The Clinical Visit Template (CVT) Guide is designed to help customers create their own custom templates for clinical services that do not have a preset workflow within Workflow Services. This guide provides step-by-step instructions on building templates tailored to the specific services offered, to ensure accurate documentation and streamlined billing. By enabling customers to design their own templates, Workflow Services offers flexibility to bill (medically or cash pay) for an infinite number of services, empowering pharmacies to expand their clinical offerings and maximize reimbursement opportunities.
Watch this short video to see an example of a template created using the CVT Builder.
Use the CVT Builder to create workflows for services that you offer routinely at your pharmacy.
Step 1. Enable Access
To get started, add “Clinical Visit Template Creation” to your user role in the web portal.
Step 2. Launch Desktop Workflows
From the Web Portal click the Links tab and then Launch to your org’s Desktop Workflow.
Step 3. Access and Launch CVT Builder
From the dropdown menu on the homepage select Clinical Visit Template Creation.
Then, click on the Clinical Visit Template Builder button.
Step 4. Start Your Template
Select Add a New Template. Please note, “Import a Template” is not available at this time.
Step 5. Clinical Encounter Configuration
Fill in the fields with information about the template you are creating.
A. Service name: This is the name or title the patient will see when registering for this service and the pharmacist will see when selecting the template. This field is required and needs to be unique. The name cannot have been used in the past (even if the workflow has been deleted) and cannot share a name with an existing workflow.
B. Description: This field is for future use and is not required at this time.
C. Categories: Choose the Category that best describes the service. The template will fall under this heading on the Self Registration menu.
D. Check the boxes to indicate if you would like to be able to bill insurance using this template and/or if you will accept cash payments for this service.
E. Set the cash price for the service. This must be added even if you only intend to bill payers for the service.
F. Workflow name: This field defines the workflow name for pharmacist workflows. In early versions this will auto-populate with the Service name. The Workflow name and Service name can be the same or can be different based on your preference. This field is required.
Step 6. Patient Survey Configuration
Choose what information you’d like to collect for each patient. These will be included in self-registration and could be completed by the patient on their own or a pharmacy staff member could go through them with the patient too.
- Collect patient PCP information: Decide if you would like to have this information included.
- Collect symptoms: Selecting this will add a screen that lists a variety of symptoms a patient may be experiencing. The screenshot below shows the symptoms your patient will be offered to choose from if you enable this setting.
- Collect allergies: Check this box if you would like to collect medication allergies.
- Collect medications: Check this box if you would like a list of medications the patient is taking.
- Check for pregnancy or potential pregnancy: Check this box to include a question about pregnancy in the workflow. Include the option to refer a patient if they are pregnant if pregnancy is a contraindication to care.
Choosing to collect the above information will allow you to populate some of the pages later in the template with information specific to this patient. (Handlebar Guide)
Step 7. Custom Patient Questions
Create custom questions for your patient pertaining to this workflow. Include questions that would help screen out anyone who would not be eligible for care before starting a billable encounter.
A. Type the question as you want it to appear.
B. Check this box if the question includes exclusion factors. The current version allows referrals only when the answer is "Yes". Formulate any questions that might trigger a referral in a way that "Yes" means they should be referred.
C. Choose the appropriate answer type from the dropdown menu. Default is Yes/No.
D. This X allows you to delete any questions entered in error.
Please note the "Key" box auto-populates with programming information to be used with Handlebars. (See below for more information on Handlebars.)
Step 8. Patient Consent Configuration
Configure the consent page. You can copy and paste your own consent language or choose to have our standard consent language added to the workflow.
Step 9. Pharmacist Assessment Configuration
These instruction will guide your team through the encounter. Choose how you'd like them to assess and counsel the patient.
A. Physical assessment: Check this box if you would like to collect vital signs with this workflow.
B. Pharmacist Assessment Questions: Add any questions here that need to be asked each time this workflow is completed. These could be elements that are required either by a guideline or CPA, i.e. Centor Score, physical exam elements, questions like: Does the patient have a complicated disease? Did you observe any live lice or viable eggs?
Once a question is entered into the field a checkbox will appear asking if the patient should be referred with a particular answer
Check this box if appropriate. Note: When using a workflow and a referral is indicated the user will be brought to the final billing screen to complete the workflow rather than being brought through any additional step.
C. Add any points you want to be sure to cover during the counseling session connected to this workflow. Refer to any specific requirements for billing for the workflow you are creating. Content entered here will appear on the After Visit Summary.
We include 3 default questions which can be modified or deleted if desired.
D. Add any additional questions as needed.
Step 10. Configure the S.O.A.P. note.
The notes pages are all designed with a similar format, having a large text box on the left and a smaller text box on the right. Anything entered in the large ‘Subjective Notes’ section will be included in the encounter record. Text entered in the ‘User Guidance’ section is meant to help the user as they complete the workflow and will not appear on the encounter record. (The images shown in this Guide show the Subjective section of the note however the Objective, Assessment, and Plan sections are configured similarly with both ‘Notes’ and ‘User Guidance’.)
