User guide manual

1: Facility Registration

  • Facility will navigate on registration page after click on “Join Now” option from create an account page. Facility can register after filling relevant information and registering successfully. Facility will receive an email notification that admin will activate their account soon.
  • If admin activates particular Facility account then that Facility will receive a notification after activation of their account and will receive their password so that, the particular Facility will be able to login.
  • Facility can login with their valid email and password from login page.
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2: Facility Dashboard

(The Dashboard is present on the header portion of each page)

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  • First icon (Dashboard) by clicking will navigate on dashboard page.
  • Second icon (Appointment Calendar) by clicking will navigate on appointment calendar page.
  • Third icon (Location Availability) by clicking will navigate on practice location availability detail page.
  • Fourth icon (Manage Appointments) by clicking will navigate on practice appointment report page.
  • Fifth icon (Patients Charts) by clicking will navigate on existing patient page.
  • Sixth icon (Message) by clicking will navigate on message detail page.
  • Seventh icon (Send Invitation) by clicking will navigate to the send invitation detail page.
  • Eighth icon (Preferred Providers) by clicking will navigate to the Preferred Provider set up page.
  • Ninth icon (Activity Log) by clicking will navigate on activity detail page.
  • Tenth icon (Notifications) by clicking will navigate to the Alert and Notification Dashboard.
  • Eleventh icon (Forms) by clicking will navigate to the patient form library page.
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  • On header part of the page on right side under the Facility’s name there are options available. After clicking on Facility’s name there is a drop down with four options (ex: My Profile, Setting, Upgrade service, User Agreement and Sign Out). After clicking on any of the options the user will be navigated to that page.
  • After Logging into the NorthstarDoc the first screen that appears is your dashboard.

3: Update Profile

  • Facility can edit and update their profile by clicking on Save button.
  • Facility can update specialties, update visit reason, update language and add professional membership and license from particular option.
  • Facility can update their profile photo through add multiple photo and set default image of any one image.
  • All information Updated by Facility will display under Facility profile page on website.
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4: Update Facility setting info

  • By clicking on setting option under Facility menu, Facility can update their setting info.

Password

  • Facility can change their password by entering their current password, new password and confirming the new password.
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Practice Area

  • Facility can upload practice logo.
  • Facility can upload practice logo and patient registration form.
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Staff

  • Facility can add staff from add new option by submitting name and type of staff, after adding it is displayed in the grid view.
  • Facility can active or inactive any particular staff.
  • Facility and staff both receive email notification after the staff has been added.
  • Staff receives email notification when Facility active/inactive them.
  • Facility can update/delete staff details after clicking on edit/delete option.
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Insurance

  • Facility can search and select the particular insurance by typing the insurance in the box and clicking on search button.
  • Facility can add particular insurance plan of insurance type from choose insurance after clicking on particular checkbox of insurance plan under insurance type it is displayed in your selected plan.
  • Facility can remove insurance from their saved insurance list.
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Office Location(s)

  • Facility can add location from Add New option and edit location from Edit option.
  • Facility can delete location from Delete option.
  • Facility can active or inactive their particular location.
  • If Facility has only one location then that location cannot be done inactive.
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Business Agreement

  • Provider has to accept the business associate agreement of NorthStarDoc by checking the check box provided.
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Link to referral specialist

  • Facility can link their account to referral specialist company to work as referral specialist of that Facility.
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5: Upgrade service

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  • On clicking upgraded service there displays a page with contains options like Upgrade your account on NorthstarDoc, Upgrade text service on NorthstarDoc and Upgrade Fax service on NorthstarDoc.

Upgrade your account on NorthstarDoc

  • Upgrade your account on NorthstarDoc is displayed by default. Under it Facility can upgrade to their account by paying from pay now option under plan.
  • Facility can view their past transactions by clicking on past transaction button.
  • Facility can even add any desired plan in their cart for later use.

Upgrade text service on NorthstarDoc

  • Facility can upgrade text service under this.
  • Facility can buy new pack from Buy new pack button.
  • Facility can view information of its pack whatever pack Facility has subscribed.

