., and by whom.

You can perform a quick and thorough audit by patient or employee with the PCC EHR Audit Log. You can audit a specific patient’s chart, to see everyone who has looked at that patient’s PHI, and you can audit a particular employee at your practice, to see which charts they have opened. It’s easy to run the report yourself, without outside assistance or configuration, in order to find any unauthorized access into your patient records.

Your practice can decide which users will have access to the PCC EHR Audit Log.

Sensitive Diagnoses and Labs

Sometimes a patient has a sensitive diagnosis, lab, or other order, and you want to make sure that it doesn’t get pushed out to the portal or printed out on reports that mom and dad might see.

Hide an Individual Item

Every time you add a diagnosis or create any type of order, you can specify whether it will be shared on patient-facing materials.

You can hide sensitive items on the Medical Summary for the patient. Just click the lock icon next to the problem, allergy, or family medical history item.

Similarly, while charting a visit, you can hide a diagnosis or order by unchecking the “Include on Patient Reports” box.

Note: When working with orders, you will need to be in “Edit” mode in order to access the checkbox.

For more information on this topic, read Hide Sensitive Diagnoses from the Patient Portal and Patient Reports, on learn.pcc.com.

Configure Sensitive Items To Be Hidden By Default

If you know that a certain diagnosis or order should always be hidden (such as STD tests, for example), your practice can configure individual diagnoses or orders to be “locked” by default.

Diagnoses

When you wish to make a diagnosis hidden by default, open the Diagnosis Configuration tool from the Tools menu.

Find the diagnosis, and double-click to edit. Uncheck the “Include on Patient Reports” box to change the default status of this diagnosis to private.


For more detailed instructions on hiding diagnoses, read the Configure Default Hidden Diagnoses section of the Hide Sensitive Diagnoses article.

Lab Orders

You can use the Lab Configuration tool to set whether or not a lab order will be visible on reports and the Patient Portal by default.

Open the Lab Configuration tool from the Tools menu, and double-click on the lab that you want to make private.

Uncheck the “Include on Patient Reports” box to make this lab “locked” by default.


For more help with configuring lab orders, read the Lab Configuration article on learn.pcc.com.

All Other Orders

For all other types of orders, such as medical tests or referrals, you will use the Protocol Configuration tool to make them private by default.

Open the Protocol Configuration tool from the Tools menu, and select the Component Builder.

Find the relevant order component, and double-click to open it. Within the component, locate the specific order you want to make private, and double-click on it to edit.


Uncheck the “Include on Patient Reports” box to hide this order on reports and the Patient Portal by default.

For more help with configuring and editing orders, read The Component Builder, on learn.pcc.com.

Teenagers and Privacy

A common privacy issue for pediatric practices is what to do about teenage patients. Depending on your state or region’s regulations, emancipation age can vary. PCC can handle whatever age your patients’ medical records become their own.

Teenagers and the Patient Portal

PCC’s patient portal, MyKidsChart, has an age-based privacy setting that you can configure to whatever age is appropriate for your practice. When a patient turns that age, all users who have not been granted specific permission will no longer have patient portal access to that patient’s records.

Open the Patient Portal Configuration tool, and use the Configuration tab of the Patient Portal Manager to set your practice’s emancipation age.

Portal access is based on an e-mail address that you’ve verified with the parent or patient. You can create a portal account for the patient and grant only them access to their account to review medical records.

Within the parent or guardian’s portal account, you can manually indicate that they should still have access to the patient’s portal account for some reason, even after the patient reaches the emancipation age. Maybe you have a written agreement where they are defined as a patient representative, for example.

To override the emancipation age for a patient, use the Administration tab of the Patient Portal Manager, select “Manage Portal User”, and find the parent or guardian’s account.

Within the column that says “Hide at age < >” click on the “Yes” to turn it to a “No”. This will prohibit the patient’s file from being hidden from this portal user when the patient reaches emancipation age.

Basically, you can set your practice’s default emancipation age, and then your staff can set medical record access on a patient-by-patient basis.

For more information about setting portal account permissions, read the My Kid’s Chart User Account Administration article on learn.pcc.com.

“Parent” Accounts for Patients

If a parent’s insurance company is billed for a patient’s visit, they may see that visit on their EOB from the insurance company, or on their bill.

If a patient’s visit should never be visible to a patient’s parent or guardian, is there anything you can do to prevent them from seeing it?

PCC is a family-based record system. That means that a patient’s medical record and the billing record are separate. When appropriate, you have the option of giving the patient their own account record. Within the Demographics section of their chart, you can create and assign an account for the patient so that they are their own guarantor. When that happens, all future charges will only be visible on their account.

For more detailed instructions on creating an reassigning accounts, read Add New Patients and Accounts on learn.pcc.com.

Some practices instead elect to create a second, private patient chart to track sensitive visits for patients who are not yet adults. It works, but you need to have a practice-wide understanding of the policy, and train your clinicians on the workflow.

Confidential Communication Preference

You can define a patient’s communication preference, recording exactly who in the family should be contacted and how. This is another way to ensure private correspondence with your teenage patients.

The Confidential Communication Preference component is located right on the Demographics screen.

Confidential Notes

PCC EHR has a chart-wide component called Confidential Notes, which can be on the Medical Summary or right on the visit chart note. This is a place that clinicians can use to write notes that are only meant to be seen by certain staff.

The Confidential Notes component is collapsed by default, which means that any notes that have been written do not appear visibly on the screen when a chart is opened. The person reviewing the chart will have to click on the arrow to expand the note section, and read whatever has been written.


PCC EHR logs anytime someone opens or edits a patient’s Confidential Notes. Contact PCC Support if you need to audit this log.

For more information on this topic, read Confidential Notes and Other Confidential Fields, on learn.pcc.com.

Clinical Alerts

You can use Clinical Alerts to warn your staff about privacy issues or a patient’s emancipation status.

For a special privacy concern, or if you just want to make sure that staff is aware of the patient’s age when accessing their record, PCC’s Clinical Alerts feature can trigger a reminder whenever the patient’s chart is opened.

To learn more about how to set up and use clinical alerts for your practice, read the Clinical Alerts article on learn.pcc.com.

Office Policy Considerations Around Privacy

  • Access Permissions Form on File: It’s a good idea to have a signed “access permissions” form from patients and families that you keep on file, import it and keep it in the Documents section of the patients chart. If you are establishing a patient representative you should have a form for that and have that signed and placed in the patient’s chart as well.
  • Emancipation Age: You should have a practice policy on the Emancipation Age for patient portal access, with an explanation of exceptions around special-needs patients and other circumstances.
  • Know Your Tools: Your clinicians all need to know how the “Display on Patient Reports” checkbox and lock toggle work. One administrator at your practice can configure the defaults for sensitive labs and diagnoses, but it is important for clinicians to be able to review what’s happening in the moment, and to use these tools when charting, as needed.
  • Know Your HIPAA Protections: Have you done a Security Risk Assessment? Who is your practice’s HIPAA officer, and what’s your written policy?
  • Your State or Region’s Rules: Finally, your practice needs to know your state or region’s rules, laws and requirements. What are the laws around “patient representatives”? At what age does a parent need permission to access their child’s records? PCC has the tools to help you make it happen.

How to Adjust Computer Workstation Font Sizes

When you set up a computer workstation at your practice, you may wish to change the system-wide font sizes used by your operating system.

PCC’s software and tools automatically adjust font sizes and software interface elements to fit your screen. PCC’s fall 2017 update (PCC 8.1) improved that capability, which means you may want to make changes to your workstation after your update.

Read the sections below to learn how to access and make changes to a computer workstation’s display font.

Change Display Settings in Microsoft Windows

Use the Display controls to adjust your Windows workstation’s system-wide font size.

Windows 10




PCC recommends you start with the 125% or 150% setting. If you used a larger percentage, you may want to reduce the percentage after your PCC 8.1 update.

Windows 7 and Windows 8



PCC recommends you start with the Medium or Larger setting. If you used a larger percentage, you may want to reduce the percentage after your PCC 8.1 update.

Change Display Settings in Apple MacOS

Use the “Displays” settings panel to adjust your MacOS workstation’s system-wide font size.



In most circumstances, the “Default for display” option will produce the best results. You can experiment with the “Scaled” option if you have trouble reading your screen.

Contact PCC Support

If you are experiencing other problems with fonts or graphics in PCC EHR or any of PCC’s products or services, contact your Client Advocate. PCC has additional tools and options, and they can also help you make hardware purchasing decisions.

UC 2017 Course Materials Archive

The 2017 PCC Users’ Conference was held in Burlington, VT. Click below to download the course descriptions, schedule, or the handout materials provided for each course.

