2. Quick Reference Guide
Home Page Page 4
Ordering Tab Page 5
Patient Search Page 6
Patient Account
Summary page
Personal Tab
Contacts Tab
Clinical Tab
Insurance Tab
Take Notes Page
Review # 1
Notes Tab
Creating a Patient Note
Orders Tab
Page 7
Page 8
Page 9
Page 10
Page 11
Page 12
Page 13
Page 14
Page 15
Page 16
Creating a Sales Order
Example delivery Ticket
Review # 2
Quick Reference Sales Order
History Tabs
Take Notes Page
Review # 3
Page 17-25
Page 26
Page 27
Page 29
Page 30
Page 31
Page 32
2
3. Welcome to Brightree!
To get started enter
username@northatlantic,
your password
and click Log In Now
*Don’t forget to write your user name &
password down in a safe place.*
3
4. The Home page has several tabs that allow
access to specific places you may need to go.
Home Page
4
5. Ordering Tab
• The Ordering Tab is most commonly used
to access a patient account, sales order or
a specific WIP state.
5
6. Patient Search
For a patient’s account in several ways.
You can search
•Patient ID
•Last Name
•Date of Birth (DOB)
•Address
•Phone number
*The quickest way is to use the
Quick Lookup box by entering the
patient ID or last name and
clicking Search or Enter*
6
7. Patient Account > Summary Page
The Summary Tab combines multiple tabs into one for an
overview.
7
8. Personal Tab
How to update address information > Type new address into Billing Address
section and click save. For Permanent changes remember to click on Copy to
Insured in the Billing Address Section and Same as Billing Address box
located in Delivery Address section. The Delivery Address section is where
the patient would like all mail to get shipped.
The Personal Tab has the patient’s basic demographics ie: Billing
Address, Delivery Address and extended information.
You may need to use this tab to verify or change address
information.
8
9. Contacts Tab
The Patient contact screen is used to add emergency
contact and responsible party information
.
9
10. Clinical Tab
The Clinical screen is important when it comes to deliveries and
billing.
Deliveries- Infectious Condition is important for the drivers to
determine safety precautions in the home. Height and weight are
also important fields for when pulling inventory and home safety.
Billing- Doctor Information is needed for billing. If left blank the
information may hold up billing.
Marketing- This information is used for referral reporting.
The Clinical tab has information such as Ordering Doctor, Height,
Weight, Diagnosis Codes and Referral information.
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11. Insurance Tab
To verify the Insurance > click on Edit link in blue >
Electronic Eligibility > Service Type Code > (12) Durable
Medical Equipment Purchase > Verify Eligibility.
Shows what type of insurance the patient has.
11
13. Brightree Review #1
Patient Account:
1. What are the steps to get to the patient search from the home tab?
____________________________________________________________
2. Using Benjamin Matthew’s account information please find the following
information?
a. Patient ID? _______________________________
b. What type of insurance? ____________________
c. Ordering Doctor? __________________________
d. Date of Birth? _____________________________
e. Who is the account group person? ( Billing Analyst)
____________________________________________________________
3. Does the patient have an infectious disease? (Circle) Yes or No
a. In what tab did you find your answer? ________________________
4. Does this patient have an emergency contact? (Circle) Yes or No
a. In what tab did you find your answer? _________________________
5. What else can you use to search for a patient besides their name or id #?
___________________________________________________________________
a. What page is this information on in your manual? ______________
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14. 6. How can you find the Ordering Doctor’s address?
____________________________________________________________
7. What is the patient’s diagnosis and diagnosis code? ______________________
a. In which tab did you find this information?_______________
8.Using the first patient listed on page 12 in your manual please find the
following information.
a. Ordering Doctor ?__________________________________
b. Date of Birth? _____________________________________
c. Type of Insurance? _________________________________
d. Who is the account group person? ( Billing Analyst)
____________________________________________________________
9. Please change the address on this patients account to 2 Harvey Rd, Bedford, NH
03110. This will be a permanent change not a one time shipping change.
a. What page is this information on in your manual?________
10. Does this patient have a secondary insurance? (Circle) Yes or No
14
Brightree Review # 3
Notes & History Tab
15. Notes Tab
Delivery Note box lists the machine type, date of set
up and machine settings.