Upgrade Fax service on NorthstarDoc

  • Facility can upgrade Fax service under this.
  • Facility can buy new pack from Buy new pack button.
  • Facility can view information of its pack whatever pack Facility has subscribed.

6: User Agreement

  • Facility has to accept user agreement of NorthStarDoc by submitting their electronics signature or upload signature.
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7: Dashboard

  • After logging the very first screen that appears is the dashboard.
  • The first tab displays the list of today’s priority task which the facility has to perform on the present day on priority i.e. Tomorrow’s unconfirmed appointment, Appointment list (day before), pending task for me and today’s appointment list.
  • After today’s priority task there is the appointment tab with the filter on top of it to filter the appointments on basis of date.
  • It includes the pending appointment log i.e. pending report, pending order, pending Pre-Auth, pending injection, pending imaging and pending surgery.
  • Below appointment there is registration which includes upcoming appointment, pending check in, pending check out and missed appointment.
  • After registration there is scheduling which includes appointment without slot, patient no-shows, all unconfirmed appointments and patient cancellation.
  • After scheduling there is productivity which includes completed injection, completed imaging and completed surgery.
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8: Appointment Calendar

  • Facility can view its incoming appointment by selecting the incoming button from top.
  • Facility can view the appointments of past month, present month and the future month also.
  • Facility can book appointment for itself by clicking on the calendar date for which they want to make for new patient and existing patient.
  • On clicking the date a pop up appears which display two buttons i.e. new patient and existing patient.
  • On clicking new patient a pop up appears under which Facility has to enter patient details and appointment details and click on save button to book appointment.
  • On clicking existing patient a pop up will appear under which Facility has to select existing patient and its details will be auto filled, Facility has to enter appointment details and click on save button to book appointment.
  • On clicking any appointment on calendar page appointment overview pop up is displayed which contains details of that particular appointment.
  • There are two buttons on pop up i.e Go to appointment report and book follow up.
  • On clicking Go to appointment report it navigates on appointment report page.
  • On clicking on Book follow up appointment, Facility can book follow up appointment by entering relevant details and clicking on Make appointment button.
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9: Manage Location Availability

  • Facility can separately add their availability for in-house and outside referral.
  • Facility can add availability weekly, Bi-weekly and once a month.
  • Facility can add availability through Add New button, by clicking on the Add New button. A pop up will appear so the Facility can add availability of multiple locations with time durations.
  • Facility can delete their availability by selecting that location and clicking on delete option.
  • Facility can view their time durations by clicking on “+” option.
  • Facility can delete a particular time slot by selecting that particular slot and clicking on delete option.
  • Facility cannot add duplicate availability on NorthstarDoc.
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10: Appointment Report page

  • All appointment of Facility will display here. Incoming appointment will display under incoming referrals tab and outgoing referral by that Facility will display under outgoing referrals tab.

A. Incoming Referrals

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  • There is a filter button on top right side of the page to filter appointment on the basis of date range, referred to, referred from, status, how did you hear about us and so on.
  • There is a closed appointment button on the top right side which displays the appointments that has been closed by the Facility
  • Below the radio buttons there is a pending notification menu, under which all the pending notifications are displayed with the count on them.
  • Below the pending notification there is a ledger with its labels.
  • Below the ledger there are action buttons like confirm appointment, check in and so on.
  • The Facility has to select appointment and click on action button to perform action on appointment.The Facility has to select appointment and click on action button to perform action on appointment.
  • There is a select button on every appointment so as to select appointments and perform action, the select button is to select multiple appointments and perform same action on multiple appointments.
  • There is an active appointment button which displays all the active appointments.

Book appointment without slot

  • There is an appointment without slot button under pending notifications.
  • After clicking on appointment without slot button a pop up will appear which display all Appointment without slot info requested by patient. Facility can accept, decline or suggest a different appointment time of any particular request.
  • If Facility accept request then those appointment will display under appointment chart.
  • If Facility decline request then those appointment request will be declined but Facility can view declined request.
  • If Facility suggests a new appointment slot then a new request is send to Patient, if Patient accept the suggested request then Appointment will display under appointment list with confirmed status.
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Confirm appointment

  • Facility can select any appointment from the list and then click on confirm appointment from action button to confirm the appointment.
  • Facility can select multiple appointments to confirm at a time.
  • To confirm any appointment the condition is that the appointment date and time should not have been passed.