Course Descriptions and Handouts for Individual Courses

Course TitleCourse DescriptionHandouts, Links, and Other Materials
Appointment Book PreviewPCC’s new Appointment Book inside PCC EHR is growing! Find out if this new scheduling tool meets the needs of your practice. We’ll review current features, including multi-provider scheduling, and the future features on our roadmap. The Appointment Book is in use at 8 single location offices. Current features are best suited for single location practices and providers with consistent weekly hours.
Instructor: Erica Greenwood, PCC
Back Office Best PracticesPCC’s Lynne Gratton, CPPM, explores billing office best practices related to the business of insurance collections. Lynne will cover topics from generating clean claims to insurance follow up, including ensuring timely submissions, finding claims never submitted, and ensuring all rejected claims have been corrected and resubmitted.
Instructor: Lynne Gratton, CPPM, AAPC Fellow, PCC
Beyond the Basics: Best Practices Using the New PCC eRxEach pediatric practice is different – and so are your prescribing preferences. Join us in this session to explore the flexible features and powerful configuration options available in the new PCC eRx. Highlights will include optimization of Favorites, eRx Reporting, creating and controlling dosing statements, custom search terms and medication warnings, compounds, DMEs, tapers, and more!
Instructor: PCC
  • (no handout)
Bright Futures: What (to screen)? Why (there’s evidence)? How (to get paid)?The release of The Bright Futures Guidelines, 4th Edition reminds us to reassess our practice of well child care. PCC user and Bright Futures co-editor Dr. Joe Hagan will review what you can to do, why you might
do it, and how to make Well Care POP on your PCC Practice Dashboard! Tired of the same old well child and adolescent care? Here’s your opportunity to spruce up your health supervision!
Clinical Quality Measure (CQM) Reporting Within PCC EHRWhether you need to report CQM results for Meaningful Use attestation or you are interested in using PCC’s CQM reports for PCMH or other quality improvement initiatives at your practice, this course is for you. We’ll explain each of the nine pediatric CQM reports in PCC EHR and will share configuration required to get meaningful results for these measures.
Coding for TelemedicineTelemedicine continues to gain in popularity. The added convenience for parents and patients as well as the efficiencies you can realize in your workflow make this topic one worth exploring. Properly coding and billing for Telemedicine can make this convenience one which pays for itself (or better)! Join PCC’s Jan Blanchard to explore updates to Telemedicine billing, and to look at some ways you could implement Telemedicine in your pediatric practice.
Collections RoundtablePCC will lead an interactive discussion on collections. This class is a great follow-up to Lynne Gratton’s Thursday afternoon session: Back Office Best Practices. This course will benefit any staff involved in collections. Attendees may be grouped by practice size to facilitate the discussion.
Instructor: Lynne Gratton, CPPM, AAPC Fellow, PCC
  • (no handout)
Compliance Is Not a Policy Manual, It’s a ProcessAttendees will learn about the elements required to have an effective compliance program, hear case studies on OIG enforcement, and learn how to create a culture of compliance within their physician practice.
Instructor: Michelle Ann Richards, BSHA, CPC, CPCO, CPMA, CPPM of Coding & Compliance Experts, LLC
Creating Your Own Reports With The Smart Report SuiteCustom Report Generator Reports found in the Smart Report Suite (srs) can be very detailed and informative, but sometimes people wish that a particular report had more (or less) data, or that it was sorted in a slightly different way. In this course you will use srsgen to modify existing reports, allowing you to make customized versions of any srs report. You will also learn how using srsgen allows you to create a brand new custom report from scratch!
Instructor: Randy Lavin, PCC
Easy Ways to Participate in Research Using Your EHRDid you know that PCC is participating in cutting-edge research projects in collaboration with partners around the country? Join Alex Fiks, Director of the American Academy of Pediatrics’ Pediatric Research in Office Settings (PROS) practice-based research network, to learn how your practice can participate! Dr. Fiks will provide an overview of PROS (and how to become a member should you wish). Current opportunities provide a fulfilling way to increase job satisfaction, earn MOC credit, and better children’s health care. As one example, PROS is now recruiting for the BMI2+ study, in which clinicians receive free training in motivational interviewing for obesity treatment by a leading national expert and impacts on child BMI and lifestyle behaviors are measured. The BMI2+ study provides MOC credit as well. We hope that you will enroll!
Instructor: Alex Fiks, M.D.
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EHR Peer ExchangeIf you are looking for tips on integrating new features in your system, and hearing how other practices handle a particular workflow, this class is for you. Even if you’ve not yet implemented PCC EHR, you’ll walk away with valuable insights to integrate into your planning process. A panel of clinicians and practice administrators will share their best practices and lessons-learned in all phases of PCC EHR use. Panelists will discuss their strategies for maximizing many features and functionality like the Electronic Encounter Form, Patient Portal, eLabs, PocketPCC, and a host of other details relevant to using PCC EHR. Bring your own questions and walk away with many tips!
Instructor: Sarah Bunning, PCC
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Encouraging No Show Reduction Round TableEvery pediatric office deals with ‘No Show’ appointments. Join this discussion group to explore the reasons why people miss their appointments, as well as to suggest possible solutions for these issues. We will discuss existing tools which may help reduce the number of missed appointments (recaller, notify, etc), and will also be looking for software enhancement requests to help streamline other solutions into your work flow.
  • (no handout)
From PCC to SpreadsheetsPCC EHR, Partner, and the Dashboard all have reports that can be exported as spreadsheets. Learn how to take advantage of this feature and how to use tools like OpenOffice, LibreOffice, or MS Office to further analyze the data from your system.
Instructor: Nate Venet, PCC
Front Desk Best PracticesPCC’s Lynne Gratton, CPPM, explores front desk best practices related to scheduling, check-in, insurance verification and copay collection. Understand the importance of the front desk when it comes to your practice’s workflow and collection process.
Instructor: Lynne Gratton, CPPM, AAPC Fellow, PCC
HIPAA Faux PasWhile HIPAA is a very broad topic, maintaining HIPAA compliance can be quite simple. Come hear about small changes you can make around your office to ensure HIPAA compliance.
Instructor: Lauren Gluck, PCC
How a Scribe Can Improve Your Life!Technology, the government, and insurance companies demand that detailed information be recorded to manage and document patient care. Many pediatricians spend too much valuable time “gathering evidence” and performing the duties of an overpaid data entry clerk, directly affecting their productivity and job satisfaction. Worse, the focus on data entry impacts the quality of care the patients receive. Come learn how trained scribes can accurately and efficiently document all clinician discussion and assessment in your EHR in real-time. Scribes can assist in non-clinical duties such as retrieving information, making phone calls, completing forms, improving practitioner productivity, and chaperoning patient encounters. They even can ensure you maintain your meaningful use and medical home requirements. Focus on your patients, not your keyboard… come see how a scribe can improve your life!
Instructor: Jeanne Marconi , M.D., The Center for Advanced Pediatrics
How Payer Contracts Are Evolving in the Era of Big Data and Value-Based PaymentsContracts are quickly evolving to shift more risk to physicians. Learn how ‘big data’ is being used to develop benefit design, tiered networks, and physician grades, and how payers are changing contracting to deliver on the promise of ‘value-based’ improvements in care delivery. Instructor: Susanne Madden, The Verden Group
How To Add Or Remove A Practice PartnerAre you a solo physician who wants to add a partner? Perhaps your multi-partner practice no longer functions well because of disagreements among partners? Or maybe you’ve woken up to the fact that you don’t even have a partnership agreement! We’ll spend time talking about
a variety of partnership models and what experience PCC’s clients have had resolving conflicts and addressing challenges related to owning a practice.
How to Best Use Your Client AdvocateClient Advocates are PCC’s latest support model. Engaging in regularly scheduled calls with your Client Advocate allows you to discuss immediate concerns as well as gather important items to work on and discuss over time. These check-ins foster a more personalized relationship between you and PCC by encouraging you to set aside time to work on big-picture projects. Join Bryan from PCC to learn about the many ways your Client Advocate can help to improve your practice.
Instructor: Bryan LeMoine, PCC
How to Rock Your Practice’s Website: Tips from the ExpertsIn the digital age, a website is a basic requirement for every practice. Content, design, and technology work together to tell your story, attract families, and build trust. If your design looks like something from the heyday of Netscape Navigator or your message doesn’t resonate, this valuable tool can actually harm, not help, your business. Our panel of experts will answer your questions about how to make your website great and how to get started if you don’t have one yet.
Panelists: Scott A. Beyer, Appleseed Solutions, Ginger Irish, PCC, and Chip Hart, PCC
ICD-10 ReviewThe move to ICD-10 came with promises of data quality improvement which could be used for review and planning. Has your practice leveraged your ICD-10 data for that use? Join Jan Blanchard for a look into the data might be on your very own server waiting to help you improve clinical outcomes and financial performance.
Immunization InventoryLearn how to use PCC’s newest addition to immunizations, inventory management! Explore the new tool, and the reports designed to support it, and discover how PCC EHR will help you better manage your stock.
  • (no handout)
Improving Workflows with Cheap Tech HacksIn an industry where human labor is getting more expensive and computer solutions are getting more accessible, learn how to automate data processes in your office with inexpensive software you probably already have. Understand which workflows are amenable to digitization and which ones are better left to humans. Hear about some emerging tech tools that can massively reduce your office’s paperwork burden.
Instructor: Suzanne Berman, M.D of Plateau Pediatrics.
Improving Your Practice Health with PCC DashboardYour PCC Practice Vitals Dashboard displays key metrics about your practice to keep you informed of its financial and clinical health. Join us for a tour of recent Dashboard enhancements including the addition of new clinical measures related to fluoride varnish, developmental screening, and immunizations. Join a discussion to hear how practices have used the Dashboard to monitor quality improvement efforts within the practice. During this interactive session, you’ll also have the opportunity to review your own Dashboard under the guidance of PCC experts.
Insurance Education 101 for PatientsAs more and more patients enroll in HighDeductible Health Plans (HDHPs), your need for them to understand their coverage and responsibilities is greater than ever. We invite you to consider ways that teaching your patients and their families about their coverage can save you time and even reduce call volume. Join PCC’s Tim Proctor and Jan Blanchard for a roundtable discussion about ideas for improving your return on the time you invest in patient education by avoiding surprises and empowering families to
take charge of their coverage.
Instructors: Tim Proctor and Jan Blanchard, CPC, CPMA, PCC
Integrating Mental Health Services At Your PracticeJoin us for this discussion to hear how other PCC practices have become a better medical home to their patients by integrating mental health services. We’ll discuss when it makes sense to bring mental health services in-house, and which type of specialist you should consider hiring. Hear the experiences of other practices as they share how to bill for mental health and what it took for them to get this valuable service covered by public and private payers. Whether you are considering offering mental health services to your patients, or looking to expand the mental health offering you already provide, join us to hear how practices are filling this need in their community.
  • (no handout)
Integrating Nutrition into the Pediatric PracticeNutrition is the cornerstone for health and prevention of disease. We will explore how to incorporate nutrition services into your pediatric practice. We will go over some interactive and new nutrition strategies to help your patients achieve the greatest behavior changes and positive outcomes. This workshop will address insurance coverage questions and options to have a dietitian in your practice with a minimal cost burden.
Instructor: Leslie Langevin of Whole Health Nutrition
KIDSNew for 2017: Want to implement an effective program to increase patient satisfaction? Start with your own employees! Join Paul Vanchiere, MBA with the Pediatric Management Institute, as he shares a proven course you can bring back to your practice to help facilitate the needed changes to increase your patient satisfaction.
Live Podcast – Your Practice Management CalendarIn 2015, SOAPM Rock Star Dr. Suzanne Berman sat down with Chip Hart to review the tasks that “every practice should do periodically.” They brainstormed a list and shared it on the “Confessions of a Pediatric Practice Management” Podcast. At the UC, Dr. Berman and Chip will sit down again – but LIVE, this time – and cover the important items that many practices often forget to cover each week, month, quarter, and year. We’ll live-update our written list and at the end of the class, share a link where it can be downloaded by each practice.
Instructors: Suzanne Berman, M.D., Plateau Pediatrics, Chip Hart, PCC
Mastering Claims ReportsMonitoring and clearing up insurance claim rejections are an important part of maintaining a healthy bottom line, and knowing how to read EDI reports is critical. We’ll show you the best reports to use, and how to keep up with and respond to claim rejections. Learn tips for better understanding the claim responses you receive, and find out how to avoid the most common types of rejections.
Meaningful Use and PCC EHRUse PCC EHR to meet the ten Modified Stage 2 Meaningful Use objectives now required for the second year or later of the Medicaid EHR Incentive Program. In this class, we’ll discuss the process for applying for the Medicaid incentives and delve into each of the Meaningful Use objectives explaining recommended workflow and how to meet the requirements or minimum thresholds for reported measures.
Instructor: Tim Proctor, PCC
Optimizing Adolescent Well VisitsAdolescents have unique healthcare needs. Want to know more about how to tailor well visits to this age group? Join Dr. Erica Gibson as she discusses the key aspects of adolescent-friendly well care.
Instructor: Erica J. Gibson, M.D.
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Optimizing PCC EHRTake advantage of the new features in the EHR which can streamline your workflow, providing your clinicians and staff with more time to focus on delivering healthcare. This course will highlight the most useful enhancements and demonstrate how to take advantage of them in your office. Topics will include excluding diagnoses from patient reports, configuring the visit status list, creating a task when attaching a document and much more.
Order Workflow RoundtableThis session offers a chance to share how your practice uses PCC EHR and to learn tips and tricks from others on topics such as generating and tracking lab orders, transmitting and receiving referrals, and other workflows. This interactive course will help you generate new ideas that will streamline your use of PCC EHR.
Instructor: Jim Leahy, PCC
Oversight ReportingAs a managing physician or practice administrator, have you ever wondered which reports you should be monitoring regularly to ensure the practice is operating successfully?
This session will highlight PCC’s robust Dashboard and practice management reporting capabilities, focusing on reports that will allow you to keep your finger on the pulse of your practice. Discover the numbers that really matter and how to fond and track the information you need most. A practice session will give you the opportunity to review your own practice’s results.
Instructor: Tim Proctor, PCC
Patient AdvocacyThe quality of the Patient Experience depends heavily on the patient’s perspective. Dr. Michael Warner of Patient Advocacy Initiatives recommends empowering patients to play a more active role in their own care. Dr. Warner will share with us the ways that he advises patients to participate in their care as co-authors of their medical record.
Instructor: Michael Warner, M.D of Patient Advocacy Initiatives.
PCC EHR ToolsReview all the powerful tools available for configuring PCC EHR and your visit protocols. You will learn how to add and retire users, create user roles, delete a charted visit and more. After this class, we encourage you to spend some time in the Open Lab to apply what you have learned.
Instructor: Jim Leahy, PCC
PCC Resources for PCMH RecognitionAre you working towards achieving Patient-Centered Medical Home (PCMH) Recognition or in the process of renewing your recognition status? Understanding the sheer volume of NCQA’s PCMH requirements and reporting needed to achieve PCMH recognition can be daunting. Join us in this session to identify reports and functionality within PCC’s software that are relevant for practices seeking PCMH recognition under 2014 or 2017 standards for the first time or for practices seeking to renew their existing recognition status. We’ll also introduce you to PCC’s web-based tool that breaks down each PCMH element, offering dozens of report screenshots and examples other PCC offices have used to help satisfy the PCMH requirements.
Instructor: Tim Proctor, PCC
PCC Roadmap DiscussionThis group participation course starts out with a tour of PCC’s Roadmap – what are we developing for you right now and what’s coming for the second half of 2017. In addition to PCC EHR, Partner, the Dashboard, Patient Portal, pocketPCC, the Appointment Book, Reporting Library and PCC eRx, we will share our plans for Interoperability features that will enable you to connect with new organizations, services and applications, providing new opportunities for delivering improved patient care. You can expect some sneak peeks into upcoming features and, as always, a chance to provide feedback on our solution designs. Following the guided tour, the always popular Voting Session will begin! We combine a group exercise of rapid brainstorming with a chance to wander among the “voting booths” to cast your votes for your favorite enhancements. The Roadmap Session encourages participation at any level. Let us know if we’re on the right track, share what your office wants most, and become a part of PCC’s planning process at the highest level!
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PCC’s Clinical ReportsTake a look at PCC’s new clinical reports, learn about their uses, and discuss best practices for them.
PCMH and Your CommunityBeing a medical home for your patients means more than just coordinating care. It also requires bringing resources together to ensure that they have access to the right care. In this course you will learn how to connect your patients to services in a number of ways: outreach to specialists, building programs in-house, contracting with other professionals, referring to and helping to build community programs, even connecting with Payers to take advantage of their member programs and services, or to collaborate on creating new ones.
Instructor: Susanne Madden, The Verden Group
Pediatric Coding UpdatesPediatric coding expert Donelle Holle, RN is back to tell you all about the latest changes to pediatric CPT and ICD-10 coding. Donelle will review the changes to CPT for 2017 and then do an ex- tensive review of what to document in each level of office visit. You’ll gain a better understanding of how to bill for visits and procedures. See how coding changes can help your practice stay compliant with insurance
equirements, as well as how to maximize your reimbursement. Donelle will also be ready and waiting to field general questions related to pediatric coding, so bring your list of queries and raise your hand high.
  • (no handout)
Personal CollectionsPCC’s Lynne Gratton, CPPM, focuses on the personal collections process, helping you determine which personal balances to collect first, how to capitalize on opportunities to collect overdue balances, and when to send an account to collections.
Physician Partnership Compensation ModelsDeveloping a fair compensation model is an ongoing struggle for many pediatric practices. The varied skills, personalities, productivity levels, experience, lifestyle demands, and nonfinancial contributions of those involved are just some of the factors that add to the challenge of finding the right physician compensation model for your practice. We will share some pediatric productivity benchmarks and discuss different ways to accurately measure productivity as well as basic compensation model structures to get you thinking about potential models that could work for your practice.
Instructor: Chip Hart, PCC
Practical Pediatric Legal UpdatesOur legal advisors will discuss the most recent legal developments that may impact your office or your practice.
Instructor: Shireen Hart, Esq. and Anne Cramer, Esq.
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Practical Pediatric Legal Updates Q&AIn this follow-up session to Practical Pediatric Legal Updates, Anne Cramer and Shireen Hart will spend time answering your questions, and facilitating a discussion around matters of importance to you and your practice.
Instructor: Shireen Hart, Esq. and Anne Cramer, Esq.
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Practices Can’t Afford to Get Human Resources WrongAttendees will learn about federal and state laws pertaining to human resources: how to hire effectively, hold employees accountable, retain personnel records correctly, and create an employee handbook.
Protocol Work SessionDo you have visit protocols you wish were more streamlined? Do you have a need for a particular visit protocol and are not sure how to get it started? Do you have a protocol you are proud of and want to share with others? Come join your peers in this interactive protocol session where you will be sure to gain insight and tips into building efficient, flexible, and powerful protocols.
Instructors: Jim Leahy & Sarah Bunning, PCC
Recall StrategiesIf well visits are so crucial to the health of children and pediatric practices, why do so many practices do a poor job delivering preventive care? Learn tips and tricks to get each and every one of your patients in for those physicals, flu shots, and more. What methods work best? Take the least of your resources? Pediatric practices share their secrets, complete with samples.
Instructor: Chip Hart, PCC
Recaller InteractiveLearn how to create focused lists of patients, both for manual recall and PCC’s automatic notification system, to effectively reach out to those in need of your care.
Instructor: Dan Gillette, PCC
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Scheduling Optimization RoundtableJoin your peers in an interactive discussion on using PCC’s scheduler, sam. Discuss issues facing your practice from schedulers overbooking to using blocks and labels to define where appointments should be placed. Participants will be grouped according to practice size so discussions are
meaningful for their office.
Instructor: Randy Lavin, PCC & PCC Panelists
  • (no handout)
Security Risk AssessmentDid you know that the Office of Civil Rights (OCR) has been charged with enforcing HIPAA-related compliance? Did you know that this same agency expects all healthcare entities to have the same level of compliance and security infrastructure as the hospital down the street from your office? How can physician practices ensure they have the same level of security as organizations with multi-million dollar IT budgets?!? Join Paul Vanchiere, MBA with the Pediatric Management Institute as he shares with you:
•The specific compliance programs every practice needs to have in place.
•Locations of self-paced tools to maintain compliance.
•Discussion of third-party resources available to help you ensure compliance.
Instructor: Paul Vanchiere, PMI
Social Media Tips & Tricks (General Session)As a busy pediatrician, patient care is our focus. We want to optimize our time and effort to make our patient care timely, relevant, and meaningful at every encounter. Unlike our mentors of the past, today’s pediatrician has the opportunity to use online tools to add value and effectiveness to the care we already provide. The trick, however, is how to add social messaging with minimal time and maximum impact. Blending her current knowledge of online physician presence with her years of practical experience using social media tools, Dr. Burgert will break down social media into simple, effective, and efficient chunks. This session will offer something new for everyone from the interested beginner to the seasoned expert.
Instructor: Natasha Burgert, M.D. of Pediatric Associates
Supporting LGBTQA Kids and FamiliesLGBTQA (Lesbian, Gay, Bisexual, Transgender, Questioning & Allies) youth and their families may have specific questions, concerns, or needs. Join our panel discussion to learn about the many ways you can best provide support and create a compassionate and accepting space in your practice.
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Telemedicine and PCCWith Telemedicine gaining popularity, we
want to invite you to learn more about PCC’s telemedicine roadmap, and where we see PCC’s telemedicine products fitting into your practice. If you have not looked at the Patient Portal, aka MyKidsChart, or pocketPCC in a few months, you have missed many recent changes. Get a tour
of what’s new, see what is on the road map, and get an overview of how telemedicine can benefit your practice.
What’s New (General Session)Every release includes new features designed to make PCC perfect for your practice. If your office has not yet taken full advantage of the features and functionality in the latest release, PCC 8.0, this class is for you. We will take you on a tour of the best new features and direct you to other helpful PCC tools and resources that will benefit your practice.
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What’s Next with PCC eRx?You are ePrescribing with the new PCC eRx solution and you’ve learned about all the powerful configuration tools available to make PCC eRx work even better for you. What’s next? Come and meet with PCC’s eRx Subject Matter Experts and our First Databank (FDB) partners to discuss upcoming plans for PCC eRx. We will look at near-term deliverables as well as review popular wishes and ask for your feedback on what features and functionality will make ePrescribing work best for you! FDB’s development team will participate in this session.
  • (no handout)
Where Are You Losing Money?Join Chip Hart as he channels his ADHD for 60 minutes and highlights all of the places he looks when a customer calls him to say, “We’re not making enough money.” This course is designed to review the many and broad revenue problems in your practices. We will NOT go into depth on any particular issue, but it should be both fun and enlightening for any and all practices.
Instructor: Chip Hart, PCC

Chart and Bill Telemedicine Encounters with PCC

You can use PCC to schedule, chart, and bill telemedicine visits. In addition, PCC’s patient portal and pocketPCC provide patients, families, and pediatric practices with mobile access to charting and communication tools. PCC also provides reports you can use to find phone encounters that can be billed as telemedicine encounters.

How to Respond to Record Requests with PCC EHR

As a pediatric practice, you receive requests for medical information about your patients on a regular basis.

You know best whether you can satisfy the request with an overview of the patient’s chart, or if it will be necessary to disclose specific notes from some or all of the patient’s visits.

PCC has put together this guide to show the various ways you can satisfy record requests using PCC EHR, and our recommendations for when to use each format.

Send a C-CDA file via Direct Secure Messaging

When you refer or transfer a patient to another provider, PCC recommends sending a C-CDA.

Request coming from the family?: Families who are registered with the Patient Portal can download a Summary of Care whenever they like. They don’t even need to ask you! If you haven’t done so already, considering sharing the My Kid’s Chart User’s Guide with your patients’ families.

A C-CDA is an xml-formatted document, which means that it is machine-readable, and allows for data to be exported from one EHR and imported into another.

You can transmit the Summary of Care as a C-CDA, from PCC EHR to any other clinician or practice via Direct Secure Messaging. The Summary of Care provides an overview of the patient’s medical history.

What Data is Included in the C-CDA?

The following information is included in the C-CDA file, in both human and machine-readable format:

  • Allergies
    • Allergies component – active, inactive, and resolved allergies
    • PCC eRx Allergies component – active allergies
  • Medications
    • Brand name, strength, route, form, start date, stop date
  • Problem List
    • Problem Name, SNOMED code, Onset Date, Status
  • History of Procedures
    • Populated by Orders
    • Order Name, SNOMED code, Description, Date ordered, Status
    • Canceled orders are not shown
  • Relevant Diagnostic Tests and/or Laboratory Data
    • Result Type, SNOMED code, Description, Date, Status, Result
  • Vital Signs
    • Vital Type, Value, Unit, Date Taken
    • Vitals types included: Height, Length, Weight, BP (Diastolic and Systolic), Temperature, Heart Rate (Pulse), Respiratory Rate, Head Circumference, O2 Saturation, BMI
  • Social History
    • Date Recorded, SNOMED code, Status
    • Smoking Status taken from most recently documented encounter
  • Care Plan
    • Date, Status, Goals, Actions, Next Steps, Team Members
  • History of Immunizations
    • Vaccine, Date, Site, Status
    • Canceled immunizations are not shown
  • Encounters
    • Encounter Type, Performer (Provider), Location, Date, Diagnoses
  • Referrals
    • Type, Date, Status
  • Payers
    • Insurance Policy, Certificate, Group, Phone

To learn how to generate a Summary of Care Record and transmit it as a C-CDA, read the Summary of Care Report article.

For information about setting up, registering, or using Direct Secure Messaging, read the Direct Secure Messaging article.

Print Chart Components for Specific Dates or Specialized Needs

If you need to provide a patient’s chart notes for a particular date range, or if certain records are requested that are not part of the C-CDA (such as growth charts), you can print individual records to a paper file or to an electronic PDF.

