Every study is linked to a referring doctor, which is the physician who has referred a patient for the examination. The referring doctor’s name is typically entered on the equipment. EMSOW groups the referring doctors by referring facility.

The main item of the processing routine is a service, which is a collection of studies performed on the patient on a certain date. The services are grouped into orders based on the referring facility. In case your company has several operating units, the orders may belong to different branches or ordering facilities, which should be set up during the system installation.

The end goal of processing the service is to assign two things to it: a reading doctor who will interpret the medical images (if there is more than one study in the service, each may have its own reading doctor), and a billing company on behalf of which the service will be billed for. The Processing module allows you to properly process all received data for the service (including the medical images and the associated documents such as tech sheets), and send it to the reading doctors and the billing companies. It must be done correctly and quickly so that your company gets the images interpreted and the services billed for in time.

1. Sign into your EMSOW account.
2. Click PROCESSING in the upper navigation bar:
   
3. Select the Date of service by finding the date when exams were performed in the calendar:
   
4. Find the facility in the Orders from section and select it:
   

The required order will appear.

You can also use the Quick search box to find services.

1. Click Quick search in the bottom-left corner of the screen to open the search box.
2. Fill out fields in the box with any information you have about the service. It can be the patient’s date of birth or name, the patient’s or the service’s ID in the database, or the accession number of a study that is contained in the service.
   
3. If the system finds multiple services in the database that satisfy your query, it will present you with possible matches:
   

1. Find and select the required patient or study in the order.
2. Click the Edit button:
   
3. Fill out, select or edit the fields you need to change, such as Status, Doctor, Facility address, Studies, Diagnoses, Event, and Insurances:
   
4. Click Save the service after you have made the changes.

1. Select the required service.
2. Click the Documents button.
   
3. In the window that opens, click Browse to select a file to upload from your computer, select its Type and use the Link to study drop-down box to link the file to the corresponding study in the service. For instance, in the picture above a report is linked to an “F/U Nursing” study.

   There are different types of uploaded files, such as Patient, Images, Report, Tech sheet, Insurance, Log sheet, EOB, Archived report, Draft report, and Miscellaneous. You can customize the file types in SETUP → PROCESSING → FILE TYPES.

   Choose the required file type according to the kind of the document being uploaded; for instance, upload a scan of an insurance card as Insurance or an exam worksheet as a Tech sheet.

   
4. Upload the files by clicking the Upload button.

1. Click the Add button under Retail or Wholesale.
2. In the new window fill out the Date of Birth, the Last name, and the First name of the patient.
3. Select the Status of the service, and the Referring Doctor.
4. Select the Gender.
   
5. Click the plus button to add a new study and select its type.
6. After adding the study, start typing an ICD code to add a Diagnosis.
7. If the study is related to a technologist’s visit entered via the Schedule module, select the visit in the Event drop-down list.
   
8. Fill out the required fields such as Status, Doctor, Facility address, and Insurances.
9. Fill out Notes if you have something to note.
10. Click Save after you have filled out the fields.
11. Upload the required documents.

1. In the Orders pane, click the Create button.
2. In the new window fill out the fields as necessary: the Date of service, the Branch, the Referring facility, the Ordering facility, the Referring doctor, the Technologist, the Equipment, and the Total number of patients and studies.
3. Click OK to save the order after you have filled out the fields.

The new order will appear.

Automatically:

1. Tick the required services. Then click Auto fill.
   
2. The Auto fill studies window displays the result of applying the reading rules before saving it, so you can check if your rules are correct prior to the change taking effect:
   

   At the bottom of the window, select an auto-fill method:

   • Unassigned – the system assigns doctors only to studies without an assigned doctor.
   • Overwrite – the system assigns doctors to all the selected studies and overwrites existing assignments.
   • Clear – the system removes all assignments.
3. Click Save reading and Close.

The reading doctor will be assigned automatically.

Manually:

1. Select the service and click Edit.
2. Find the required study and select the Reading Doctor if there is more than one doctor in practice.
3. Click Save.

1. Tick the required services. Then click Auto fill.
   
2. The Auto fill studies window displays the result of applying the billing rules before saving it, so you can check if your rules are correct prior to the change taking effect:
   

   Select an auto-fill method:

   • Unassigned – the system inserts values only into empty fields;
   • Overwrite – the system fills out all fields and overwrites existing values;
   • Clear – the system removes all values.
3. Click Save. Billing will be assigned automatically.

For manual assignment, do the following:

1. Select the services to which you need to assign a billing company.
2. Click the Billing Edit.
3. In the new window click the Edit button to continue.

4. In the pop-up window click Add to set up billing operations.
5. Choose the Company and the doctor to Bill by.

6. Choose the Component: TC or 26.


TC – technical component – is a payment for the technologist’s work, 26 – is a component for reading the exam.

If neither is selected, the component is assigned as GLOBAL.

7. Fill out other fields such as Tags, Fee and Fee management if you need it.
8. Then click the Add button to set up billing procedures:

9. Select the Billing operation and the Procedure you have.
10. Select Units, Modifiers and Dx pointers if you need it.
11. Click OK to save changes.
12. In the Billing information window verify that all data about the assigned billing company is correct.

13. Click Close to close the window.

1. Physician Portal: the reading doctor logs into EMSOW’s PHYSICIAN PORTAL module with their account and uses the built-in features to view images and make reports.
2. E-mail: the reading doctor receives an email invitation to login and read the images. You can use this method in addition to the first method.
3. PACS: images are sent to an external PACS system via a secure internet connection.

You can choose the preferable way when adding a reading doctor or a reading facility account to EMSOW.

Before sending the performed studies to the reading doctors, make sure that all images and documents are attached and the reading doctors are properly assigned. To do this, open the Processing module and check the following:

1. The Images and the associated documents are attached in the Documents column.
2. A Reading doctor is assigned to every study.
   

If all the documents are attached and the reading doctors are assigned:

1. Select the Reading / Transfers tab.
2. Click the Send all button in every box:
   
3. If you need to send only some of the performed studies you can click the Send custom button next to the appropriate sending method, such as Physician Portal.
   

   In the window that opens, choose the studies to be sent for reading:

   
4. Click OK.

The Processing module allows you to add tags to studies contained in selected services by using the Apply tags button:

1. Select one or more services.
2. Click the apply tags button.
3. Choose the tags you need to add from the drop-down list. You can select multiple tags.

NOTE: Administrators can modify the list of available tags by going to SETUP → BILLING → TAGS.

1. Choose Save existing tags to preserve tags that were previously added to the studies, if any. Choose Replace existing tags to overwrite the existing tags.
2. Click Save.

The required tags appear: