CPS TRAINING FOR NEW CLINICAL SUPPORT STAFF

Updated: 6/1/19
Lesson 1
Login / Logout
There are two ways to login to CPS Cloud:

 Desktop Shortcut

OR
Enter this address in Internet Explorer (recommended):
 Browser
https://storefront.aidshealth.org

A. Enter your User Name and Password and Log On

B. Select CPS Client from StoreFront screen

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 CPS TRAINING FOR NEW CLINICAL SUPPORT STAFF
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C. Login Screen

Enter your CPS Login ID and Password. CPS will

verify your assigned permissions and track your
actions.

1. Enter your Login ID

2. Enter your Password
3. Enter your Location of Care
4. Click Log In

Logout of CPS

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 CPS TRAINING FOR NEW CLINICAL SUPPORT STAFF
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Lesson 2
Chart Desktop Layout Overview (Homepage)

The first screen you will see after you select Chart from
the Main Menu is called the Chart Desktop.

The Chart Desktop is also referred to as your

“Homepage”

The Chart Desktop is visually organized into three

sections:

 Ribbon
 Left Menu
 Workspace

What appears inside the workspace when you open Chart Desktop? A Summary view.

Three important functions display in the Summary view:

 Appointments for Today (your schedule)

 Secure Messages (Flags/Alerts)
 Clinical Documents

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 CPS TRAINING FOR NEW CLINICAL SUPPORT STAFF
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Lesson 3
Find Patient Charts
Use the Find Patient button located in ribbon to lookup a patient chart or press Ctrl-F. The Find Patient button
appears in two places in the ribbon, is dual-function and never moves.

Click on the top half of the button to open a chart for the first time or click on the bottom half of the button to open a
chart again (that you recently opened).

There are different ways to find a patient. The most common way is to enter the first three characters of the last
name a comma and the first three characters of the first name. No space is required.

Example:
John Smith

Enter: SMI,JOH (3,3)

NOTE: You must enter at least three characters.

Find Patient button appears in two places in the ribbon and has a dual function:

 Open Chart for the first time (Top)

 Open a Chart again (Bottom)

You can Search by:

 Name (default)
 Birthdate
 Home Phone
 SSN
 Patient ID (PID)

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 CPS TRAINING FOR NEW CLINICAL SUPPORT STAFF
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Lesson 4
Patient Charts Overview
All patient charts are visually organized into three
sections:

 Ribbon
 Left Menu
 Workspace

What appears in the workspace when you open a

chart? Patient Banner and Chart Summary
automatically display.

Patient Banner provides basic information about the

patient. Color = Active/Inactive/Obsolete/Deceased

Chart Summary provides a snapshot of the chart and displays the following clinical lists (in italics below):
 Problems List
 Medications List
 Allergies List
 Directives
 Alerts/Flags

Like old-fashioned paper charts, electronic patient charts in CPS are organized into different sections. The Left Menu
contains links to take you to different sections of the chart.

Chart Section Description

Problems Diagnosed medical problems
Medications Current Medications
Allergies Reported Allergies
Directives Medical instructions the patient has provided to AHF (if any)
Alerts/Flags Patient Alerts or Messages pertaining to this patient
Documents All clinical or patient health care related information (office notes, lab reports
Flowsheet Displays past clinical data that has been reviewed and sign-off by a provider. For example, injections, lab results, other
clinical observations. Provider can also use this data to create a graph to visually see trends over time.
Orders Displays orders for this patient (service/test/referral)
Histories Displays a summary of the patient’s family HX, past medical HX and Social HX.
Protocols Displays Health Maintenance information to help provider determine what tests or interventions are coming due.
Graphs The graph function of the flowsheet.
Handouts Not Used in AHF Healthcare Centers
Registration Takes you to registration to see demographics and past and future appointment information for this patient.

Patient Banner Color Indicates Status:

 Active (light blue banner)
 Inactive (red banner)
 Obsolete (red banner)
 Deceased (red banner)

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 CPS TRAINING FOR NEW CLINICAL SUPPORT STAFF
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Lesson 5
Updating Charts (New Document)

All visit notes you write or changes or updates you make to any patient chart is recorded using a method called New
Document. You must be inside a chart to create a new document. After you finish making an update, you must “end”
the update and select an option to route, sign or discard your update.

Path: New Document>Encounter Type>Assessment (Forms)

Encounter Types
In CPS, office visits are called encounters. Providers use different types of encounters:

 First Visit(initial)
 Established Visit(follow-up)
 Annual Wellness
 More…

Back office staff primarily use the Office Procedure encounter to document their work and update chart.

Patient Assessments
Back office staff use the following forms to complete assessments and document their work and update charts:
 Vitals
 Serial Assessments
 PMH-PSH
 PHQ 2/9
 FH-SH
 LAST Office Procedure
 Process Lab Orders

We will look at patient assessments in more detail later during this session.

Superbill
The superbill is a very important document. It is like a roadmap for the patient. The front office staff should print out a
superbill for every patient that arrives for an appointment. The superbill contains basic demographic, insurance and
details about the reason for the appointment. The superbill must follow the patient throughout the visit.

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Lesson 6
Associating Encounters
Appointments drive our billing. In order for AHF to properly bills for medical services provided, we must associate an
encounter to an appointment type (i.e. phlebotomy, injection, EKG, etc.) or to an existing provider appointment.

CPS will automatically associate appointments when they are added to the schedule ahead of time.

Below is an example of how an Office Procedure Note should look. Notice the check mark next to “Associate to
existing patient appointment on this Clinical Date”

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Make sure the Office Procedure Encounter (Note) matches the appointment. When the provider and clinical date
match the existing appointment on the schedule, the system will automatically attempt to associate it for you! Note:
The Provider must be the “Billable/Responsible” provider, not the person entering the note. The Clinical Date must be
correct as well. See image below.

Associate Encounter with Correct Appointment.

Each time you start any encounter, it is VERY IMPORTANT that you always associate it with the correct appointment.

Make sure the clinical elements match the appointment:

 Clinical Date/time
 Provider
 Location of Care.

When these three elements match the appointment turns blue.

Appointments drive our billing. For this reason, it is important that you start a new office procedure encounter AFTER
a new appointment has been created for you.

Remember do not:
 Document in the provider note.

 Create the office procedure encounter before the appointment has been created for your portion of work.

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Lesson 7
Patient Assessments

Path: New Document>Encounter Type>Assessment (Forms)

Back office staff use the following assessments to document their work (this is only a partial list of common
assessments – there are more):
 Vitals
 Serial Assessments
 PMH-PSH
 PHQ 2/9
 FH-SH
 LAST Office Procedure
 Process Lab Orders

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Let’s take a look at a possible workflow scenario. Note: Your actual workflow may be different and/or include
different duties. This is a hypothetical example for training purposes.

Example: Office Visit Encounter

It is common for back office staff to room the patient and start the encounter for the provider. The general steps are:

 Start New Document (Office Visit)

 Associate encounter to the provider appointment
 Edit Summary Line (optional)
 Complete assessments (vital signs etc.,)
 End Update
 Route to provider and place on Hold

Example: Office Procedure Encounter

After the provider completes the exam and places orders you should:

 Add New Appointment to Schedule

 Start New Document (Office Procedure)
 Associate encounter to new appointment
 Edit Summary Line (enter description)
 Process Lab Orders or office procedure (administer vaccines, ear irrigation etc.,)
 End Update (sign)

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Lesson 8
Documenting Phone Calls
Please refer to CPS Quick-Tip titled: Phone Note

Use the Phone Note button located in the Ribbon of the patient chart, to document each time you contact a patient
or receive a call from a patient.

Phone Note can be accessed from the chart in one of two ways:

 Press Phone Note button on the ribbon

 New Document and open Phone Note encounter

The goal is to document the reason for the call (to and from patient) and route the message to the appropriate
responsible party.

Route the message (new document) to the responsible party or sign it if you are the responsible party.

Always follow your local clinic guidelines concerning how to document phone calls.

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Lesson 9
Office Procedure: Documenting Immunizations
Please refer to CPS Quick-Tip titled: Vaccine Administration and Documentation

3-Step process to record vaccinations in CPS:

1. Start a New Document

2. Document
3. Generate Charges (of clinic billed)

To document immunizations given in the clinic

Path: New Document>Office Procedure>Immunization Tab

Open an encounter and enter the vaccine information in the Immunization Tab. Enter all the data elements
for each vaccine given in the appropriate designated area. Enter NDC and .vac (quick-text) in the comments
field for each vaccine given.

To enter charges (if applicable) click on Procedures button to open orders screen:

To document Historical Immunizations

Path: New Document>Office Procedure>Immunization HX (add form)

Open an encounter and add the Immunization HX form. For each vaccine given elsewhere, enter the
correct value and then click on the yellow record button before you sign the document.

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Lesson 10
Office Procedure: Processing Labs (in-clinic specimen collection)
Please refer to CPS Quick-Tip titled: Process Lab Orders.

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