Print Chart Notes

Individual chart notes can be printed from the Visit History component of a patient’s chart.

Navigate to the Patient’s Visit History

Open the patient’s chart to the the Visit History component, within the History section.

Select a Visit and Click “Print”

Highlight the visit date of the chart note you want to print, from the Visit History Index table.

Click the “Print” button to print a paper copy of the chart note.

Repeat As Needed

Repeat step 2 for each chart note you need to print.

Print Immunization History

You can print a record of the patient’s immunizations from the Patient Visit Summary Report.

Open the Patient Visit Summary Report

With the patient’s chart still open, select “Patient Visit Summary” from the Reports menu. The Visit Summary will default to the most recent encounter.

Select Options and Click “Print”

To print only a record of immunizations, un-check all of the boxes except for the demographic information needed, and “Immunization History”.

Click the “Print” button to print a paper copy of the modified report.

Print Growth Charts

A patient’s Growth Chart(s) can be printed from the Growth Charts component of the chart.

Navigate to the Patient’s Growth Charts

Open the patient’s chart to the the Growth Charts component, within the History section.

Select a Growth Chart and Click “Print”

Select the growth chart to use from the drop-down menu. The default selection will be based on the patient’s sex and age.

Click the “Print” button to print a paper copy of the selected growth chart.

Repeat If Needed

Repeat step 2 if you need to print more than one growth chart for the patient.

Print Documents

Documents can also be printed from the History section of the patient’s chart.

Navigate to the Patient’s Documents

Open the patient’s chart to the the Documents component, within the History section.

Select a Document and Click “Print”

Click on the arrow next to a category to expand and show documents in that category. Highlight the document you want to print.

Click the “Print” button.

Note: You can also print documents with their notes, print only the notes, or print the document by itself. Select a document and click on the File menu to see your printing options.

Repeat As Needed

Repeat step 2 for as many documents as you need to print.

Unsure of How Much Data to Send?

PCC recommends that you always start by sending a C-CDA, unless the request is clearly asking for more.

The “Minimum Necessary” HIPAA standard requires that PHI disclosure should be limited to the minimum amount needed by the receiving party.

If you are not sure whether a C-CDA will suffice, you can send a letter along with the C-CDA, letting the receiving party know that they can request additional information, as they feel is needed.

You can use Partner to create a form letter, so that you don’t have to rewrite the letter every time you send out a C-CDA. Read about form letters here.

Utilize the PCC EHR Audit Log

If you need to see a detailed record of everything that has happened with a patient’s chart (who has viewed it, every component accessed, and by whom), use the PCC EHR Audit Log.

Read The PCC EHR Audit Log to learn more about this report.

PCC 8.1 Release

In October of 2017, PCC will release version 8.1 of our electronic charting and practice management software to all PCC users.

The PCC 8.1 release includes an update to the look and feel of PCC EHR, along with a massive under-the-hood maintenance update. While much of this release’s work-hours were spent updating our programming infrastructure, PCC 8.1 also includes a new option for personal balances in the patient portal and customizable reports in PCC EHR.

Watch a Video: Want to watch a video summary of everything in this release? CLICK HERE

Read below to learn more, and contact PCC Support for information about these new features or about any PCC product or service.

PCC EHR’s New Look and Feel

PCC EHR has been updated to appear the same on your screen, whether you access it from work or home, from a Mac or a PC.

With new graphic elements and a brighter, clearer presentation, PCC EHR screens are easier to read and review.

New PCC EHR Icon

The first thing you will notice when you use PCC EHR is that the “blue man” is gone. The new desktop icon is consistent with PCC’s logo colors and design.


The new icon will also appear on the login screen and the PCC Home button.

Where Did EHR Client Go?: On Apple computers, if you formerly clicked on “ehrclient” to launch PCC EHR, you will notice the new icon with a new name of “PCC EHR”.

New Fonts and Color Scheme Easier to Read and Use

PCC EHR now uses standard, embedded fonts across all operating systems, for a consistent experience on any platform.

The font size has been increased and the background color has been lightened to give PCC EHR a brighter, sharper overall appearance.

Find Components More Easily

PCC 8.1 makes PCC EHR’s component blue title-highlighting feature clearer and more visible than before. When you click on an anchor navigation button for a chart note or other “ribbon” in PCC EHR, it is now easier to quickly identify where the component appears on the screen.

Families Can Review Balances in the Patient Portal

Personal balance information can now be displayed in the patient portal, reminding your patients to pay you.

When enabled by your practice, the portal will display the personal balance for the selected billing account.


What charges will show up?: The information shown in the portal is not necessarily reflective of all charges for the billing account. Charges will only be included if there is an unpaid balance on the visit. Pending insurance will be displayed if there is also a personal amount due. Credit balances will not be displayed. Portal users will not see any data for patients who are not connected to their portal account, or who have privacy enabled.

Turn on Personal Balance for an Individual Portal User

You can decide for each portal user whether it is appropriate to show the personal balance for the patient(s) they are connected to in the portal.

When you set up or edit a portal user’s account, you can select a billing account that is associated with the patient(s) who the portal user is connected to.

The selection defaults to “Do not display balance”. Users will only see the balance if the portal administrator decides to change the selection.

In the above example, the portal administrator decided not to have Wilma’s portal account include personal balance information, since the billing account was in Fred’s name. If the practice chose to show balance information, Wilma would only see the charges that were outstanding for Pebbles, since Dino’s name is in italics (indicating that his information will not be visible to Wilma).

Turn off the Personal Balance Feature for All Portal Users

If your practice decides not to display personal balance information on your patient portal, you can turn this feature off.

To disable this feature, un-check the Personal Balance selection in the Configuration tab of the Patient Portal Manager.

Create Custom PCC EHR Reports

You can now generate and save custom reports in PCC EHR.

To create a custom report, click the “Customize Report” button at the bottom of any existing report.

Here you can give the report a new title and description, and select which criteria you want to appear on the report. Selection boxes here are sticky, so any options you choose on the Customize Report screen will be the default selections when you run the report.

When you have made your selections, click “Preview”.

In this report preview, you can select which columns will display by default when you run the new report. You can also click “Back” to make any adjustments. To save the new report, click “Save As”.



Once you have saved your new report, you can run it just like any other report. It will appear in the Report Library listed alphabetically along with all other reports.

Editing and Deleting Existing Reports

You can edit or delete any custom report. When you open the report, click the “Customize Report” button.


New Patient Immunization Administration Summary Report

Use the new Patient Immunization Administration Summary report to find all patients who may need to complete a series of immunizations.



In this example, we’ve run a report on all patients from 6 months to 8 years old who have been in in the last year, but haven’t had or completed their recommended flu vaccinations. You could also run reports to find patients with an incomplete vaccine series.

HPV Merck Program: You could use the Patient Immunization Administration Summary report for HPV vaccines to identify patients for the Merck “Health In Focus” program.

Shotcount: Some practices may have worked with their CA to run the shotcount script to get some of this same information. The Patient Immunization Administration Summary report replaces that process.

Updates to PCC eRx During the PCC 8.1 Release Cycle

The PCC 8.0 release included the all-new PCC eRx. Since the official PCC 8.0 release, PCC has rolled out dozens of updates, adjustments, and quick fixes to bugs that you helped us find. Below are some of the PCC eRx updates and fixes that arrived on your system between PCC 8.0 and PCC 8.1.

May and June

Highlights from PCC eRx patches delivered in May and June include:

  • Faster: After the PCC 8.0 release, we tracked down many performance issues, including a “slow typing” effect and slow Rx Queue performance. We were able to improve PCC eRx performance without a full update.

  • Renewal Requests for Controlled Substances: Authorized prescribers can now approve or deny EPCS renewal requests. They will appear on your Rx Queue.

  • DNTF: The “Deny, New Request to Follow” feature for renewal requests now works as expected for electronic renewal requests on your Rx Queue. Note that DNTF does not yet work for EPCS renewals, so for now please deny and then create a new Rx instead for controlled substances.

  • Rx Queue History Update: When you review the Rx Queue history, you can now see more information. You’ll see details for denials or DNTF, including the patient, provider, action, and denial reason. You can also review the date a renewal request was made and responded to, and any notes to the pharmacy.

  • Patient Mismatch for Renewals: PCC eRx prompts you to find a patient whose name doesn’t quite match a renewal request. This process now works better and allows you to approve a pending refill prescription.

  • Better EPCS Token Validation: The EPCS ID-Proofing process was improved with better token ID validation.

  • Editing Finalized Prescriptions: It is now impossible to accidentally edit a prescription that has already been finalized and sent.

  • New Configuration Option for Discontinuing Medications: Your practice can decide whether you want to be prompted for the “reason for deleting” a medication, a message that appears when you delete a medication from a patient’s record. Contact your PCC Client Advocate for help with this option or other PCC eRx configuration options.

  • Support of Ohio Drug Reporting Requirements: Ohio pediatric practices can now generate a Daily Prescription Report from the RxQueue. They can use this report to meet Ohio’s 2-factor identification requirement.

  • Fix for eRx Allergies Migrated from DrFirst: If a patient had an allergy listed in the previous prescription system, and that allergy was updated or changed, under certain circumstances those changes would not appear on the patient’s Medical Summary screen. This no longer occurs.

  • Improved Support for Pharmacy-Initiated Renewal Requests: Under certain circumstances, it was not possible to approve a renewal request. PCC has improved how this function works.

  • Printing: PCC made numerous improvements to printed prescriptions between the 8.0 and 8.1 releases, including alignment and placement of practice name and margins.

July

Highlights from the 7/10 and 8/1 PCC eRx patches include:

  • Improved Support For Imported Allergy Records: Under certain circumstances, allergy data from the prior eRx system (DrFirst) was not appearing correctly. In addition, due to DrFirst’s data format, manual updates to those allergies might not sync to PCC EHR. PCC fixed these problems and updated affected clients.

  • Printing EPCS Prescriptions in Ohio: For a brief period after a previous patch, EPCS prescriptions could not be printed in Ohio. This issue was resolved with a quick patch.

  • Renewal Requests and the SurescriptsRejectionValidationFailed Error: Some renewal requests from pharmacies could not be approved, accompanied by a “SurescriptsRejectionValidationFailed”. This issue has been fixed.

  • Pharmacy Name Missing from Review & Sign Component: Under certain circumstances, the pharmacy name was not available when hovering over a prescription in the Review and Sign component. Now it is.

  • Improved Rx Queue Refresh: PCC has improved how the Rx Queue counter and list refreshes.

  • Retail Rx Hx Results: Due to a mismatch in identifying a pediatric practice’s location NPI, Retail Rx histories sometimes showed very few results, particularly for Provider Agents and Clinical Staff. This has been corrected.

  • PCC eRx 'asynchronous error': When a laptop’s internet connection failed, users would sometimes see a “An asynchronous error has occurred while processing your request” message. This has been corrected.

  • Formulary Info Absent: PCC eRx has improved eligibility and formulary matching and will now display formulary information when available.

  • Dispense Quantity: Under certain circumstances, incorrect dispense quantity could appear on a prescription. This no longer occurs.

  • Prescription Component Update Improved: Under certain circumstances, a patient’s prescription component would not update immediately due to a logjam of interface requests. This no longer occurs.

  • Prescription Interface Restoring After Down Time: If a practice’s connection to the eRx service was interrupted for more than an hour, it could encounter problems dealing with the message backlog afterwards. This process now works better.

  • Improved Prescription Audit report: Under certain circumstances, the Rx Audit and Audit Log reports would fail to run. This no longer occurs.

  • Improved Pharmacy Searching: The pharmacy search field is now more responsive. The search field also now accepts unusual characters.

August and September

Highlights from patches delivered in August and September include:

  • Prescription Errors Could Cause a Backlog of Updates: If a prescription was unsuccessful for some reason, prescription information could stop synching back to the patient’s chart in PCC EHR. This will no longer happen.

  • Inaccurate 'Patient Record Modified By Another User' Message: Prescribers would occasionally see an error message in PCC eRx stating that, “Patient record has prescriptions that have been modified by another user. Click Ok to reload the page.” This message was appearing when it should not. This issue has been fixed.

  • Renewal Requests with Unspecified Quantity: Renewal requests for prescriptions marked PRN, or with a dispense quantity of “Unspecified”, could result in incomplete prescriptions in the Review and Sign component that can not be completed. This issue has been fixed.

  • The Sleepy Search: Repeating a Search for a Medication Appeared to Freeze: If a prescriber searched for a medication and then repeated the search, under certain circumstances the search would appear to hang or freeze, unless they typed a different search. This no longer occurs.

  • Improved Pharmacy Search Results: Some practices had problems searching for pharmacies, due to a set of missing zip codes. We have added the new zip code information to PCC eRx’s zip code library, which will improve pharmacy searching.

  • Norvelt Pharmacy Rejections: Under certain circumstances, a code error caused Norvelt (and possibly other pharmacies) to reject electronic prescriptions. This no longer occurs.

  • Duplicate Strengths When Renewing From History: When a user renewed a prescription from the patient’s Prescription Hx or Medication Hx, it was possible to click on options in such a way that the strength appeared twice in the prescription. This will no long occur.

  • Incorrect Dispense Quantity: For certain medication forms (such as inhalers, patches, and pumps), conversions between dosing forms could occasionally cause the wrong dispense quantity to be sent to pharmacies. This no longer occurs.

More Updates Soon!: PCC’s eRx team continues to monitor and troubleshoot errors, large and small, and we will update this list to reflect the latest news of patches in the PCC 8.0 to PCC 8.1 release cycle. If you are experiencing any issues with PCC eRx, chat with your client advocate and let us know!

For more information about PCC eRx, visit PCC’s library of PCC eRx training videos and documentation. We add new eRx videos and materials every month.

Global Opt-In For Text and Phone Notifications

If your practice uses Patient Notifications to send families text and phone messages about upcoming appointments and other issues, you will no longer need to have them “opt-in” with a text message before they can receive messages.

PCC is transitioning practices to use global opt-in during the PCC 8.1 release cycle. For more information, you can read PCC’s Notify Update Announcement Letter, and for more about best practices for handling consent-to-contact, read Best Practices for Use of Automated Communications. Contact your PCC Client Advocate if you have any questions.

PCC EHR “Under the Hood” Infrastructure Update

The “biggest” new feature in PCC 8.1 is mostly invisible: a program infrastructure update for PCC EHR.

This update improves PCC EHR’s stability and paves the way for new features and improvements in the coming year.

There are also some minor improvements you may notice right away:

  • Video Audio from Newsfeed: When you click to view a PCC video from inside the PCC Newsfeed, audio now plays correctly for Apple Macintosh and Windows users.

  • Cloud Components Display Improved: PCC 8.1 includes a heavily updated web engine, which improves display and rendering of all cloud-based components of PCC EHR, including tools like Patient Education, PCC eRx, and patient portal administration.

  • Better Support for High DPI ('Retina') Computer Screens: The PCC 8.1 infrastructure update includes improvements to onscreen rendering and support of high resolution screens.

  • Improved Security Options: The infrastructure changes in PCC 8.1 provide PCC EHR with tools it can use to improve security and adapt to upcoming security standards.

2013 Apple OS X 10.9 No Longer Supported: PCC 8.1 does not support the 2013 Mac OSX 10.9 operating system. If you have Apple Macintosh workstations in your practice that run OS X 10.9, you should run a software update before the PCC 8.1 release. MacOS updates are free and can be performed over the Internet through the App store application.


New and Updated Interfaces Available in PCC 8.1

With each release, PCC’s Interoperability team expands and updates PCC’s direct connections, partnerships, and integrations with insurance payers, immunization registries, and more. Here are the interoperability updates for PCC 8.1:

  • New and Updated Immunization Interfaces: As part of the PCC 8.1 release, PCC updated or developed new immunization registry interfaces for Ohio (OHIIS), Texas (ImmTrac), New Jersey (NJIIS), and Pennsylvania (PASIS).

  • New Clinical Interfaces in PCC EHR: PCC developed a new lab interface with Princeton Medical Center, who can now send electronic test results directly to PCC EHR. In addition, PCC updated our clinical data interfaces with Wellcentive and Valence Health.

  • New Eligibility Interfaces: PCC developed new real-time insurance eligibility interfaces with Western Southern Life, Meritain Health, and GEHA. PCC also updated our eligibility interfaces with BCBS of Kansas, Centene, and Blue Cross Centennial. You can view patient eligibility information during patient check-in as well as in the Eligibility (elig) program.


If your practice would like to take advantage of these connections, or you have another interface need, contact your PCC Client Advocate.

ICD-10 2018 Update

On September 17th, 2017, PCC will update all PCC products and services to include the 2018 ICD-10 descriptions and codes. Your practice will be ready for the 2018 ICD-10 code changes, which take effect on 10/01/2017.

The ICD-10 update includes new codes for Neonatal encephalopathy, risk of dental caries, and other new codes and revisions to codes your practice may use. PCC’s certified coder, Jan Blanchard, has collected a list of interesting codes for pediatricians. She will share her findings and answer questions in her regular monthly coding weblabs.

New Codes of Interest to Pediatricians

F50.82 Avoidant/restrictive food intake disorderP29.30 Pulmonary hypertension of newbornP29.38 Other persistent fetal circulationP78.84 Gestational alloimmune liver disease
P83.81 Umbilical granulomaP83.88 Other specified conditions of integument specific to newbornP91.811 Neonatal encephalopathy in diseases classified elsewhereP91.819 Neonatal encephalopathy, unspecified
P91.88 Other specified disturbances of cerebral status of newbornQ53.111 Unilateral intraabdominal testisQ53.112 Unilateral inguinal testisQ53.13 Unilateral high scrotal testis
Q53.211 Bilateral intraabdominal testesQ53.212 Bilateral inguinal testesQ53.23 Bilateral high scrotal testesR06.03 Acute respiratory distress
R39.83 Unilateral non-palpable testicleR39.84 Bilateral non-palpable testiclesT14.91XA Suicide attempt, initial encounterT14.91XD Suicide attempt, subsequent encounter
T14.91XS Suicide attempt, sequelaZ71.82 Exercise counselingZ91.841 Risk for dental caries, lowZ91.842 Risk for dental caries, moderate
Z91.843 Risk for dental caries, highZ91.849 Unspecified risk for dental caries

Deleted (Replaced with greater specificity) Codes of Interest to Pediatricians

N63 Unspecified lump in breast (laterality, quadrant)P83.8 Other specified conditions of integument specific to newborn (specific condition)P91.8 Other specified disturbances of cerebral status of newborn (specific condition)
Q53.11 Abdominal testis, unilateral (location)Q53.21 Abdominal testis, bilateral (location)T14.91 Suicide attempt (encounter)

Revised Code Descriptions of Interest to Pediatricians

F41.0 Panic disorder [episodic paroxysmal anxiety]Q82.2 Congenital cutaneous mastocytosisZ68.1 Body mass index (BMI) 19.9 or less, adultZ79.890 Hormone replacement therapy

As always, PCC software will intelligently implement the new code set changes. If your billers attempt to bill with a retired ICD-10 code, they’ll see a warning when they attempt to post charges (in checkout) and the claim will be held for review before it leaves your practice (in ecs when you generate claims).

Map Codes for Billing: After the 9/17/2017 ICD-10 patch, you may wish to review billing configuration for your diagnoses and take advantage of new ICD-10 codes. You can use the snomedmap report to review ICD-10 code changes on the codes you use, and you can open the Billing Configuration tool to configure which ICD-10 diagnoses are mapped to each SNOMED-CT description in PCC EHR.

Not Yet Ready for CQM 0024 for PCMH or Meaningful Use: One of the new 2018 ICD-10 billing codes is “Z71.82 Exercise counseling”. This code has not yet been integrated into the CQM requirement reporting and will not improve your practice’s score for the counseling element of CQM 0024, “Weight assessment and counseling for nutrition and physical activity”. For more information about how to configure PCC EHR and chart a visit in order to meet Clinical Quality Measures for PCMH recognition, read How to Chart for Each Clinical Quality Measure.

Other Feature Improvements and Bug Fixes in PCC 8.1

In addition to the features described above, PCC 8.1 includes these smaller improvements and squashed bugs.

  • Better Process for New Labs in Interfaces: When PCC EHR receives an electronic lab result that it doesn’t recognize, PCC EHR will now automatically add the order codes into your system so you can add them to a Lab Order. You can set up the lab order in the Lab Configuration tool right away, and then import the lab results to the patient’s chart. You no longer need to call PCC Support for assistance.

  • PCC EHR Report Library Search Field Improvement: If you search for a patient or for other data in a PCC EHR Report Library filter, such as the patient search in the Prescription Activity report, you can now click an “x” to erase the field and search for a new patient.

  • Visit Status Counter Refresh: Under certain circumstances, the Visit Status Counters in the lower-right corner of PCC EHR would not update immediately after you logged in. Now they will.

  • PCC Learn Videos Required Full Screen: On some computers, videos on learn.pcc.com would not appear until you clicked the “Full Screen” option. PCC has recompiled these videos and they will appear and play as soon as you visit the video’s page.

Macintosh Users Will Experience an Extra Minute During the Update

If you use Apple Macintosh computers in your office, your staff may notice that the installer will take a little extra time during the update.

PCC 8.1 includes easier to read fonts and colors, and the installer needs to rebuild your Macintosh’s font cache.

Contact your PCC Client Advocate or the PCC Technical Solutions Team with any questions about completing the PCC EHR update on your Mac.

Windows Users May Need to Review and Adjust Font Scaling After Your Update

The new PCC 8.1 does a better job of displaying fonts in appropriate sizes on your screen. If you or any of your colleagues have used Microsoft Windows’s built-in tools for increasing font sizes, usually found in the Display Settings control panel, you may need to make adjustments after your PCC 8.1 update.

For more information, read How to Adjust Computer Workstation Font Sizes.

PCC 8.0 Release

In May and June of 2017, PCC will release version 8.0 of our electronic charting and practice management software to all PCC users.

The PCC 8.0 includes all-new prescription and medication tracking features in PCC EHR, vaccine inventory tracking, chart note availability in pocketPCC, sending images through the patient portal, numerous improvements to account and patient management and billing, as well as updates to the Appointment Book, PCC’s new visual scheduling software.

Watch a Video: Want to watch a video summary of everything in this release? CLICK HERE

Implementation: The new features in PCC 8.0 require configuration and user-specific software training. Read about the features below and then review: the PCC 8.0 Migration Considerations and the PCC eRx 2017 Migration Considerations articles.

Read below to learn more, and contact PCC Support for information about these new features or about any PCC product or service.

Prescribe and Manage Patient Medications With the New PCC eRx

PCC 8.0 updates and improves every aspect of prescribing medications. You can prescribe or renew medications quickly, and use a complete suite of tools to manage a patient’s medication record. Highlights include:

  • Fast, familiar navigation to all eRx tools
  • Automatic prescription favorites, and built-in dose statements that are better than favorites
  • View prescription activity on the visit chart note
  • No additional password needed for non-schedule drugs

Learn to Use the New PCC eRx

You can learn about PCC eRx by watching the video series below. You can learn even more by reading the accompanying documentation.

TopicVideoArticle
Prescribe MedicationsWatch
(7 min)
Read
In about 7 minutes, learn how to prescribe medications in the new PCC eRx.
Rx Queue - Alternative Prescribing WorkflowsWatch
(6 min)
Read
Learn about the Rx Queue, renewal requests, and how provider agents prescribe.
Weight-Based Dosing and Other Prescribing ToolsWatch
(8 min)
Read
Learn more about how to use the dose, frequency, days supply and other features when you prescribe.
Medication HistoryWatch
(9 min)
Read
Quickly review and update a patient's medications, review pharmacy history, and renew medications.
AllergiesWatch
(5 min)
Read
Learn how to record and review patient allergies and handle drug allergies as you prescribe.
Set Up PCC eRx UsersWatch
(7 min)
Read
Learn how to set up staff and clinicians in your office to use the e-prescribing features in PCC EHR.
EPCS: How to Enroll Prescribers and PrescribeWatch
(10 min)
Read
Enroll in EPCS, perform identity proofing, and prescribe a controlled substance electronically.
PCC eRx 2017 Migration ConsiderationsRead
Your practice's eRx champion or PCC expert can read about all the different issues related to the eRx transition.
PCC eRx Component ReferenceRead
Read special tips and tricks of each component on the PCC eRx ribbon.

Vaccine Inventory Tracking

PCC EHR now tracks vaccine lot quantities as you add lots and administer vaccines. New lot management tools and inventory reports will help you keep track of all the shots in your fridge.

In the Immunization Configuration tool, you can manage vaccine quantities and lot status.



The status of a lot affects whether or not you can select that lot to administer. Immunization orders will not offer you lots marked as Depleted or Reserved. Only lots that are Available will appear in immunization orders.

Use the Inventory Management section of the Lot Manager to adjust dose quantity when you receive a shipment, are reconciling inventory, need to record wasted doses, or for any other reason.

Whenever someone at your practice administers a shot, the vaccine lot quantity will automatically decrease.

Bonus Doses: Dose quantity in a vial is often not exact. Your practice may get 11 doses out of a vial that was originally defined with a quantity of 10. Administering more doses than the original dose amount will lead to a negative dose amount in PCC EHR. That’s okay! PCC EHR will allow you to administer a lot until you manually mark it as Depleted.

Reserve a Lot: You can enter lots into your inventory with a “Reserved” status, if the lot is set aside in the refrigerator and not yet in active use.

Report to Track Vaccine Inventory For a Specific Time

Use the Vaccine Inventory Transaction Log report to monitor additions and subtractions from a specific vaccine lot.



On the report, you can see how many doses were given, and to whom, as well as any adjustments that have been made, such as wasted doses or transferred inventory.

Report-style Worksheet Assists with Vaccine Reconciliation

Use the Vaccine Inventory Reconciliation Worksheet to assist you as you reconcile your vaccine inventory.



The report displays what is expected for your inventory for all vaccines. Print it out, and use the Actual Inventory and Difference columns to record and compare the actual inventory in your vaccine refrigerator with the value recorded in PCC EHR.

Add New Patients and Family Accounts in PCC EHR

You can now add new patients and families in PCC EHR. You no longer need to switch over to Partner to create a new patient record or manage account-patient relationships.

Add a Patient

Your practice can add new patients from the Find field in the upper-left corner of PCC EHR.

After you search for a patient, a “Create Patient” button will appear at the bottom of the Patient Finder results window.


On the Create Patient screen, you can fill out patient demographics and add family accounts. PCC EHR will auto-fill the patient name fields with the search text, including first, middle, alias, and last names (in that order).

You must add an account to the patient’s record when you create a new patient.

Create a New Patient While Scheduling: If you use PCC EHR’s new Appointment Book, you can add a new patient while attempting to schedule.


After creating the patient, you can immediately schedule them.

Got a Fax or Form for a New Patient?: Sometimes your practice receives documents before you even know a patient is coming to your practice. As you import documents, you can create a patient on the fly.


After you finish creating the patient, PCC EHR will take you back to the Import Documents screen so you can continue working with the document.

Reassign Account or Add an Account

You can change the Home (custodian) and Billing (guarantor) accounts for a patient in the Demographics section of their chart.

Click “Edit” at the bottom of the page and then click the “Reassign Account” button next to the currently associated account.


First, search for the account.

If the account does not already exist, you can click “Create Account”.

Next, select whether the account is home, billing, or both.

Edit More Demographic Information in PCC EHR

Users can now review and modify additional family demographics in PCC EHR.

When you wish to edit account information, click “Edit” in the Demographics section of a patient’s chart.


The Account Demographics component displays account information, which may be split into Home and Billing account information if the patient has two different associated accounts. The component includes PCC’s six customizable account fields, which are often used to store emergency numbers or other account information.

The new and updated fields added in the PCC 8.0 update are:

  • The six configurable account fields
  • The automatic fields for Last Service and Last Bill Sent
  • The Hold Bill Until field
  • The Budget Amount field

Where is Relation to Bill Payer?: The Relation to Bill Payer field now appears in the Patient Information component.

Edit Patient Physical Dates in PCC EHR

You can now edit a patient’s Last Physical and Next Physical Due fields within the Recent and Upcoming Appointments component in the Medical Summary section of the chart.

Set Automatically By Billing: PCC automatically calculates a patient’s last physical and date due for next physical based on billing data. Under normal circumstances, you do not need to edit these fields. However, if you learn about a patient’s care away from your practice, or you are setting up a new patient sick visit, you can manually enter dates.

Review Visit Chart Notes in pocketPCC

You can now review patient visit chart notes and other encounters in pocketPCC.

When you want to review patient history, click on the chart menu and select “Visit History”.


On the Visit History, pocketPCC displays all chart notes, phone notes, portal messages, and eRx encounters. If you want to see only messages or visits, for example, you can filter the history using the gear button.


Click on any encounter in the Visit History to view it.


You can review the information in each component. For example, you can check up on orders and read their results.

If a visit chart note has more than one protocol, you can scroll down to review each protocol.

Limitations to Chart Notes in pocketPCC: As of PCC 8.0, pocketPCC can display most standard charting components and encounter types. Some specialized components, such as full lab order details, medication reconciliation, appointment history, growth charts, amendment requests, and some immunization details such as forecasting, VFC, and diseases, can not yet appear. Certain Visit History entries, such as e-lab results that are not attached to a visit or unattached documents, do not yet appear in the pocketPCC Visit History. When you need to guarantee a complete, detailed history of a patient’s lab results, for example, you should refer to PCC EHR.

Improved Display of Phone Notes and Other Encounters: As pocketPCC can now display more types of chart note components, those components can also appear in other encounter types. For example, if your practice had custom questions on your phone notes, those questions will now also be visible when you review a phone note in pocketPCC.

Patients and Families Can Send You Images and Documents Securely

Your patients can now send you pictures and PDFs securely through the Patient Portal. They can use their mobile phone or other device to send you images of rashes and other ailments, snapshots of forms, or their prescription labels.

Family Sends a File

When mom or dad want to send you something, they first create a portal message.

Next, they click “Attach a Photo or PDF” and select the image or document.

They can use their phone’s image browser to select one or more image or document.

When they are finished with the message and attachments, they click Send.

Later, if they review their portal message, they will see their attachments.

Practice Receives the File

You or your staff will receive incoming Portal Messages on the Messaging queue in PCC EHR.


Optionally, you can click “Edit” to change the document’s tags. You can give the file a new name, category, or re-attach it to a different visit or order. If you move the document to a different visit, it will no longer be attached to the portal message.

Use the 'Display in Portal Documents' Checkbox: The “Display in Portal Documents” checkbox is not checked by default, even for documents sent from the portal user. There may be more than one parent or other guardian who has patient portal access for a patient. Check this box only if a document should be visible to all portal users for a patient.

Move the Document to a Different Patient's Chart or Remove It: You can edit a document and remove it from the patient’s chart. When you do so, you can send the image to an image source bucket in the Import Documents tool. Then you can import the document to any patient’s chart or delete it.

View Your Practice Vitals Dashboard Inside PCC EHR

You can now access your PCC Practice Vitals Dashboard from within PCC EHR.


The Practice Vitals Dashboard is a tool for tracking and reporting your practice’s financial and clinical health based on relative performance in a variety of areas. For more information about how to use your Practice Vitals Dashboard, click here.

Permission to Access: Your practice can customize which users can access the Practice Vitals Dashboard. Adjust the Roles in your User Administration tool, or create a new “Dashboard Access” role and grant it to specific users.

Continue to Access From Home: You can still access Practice Vitals Dashboard from any web browser. For more information, read Practice Vitals Dashboard.

Create Document Tasks and Other Document Improvements

Whenever you open and view a document, you now have the ability to create and assign tasks, review contact information, and sign the document.

Create a Document Task

While looking at a document from the signing queue, or any other location in PCC EHR, you can use the new Tasks tool to work with tasks.


For each document you can add new tasks, select a user, and add a note. You can add more than one task if many different users need to respond to the content of a document.

You can also work with tasks as you import a new document to a patient’s chart.

You can also work with document tasks in the editable sections of pocketPCC (phone notes and portal messages).

Complete a Task, Review Contact Information

Users can review and work with document tasks on the Messaging queue in PCC EHR.


When they open a document, they can see contact information which will help them complete many tasks. For example, if you needed to call back a patient’s mom about a document, the contact information would be ready for you.

Sign a Document From Anywhere It Can Be Viewed

You can now sign a document from any location. When a document requires review and signing by a provider, a user can indicate that by selecting the provider’s name from a pull-down menu.

If you review a document while working in the patient’s chart, you can sign it from there. You do not need to visit the Signing queue to pick up and sign the document.


Messaging Queue Subject Prefix

When you work on your Messaging queue, you can now quickly see the source of items that need your attention.

The Subject column now displays a prefix that explains the source of each item on the queue. You can quickly address unanswered Portal Messages, or respond to tasks on Documents, which are new in PCC 8.0.

Powerful New Reports to Eliminate Lost Revenue and More

PCC adds great new reports to the Report Library for the 8.0 release.


  • Use the Visits by Billing Status report to catch missed charges and identify visits that are still waiting to be billed. You can eliminate lost revenue and stop the “blame game” between the clinical and billing workflows at your practice. For more information, watch Find Unbilled Visits to Eliminate Lost Revenue.
  • Your practice can use the new Immunization Administration Details report to find all patients who received a vaccine during a given date range. The report provides information about funding source, VFC eligibility, and insurance, as well as who administered the immunization.
  • The Immunization Administration Count report displays the number of vaccines given during a date range, grouped by lot number, vaccine type, and funding source. Your office can use this report to reconcile vaccine orders with your inventory.
  • The new Orders By Visit report produces a list of appointments that include selected orders. Use this report to find all visits with certain order types, such as referrals.

Report Library Usability Improvements

The PCC EHR Report Library is better than ever!

Pick Which Columns Display

As you review report output, you can use the Columns pull-down menu to choose which columns are visible.


This choice will affect both what you see on the screen as well as any printout or export of the report.

Report Library Criteria Memory Between Runs

The PCC EHR Report Library will remember report criteria while you view a report. If you run a report and then discover that you need to adjust or refine your criteria, PCC EHR will remember your last set of criteria until you close the Report Library window.

Print, Export, and Navigation Buttons

The buttons in the Report Library have been adjusted to make navigating the library easier.

Use the new “Print” button to get a printed copy of a report more quickly. The “Export” button allows you to save a PDF or CSV file. The “Report Library” button will close your report and take you back to the Report Library.