The notes show the patient history.
15
16. Creating a Patient Note
Select note reason > Type your note into the description box > Status-
Close > State- Locked if you or no one else needs the note anymore.
Leaving a note open means it will stay in the assigned person’s
tasks/WIPS. Leaving a note unlocked means it can be edited by anyone.
A note can be assigned to another employee. This is called tasking a
note.
Click on Add New Note > Patient Note
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17. Orders Tab
The Orders Tab will display all current and past Sales Orders,
Pickups/Exchanges, CMNs, PARs, and Voided Sales Orders.
Note: There are two rows of tabs on this page. We are on the sub tab items.
Active Rental Items would show if a patient is renting equipment from us and
what kind of equipment it is.
Item History shows the patient’s history of items that were ordered. It
includes the Sales Order number, HCPCS Code for item, Item number and
description, the quantity ordered and the date the order was created along
with the date of service which is the date the item shipped.
17
18. Creating a Sales Order
Click on
Schedule Date should auto populate with the date the order is being created.
Order Note is for internal employees to write notes.
Delivery Note is information to be seen by Patients, warehouse and or
Respiratory Therapists.
Manual Hold box should be checked.
Hold Reason> Biller Review
Classification> Can vary depending on what the order is for. Select the
appropriate one.
Reference Enter the type of insurance the patient has ie: BC/BS or ASAP
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19. Creating a Sales Order Cont… Items Tab
Now that we filled in the Order Tab page, click on the Items tab.
Item ID/ Barcode Enter * and the item number needed* ie:
*622038*
Click Enter or click Quick Add
Continue to enter all items needed
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20. Creating a Sales Order Cont… Shipping Method
If all items are on the order, the last thing to add
is a shipping method. We use 2 basic shipping
methods. USPS ( US MAIL) or UPS. You can select
one by typing *Shipping us mail* or using the
add item button at the top right side.
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21. Creating a Sales Order Cont… Add Item Shipping
Enter *Ship* in Item ID Box and click search
Select Purchase next to the shipping method you would like.
Now we can move to the left on to the Insurance Tab
Check “coverage verified”. Insurance Verified should say “yes” next
to it. If it says “no” that means the insurance was not verified. Go
back to the Patient Level> Insurance Tab to verify insurance.
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22. Creating a Sales Order Cont… Clinical Tab
Now we continue moving to the left to select the Clinical Tab
We need to verify that the Ordering Doctor, Facility and
Diagnosis Codes are listed.
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23. Creating a Sales Order Cont… Messages Tab
Click on the Messages Tab to check for Ordering Doctor must
be PECOS Certified message. If no message then we can go
back to the Order Tab.(Only need to check Medicare orders for
this)
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24. Creating a Sales Order Cont… Finishing Up
We can now WIP this order to the eligibility team to verify it can be sent
out to the patient based off of insurance guidelines.
WIP State would be based off of what insurance the patient has and if the
patient is renting equipment with us or not.
To check if patient is renting > Patient level > Orders Tab
> Active Rental Items
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25. Creating a Sales Order Cont… Finishing Up
ie: This patient has Medicare and is not renting any
equipment with us, she is a supply only patient so it would
go to WIP State > 2-Supply Only- Medicare assigned to the
supply only Medicare Billing analyst.
Always remember to click Save to finalize the order and then
you can X out.
Reminder to make sure you put in a note on patient level,
Notes tab .
ie:
25
27. Brightree Review # 2
Creating a Sales Order
Using Benjamin Matthew’s account information answer the following questions.
1. Is this patient currently renting equipment? (Circle) Yes or No
a. What tab did you find this information? _________________
2. What tab(s) can you find what type of machine a patient has?_______________
a. What type of machine does this patient have ? ___________________
b. When was this patient set up? _________________________________
3. What was the name of the last mask this patient received? _________________
a. What was the Sales Order number? ____________________________
a. What was the date did it ship? _____________________________
b. Can this patient get another mask right now? ____________________
c. If not when can they get another mask? _________________________
4. What can you write on the reference line of a sales order? ___________________
a. What page is this information listed on in your manual? __________
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28. Brightree Review # 2
Creating a Sales Order
Continued
5. What type of Insurance Requires you to check the Messages Tab on a sales
order for a “Dr. must be PECOS Certified” message? __________________________
a. What page is this information listed in your manual? _______________
Using patient # 2 on page 12 of your manual please answer the following questions.