Practice cancel

  • To change status to practice cancel Facility has to select appointment and then select practice cancel from action buttons.
  • To change status to practice cancel the appointment date and time should not have been passed.

Reschedule appointment

  • Facility can reschedule appointment by selecting appointment from the list and clicking on reschedule appointment button from the action buttons.
  • To reschedule appointment the appointment date and time should not have been passed and it should not be checked in.

Patient No-shows

  • Facility can mark appointment as patient no shows by selecting the appointment and clicking on patient no shows buttons from the action button.
  • To mark appointment as patient no shows the appointment date and time should be in past and the appointment should not have been checked in.

Check in

  • To check in any appointment Facility has to select appointment and click on check in button from action buttons.
  • To check in any appointment the appointment status should be confirmed.

Check out

  • To check out appointment Facility has to select appointment and click on check out button from the action button.
  • To check out appointment that appointment should be checked in.

Report status

  • Facility can give report status of appointment by selecting appointment and clicking on report status button from action buttons.

Upload medical record

  • Facility can upload medical record by selecting appointment and clicking on upload medical record button from action buttons.
  • A pop up will appear Facility have to enter the details and click on save button to upload medical record.

Upload care plan

  • Facility can upload care plan by selecting appointment from list and clicking on upload care plan button from action button.
  • A pop up will appear Facility have to enter the details and click on save button to upload care plan.

Outgoing Referrals

  • Facility can book appointment for other providers for that particular patient by selecting the appointment and then clicking on outgoing referrals button from action buttons.
  • It will navigate on outgoing referrals page through which Facility can select the provider for which provider Doctor, Facility or attorney they want to book appointment and then a pop up will appear to enter relevant details and click on save button.

Mark status

  • Facility can mark status of appointment by selecting an appointment and then clicking on mark status button from action buttons.
  • Facility can select yes or No options from the list.

Follow up appointment

  • Facility can make follow up appointment by selecting the appointment any clicking on follow up appointment button from action button.
  • Facility will be navigated on appointment page , Facility has to enter relevant information and click on make appointment button to book follow up appointment.

Create Notes

  • Facility can create notes for any patient by clicking on create notes button from action buttons.

Upload Billing Record

  • Facility can upload billing record of any patient by selecting the appointment from the list and clicking on upload billing record button from the action buttons.
  • A pop up will appear which displays a choose file browse button to choose file to upload.

Task For Me

  • Facility can manage its task by selecting the appointment and clicking on task for me button from action button.
  • After clicking on task for me, a pop up will appear which has an add new button to add task and select the status of task whether pending or complete.
  • There is a due date option to enter the due date of the task.
  • When the status of task is change to complete the completed date is automatically entered.
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B. Outgoing referrals

  • All outgoing referrals booked by Facility will be displayed.
  • Facility can select the provider from top like Doctor or Facility to view outgoing referral appointment.
  • The selected provider type appointments will be displayed in list which is booked by Facility for other providers.
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11: Manage patient chart

  • All existing patient information is available on this page.
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Patient link request

  • On clicking patient link request a pop up appears which contain the link request detail send by patient.
  • Facility can accept this request to link patient to that Facility.
  • If Facility declines request then request will be declined.
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Add new Patient

  • There is a button New patient, on clicking this button add new patient page is displayed through which a Facility can register any new patient.
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New appointment for new patient

  • There is a button new appointment, on clicking this button it navigates on make appointment page for new patient.
  • Facility can make appointment from this page after selecting location.
  • After making appointment successfully, appointment status is confirmed and navigates on appointment report page.
  • Facility and patient get notified by an email when appointment is made successfully.
  • After clicking on Back to list option it navigates on existing patient page.
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View and update patient info