Format, Look and Feel Improvements

Finally, the PCC 8.0 update also improves the PCC EHR Report Library’s look and feel in key areas:

  • Improved Page Footers with Page Numbers
  • Practice’s Name and Date of Printing Appear in the Footer
  • New Colors and Table Formatting
  • Column Headers Appear on Every Page
  • Report Title and Criteria on Exported CSV

PCC EHR Appointment Book Supports Multiple Providers

PCC is developing a new, visual scheduler in PCC EHR that is now in pilot testing. As part of the PCC 8.0 release, we added support for multiple providers and created new configuration tools for complex scheduling needs. The Appointment Book is currently limited to single-location practices.

Choose a Provider As You Schedule

As you schedule a patient, you can choose among providers who see patients.

Once you pick the provider, the Appointment Book will display their schedule so you can pick an available time. The Appointment Book remembers which provider you scheduled last. If you regularly schedule for a specific provider, you will not need to select the provider each time. PCC EHR displays the patient’s PCP, if available, to help you schedule for the correct provider.

You can pick the provider before or after you select a patient and choose a time, which allows for different scheduling workflows. For example, once you’ve picked the date for a patient’s next Well Visit, you can rotate between providers to see who is available on different days that week.

Configure Provider Calendars

The Provider Hours configuration tool includes a Provider Schedule tab, a calendar where you can define which days each provider is working, and whether or not they are working their regular hours on a given day.


Double-click on any day to make changes to the provider’s working hours that day.


On the Provider Regular Hours tab, you can set each provider’s start and end times.

Coming Soon: The Appointment Book visual scheduler is currently in pilot testing for single-location practices. Stay tuned to learn more, or watch the Appointment Book video. Additional information is available in the Pilot Test: The Appointment Book help article.

Set Visit Duration by Visit Reason and Provider

Use the Visit Reason Editor to create visit reasons, set visit reason durations, and choose your practice’s default visit reason.


Use the pull-down menu at the top of the screen to pick a default visit reason.

Edit any visit reason to change its name or define its default duration, in 15-minute increments.

For each visit reason, you can set different visit durations for individual providers by selecting their name from the pull-down menu and choosing a different 15-minute increment.

Search Filter

The Visit Reason Editor screen now has a search filter that will help you find a visit reason or a provider quickly.

New Button: Save + Next

A new “Save and Next” button takes the user from one item in a list directly to the next one, without having to close the window and click on the next item. It can be used to cycle through the whole list of visit reasons, or just for the reasons within a search result.

Add More Charges to a Visit After It Is Posted

You can now add new diagnoses and procedures to a posted encounter. When you post a visit for billing in the Post Charges (checkout) program, Partner will now intelligently identify the encounter. When you return to post again, you can select the same encounter and add additional charges.

When you run the checkout program, you can pick from an unposted visit, as usual. But you can also find any patient and select from past encounters.



The list of past encounters includes all clinical visits, as well as any appointment for today or in the past. You can press F4 to post a new visit, or select a previously posted encounter and press F1.

The checkout program will display all diagnoses and procedures posted previously. It will also display any new charges it notices for this encounter. For example, if a clinician added an order or procedure to the visit in PCC EHR, those charges will appear here automatically. You can also add any new diagnoses or procedures manually.

When PCC sends a claim, it automatically gathers up all charges from the same encounter. If you add new charges to an encounter after your practice has already filed a claim with the insurance payer, Partner will automatically queue up a new claim.

As you review and enter new charges, you can use the other functionality in checkout. Press F5Claim Info to add accident, hospital, or other claim information, for example, or press F7Encounter Details to learn more about the encounter.

Encounter Details in checkout

As you add diagnoses and charges, press F7Encounter Details to get a better understanding of the encounter.


The new Encounter Details screen includes all the available encounter information from your EHR. You will see what charges were already posted for an encounter, as well as any additional charges that PCC sees waiting.

You can use this screen to reconcile the billing information sent from the EHR with the previously posted charges. You can also identify any unposted procedures from your EHR.

I Don't See the Encounter Details Button: The new F7Encounter Details function key will appear if you are working with charges from an EHR, and/or if you are adding charges to an existing encounter. If you are posting charges on a blank checkout screen, for example, then there are no encounter details to show.

Better Support for Hospital Billing and Other Special Billing Circumstances

PCC 8.0 includes improvements to how the Partner billing system handles hospital visits and other visits that require additional information on the claim.

Partner Knows About Hospital Visits

When you enter an admit date for an encounter, PCC will know it is a hospital visit and will change the screen to indicate that (from Visit Date to Admit Date).


New Date Validation: The Partner checkout process will now do additional validation on date ranges for hospital visits. If you try to enter an invalid date range with service dates that don’t work, checkout will warn you so you can fix the problem.

Add Discharge Date and Charges to a Hospital Encounter

When you need to add additional information to a hospital encounter, you can use PCC 8.0’s new ability to post more charges to a previously posted encounter.



Update the Claim Information in oops and All Charges for an Encounter Are Updated

If you use the Correct Mistakes (oops) program to update the claim information for a hospital visit or other encounter, all charges for the encounter will be updated as well.



It is no longer possible to accidentally enter different accident information, admit/discharge dates, resubmission numbers, or other claim information for different charges that belong on the same claim.

Once a Hospital Visit, Always a Hospital Visit: It is no longer possible to accidentally remove the admit date on a charge. You can adjust the admit date in oops, but you cannot remove it.

Use Clinical Variables in Partner Forms

You can now add clinical data from PCC EHR to your Partner form letters, including Problem List diagnoses, vitals, vaccines, and allergies. For example, you could work with your Client Advocate to create a well visit form letter that pulls a patient’s most recently recorded height, weight, blood pressure, and their most recent flu shot date.

For a complete list of variables available for your Partner form letters, you can select Show Form Letter Variables from the Partner Configuration window.


2017 SNOMED Update

PCC updates your database of SNOMED descriptions on a regular, ongoing basis to reflect the most recent code set. PCC 8.0 adds 8730 new diagnoses and other clinical terms and marks 462 deprecated concepts as inactive. The update also improves the preferred description for many concepts.

PCC’s certified coder, Jan Blanchard, selected 498 new descriptions for pediatric offices which will be added to your practice’s default Favorites list.

You’ll find powerful new pediatric clinical terminology, including better otitis media variations, expanded body sites for contusions, and bilateral impacted cerumen.

After your update, you may want to review new BMI descriptions, map new favorites for billing, and lock diagnoses from the patient portal and patient reports. For more information, read the PCC 8.0 Migration Considerations article.

Support For Bright Futures 4th Edition

PCC 8.0 includes support for Bright Futures 4th Edition, coming out in 2017 and 2018. Bright Futures is a national health initiative led by the AAP. The 4th edition includes new handouts, periodicity adjustments for visits, and many more improvements and adjustments to the AAP’s recommendations for all pediatric practices.

Where and how can you take advantage of Bright Futures 4th Edition with PCC?

  • Patient Education: PCC EHR includes Bright Futures handouts as part of the AAP offerings in the Patient Education tool. As handouts are updated for the 4th edition, your practice will have instant access to the most recently published version. To search for a handout in the AAP library, open the Patient Education tool for any patient.

  • Protocols (Coming Soon): PCC’s online chart note protocol library, protocols.pcc.com, includes example Bright Futures chart note protocols. In 2017, PCC is updating those protocols to include new Bright Futures 4th Edition recommendations. Stay tuned!

  • Help With Periodicity Changes: PCC has published a guide to the Bright Futures 4th Edition Periodicity Recommendations, which includes CPT codes for services that you can perform and bill at each age. After you review the AAP’s new recommended schedules for patient care, you may want to adjust your visit reasons, physical chart note protocols or other under-the-hood configuration in PCC EHR and Partner. Contact your Client Advocate! We can help you implement the new suggestions.

  • Training, Education, Opportunities: Want to learn more about Bright Futures 4th Edition? PCC’s Jan Blanchard is offering a User’s Conference course to show off the most prominent new changes. Stay tuned to the PCC Newsfeed to learn more about PCC UC 2017.

Check For Out-of-Date Operating Systems

PCC EHR will now present a warning message on the log in screen if you are using a computer with an operating system that is nearing the end of its support life cycle.

The warning will appear in red and it will state that you need to update your operating system before the next PCC EHR release. If the operating system is not updated, then the EHR will cease to work with the next release.

New and Updated Interfaces Available in PCC 8.0

With each release, PCC’s Interoperability team expands and updates PCC’s direct connections, partnerships, and integrations with insurance payers, immunization registries, and more. Here are the interoperability updates for PCC 8.0:

      • New and Updated Immunization Interfaces: As part of the PCC 8.0 release, PCC developed new immunization registry interfaces for Nebraska (NESIIS), Louisiana (LINKS) and Philadelphia (KIDS Plus). PCC 8.0 also updates registry interfaces to meet new requirements for California (CAIR 2), Tennessee (TENNIIS), South Carolina (SCIR).

      • New Clinical Interfaces in PCC EHR: PCC developed new lab interfaces with Doctors Hospital at Renaissance, Mountain Star Clinical Laboratories, and Intermountain Healthcare. These organizations can now send electronic test results directly to PCC EHR. In addition, PCC developed clinical data interfaces with NueHealth Missouri and Children’s Health Alliance / Wellcentive.

      • New Eligibility Interfaces: PCC developed new real-time insurance eligibility interfaces with IEHP of California, BCBS of Nebraska, Medical Assistance of Maryland, and Aetna Better Health of Nebraska. PCC also updated interface standards for BCBS of North Carolina. You can view patient eligibility information during patient check-in as well as in the Eligibility (elig) program.

      • Updates to Immunization Forecasting: During the PCC 8.0 release cycle, PCC installed the latest updates to immunization forecasting schedules used in PCC EHR. These periodic forecasting updates improved forecasting and added new variant vaccines and schedules for flu, dTap, HPV, and other immunizations. A patch we added in January corrected an erroneous recommendation for a 4th HIB booster when patients had 2-doses and the Hib PRP-OMP booster, which finishes the HIB series. A patch we added in February added the new 2-dose HPV schedule and included minor corrections to schedules and warnings for PCV, Hep B, MCV, Hep A, and HIB.

If your practice would like to take advantage of these connections, or you have another interface need, contact your PCC Client Advocate.

Other Feature Improvements and Bug Fixes in PCC 8.0

In addition to the features described above, PCC 8.0 includes these smaller improvements and squashed bugs.

      • Flu Vaccine Update: The PCC 8.0 update includes support for the latest influenza vaccines. The latest flu vaccines with CVX 168 and 171, CPT codes 90653 and 90674, are now supported by all PCC products and services. You can add the new procedures to your Procedures table for billing in Partner, view them on the Immunization Forecasting tool in PCC EHR, and when administered these procedures will be included on the “Immunization Rates – Influenza (Asthma)”, “Immunization Rates – Influenza”, and “Immunization Rates – Patients 2 years Old” Practice Vitals Dashboard measures. Contact your PCC Client Advocate to help you configure the new flu vaccines or any new immunization procedure.

      • 2017 RVU Values in PCC Reporting: PCC 8.0 includes the 2017 relative value unit updates for reports in Practice Vitals Dashboard and the Smart Report Suite (srs). You can use PCC’s RVU-based reports to assess your pricing schedule in relation to Medicaid/Medicare reimbursement rates. PCC RVU reporting now uses zip codes to indicate region. You can select a different zip code from your office’s default if you wish to analyze your RVU data by a different region.

      • Hold Claims That Include Adjustment Over-Posting Errors: When Partner prepares a secondary (or tertiary) claim, the claim processing programs will now check to make sure that the total of all adjustments does not exceed the charge amount. If you accidentally post multiple adjustments to a charge, and end up re-posting adjustments so that the total exceeds the charge total, Partner will stop the claim before it goes out the door and create a rejection.

      • Submit Claims - Easier Commands and Unified Workflow: When you submit electronic claims, you can now run the Submit Claims (ecs) program, and it will handle claim processing and configuration settings for you. Formerly, you may have been familiar with running “preptags” to run the claim processing step before ecs. The PCC 8.0 update keeps the old preptags commands in place so this change will be transparent to the user, and it paves the way for better claim processing by eliminating a layer.

      • 'Make Available in Patient Portal' is now 'Display in Portal Documents':

        When you edit a document, the checkbox which lets you control whether or not a document is visible in the Patient Portal is now labeled better, indicating where the document will appear.

      • Improved Syncing of Medical Data w/ PCC eRx: The PCC eRx update in PCC 8.0 includes improved syncing of patient data. Important signifiers, such as “Allergies Reviewed” or “No Known Drug Allergies”, were sometimes delayed before PCC 8.0. Now that information automatically syncs between the patient’s chart record and the e-prescribing system.

      • Quickly Review Start and Stop Medication Dates: The updated Medication History component in PCC 8.0 includes new “Start” and “Stop” columns. Wherever the Medication History component appears, you can quickly see the start and stop dates that were defined for a prescription.

      • Improved Prescriber Location Support: Prior to the PCC 8.0 update, PCC eRx used a clinician’s default prescribing location. You can now specify all the locations where a provider may prescribe. PCC eRx will automatically use the location of the patient’s visit, and if that information is unavailable it can use the provider’s default location, or the provider can specify the location.

      • Audit eRx Access in PCC EHR: Prior to the PCC 8.0 update, practices needed to use DrFirst Rcopia reports in order to audit which users accessed eRx tools for a patient. In PCC 8.0, access to PCC eRx in a patient’s chart is tracked in PCC EHR, and you can audit that access using the PCC EHR Audit Log tool.

      • Deprecated Dashboard Tool Removed: PCC 8.0 removes the “View CPT Code Utilization” tool from the Practice Vitals Dashboard, formerly found in the “Revenue-Per-Visit” and “Revenue-Per-Visit (without imms)” measures. The tool displayed outdated charge and reimbursement data. To research CPT code utilization at your practice, PCC recommends alternate reports in Partner, such as the “Reimbursement Analysis” and “Reimbursement Analysis with RVUs” reports found in srs.

      • Customize Where the Documents Component Appears on Chart Notes: If documents are attached to a chart note, they will appear in the Documents component on the encounter. In PCC 8.0, you can use the Protocol Configuration tool to customize where the Documents component appears.

      • Long Filenames and System Backups: If your practice used document filenames that were abnormally long, it could cause daily backups to pause or fail. This no longer occurs.

      • SNOMED Update Bug: In rare circumstances, updating an existing diagnosis record could keep the previous SNOMED code on a patient’s record. PCC corrected this bug with a mid-release patch for all practices.

      • Empty Care Plan Bug: If a Care Plan was created and saved with only contact information, and then edited and re-saved to add actions or goals, under certain circumstances the new notes would not be saved. This bug was fixed with a mid-release patch for all practices.

      • Eligibility Notes: Under rare circumstances, eligibility notes for patients with expiring insurance would not save. PCC fixed this bug with a mid-release patch for all practices.

      • Server Reboot Access Error: After a power failure or server reboot, some PCC client systems lost access to mobile services, necessitating PCC Support intervention. These services are now restored automatically in the event of a server failure.

PCC 8.0 Migration Considerations

The PCC 8.0 release includes new features that may need extra planning, training, or configuration. Read below to learn more, and share relevant details with your physicians and staff.

Read the PCC 8.0 Release article for complete details on these features.

Contact PCC Support at 1-800-722-1082 for information about these or any features in PCC 8.0.

Get Ready for PCC eRx!

Your practice’s PCC EHR administrator, prescribing expert, or PCC champion should carefully review the PCC eRx 2017 Migration Considerations article. It will tell you everything you need to know to get ready for the new PCC eRx.

Implement Vaccine Inventory Management

After your PCC 8.0 update, you can adjust immunization lot statuses, quantities, and implement the new vaccine inventory tools in PCC EHR.

To implement vaccine inventory management, first use the Immunization Configuration tool to review and update all of your practice’s vaccine lots in the Lot Manager. For each lot, you can now set the status and enter lot amounts.

Negative Numbers in the Lot Manager?: After your PCC 8.0 update, you will notice that your practice’s immunization lots in the Lot Manager will have negative numbers. This is because PCC EHR now tracks all administrations and automatically decreases lot quantities. Since your lots did not have a quantity before, but you have performed many administrations, the numbers are now negative. You can fix this by editing each lot and entering an adjustment based on the original quantity of the lot.

The Report Library includes two new reports, the Vaccine Inventory Transaction Log and the Vaccine Inventory Reconciliation Worksheet, to help you with the process.

PCC recommends you review these tools, introduce them to your staff, and decide as a practice when and how to implement vaccine inventory management. As always, your Client Advocate can help you figure out how to match PCC EHR’s tools with your practice’s workflow.

Additional documentation and a Vaccine Inventory training video is coming soon.

Train Staff on Account and Patient Management in PCC EHR

Prior to the PCC 8.0 update, only users of Partner were able to add new accounts, add new patients, reassign patients to different guarantors or custodians, and edit many of the custom account-related fields. The update introduces all of these features to PCC EHR.

Your practice may wish to change your workflow around editing and updating patient and account information.

Introduce Patients and Families to Sending Images and Documents

Patient portal users can now send you images and documents through secure portal messages. You may wish to introduce this concept to families and invite them to give it a try.