You can leave the Note text box blank (as above) which will allow your team members to free text the note during each encounter. If you enter information in the text box, that will serve as a template (see below) when completing the workflow. The example below is the Subjective Note screen as it will appear when you are using this encounter with a patient. In this example, the Subjective Notes page was pre-populated with the information shown, reminding the user to complete each section.
The User Guidance text box is used to store information that may be helpful to the provider as they are completing the workflow. Examples to include in this box would be links to guidelines, specific requirements of a CPA, and/or anything else that will assist you and your team in completing these workflows accurately and efficiently. Text entered in this box will NOT appear in the record of this encounter and is there for informational purposes only.
Another use of this space is to add text that you can copy and paste into the Note box based on the encounter. See below for examples of adding possible treatment or diagnosis options that the user can copy and paste to save time and increase accuracy during the encounter.
Advanced Feature: It may be helpful to pull some of the previously collected information into the note configuration text boxes. For instance, if you collected vitals earlier in the workflow, you may want those to auto-populate in the Objective Note. This can be accomplished by using handlebar {{}} language. Please refer to this guide to see what options are available to you and learn how to add these to your templates.
See the example below for a better understanding and examples of using handlebar language. Anything appearing in the {{}} below will automatically populate with the specific information from the encounter, when you are going through the workflow with a patient.
If you have questions while building your template, click on the “i” (see below) to be brought to the Workflow Services Knowledge Base. If you can’t find the answer to your question please contact support@imagemovermd.com and we would be happy to assist you.
Step 11. Billing Configuration
If you will be submitting claims for encounters using the workflow you are creating, you will want to complete the Billing portion of the template. Some knowledge of medical billing codes is helpful here.
There are three different encounter types that your claim could fall under:
A. Preventive counseling: Select this for encounters intended for patients who do not have an existing problem, are not currently exhibiting symptoms, but do have risk factors for a disease or condition.
B. E&M: Select this for any problem based encounters.
C. MTM: Select this for any MTM encounters that will be billed to Medicaid or commercial payers but NOT Medicare Part D encounters.
Once you select your encounter type a text field will appear asking you to add an ICD-10 Code. ALL CLAIMS MUST HAVE AN ICD-10 CODE.
Type a specific code or search term in the box and the screen below will appear.
Select the appropriate code and click “Save”.
Some services may have only one ICD-10 that can be applied to it and others may have multiple ICD-10 codes. The following options are available for ICD-10 code selection:
A. System adds ICD-10 code: Select this if there is ONLY ONE possible ICD-10 code. i.e. Head lice.
B. User selects single IC-10 code: Select this for services for which the provider will choose one appropriate ICD-10 code depending on the outcome of the encounter. i.e. Rhinosinusitis could have multiple ICD-10 codes associated with it but only one will apply to the encounter based on the diagnosis and plan for the specific patient.
C. User selects multiple ICD-10 codes: Select this when multiple ICD-10 codes are required. i.e. Diabetes.
Click “Add ICD-10 Code” to add another code.
When adding ICD-10 codes, you may want to add a note to remind users going through the workflow when to choose a particular code. You can enter this information in the Additional Notes box.
Step 12. Billing for Additional Services
If additional services are ALWAYS performed while completing this workflow select “Checked” and add the appropriate code for that service.
An example of this would be a diabetes workflow where tobacco cessation is always performed.
By clicking “Checked” a 25 modifier will be added to all claims generated using this template. If you do not always perform the additional service leave “Unchecked” clicked.
A work-around for services that sometimes have an additional service added depending on the patient type is to create two different templates. i.e. Create one template for diabetes without tobacco cessation and one for diabetes with tobacco cessation.
When you add additional services, an Additional Service notes page gets added to the workflow.
Step 13. Finalize the Workflow
The final screen allows you to make some additional customizations to your workflow, review the order of your workflow, and save your template.
A. Choose your After Visit Summary options here. We recommend generating an AVS for most workflows.
B. If your pharmacy is participating in the CRC screening program and would like to include a link to CRC screening in the workflow, check this box. (Will default to being included in the future.)
C. Review the flow of your template here.
D. Save and Preview the Workflow. This option allows you to preview the workflow and make changes before saving it.
E. Choose the status that is appropriate for this template. Both draft and published workflows can be edited at a later time.
F. If you will be using the template to submit medical claims, check this box. (Admin view only.)
G. Save the template.
General Guidance
If you need to make a correction at any time during the template creation, navigate back to previous screens using the back arrow in the lower left corner of the screen. If you would like to cancel without saving the template, you can do this by clicking that button in the lower right of the screen.
Once your template has been published, you can access it via the Clinical Visit menu option.
To complete any draft templates or edit existing ones by choosing Clinical Visit Template Creation from the dropdown menu, then clicking Clinical Visit Template Builder.
Draft templates are only available/visible to the user that created them. Published templates are accessible to all users in your organization with the relevant Mobile App role (this access can be granted/denied in your Web Portal).
A. Pencil: Click here to edit the template.
B. Copy: Click here to copy the template.
C. Export: Click here to export to another organization (Not available at this time.)
D. Delete: Click this to delete the template.