There are multiple points to consider when adding a new provider user to Clinic to Cloud. This guide is split into two sections; before the user starts, and after the user starts.
Please note that all of the instructions below can only be completed by a Practice Admin or the Doctor or Registrar user themselves.
Before the User Begins:
There are some items that you may need to consider before the provider's start date with your practice.
1. Online Medicare Registration
If the provider is hoping to claim electronically with Medicare, DVA and/or the Health Funds, then they will need to submit some paperwork to be aligned with your practice. The paperwork that needs to be submitted will depend upon the commencement date of your practice with Clinic to Cloud.
If your practice began with Clinic to Cloud before 25th September 2020, please follow the instructions in this guide.
If your practice began with Clinic to Cloud after 25th September 2020, please follow the instructions in this guide.
2. Voice Recognition & Dictation
Clinic to Cloud offers a fully integrated Voice Recognition and Dictation system, to minimise time spent typing consultation notes and letters, using commands to navigate and format your text as you'd like. When using Voice Recognition, the user simply needs to dictate into their phone using the Clinic to Cloud Doctor App, or into their Desktop in the Clinic to Cloud application to have their words converted to text. Our Voice Recognition system learns from the language, accent, and nuances of the user's speech over time, to improve its translation of voice to text.
If you are interested in Voice Recognition or Dictation, please let us know so we can contact you and provide more information around costs and training.
See the gif below for an example of dictating a consultation note, and the screenshot below for a dictated letter.
3. New User Checklist
We have created a checklist that should assist with the steps required to properly configure a new user for your practice. Please use this checklist to check your progress, and to organise training for your new staff member.
After User Creation:
Once the user has been created within Clinic to Cloud, there are several areas you may choose to configure to prepare for their start.
1. Account Details
The Account Details tab of the provider's Settings allows you to enter the banking details for the provider (if they are different to the practice bank account details). The user may also reset their login email and password information.
More information on configuring the Account Details can be found in this article.
2. User Settings
The User Settings tab of the provider's Settings contains fields to record personal information such as the user's contact, prescriber, and specialty information. There are additional options available for customising several functions such as:
- Default WorkCover Certificate of Capacity
- Default Appointment Type
- Appointment interval
- MIMS interaction level
- Default clinical record view
- Letter workflow, including uploading an electronic signature and credentials
- Reminders of letters to be created
More information on configuring the User Settings can be found in this article.
3. Provider Number
All of the user's provider numbers can be applied to Locations from within the Provider Number tab. The Locations must first be added into Settings > Locations by a Practice Admin user before you will be able to apply a provider number for the user.
More information on configuring the Provider Number tab can be found in this article.
4. Private Fees
To configure a user's private fees for MBS items, you must add them within the Private Fees tab in their settings. You can either set a fee per item individually, or set a private fee for all items using a base percentage above the MBS Schedule Fee (ie 20% above the MBS Schedule Fee).
More information on configuring Private Fees can be found in this article.
5. Favourite Item Numbers
By configuring a provider's Favourite Item Numbers, providers will be able to easily select which item they would like to bill the patient at the end of the consult, through the Message to Reception window. If there are particular items that the provider charges frequently, these should be added in the Favourite Item Numbers tab.
More information on configuring a user's Favourite Item Numbers can be found in this article.
Clinical Checklists and Templates can be added in the Templates tab of the provider's settings.
Letter templates that are added in this window are available only to the provider, and will be hidden from use to all other providers.
Clinical Checklists are also only available to the provider who owns them, and can be used to collect information from a patient in a templated method. These Checklists are applied during a consultation, and are usually clinical questions that are asked of a patient. A checklist can be helpful to ensure you are collecting all of the required information from a patient at various stages during their clinical journey, or for other purposes.
More information on configuring a provider's Clinical Checklists and Templates can be found in this article.
7. Lab Request Forms
Configuring a provider's Lab Request Forms will allow them to quickly choose from the laboratories that they tend to request from. If this tab is not configured, then the provider will see every laboratory in the Lab list when requesting tests, scans or x-rays.
More information on configuring Lab Request Forms can be found in this article.
8. Consult Settings
Configuring the Consult Settings will change the appearance and availability of fields within the consult window. This can be particularly helpful for providers so they may customise Clinic to Cloud's consultation process to best support the provider.
More information on configuring the Consult Settings can be found in this article.
9. Imaging Machine
If the provider uses Imaging Machines and therefore needs to record the machine's LSPN number on appropriate invoices, you can record this information in the Imaging Machine tab. A Practice Admin user will need to add any Imaging Machines against the relevant Locations before you will be able to add this to the provider's settings.
More information on configuring the Imaging Machine tab can be found in this article.
10. Create a Provider's Schedule
Configuring a providers Schedule allows you to quickly find the next available appointment for a patient, and serves as a visual cue of the provider's location and agenda for the day.
More information on Customising Your Scheduler can be found in this article.
11. MIMS Configuration
A provider may wish to subscribe to the MIMS subscription service, so they may access the MIMS prescription/drug list, and view any drug and allergy interactions.
More information on configuring MIMS can be found in this article.