Review and Configure Practice Vitals Dashboard Access

Use the User Administration tool to configure which users should be allowed to access the Practice Vitals Dashboard.

If you are part of a multiple-practice group, use PCC’s Care Center features, or for some other reason have more than one Practice Vitals Dashboard, you should review which users should have access to each dashboard.

Configure The Appointment Book for Multiple Providers

If your practice uses the new PCC EHR Appointment Book, you can now mark appropriate providers as schedulable in the User Administration tool, enter their standard and custom hours, and enter their preferred visit reason lengths.

For more information, read Appointment Book Configuration.

Adjust the Location of the Documents Component

When a visit, phone note, or other encounter has a lab result, completed form, or other document attached to it, that document appears in a Documents component on the chart note. The Documents component only appears when the encounter has an attached document.

As part of the PCC 8.0 update, you can now customize where the Documents component appears on a chart note. For example, you may choose to edit your Well Child protocols so that Documents appear earlier on the chart note.

You can edit the location of the Documents component for each protocol in the Protocol Configuration tool in the Tools menu.

Adjust the Location of the Communication Preferences and Account Demographics Components

Prior to the PCC 8.0 update, a Contact Information component included patient communication preferences and account information. Now that PCC EHR includes more account demographics editing, there are two components: Communication Preferences and Account Demographics.

Your practice can use the Protocol Configuration tool to edit the layout and positioning of components on the Demographics section of the patient’s chart. You can also edit chart note protocols to adjust or place the new components into your visit workflow.

Change Your Document Tasking Workflow

Does your practice create phone notes whenever you need to add a task to a document? PCC 8.0 supports document tasks. You can create, review, and complete tasks right on a document, without the need for an additional encounter or chart note.

If you wish to implement document tasks at your practice, review these features with your staff and plan for a practice transition to the new workflow. Your PCC Client Advocate can help.

Update Your Oldest Workstations

If staff at your practice use a workstation that is running Windows XP, Windows Vista, Ubuntu, or an out-of-date version of MacOS, you should make plans to update that workstation.

PCC 8.0 will warn these users at login that their operating system will no longer be supported after PCC 8.1.

Configure New SNOMED Diagnoses

PCC 8.0 updates your SNOMED library to the March 2017 edition. You may wish to:

  • Share New, Useful Descriptions w/ Your Clinicians: New SNOMEDs include better otitis media variations, expanded body sites for contusions, and bilateral impacted cerumen.

  • Review New BMI Descriptions: The March 2017 update replaces some BMI diagnosis descriptions. For example, “Body mass index high” and “Body mass index low” have new recommended descriptions of “Increased body mass index” and “Decreased body mass index”. The PCC 8.0 update dynamically adjusts any of your chart note protocols where renamed BMI descriptions appeared as default diagnoses. Patient historical chart records will not be adjusted.

  • Map New Favorites for Billing: After your PCC 8.0 update, you may wish to review billing configuration for new SNOMED diagnosis descriptions. Use the Billing Configuration tool to configure which ICD-10 diagnoses are mapped to each SNOMED-CT description. Read the Billing Configuration article to learn how.

  • Lock Diagnoses From Portal and Patient Reports: If your practice uses the Diagnosis Configuration tool to make certain diagnoses “locked”, or hidden from the Patient Portal and patient-facing reports, you may want to review the list of new diagnoses and make updates. For example, you may want to lock some new SNOMED-CT concepts. For more information, see Hide Sensitive Diagnoses from the Patient Portal and Patient Reports.

New Favorites Do Not Have Assisted Mapping: The 500 new SNOMED diagnosis descriptions added to the diagnosis Favorites list do not have “assisted mapping” to an ICD-10 billing code. That means that if a physician uses one of these diagnoses on a chart, the biller will need to select an appropriate ICD-10 billing code later. You can proactively assign ICD-10 codes to these new SNOMED descriptions, and review the mapping for any diagnosis, in the Billing Configuration tool. A complete list of SNOMED diagnoses that were added to the Favorites list by the 8.0 update that do not have a default ICD-10 mapping appears below. You can also download a printable PDF.

Abnormal finding on auditory function studyAbrasion of left forearmAbrasion of right forearmAbscess of left axillaAbscess of left lower eyelid
Abscess of left lower limbAbscess of left upper eyelidAbscess of right axillaAbscess of right lower eyelidAbscess of right lower limb
Abscess of right upper eyelidAcquired ptosis of eyelid of right eyeAcquired receptive language impairmentAcute atopic conjunctivitis of bilateral eyesAcute atopic conjunctivitis of left eye
Acute atopic conjunctivitis of right eyeAcute blistering eruption of skinAcute conjunctivitis of bilateral eyesAcute conjunctivitis of bilateral eyes caused by chemical substanceAcute conjunctivitis of left eye
Acute conjunctivitis of left eye caused by chemical substanceAcute conjunctivitis of right eyeAcute conjunctivitis of right eye caused by chemical substanceAcute desquamating eruption of skinAcute discoid eruption of skin
Acute eruption of skinAcute eruptive lichen planusAcute erythematous eruption of skinAcute excoriation of skinAcute exudative skin eruption
Acute follicular conjunctivitis of bilateral eyesAcute follicular conjunctivitis of left eyeAcute follicular conjunctivitis of right eyeAcute infectious conjunctivitisAcute iritis of left eye
Acute iritis of right eyeAcute myringitis of left earAcute myringitis of right earAcute non-suppurative otitis media of bilateral earsAcute non-suppurative otitis media of left ear
Acute non-suppurative otitis media of right earAcute otitis externa of bilateral earsAcute otitis externa of left earAcute otitis externa of right earAcute otitis media of left ear with effusion
Acute otitis media of right ear with effusionAcute papular eruption of skinAcute purpuric eruption of skinAcute serous otitis media of bilateral earsAcute serous otitis media of left ear
Acute serous otitis media of right earAcute suppurative otitis media of bilateral earsAcute suppurative otitis media of left earAcute suppurative otitis media of right earAcute tonsillitis caused by Streptococcus
Allergic conjunctivitis of bilateral eyesAllergic conjunctivitis of left eyeAllergic conjunctivitis of right eyeAllergic contact dermatitis of left eyelidAllergic contact dermatitis of left lower eyelid
Allergic contact dermatitis of left upper eyelidAllergic contact dermatitis of right eyelidAllergic contact dermatitis of right lower eyelidAllergic contact dermatitis of right upper eyelidAllergy to tree nut
Amblyopia of left eyeAmblyopia of right eyeAnorexia nervosa co-occurrent with dangerously low body weightAnorexia nervosa co-occurrent with significantly low body weightApnea of newborn due to neurological injury
Arthropathy of right elbowAt risk for drug therapy problemAt risk for heritable disorderAtypical Rett syndromeAvulsion of fingernail of left hand
Avulsion of fingernail of right handAvulsion of toenail of left footAvulsion of toenail of right footBaby premature at delivery 23 completed weeksBaby premature at delivery less than 23 weeks
Benign paroxysmal torticollis of infancyBilateral acute dacryoadenitisBilateral acute dacryocystitisBilateral acute iritisBilateral acute lacrimal canaliculitis
Bilateral amblyopiaBilateral calf painBilateral foot joint painBilateral red eyesBilateral sciatica
Bilious vomiting of newbornBirth asphyxia with Apgar score 5 minute Apgar score 4-6Bleeding following tonsillectomyBlepharitis of bilateral eyelids caused by staphylococcusBlepharitis of bilateral lower eyelids
Blepharitis of bilateral upper eyelidsBlepharitis of left eyelidBlepharitis of left eyelid caused by staphylococcusBlepharitis of right eyelid caused by staphylococcusBlister of lip
Brief resolved unexplained eventBullous myringitis of bilateral earsBullous myringitis of left earBullous myringitis of right earBursitis of left Achilles bursa
Bursitis of left shoulderBursitis of right Achilles bursaBursitis of right shoulderCalcaneal spur of left footCalcaneal spur of right foot
Candidiasis of noseCare plan goal achievement status unknownCare plan goal agreedCare plan goal not agreedCellulitis of both external ears
Cellulitis of finger of left handCellulitis of finger of right handCellulitis of left external earCellulitis of left forearmCellulitis of left lower limb
Cellulitis of left upper limbCellulitis of right external earCellulitis of right forearmCellulitis of right lower limbCellulitis of right upper limb
Cellulitis of toe of left footCellulitis of toe of right footChildhood cellulitis of perianal region caused by beta-hemolytic Streptococcus group AChondromalacia of right patellaChronic mood disorder
Chronic mucoid otitis media of bilateral earsChronic mucoid otitis media of left earChronic mucoid otitis media of right earChronic nonsuppurative otitis media of bilateral earsChronic nonsuppurative otitis media of left ear
Chronic nonsuppurative otitis media of right earChronic otitis media of bilateral earsCigarette smoker (1-4 cigarettes/day)Cigarette smoker (5-9 cigarettes/day)Classic onset hemorrhagic disease of the newborn due to vitamin K deficiency classic onset
Closed injury of eyeballClosed left elbow dislocationClosed left patella dislocationClosed left shoulder dislocationClosed right elbow dislocation
Closed right patella dislocationClosed right shoulder dislocationClosed subluxation left patellofemoral joint following traumaClosed subluxation right patellofemoral joint following traumaComplex wound of head
Concretion in conjunctiva of left upper eyelidConcretion in conjunctiva of right upper eyelidContusion of brain due to birth traumaContusion of cerebellum due to birth traumaContusion of finger of left hand
Contusion of finger of right handContusion of globe of left eyeContusion of globe of right eyeContusion of left ankleContusion of left forearm
Contusion of left hip regionContusion of left thighContusion of left toeContusion of left upper armContusion of right ankle
Contusion of right forearmContusion of right hip regionContusion of right thighContusion of right toeContusion of right upper arm
Crush injury of finger of left handCrush injury of finger of right handCyst of bilateral ovariesCyst of faceCyst of kidney
Cyst of lateral meniscus of left kneeCyst of lateral meniscus of right kneeCyst of neckCyst of prepuceDacryocystitis of bilateral lacrimal sacs
Dacryocystitis of left lacrimal sacDacryocystitis of right lacrimal sacDark yellow urineDecline in functional statusDecreased mobility of tympanic membrane
Dental caries due to fluorine deficiencyDerangement of lateral meniscus of left kneeDerangement of lateral meniscus of right kneeDerangement of medial meniscus of left kneeDerangement of medial meniscus of right knee
Derangement of meniscus of left knee jointDerangement of meniscus of right knee jointDevelopmental delay of fine motor functionDiabetic on non-insulin injectable medicationDiscontinued medication without order
Disruptive mood dysregulation disorderDysfunction of bilateral eustachian tubesEarly childhood developmental disabilityEczema of scalpEczematous dermatitis of bilateral eyelids
Edema of left eyelidEdema of right eyelidEffusion of right knee jointElectronic cigarette userEsophoria of bilateral eyes
Esophoria of left eyeEsophoria of right eyeExophoria of bilateral eyesExophoria of left eyeExophoria of right eye
Exotropia of right eyeFailure of lactation with attachment difficultyFailure to thrive in neonateFetus or newborn infection caused by Anaerobic bacteriumFetus or newborn infection caused by bacterium
Fetus or newborn infection caused by Escherichia coliFetus or newborn infection caused by fungusFetus or newborn infection caused by Staphylococcus aureusFetus or newborn infection caused by Streptococcus group BFever with infection
Fluorine deficiencyForeign body in left corneaForeign body in left earForeign body in right corneaForeign body in right ear
Foreign body on left external eyeForeign body on right external eyeFoul smelling urineFuruncle of left lower limbFuruncle of right axilla
Furuncle of right lower limbGastroesophageal reflux in childGastrointestinal infectionHand muscle strainHeadache due to injury of head and neck
Hordeolum externum of lower eyelid of right eyeHordeolum externum of upper eyelid of left eyeHordeolum externum of upper eyelid of right eyeHordeolum internum of left eyeHordeolum internum of right eye
Hordeolum internum of upper eyelid of right eyeHypoxemic respiratory failureIdiopathic short statureImpacted cerumen of bilateral earsInfant dyschezia
Infant gastrointestinal regurgitationInfection of bilateral earsInfection of diaper areaInfection of left earInfection of right ear
Infection of skin of eyelid and periocular regionInfection of upper respiratory tract caused by fungusInfective otitis externa of bilateral earsInfective otitis externa of left earInfective otitis externa of right ear
Influenza caused by pandemic influenza virusInfluenza caused by seasonal influenza virusIngestion of toxic substanceInjury due to activity involving bicycle ridingInjury of finger of left hand
Injury of finger of right handInjury of left earInjury of left elbow regionInjury of left footInjury of left forearm
Injury of left handInjury of left hip regionInjury of left lower legInjury of left upper armInjury of left wrist
Injury of right earInjury of right elbow regionInjury of right footInjury of right forearmInjury of right hand
Injury of right hip regionInjury of right lower legInjury of right upper armInjury of right wristInjury of rotator cuff
Injury of toe of left footInjury of toe of right footIritis of bilateral eyesIritis of left eyeIritis of right eye
Laceration of chinLaceration of fascia of headLaceration of finger of left handLaceration of finger of right handLaceration of head without foreign body
Laceration of left ear regionLaceration of left footLaceration of left thighLaceration of muscle of headLaceration of neck with foreign body
Laceration of neck without foreign bodyLaceration of right ear regionLaceration of right footLaceration of right thighLarge for gestational age newborn
Left side sciaticaLesion of left eyelidLocalized swelling of headLocked joint of right kneeLump in bilateral breasts
Minimal depressionMinimal major depressionMinimal major depression single episodeMinimal recurrent major depressionModerately severe depression
Moderately severe major depressionModerately severe major depression single episodeModerately severe recurrent major depressionModerate underweight in infancy childhood and adolescenceMucopurulent conjunctivitis of bilateral eyes
Mucopurulent conjunctivitis of left eyeMucopurulent conjunctivitis of right eyeNeonatal difficulty in feeding at breastNeonatal effect of maternal postpartum depressionNeonatal gastroesophageal reflux
Nicotine userNon-infective neonatal diarrheaNon-ulcerative sexually transmitted infection caused by Chlamydia trachomatisNonvenomous insect bite of left hand with infectionNonvenomous insect bite of right hand with infection
Open bite of headOpen bite wound of neckOpen wound of forearm due to cat biteOpen wound of forearm due to dog biteOpen wound of hand due to cat bite
Open wound of hand due to dog biteOral cystOtalgia of left earOtalgia of right earOtitis externa of bilateral ears
Otitis media caused by Streptococcus pneumoniaeOtitis media of bilateral earsOtorrhea of bilateral earsOtorrhea of left earOtorrhea of right ear
Pain in bilateral lower legsPain in finger of left handPain in finger of right handPain in fingers of bilateral handsPain of bilateral eyes
Pain of bilateral forearmsPain of bilateral handsPain of bilateral lower limbs co-occurrent and due to ischemiaPain of bilateral thighsPain of bilateral upper limbs
Pain of joint of bilateral lower legsPain of joint of left footPain of joint of left lower legPain of joint of right footPain of joint of right lower leg
Pain of left acromioclavicular jointPain of left ankle jointPain of left calfPain of left elbow jointPain of left eye
Pain of left handPain of left heelPain of left hip jointPain of left lower limb co-occurrent and due to ischemiaPain of left shoulder blade
Pain of left shoulder jointPain of left temporomandibular jointPain of left thighPain of left wristPain of right acromioclavicular joint
Pain of right ankle jointPain of right calfPain of right elbow jointPain of right eyePain of right forearm
Pain of right lower limb co-occurrent and due to ischemiaPain of right shoulder bladePain of right shoulder jointPain of right temporomandibular jointPain of right thigh
Pain of right wristPain of toe of left footPain of toe of right footPain of toes of bilateral feetParonychia of finger of left hand
Paronychia of finger of right handParonychia of fingers of bilateral handsParonychia of left thumbParonychia of right thumbParonychia of toe of left foot
Paronychia of toe of right footPerennial allergic conjunctivitis of bilateral eyesPerforation of cornea of left eyePerforation of cornea of right eyePerforation of dental restoration
Perforation of intestine co-occurrent and due to meconium ileusPerforation of tympanic membrane of bilateral ears due to otitis mediaPerforation of tympanic membrane of left ear due to otitis mediaPeriorbital edema of left eyePeriorbital edema of right eye
Postprocedural infectionRecurrent acute otitis media of bilateral earsRed left eyeRed right eyeRepetitive strain injury of left ankle
Repetitive strain injury of left footRepetitive strain injury of left thighRepetitive strain injury of right ankleRepetitive strain injury of right footRepetitive strain injury of right thigh
Repetitive strain injury of upper limbRight side sciaticaRupture of left Achilles tendonRupture of right Achilles tendonRupture of right tympanic membrane due to otitis media
Second degree burn of left handSecond degree burn of right handSerous otitis media of bilateral earsSevere acute respiratory syndrome of upper respiratory tractSevere underweight in infancy childhood and adolescence
Sexually transmissible infection caused by Herpes simplex virusSexually transmissible infection caused by Human papillomavirusSexually transmissible infection caused by Molluscum contagiosum virusSlow weight gainSpasm of muscle of left calf
Spasm of muscle of right calfSpontaneous rupture of bilateral tympanic membranes co-occurrent and due to acute suppurative otitis mediaSpontaneous rupture of left tympanic membrane co-occurrent and due to acute suppurative otitis mediaSpontaneous rupture of right tympanic membrane co-occurrent and due to acute suppurative otitis mediaSprain of finger of left hand
Sprain of finger of right handSprain of interphalangeal joint of finger of left handSprain of interphalangeal joint of finger of right handSprain of left acromioclavicular ligamentSprain of left foot
Sprain of left handSprain of right acromioclavicular ligamentSprain of right footSprain of right thumbSprain of tibiofibular ligament of left ankle
Sprain of tibiofibular ligament of right ankleStiffness of joint of left handStiffness of joint of right handStiffness of left ankleStiffness of left knee
Stiffness of left shoulderStiffness of left wristStiffness of right ankleStiffness of right kneeStiffness of right shoulder
Stiffness of right wristStrain of flexor muscle of left hipStrain of flexor muscle of right hipStrain of jawStrain of left Achilles tendon
Strain of left quadriceps muscleStrain of muscle of anterior chest wallStrain of muscle of left groin regionStrain of muscle of right groin regionStrain of muscle of wrist
Strain of right Achilles tendonStrain of right quadriceps muscleStrain of tendon of left wristStrain of tendon of wristStrain of toe
Stricture of male urethral meatus following circumcisionSubluxation of radial head of left elbowSubluxation of radial head of right elbowSubungual hematoma of finger of left handSubungual hematoma of finger of right hand
Subungual hematoma of left thumbSubungual hematoma of right thumbSuitable for telehealth monitoringSuperficial bite of scalpSuperficial dehiscence of wound
Superficial foreign body of skin of left footSuperficial foreign body of skin of left handSuperficial foreign body of skin of right footSuperficial foreign body of skin of right handSuperficial injury of left eye
Superficial injury of right eyeSuppurative otitis media of left earSuppurative otitis media of right earSynovitis of joint of right kneeTobacco smoking in mother complicating childbirth
Tobacco smoking in mother complicating pregnancyTobacco smoking in mother complicating puerperiumTobacco use in mother complicating pregnancyTobacco use in mother complicating puerperiumTransgender identity
Ulcer of cornea of bilateral eyesUlcer of cornea of left eyeUlcer of cornea of right eyeUnder immunizedVaccination record unavailable
Victim of child neglectVictim of infant neglectViral fever

Best Practices for Use of Automated Communications

Do you need a patient’s permission to send them a text message about an upcoming appointment? PCC recommends you obtain written permission to contact patients and families whenever possible.