6. Is this patient currently renting equipment? ( Circle) Yes or No
a. What type of machine ?_______________________________________
b. When were they set up? _______________________________________
7. What was the name of the last mask they received? ________________________
a. What is the sales order number? ________________________________
b. Can they get another mask right now? (Circle) Yes or No
c. If not when can they get another mask? __________________________
d. What is the HCPCS code for this mask? __________________________
e. What is the item number for this mask? __________________________
28
29. Using patient # 3 on page 12 of your manual answer the following.
8. What type of machine does this patient have? _______________________
a. When were they set up? __________________________________
b. What was the name of the last mask received? ________________
c. What is the HCPCS code for this mask? ______________________
d. What is the item number? _________________________________
9. Please create an order for this patient. Mask, tubing and filters are
needed.
a. What is the sales order number you created? _________________
**Bonus**
What is the difference between the order note and the delivery note on a
sales order?
_________________________________________________________________
__________________________________________________________________
29
Brightree Review # 2
Creating a Sales Order
Continued
30. Quick Reference Creating a Sales Order
•Notes- Read previous notes-
•Orders- Make sure pt. is eligible and no pending orders
•Insurance
o Edit
o Electronic Eligibility Check
o Service Type code (12)DME
o Verify Eligibility
•Notes
o Add new note
o Patient Note
o Note Reason> task specific
o Status> Close
o State> Locked
o Save
•New Sales Order
o Manual Hold
o Hold reason
o Classification
o Reference Line > What type of Insurance patient has. ie: BC/BS MA,
UHC, MCR/AARP
o WIP State > 1-CSR Intake-1
o Put any notes needed in order note
o Review Delivery Note for any old notes that do not pertain to
current order
•Items
o *Item#*
o *Shipping us mail*
•Insurance
o Coverage Verified
•Clinical
o Marketing Rep
o Dr., Facility ,and Diagnosis
•Order
o WIP State > Appropriate Department using Insurance Reference
Sheet
o Assign to appropriate analyst if needed
•Save
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33. 1.What tab would you use to create a patient note? ___________________
2. If you wanted to save your patient note as a reminder would you leave
your note opened or closed? _________________
2a. If you wanted to be able to edit the note would you leave it
unlocked or locked? ________________________
2b. If you were tasking the note to someone where would their
name go? __________________________________
Please answer the following questions using Dale Jone’s account
information.
3. Who created your patients last order? _______________________
3a. What WIP state did this order go to next?
______________________________________
3b. What time was this order printed in 2-C- Supplies Approved?
________________________________________
3c. What date did the tracking number get created?
__________________________________________
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Brightree Review # 3
Notes and History Tab
34. Brightree Review # 3
Notes & History Tab
Using patient # 4 on page 12 of your manual please answer the following.
4. Who created the last patient note on the account? __________________
a. Who created the last supply order? _______________________
b. What WIP state did the order go to next? __________________
c. What time did the order get printed? ______________________
d. What WIP State did the order go to after it was printed?
_____________________________________________________
5. Can a change be made to an order once it is in 2-C Supplies Approved?
Yes or No
Explain your answer
______________________________________________________________
________________________________________________________________
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35. What Can I Do !
* I can access a patient account
* I can use patient account tabs to find information needed.
* I can update patient account information
* I can create and task a note
* I can create a sales order
* I can read order history
* I can _________________________________
* I can __________________________________
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36. 36
Evaluation
To help make this training more effective, please complete this evaluation.
On a scale from 1 (disagree) to 4 (agree), please rate the statements below:
__1. The materials were presented at a pace that was effective & easy to comprehend.
__2. The trainer was knowledgeable about the topic.
__3. The trainer used effective examples and/or stories to illustrate points.
__4. The course objectives were clear to me and were met.
__5. The length of the course was appropriate.
__6. Overall, I was satisfied with this course.
Comments:
Your Name (Optional) _______________________________Date:_____________