  • Facility can view and update patient info, make appointment, create medical record, care plan, patient notes, alert and outgoing referrals from the action list.
  • Facility can view and update Patient profile info from profile option
  • Facility can create, view and update insurance info from health insurance form option
  • Facility can create, view and update workers comp detail from workers comp info option.
  • Facility can create, view and update Patient personal injury details from personal injury info option.
  • Facility can create, view and update Patient work related injury detail from work related injury option.
  • Facility can create, view and update Patient personal injury accident detail from personal injury accident option.
  • Facility can only view Patients terms conditions under authorization option.
  • Facility can create, view and update Patient medical history details from medical history option.
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Make appointment for existing patient

  • Facility can make appointment from this page after selecting location.
  • After making an appointment successfully, appointment status is confirmed and navigates on appointment report page.
  • Facility and patient get notified by an email when appointment is made successfully.
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Medical record

  • There is an add new button, on clicking this button a pop up will appear through which Facility can upload Medical Record.
  • The medical record will be displayed in the grid view.
  • Facility can update, view and delete medical record.
  • After clicking on back to list option it navigates on existing patient page.
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Care plan

  • After clicking on add new option a pop up will appear. Facility can add care plan and display it in grid view.
  • Facility can update, delete and view care plan from particular option.
  • After clicking on back to list option it navigates on existing patient page.
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Patient notes

  • After clicking on add new option a pop up will appear. Facility can add patient notes and display it in grid view.
  • Facility can update, print and delete patient notes from particular options.
  • After clicking on back to list option it navigates on existing patient page.
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Alerts

  • After clicking on add new option a pop up will appear. Facility can set alerts for patients, Doctor, attorney, body shop, facility and rental car.
  • Facility can hide their alert by clicking on hide option.
  • After clicking on back to list option it navigates on existing patient page.
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Outgoing referrals (Doctor)

  • There is an add new button, after clicking on it Facility can send outgoing referral for other Doctors.
  • Outgoing referral appointment will be shown in the grid view and Facility can track appointment status for that appointment.
  • Facility can edit/delete outgoing appointment also by click on action button.
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Outgoing referrals (Facility)

  • There is an add new button, after clicking on it Facility can send outgoing referral for other Facility.
  • Outgoing referral appointment will be shown in the grid view and Facility can track appointment status for that appointment.
  • Facility can edit/delete outgoing appointment also by click on action button.
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Billing records

  • Facility can upload Billing documents from billing records option.
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Print patient list

  • Facility can print the list of existing patients by clicking on print option.
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12: Manage Message Info

  • There is an Add New button, which will allow the Facility to send messages to other Doctors, Patients, etc.
  • Facility can reply to a provider by clicking on Reply button.
  • Facility can reply to all by clicking on Reply All button.
  • Facility can forward the message to other providers by clicking on the Forward button.
  • Facility can receive messages from all providers.
  • Facility can view all messages that were sent and received in the grid view.
  • Facility can delete a single message or can delete multiple messages at the same time.
  • If Facility deletes a message then that message will be deleted from their dashboard only.
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13: Send Invitation

  • Facility can send invitation to outside providers who are not currently registered with the NorthstarDoc(Doctor, Patient, Facility, etc. ).
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14: Preferred provider

  • It displays the list of providers that are preferred by that particular Facility.
  • It displays the list of preferred Doctors and preferred facility.
  • Facility can Book Appointment for their patient directly by clicking on Book Appointment under each provider section under preferred provider section.
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15: Activity Log

  • Facility can view their last activity on this page.
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16: Notification

  • Under notifications menu there appears the notification for the pending status of appointment.
  • It displays the list of unconfirmed appointment under unconfirmed appointment tab.
  • It displays the list of pending request to check in under request to check in tab.
  • It displays the list of pending report status under request to report status tab.
  • It displays the list of pending Medical record under request to upload medical record.
  • It displays the list of pending care plan under request to upload Care plan.
  • It displays the list of pending request to check out under request to check out tab.
  • Facility can take action by clicking on take action button adjacent to that particular appointment pending task.
  • All requests from patient side are receive automatically like request to check in appointment.
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17: Forms

  • On clicking forms will display patient form library.
  • Facility can create new surgical scheduling request form by clicking on create new button.
  • Facility can view, edit or delete form by clicking on requested form list button.
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18: Sign Out

  • Click on sign out button to session out from your account.
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