IT Made Easy for Practice Manager

1. IT Made Easyfor Practice Manager Dr Ritthy Sovann, Ryan Tham Definite Web Web Page Design, Network Setup, IT Support

2. Content • Setting up new doctors and staff into Windows • Setting new users into MD2 • Importing a template/info sheet into Medical Director 2 • Scanning tips (what to scan/scanning quality/space saving) • Recall systems • Using Online Doctor’s Bag (useful for doctors moving room) • The value of Excel spread sheet – templates that you can share • Security tips for computer users • Benefit and variety of “Autotext” that can be set up • Server network-setup & maintenance

3. Adding New User Account for Staff in Windows Server • Requirements: • System must be running on Windows Server 2000/2003. • Active Directory must be installed on the Server.

4. Adding New User Account for Staff in Windows Server Benefits: • Easy to do it yourself. • Ensures all staff has an unique account. • Eliminates account sharing. • Saves time and money; System support to set up accounts not required.

5. Adding New User Account for Staff in Windows Server

6. Adding New User Account for Staff in Windows Server

7. Adding New User Account for Staff in Windows Server • Enter user details.

8. Adding New User Account for Staff in Windows Server • Enter a password for the new user account. • Check the 1st box if you want user to change their password.

9. Adding New User Account for Staff in Windows Server • Click Finish to create the new account.

10. Adding New User Account for Staff in Windows Server • The Active Directory Users and Computers is accessible from the ‘Administrative Tools’. • All information for networked accounts will be stored here. • You can control; add, disable, delete user accounts from here.

11. Setting new user into MD2 • Click onto Users/Setup users • Have a choice between setting a new doctor or Allied Health Professional • Can edit/delete existing user/change password for different users

13. Importing templates into MD2 • Templates can be modified from existing ones in MD2 • Templates can be downloaded from the web (various Division of GP, MD2 website)

14. Steps involved • Open Medical Director and then open LetterWriter. (Tools, Letterwriter) • From the File menu select Modify Template and double click on Blank Template. • From File menu select Import. • Navigate your way to the where you saved the referral template. Double click on it to open. This will place the new referral template into the Blank Template. Click on any of the <<field:fields>> to check that that they have imported correctly as fields. The field should turn grey, like this:<<Doctor:Name>>

15. Continue 5. From the File menu select Save as template… Type in the name for your referral and then click on Save. 6. Once again click on one of the fields <<Doctor:Name>> and if they turn to a grey background then the fields have successfully transferred across. 7. To close LetterWriter… From the File menu select Close.

16. Demo on MD2

17. The forms must be in PDF form This can be scanned into PDF format or downloaded from the internet You can use Adobe Reader Pro to create PDF files Importing forms into MD2

18. Go to “patient education leaflet” Click onto “File” and then “New” to create a new “Category” or leaflet After creating a new category for your form eg “Forms” Go to create new “leaflet” Importing a form/info sheet into MD2

19. The form will then be open in the category that you created In future if you want to print out this form, you just have to press print

20. Scanning tips • Correspondence letters/photo/ECGs • Avoid hand written notes, this can be summarised by doctor and types into progress note • Requested note from other practice, get a doctor to enter detail manually into the note • Scan quality: 150kb for black and white document; 300kb for colour document (warning will be given if the file size exceeds recommended file size) • MD2 has an upper file size limit of 2GB • MD2 passes document handling control to the scanner software for efficient storage of scanned document.

21. Scanner/Scanning • Scanner must TWAIN complaint • Multiple pages can be included in the one docoment • Go to “Document” then press “scan” • Click onto the appropriate format and the scanner will start. • When finished click onto “save” and name your document

25. http://www.gpatlas.org.au/mydoctorsbag Developed by General Practice training Tasmania (GPTT) Forms Guidelines Community Resources General My Education Patient Education websites On-line Doctor’s Bag

26. Spread sheet Account keeping Calaculators such as BMI and GFR Can sort alphaetically by pressing the “A-Z” key Pay role keeping Microsoft Excel

27. Security Tips • Be aware of social engineering • Avoid using passwords that are associated with our lives (telephone number/DOB/car rego number) • Important to choose difficult and unrelated passwords • Remember to log out of your computer when you are away from it, or to configure the computer to lock the system without logging out after a certain time of inactivity - Screen Saver function • For example: Start/Control Panel/Display/Screen Saver OR In desktop mode right click on the background/properties/screen saver

30. Make sure … • The box “on resume, display welcome screen” is checked AND • You have set a password to log into your account

31. Producing Your Signature • Use a fine-tipped felt pen on a white background • Practice several times to get a good signature • Scan this into your computer • Use a cropping software to crop your scanned image to keep the signature only (software usually comes with the scanner) • Save it where you can remember in “JPEG” form

32. For example

33. Microsoft Word • Open your letter using Microsoft Word • Copy and past your signature to where you want it to go • Resize it to the correct size that appeals to you • Click on “Insert” and highlight “Autotext” and then “ Autotext…”

34. Assign a short cut that you want to use each time you want to enter your signature, eg “signrs” • Then press “Add” • Then Press “Yes” • Now you have completed! • Each time you want to add your signature, just type “signrs” followed by F3 function key

36. Outlook • Personalise your email with your signature and contact details • Open Outlook • Go to “Tools” and choose “Options”

37. Go to “Mail Format” and click on to the “Signature” tab at the bottom of the page

38. Click on to “New” to create a new signature, or click on to “Edit” to edit existing signature • Remove old signature by clicking on to the existing signature and then pressing “remove”

39. In the “Edit” function you can cut and paste the signature in, and then type below it OR Use the “Advance Edit” function, which will open Microsoft Word to allow much more advance editing

40. Once you finish, just press save and it will go back to the editing section Make sure you press “OK” to get out

41. You can chose different signature to go with new emails OR When replying to an email

42. Storing a copy of your email • If you don’t want to open Microsoft Word and using “cut” and “past” functions  follow this: Got to File/Save as/destination • This will save your email in IE HTML format

44. Create PDF files from a scanner Covert Microsoft Word file to PDF file Covert multiple PDF files into one file Create a web page into PDF file Create PDF file from clipboard images Add comments to PDF files or images Add stamps to documents (approved, sign here, witness) Editing functions (eg cross out texts) Add digital signature on to the document Select text from PDF document and has “copy and past” function Quickly email the PDF file to someone quickly using an email software (eg Outlook, outlook express, PDA) Search for a PDF file on the computer Plus MUCH MORE! Adobe Acrobat Pro

48. Windows operating system • The most widely used Operating System • User- friendly • Easy to navigate, start from the Start button on your taskbar. • Extensive help and support function • With Windows XP, able to set user accounts • If more than one user for a workstation • Able to password protect each account • Different Windows settings can be set for each account • Files and documents within each account can be kept private

49. Continue… • Organise your files neatly into folders • Transfer your files easily between folders simply by dragging and dropping • Create a shortcut on the desktop for easy access, simply right click and choose send to desktop • To free up space on your computer, Go to System Tools, and choose Disk Cleanup • **Note: Do not delete any files in the Windows folder (C:\WINDOWS) • Deleting any files from there will make your system unstable. May have to reinstall Windows

50. Keyboard short cuts for Windows • To delete (press ctrl-D together) • Copy (ctrl-C) • Cut (ctrl-X) • Paste (ctrl-V) • Undo (ctrl-Z) • Redo (ctrl-Y) • Reboot (ctrl-alt-del)