The federal guidelines and state-by-state requirements around use of an auto-dialer — although more lenient for health care communication — can be complicated and open to interpretation. PCC has compiled a list of pointers and best practices that we hope will help you to better engage with your patients within the FCC TCPA guidelines. As with any legal consideration, we encourage you to consult your own legal counsel. PCC does not intend to and does not provide legal advice.

Get Written Permission to Call or Text Your Patients and Families

You are already in the habit of regularly collecting and updating demographic and contact information. PCC recommends you include “consent to contact” in that process.

Click here for a sample form addendum to use. You can add this or other text to your existing check-in process, demographic update forms, or office policy form. You can also use it as a stand-alone consent form, if you prefer.

Make sure you have a plan for updating patient and family consent to contact.

Keep Track of Who Has (and Has Not) Given Consent to Contact

Once you have received written permission, you will want to find a way to keep track of it. For example, you can scan the consent form into the patient’s chart and add an “opted in” flag to their account.

Conversely, if someone refuses this permission or gives consent but later revokes it, this should be tracked and honored as well. It could be considered a violation of TCPA rules to send a message to a number after consent has been revoked. Flags can be used to manage this. For help using flags in PCC’s Notification Center, read this article.

Can a Patient or Family Opt Out Without Contacting You?: If you are using PCC’s notify features, patients and families have a built-in method for opting out using their phone. (See Patient Notification Center: Other Considerations and Options). However, it is best to keep track on the patient’s record using a flag and adjust your automated notification accordingly.

Track and Use Patient Preferred Contact Method

Use the Confidential Communication Preference fields on the patient record to indicate how your patients and families wish to be contacted for all communication.

Your office can collect a patient’s phone, e-mail, or text message preference in the Confidential Communication Preference section of Patient Checkin (checkin), the Patient Editor (notjane), or the Demographics section of the patient’s chart in PCC EHR.

Implement Processes to Ensure Consistent Adherence by All Staff Members

Identify your office’s method and policy for collecting and documenting written express prior consent. Make sure that all staff members understand the importance of following office protocol.

Additional Key Points for Adherence to TCPA Rules

Here are a few other recommendations based on the TCPA guidelines. As always, PCC recommends you consult your practice’s legal counsel for specific situations or concerns.

  • Do not send non-exempt commercial messages or solicitations, such as an advertisement for your practice or an invitation to use a new service.
  • It is a good idea to get express consent before sending Account Balance Due reminders. Sending these types of messages without prior consent could be considered in violation of TCPA rules.
  • SMS text messages are subject to the same protections as voice calls under the TCPA.

Other Communication Options to Consider

What other communication best practices can you follow to improve communication and meet the needs of your patients?

  • Use Email: Email is an excellent way to communicate with your patients and their families, as it can be easily stored and referenced when needed. Email can be a useful option for expanding patient outreach.

  • Use Patient Portal Messages: PCC’s patient portal provides a secure way to send and receive messages. The portal is PCC’s preferred method of patient communication.

  • Use a Family's Preferred Language: A large percentage of Americans’ primary language is not English. Being open to communicating with your patients in their preferred language is an easy way to improve patient satisfaction, and ensure that your messages are read. It can also increase response rates.

  • Be Strategic About Call Times: Research shows that calls placed between 5:00 and 8:00pm are 20% more effective at reaching a live person than calls earlier in the day. Of live-answered calls, those placed between 5 and 8 are 45% more effective at achieving an active response (confirmation or reschedule). For help using PCC’s Notification Center to set up call times, read this article.

4-2017 Mylan Recall For EpiPen Epinephrine Injector

Does your practice prescribe Mylan’s EpiPen epinephrine auto-injectors to your patients? Mylan, in coordination with their manufacturing partner Pfizer, has recently expanded a nationwide and international recall of certain strengths and lots.

PCC EHR has tools and reports that can help you contact patients affected by this recall. You can use the Patient Lists tool, or a PCC eRx report, to find patients who have a record of a prescription in their chart. If you are participating in the 2017 PCC 7.6 beta release, you have additional reporting options in the PCC EHR Report Library.

Your Results May Vary: Sometimes the pharmacy selects the brand of epinephrine pen, and sometimes a patient may receive their prescription from a specialist or other care provider. PCC EHR can only report on the prescription details found in the patient’s chart. Your practice may elect to announce this recall to your patients based on broader criteria, such as all patients with severe allergies on their Problem List.

EpiPen Recall Details and Replacement Instructions

“Meridian Medical Technologies, a Pfizer company and Mylan’s manufacturing partner for EpiPen® Auto-Injector, has expanded a voluntary recall of select lots of EpiPen (epinephrine injection, USP) and EpiPen Jr® (epinephrine injection, USP) Auto-Injectors to now include additional lots distributed in the U.S. and other markets in consultation with the U.S. Food and Drug Administration (FDA).

The recall impacts certain lots of the 0.3 mg and 0.15 mg strengths of EpiPen Auto-Injector. None of the recalled lots include the authorized generic for EpiPen Auto-Injector, which is also manufactured by Meridian Medical Technologies.”

For more information and replacement instructions, visit:

(http://www.mylan.com/EpiPenRecall)

Find Patients With EpiPen Prescriptions

PCC EHR includes many different tools and reports that can help you find patients who may need to know about this recall.

Use the Patient Lists Tool

You can use the Patient Lists tool, in the Reports menu, to get a quick list of all patients with a specific EpiPen prescription and/or a general epinephrine prescription. You could also create a list of patients with anaphylaxis or other allergy diagnoses in their Problem List.

Open the Patient Lists Report Tool

Click on the Reports menu and select “Patient Lists”.

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Click “Add”

Click “Add” to add a new patient list.
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Add Title, Time Range, and Click to Add a Medication Criteria

On the Add Patient List screen, enter a title for your new list. Review the time range, and then click “Add” next to the Medications criteria.

For the widest possible search, use the “From patient’s birth through today” time range for the criteria.

Add EpiPen, and/or Your Practice’s Unspecified Epinephrine Pen Prescription

Use the drop-down search field to find the EpiPen prescription or your practice’s typical generic epinephrine pen prescription.

Can't Find It? Not Sure If Epinephrine Injector Prescriptions Were Filled With EpiPen?: The Medication criteria for Patient Lists only shows medications that are in at least one patient’s Medication History. If your practice has no records of EpiPen or epinephrine, for example, you will not be able to add it as a criteria. If you are worried that a non-specific epinephrine prescription may have been filled with a Mylan EpiPen, you can add additional prescriptions to the criteria, as shown below.

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Review Your List Criteria and Save Your Changes

Generate the Patient List

Select your patient list and click “Generate List”. Then click “Continue” to see the result.

Optional: Export the Patient List

Optionally, you can click “Save as File” and export the list as a CSV file. You can import that file into any spreadsheet program, or open it with a Word Processor.

Contact PCC Support for help with the Patient Lists report tool or any features of PCC EHR.

Use the Drug Report Tool in PCC eRx

You can use the Drug Report tool in PCC eRx (7.5 and earlier) to find all EpiPen prescriptions, or all epinephrine prescriptions.

Auvi-Q, EpiPen, Other Recalls: The images in the procedure below were created for an Auvi-Q epinephrine auto-injector recall. You can use the steps in the procedure for EpiPen or for any drug recall.

Visit the Rx Tasks Queue and Click “Options”

Open a PCC eRx window, either from the Rx Tasks queue or from a patient’s chart, and click “Options”.

auviqrecall09

Click “Drug Report”

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Search for Epinephrine, or EpiPen

Use the search field to find epinephrine, or EpiPen. The Drug Report tool can produce various lists based on either the brand name or generic name of a drug. You may want to try a couple of different searches to review your patients’ records.

auviqrecall11

Click the Free Text or Specific Prescription Option

Depending on your search, you may need to indicate whether you mean a specific prescription name or a free-text search for all drugs that include your search text. In testing, PCC found better results with the “free text” option.

auviqrecall12

Enter Provider or Date Range Criteria

Select primary care physicians or other care providers, and indicate a date range for when the drug was active. For most situations, you should search for all providers for a wide date range.

Click “Create Report” to view the results.

auviqrecall13

Active or Inactive?: The Drug Report looks for prescriptions that were active within a certain date range, or within the past 30 days, 6 months, etc. Since all the recalled auto-injectors expire in 2017, for example, you may want to use a range that only extends back a few years.

Review Results, Run a New Search

PCC eRx will display all prescriptions that match the search text and the criteria options. After you review the result, you may want to re-run the Drug Report using a different search term (“epinephrine”, etc.) or criteria.

auviqrecall14

Contact PCC Support for help with the Drug Report or other features in PCC eRx.

Use the Prescription Activity Report

If you are participating in the 2017 PCC 7.6 Beta release, and you use the new PCC eRx electronic prescribing solution, you can run the Prescription Activity Report to generate lists based on various prescription criteria.

For help, contact your PCC Client Advocate or PCC beta coordinator.

Get Paid for Telemedicine Phone Encounters

The health industry is trending toward telemedicine as an alternative option for office visits. You’re probably already providing telemedicine services that are already billable (such as Nursing phone care), so why not take advantage of that?

PCC recommends that you treat every phone note as though it could be a billable service, unless it’s a scheduling call, or clearly a follow-up to an appointment that occurred within the past 7 days.

You may want to consider preparing your patients’ families before you begin submitting telemedicine claims for phone calls. Having a clear policy explaining what types of calls may become billable, and setting a date on which you will begin charging for those services will help to smooth the transition.

It Will Pay Off In the Long Run: Submit billing claims to all of your insurance carriers, even if you know they won’t pay… because eventually they will, and it will be too late to retroactively bill at that point. Also, if CPTs aren’t used by enough providers, the codes will be eliminated.

Check with your insurance providers to see what their policy and contracts are at this point, but still submit claims, for future payment.

An Administrator Configures PCC EHR and Partner

In order to get paid for telemedicine services provided over the phone, you will need to update the Phone Note Protocol in PCC EHR, and add new Visit Reasons and Procedure Codes in Partner.

Revise the Phone Note Protocol

If you are not already tracking call duration and diagnosis within your phone notes, you will need to add these components to your existing Phone Note Protocol.

Open the Component Builder

Navigate to the Protocol Configuration tool, and select the Component Builder.


Create Duration Component

Add a new custom entry field for “Duration of Call (exact minutes)” to your Component Builder.



Duration vs Start/Stop: If you prefer, create two fields to track the Start Time and Stop Time of the call, rather than one Duration field. You just need a way to track the total minutes spent on the call.

Create Diagnosis Component

Add another custom entry field for “Diagnosis Treated in Call”.

Edit the Phone Note Protocol

Return to the Protocol Configuration and open the Protocol Builder to edit your existing Phone Note Protocol.


Add Your New Components to the Phone Note Protocol

Add your new duration and diagnosis components to the Phone Note Protocol.


Create a Telemedicine Procedure Group

Having a specific procedure group for telemedicine will allow you to separate out telemedicine services for reporting purposes.

You will use this procedure group to set up new procedure codes and visit reasons.

Run the Table Editor (ted) and Select Procedure Groups

Run ted from the Partner Configuration window or by typing ted at a command prompt. From the list of tables, select #18, Procedure Groups.

Type “Add”

From the procedure group list, press A on your keyboard to add a new procedure group.

Enter Procedure Group Information

Give the new procedure group a name and an abbreviation, determine the order it should appear on screen, and indicate “Yes” to display totals for the new group in PCC reports.

Save the New Procedure Group

Press F1Save and Quit to save your new procedure group.

For more help in setting up new procedure groups, contact your PCC Client Advocate.

Create Telemedicine Procedures

You will need to set up a new procedure for each CPT code you will be using to bill for telemedicine services.

Run the Table Editor (ted) and Select Procedures

Run ted from the Partner Configuration window or by typing ted at a command prompt. From the list of tables, select #6, Procedures.

Type “Add”

From the procedure list, press A on your keyboard to add a new procedure.

Enter Procedure Information

Give the new procedure a name, select your new telemedicine procedure group, enter the associated CPT code (and copy to each line) and set the price for the service (and copy to each line).

What Should We Charge?: The average PCC client charges 176% of Medicare reimbursement, using the RVU pricing approach.

Save the New Procedure

Press F1Save and Quit to save your new procedure.

For more help in setting up new procedures, contact your PCC Client Advocate.

Optional: Create Telemedicine Visit Reasons

If you plan to customize your charge screen to make billing for phone care easier, you will need to set up a new telemedicine visit reason.

Appointment Book User: If your practice uses Appointment Book, visit reasons are configured in PCC EHR. Read about Appointment Book configuration here.

Run the Table Editor (ted) and Select Reasons for a Visit

Run ted from the Partner Configuration window or by typing ted at a command prompt. From the list of tables, select #7, Reasons for a Visit.

Type “Add”

From the visit reason list, press A on your keyboard to add a new visit reason.

Enter Visit Reason Information

Give the new visit reason a name. For each provider listed, determine the default number of minutes to assign for scheduling purposes (if applicable).

Save the New Visit Reason

Press F1Save and Quit to save your new visit reason.

For more help in setting up new visit reasons, contact your PCC Client Advocate.

Optional: Customize Charge Screen for Phone Care Encounters

You can customize the default list of diagnoses and/or procedures that appear the screen during checkout.

Use the Charge Screen Editor (csedit) in Partner to associate procedures to your new visit reason.

For more detailed instructions, read Customizable Charge Screens, or contact your PCC Client Advocate.

The Provider Writes the Phone Note

Treat every call as though it may be billable. Document the phone encounter with enough detail to cover telemedicine requirements.

Use the Subject field to reflect the main topic of the encounter. Include enough clinical information in the phone note to make a diagnosis.

Make note of all questions asked during the call, and all clinical information given. Include any reassurances offered. Include all topics covered during the conversation.

Biller Performs Billing Analysis

Each day, someone can analyze the phone notes from 7 days prior, to see if they can be billed.

You must wait 7 days after each phone call, because any call that was followed up by a visit within the next 7 days (or next available visit) for a related complaint will not be billable.

Periodically Review the Messaging Queue

Sort the Messaging queue by the Date column, and focus only on the phone notes from at least 7 days ago.

Review Patient Chart

Open each phone note and check the Appointment History to see if the patient had any related appointments within 7 days of the call (either before or after).

If Applicable, Review Visit Chart Note

If the patient was seen within 7 days on either side of the appointment date, you can check to see if the visit was related to the phone call. If not, the phone call may still be billable.

Billing Staff Uses Partner to Bill for Qualifying Services

Use the Checkout screen in Partner (checkout), to bill any telemedicine services that meet the billing requirements outlined above.

Run (checkout) in Partner

Run checkout from the Daily Operations window in Partner, or by typing checkout at a command prompt.

Find the Correct Patient

Press F2Find Patient to pull up the record of the patient whose telemedicine encounter you are billing.

Perform the Search

Enter the patient’s name and press F1Perform Search.

Create a New Encounter

From the patient’s encounter list, press F4Create Encounter.

Add Billing Details

Within the new encounter, change the Visit Date to reflect the actual date the phone call took place. Select the Visit Reason, Physician, Diagnosis and Procedure Name for the service.

Continue to the Next Step

Press F1Next Step to save your charge and go to the next screen.

Post and Print the Charge

Press F1Post and Print to post your charge and view the checkout summary.

Telemedicine Billing Codes by Carrier

CPT Codes

E&M codes for an established patient, unrelated to services in last 7 days nor leading to procedure or next available appointment:

Services Provided by Phone
Physician or Qualified Provider:

  • 99441 (5-10 mins)
  • 99442 (11-20 mins)
  • 99443 (21-30 mins)

Nurse or Other Qualified Non-Physician Healthcare Professional:

  • 98966 (5-10 mins)
  • 98967 (11-20 mins)
  • 98968 (21-30 mins)

Online Evaluation

  • 99444 – Report once for 7 day episode of care; personal response to online inquiry; permanent storage

Modifiers

  • GQ – rendered via asynchronous telecommunications system (email, video sent and watched later)
  • GT – rendered via interactive audio/video telecom system (such as FaceTime)

New in 2017

  • Star symbol used to identify telemedicine-eligible codes
  • Appendix P – CPTs that may be used for synchronous telemedicine
  • Modifier 95 – synchronous telemedicine service rendered via a real-time interactive audio/video telecom system (internal note – how is this different than the GT modifier?)
  • Place of service – 02 = Telehealth

HPCS

  • T1014 – Telehealth transmission, per minute, professional services bill separately
  • Q3014 – Telehealth originating site facility fee (if you are providing a place for patients to connect to remote providers)

Medicare

  • Several Behavioral Health services approved for telehealth in 2013

Medicaid

  • Up to individual states

Search for Patients and Accounts in PCC EHR

PCC EHR has a number of search tools for patients and accounts.

  • A patient finder is always available to you as you view the schedule, other queues, or review a chart.
  • A Find Patient tool is available when you import or work with documents and in the Appointment Book.
  • An Account Finder appears when you add or reassign billing and custodial accounts.
  • Each of these tools works in slightly different ways, but they all let you refine your search to find just what you are looking for.

    Search for a Patient

    The patient finder is designed to help you find patients quickly and easily. Simply type all or a part a patient’s name and the finder will search all first and last names and show you the results.


    Search by Birth Date or Phone Number

    You can also search for a patient by their birth date or phone number. PCC EHR is smart enough to know the difference: if you enter a number that can be read as a date, PCC EHR will show you all patients born on that date. If you are looking for a patient born on April 5, 2008, you can type any of the following:

    • 040508
    • 04/05/08
    • 4508
    • 4/5/08
    • 04052008
    • 04/05/2008
    • 452008
    • 4/5/2008

    You can replace the digits “4” or “04” in any of the above number sequences and get the same result. Also, you can use or omit spaces between the month, day, and year. PCC EHR lets you enter dates in the way that is easiest for you when you are searching.

    Any number that cannot be understood as a date will return a phone number search. If you were searching for PCC’s main office by phone number, you could enter:

    • 800-722-7708
    • 8007227708
    • 800 722 7708
    • (800) 722-7708

    . . . or any variation thereof. PCC EHR is interested in the numbers, not the spaces, dashes, or parentheses, so again you can choose the method that works best for you.

    Other Searches

    You can use some special prefixes to search for patients in other ways. For example, you can search for patients by their patient number using any of the following:

    • pcc[number]
    • #[number]
    • pcc#[number]
    • pt[number]
    • pt#[number]
    • patient[number]
    • patient#[number]

    You can also search based on your practice’s customizable patient fields.

    Enter the patient field search key word, a colon, and the search text to search by a custom patient field.


    Read Configure Patient Field Searching to learn more about this feature.

    Search for an Account

    Use the Account Finder whenever you are adding or reassigning accounts to a patient.

    The Account Finder works in much the same way as the Patient Finder. The search box will return account names or phone numbers. It will not, however, search for birth dates.

    Instead of finding patient numbers, the Account Finder can look for account numbers, using these prefixes:

    • acct[number]
    • #[number]
    • acct#[number]
    • account[number]
    • account#[number]

    You can also search on your practice’s custom Account Information fields, using customizable search terms. Read more here about configuring your search based on customizable terms.

Best Practices Workflow for Outbound Lab Orders

PCC recommends that your practice follow the procedures outlined below when working with outbound lab orders.

The example used in this article is a simple lab order with discrete values, sent out to an external lab for processing.

The procedures below are grouped by user role; your practice may find that some of the steps should be done by different individuals, which is fine. The important thing is that the steps are followed in a certain order, not who performs each task.

If you need help setting up lab orders, please read the Lab Configuration article, and get in touch with your PCC Client Advocate.

The Provider Orders a Lab and Creates a Task for “Nurse”

First, the provider orders a lab while charting a patient’s visit. They create one or more tasks for tracking what needs to happen for the order. The provider should assign the task(s) to a generic user account, such as “Nurse”, or whatever works for your practice.

Why Use Generic Accounts?: Generic user accounts are helpful when assigning tasks, so that multiple staff members can find and work on a task. For example, if a task is assigned to “Nurse” rather than to an individual’s name, then any nurses working a given shift can filter their Visit Tasks queue to “Nurse” and work on tasks as they have time.

Order a Lab

Click “Order” to create the lab order.

Edit the Order

Click the “Edit” button and fill out information tracked by your practice, such as the facility that will perform the lab test.


Do not click “Signature Required” until an order is complete and ready for the provider’s review.

Add Task(s) to the Order

If your order does not include any tasks (or if you need additional tasks), click the “Add Task” button.

Select the appropriate task, such as “Prepare Requisition” or “Specimen Needed” from the drop-down menu.


Note: Without tasks, orders can get lost in the Visit Tasks queue. When you create a specific task and assign it to someone, it is much easier to keep track of where your order is in the workflow.

Assign Task to “Nurse”

Select “Nurse” from the drop-down menu.

A Nurse Completes the Task and Creates a New Task for “Pending Lab”

Once the provider saves the new order, a nurse will see an orange ball on the schedule (or a new task assigned to “Nurse” on the Visit Tasks queue). The nurse completes their task(s) and then assigns another task to “Pending Lab”, or whatever generic user name works for your practice.

Open the Task from the Schedule

Click the orange ball on the schedule screen. This opens the Edit Orders screen, which shows all orders for the patient’s visit.


Click the “Edit” button to open the lab order and access the task.

Complete the Task

Click the “Task Completed” box. You can edit the date and time and user name if you need to. You can also enter a note in the field above, if you wish.

Add Another Task

Click the “Add Task” button.

Assign Task to “Pending Lab”

Select “Results Needed” (or something similar) from the drop-down task options and assign the task to “Pending Lab”.

Save Your Changes

Click the “Save Order” button.

Results Arrive From the Lab

When the results come in from the lab, the document is scanned, printed, or faxed to PCC EHR. For information on how files are uploaded and stored in PCC EHR, read Documents and Scanning in PCC EHR.

A Nurse Attaches the Results to the Order

A nurse (or whoever monitors the “Pending Lab” user in the Visit Tasks queue) uses the Import Documents screen to attach the lab results to the patient’s chart. Then they open the order, enter the results, and complete the “Results Needed” task associated with the lab order. After the results have been entered, the lab order is sent to the provider for review and signature.

What About E-labs?: If your order is an e-lab, you will find the results on the E-lab Results queue, rather than using the Import Documents screen. Aside from this, you can attach the results to the patient’s chart, visit, and order in the same way. For more information, read Import E-lab Test Results.

Find the Document and the Patient

From any screen in PCC EHR, click on the File menu and select the Import Documents screen.


Select the lab results from the list on the left, and use the patient finder on the right to double-click and select a patient.

Attach the Results to the Patient’s Chart, Visit, and Order

Once you have selected the patient, you need to categorize the file and then attach it to the right visit and lab order.

Click the “Save” button to finalize the import.

Do Not Mark the File as "Needs to be Signed": The results should not be sent for signature yet. The provider will need to sign off on the actual lab order at the end of the workflow, but if the signature is requested here, it will be reviewed as a stand-alone document, and not in the context of the full lab order.

Find the Lab Order on the Visit Tasks Queue

Within the Visit Tasks queue, set the Assigned User filter to “Pending Lab”.

Double-click on the task to open the order.

Enter Lab Results and Complete the Task

Enter the lab test results. The required fields are highlighted in red. Then, complete the “Results Needed” task.

Now is the Time to Mark "Signature Required": Once the required results have been entered, a green checkmark in the top left corner will indicate that the order is complete, and ready to go to the provider for final analysis and follow up.

Send the Order to the Provider for Signature

Click the “Signature Required” checkbox, and save the order.

The Provider Reviews and Signs the Order

The provider will see the order on their Signing queue as ready to sign. They can now review the results, and can even access the uploaded document right from the order. They can optionally open the chart, too.

The provider can add a signing note as well as a messaging task, if needed.

Open Order From Signing Queue

Double-click on the order from your Signing queue.

Review Order and Optionally Add Note

Look over the order. You can also open the document with the full lab results, if you want.

If applicable, add a note about the results before you sign.

Optional – Add Messaging Task

Add a messaging task for the nurse (or whoever is appropriate) if additional follow-up is needed.

Sign the Order

Click “Sign”.

Optional – Orders Follow-up Task(s)

The nurse (or whoever was assigned the follow-up task) will see it on their Messaging queue.

If the workflow has been followed correctly, the Orders Follow-up component will include all of the information about the order so that they can reference it during a follow-up call.

Open the Task from the Messaging Queue

Double-click on the task to open it.

The Orders Follow-up component will open in the patient’s chart.


Complete the Task

Click the “Task Completed” box.

You can continue to add additional tasks, as needed.

Save the Order

Click “Save” to complete the order process.

While it is expected that there may be slight variations based on each practice’s physical workflow, following these guidelines will ensure that your practice does not lose track of outbound lab orders while moving through the process.

Eliminate Lost Billing Revenue with Visits by Billing Status Report

Use the Visits by Billing Status report to find visits that were lost in your billing workflow.

Your practice faces two large obstacles to revenue cycle when it comes to billing. The provider needs to apply billing codes to the visit, and the billing department needs to post the charges. It is easy for a disconnect to occur between these two critical points.

What happens when the provider gets behind in their charting, or loses track of which visits still need to be billed? Billers generally post charges in Partner on a daily basis. Billing staff may look back manually at individual days to find late charges, but it’s a time consuming process, and charges can be missed. Ultimately, this results in lost revenue.

Use the Visits by Billing Status report to identify billing issues so that you can address them before they become serious problems. The report can be filtered by provider, billing status, posting status, and location (for multi-location practices).

Example: Identify Late Billing from the Previous Week

If your doctors are late doing the billing process in PCC EHR, how can you catch those old visits and make sure they are billed? Use the Visits by Billing Status report to find all the visits in the past week that were completed in PCC EHR but were not posted in Partner.

Open the Visits by Billing Status Report

From the Reports menu, select Report Library, and then click on the Visits by Billing Status report.


Enter Visit Criteria

Enter a date range for your search. You can also optionally filter by provider, type of visit, and/or location.

Select the Billing and Posting Statuses

Based on the selections made in these two fields, the report can show all visits for the time frame, visits that were billed in PCC EHR but not yet posted in Partner, or visits that have not yet been billed or posted.

Click “Generate”

Click the “Generate” button to run the report.


You can print or export the list to a spreadsheet program for further data analysis. You can also click “Back” to return to the criteria screen and adjust the output.

By using the Visits by Billing Status report, you can find visits that were missed from your billing workflow and make sure that the claim heads out the door.

Find Incomplete Orders by Date Range and Order Type

Use the Orders by Visit report to find incomplete orders for a date range, or all orders of a specific type.

You can work with patient orders in several places in PCC EHR, and depending on your focus, each place is useful. You can update an order in the patient chart; you can see open orders for a day in the Tasks column on the Schedule screen; and you can review a list of all orders on the Visit Tasks queue.

What about orders that have been open for a while? What if you need to see all orders of a specific type (such as referrals) in one list, in order to see how your practice is doing?

The Orders by Visit report finds all patient encounters in a selected date range and displays orders associated with those appointments. The report can be filtered by provider, order name, order status, and location (for multi-location practices).

Example: Find All Incomplete Referrals From the Previous Month

If you need to see all referrals from the past month that are not complete, how can you get that list quickly without combing through the Visit Tasks queue? Use the Orders by Visit report to create a list.

 

Open the Orders by Visit report

From the Reports menu, select Report Library, and then click on the Orders by Visit report.


Enter encounter criteria

Enter a date range for your search. You can also optionally filter by provider and/or location.

Select the order(s) to display in the report

Click in the Order Name field and either use the scroll bar or the Search field to find and select the order(s) you wish to track.

You can select a group of orders by using the search feature and the “Select All” button.

Select “Not Completed”

Select “Not Completed” in the Order Status field to find orders with outstanding issues.

Click “Generate”

Click the “Generate” button to run the report.


You can print or export the list so that you can work through each order. You can also click “Back” to return to the criteria screen and adjust the output.

Use Orders to Track and Report Clinical Measures

Practices often need to report on clinical data that is collected over a designated period of time.

Your practice can use orders to track processes, referrals, procedures, or other actions that are carried out during the course of a patient encounter. Your practice can add orders to chart notes, and then clinicians can create and complete tasks associated with each order.

The Orders by Visit report makes it easy to get data for a specific date range and filter it by order (or order type), as well as by specific provider or location. This report also tracks patient demographic information, so the data can be exported into a spreadsheet program and manipulated further.

Example: A practice participates in the “Reach Out and Read” program, which encourages literacy by giving children books during their pediatric visits. They must report quarterly on their book distribution rate, by age. The best way to get the data they need is to create a new “Reach Out and Read” order, and add it to all appropriate protocols. Then the practice can use the Orders by Visit report to track who received a book and when, based on the completed orders.

The procedures below were written to outline the “Reach Out and Read” example above. You can follow the same steps for any type of order that your practice uses to track clinical data.

Create an Order

Before you can start tracking an order, you may need to create and configure it in PCC EHR.

You can create a new order by editing one of the pre-configured order-based components, through the Component Builder in the Protocol Configuration tool.

Open the Component Builder

Open the Protocol Configuration tool and select “Component Builder.”


Select the Appropriate Order Component

Find and select the order component that is the best fit for the new order you are adding, and click “Edit.”


Order components all have the term “Orders” at the end of their name. They include Follow-Up Orders, Handout Orders, Lab Orders, Medical Procedure Orders, Medical Test Orders, Radiology Orders, Referral Orders, Screening Orders, Supply Orders, and Surgical Procedure Orders.

Add a New Order

Click “Add” to create a new order within the component.
Give your order a name, and set basic parameters for the order.


For this example, where the order is simply being added to track whether something was done or not, there is no need to add a SNOMED description or include any tests. For information on working with these features, read the Order Configuration Examples article.

Do you need to add billing codes?: Whenever you add a new order in the component builder, you should consider whether that order needs to trigger procedure codes for billing on the electronic encounter form. Read the Billing Configuration article to learn more.

Update Your Protocols to Include Your New Order

After creating your new order, you can add it to specific chart notes by editing existing protocols.

Open the Protocol Builder

From the Protocol Configuration tool, select “Protocol Builder.”

Edit the Selected Protocol

From your practice’s list of chart note protocols, select the one you wish to work with and click “Edit.”

The protocol will open, displaying a list of all of its included components.


Should I Edit or Clone?: If you don’t want to change the existing protocol, you can clone it, and then edit the duplicate protocol. For more information, read the Protocol Builder Reference article.

Add the Order Component

Click the “Add” button to add the order component to the protocol.

If the component is already listed in the protocol, you can skip this step.


Select and Edit the Order Component

Now that the order component has been added to the protocol, you can customize it so that your new order is included every time the chart note is created.

Select the component and click “Edit.”

Add Your New Order to the Component Within the Protocol

Click “Add Items” to select the order(s) that will appear by default on this chart note.



Use the drop-down menu to select your new order, and click “Add”. Click “Save” when you are finished. For this protocol, only the “Reach Out and Read” handout order is needed.

You have several options when configuring a component. For more information about setting up a protocol and its components, read the Create and Edit a Protocol article.

Chart and Collect Data

Now that your order has been added to the protocol, you will see it every time you chart a visit of this type.

When you complete your order, you will capture data for your reporting needs.

Find and Select the New Order

Find your new order within the visit protocol, and click “Order.”

Complete the Order

Edit the order and complete any required tasks.

For this example, there is only one simple “Complete Task” task. For information on working with more complicated orders and tasks, read this article.

Run the Orders by Visit Report and Export Data

Once your practice is charting the clinical activity using your new order, you can use the Orders By Visit report to export data showing that activity.

Open the Orders by Visit Report

From the Reports menu, select Report Library, and then click on the Orders by Visit report.


Set Report Criteria

Enter your search criteria and click “Generate.”

Export Your Data

Click the “Export” button and save the data as a CSV file. This will allow you to import it into Excel, or another spreadsheet application, and work with your data so that you can submit it in the required format.