Application Mapping

Training Guide

Version 12

Table of Contents

Section 1: Mapping Basics

1.0 Organizations and Importing

Scanning/Uploading

1.1 Mapping Personal Practitioner Data

1.2 Mapping Checkboxes

1.3 Mapping Addresses

1.4 Mapping Group Additional Data (Group NPI, Languages, After hours)

1.4 Mapping Other IDs – Using Quick Filters

1.5 Mapping Specialty Data

1.6 Mapping Hospital Affiliation Data

1.7 Utilizing Mapping Tools: Copy Fields

1.8 Mapping Education & Training Data

1.9 Mapping Licensure Data

1.10 Mapping References Data

1.11 Mapping Insurance Data

1.12 Mapping Provider Release Info

Section 2: Page Menu

2.1 Page - Go To Page

2.2 Page - Straighten Page

2.3 Page – Append Pages

2.4 Page – Copy Page

2.5 Page – Delete Pages

Section 3: Tools Menu

3.1 Tools – Rope Select

3.2 Tools – Create Text

3.3 Tools – Highlighter

3.4 Tools – Manual Align

3.5 Tools – Connect

3.6 Tools – Query Update

3.7 Tools – Additional Pages This tool is used to suppress additional pages that only need to be printed if data is populated

3.8 Tools – Special Field

3.9 Tools – Refresh Annotations

3.10 Tools – Clear Annotations

Section 4: Templates

4.1 Templates – Placing an existing Template

4.2 Creating a Template for Future Use

Section 5: Applications-Preview All/Copy/Search

5.1 Preview All

5.2 Applications – Searching for Applications

5.3 Applications – Copying an Application

7.1 Mapping using Data Screenshot Functionality

Section 1: Mapping Basics

Important Mapping Definitions:

  • Tree View: Clicking on the + sign to the left of the table will display all of the fields that are connected to the table.
  • Double Clicking: Double Click to place a field on your application that is connected to a table.
  • Dragging and Dropping: Click on the field you would like to map while holding the left mouse button down and drag the field onto the application (Client Server version only)
  • On the Application: The specific info the application is asking for. You will also see a page number next to this which shows you where on the TEST application this data lives.
  • Table: The table where the data is held
  • Field(s): The field you choose in the table that holds the data the application is asking for
  • Notes: Helpful tips and tricks for modifying your data
  • Tab: What tab you can choose in the Mapping Training area to change formatting
  • Object Type: Change the data from text to Checkbox
  • Yes Value: An item from a drop down that will determine when you see the checkmark
  • Filter Query Field: The field you would like to run your filter on
  • Operator: Determines how the Query Value will interpret the Query Field
  • Filter Query Value: The Value you would like to Filter on
  • Record Number: The record you would like to return

1.0 Organizations and Importing

1.In the Menu Bar, select the icon. This brings you to the Application Mapping Setup area. Instead of the icon, you can go to System menu>application mapping.

2.Add a new organization which will hold your training applications:

  1. Click inside Organization Folder Window to set the focus. (The Window will turn White)

  1. In the menu bar, click the icon.
  2. Type the name of the organization in the Company Name Field: “Training applications”

  1. Click the icon.

3.Import the application called TEST from the Application Download site.

  1. In the Menu Bar, click on the Icon
  2. On the Import Applications window, select your new organization called Training Applications.

  1. Click the button. This will bring you to the Application Library in a separate window.
  2. In the search field, type in “TEST”
  3. Click GO
  4. Put a checkmark in front the TEST application
  5. Click the Download Selected Apps button.
  6. Click the Download Now link.
  1. When the File Download window appears, choose Run when prompted (twice)
  2. When you get to the black screen with white writing type “Y” for yes.
  3. Close the application download browser window.
  4. Back at the Import Applications window, click the button. You’ll see system messages as the application imports.
  5. When the import is finished, close the Import Applications window.
  1. On the left side of the Setup window click on the + sign next to your Training Applications folder. This will show you the applications connected to the folder.
  1. Double-click on the TEST application name to view the application image.
  2. Follow the exercises in the following pages as directed by your instructor.

Scanning/Uploading

In your live system, if you need to scan in a blank application for mapping the steps are a bit different

(we will not be scanning during training.)

Uploading an image

If you have an image already saved on your computer:

  1. Save an application somewhere on your computer (must be in .TIF format)
  2. In the Menu Bar, click the icon.
  3. Add a new organization (if applicable)
  4. Highlight the organization in the tree view on the left side of the setup tab.
  5. At the bottom of the screen, click inside the Application Detail Window.
  6. Choose the type of application and enter a name for it in the “application description field” (these are the only required fields)
  7. In the menu bar, click the icon
  8. Click the “upload image” button to get your application from where you saved it

Scanning an image

If you are using a scanner that is directly attached to you computer:

1.Follow above instructions 2-7

2.Double click on the name of the application from the tree view.

3.Put your document in your document feeder.

4.Click on the icon.

5.Choose your scanner. The document will scan in and you are ready to map it!

1.1 Mapping Personal Practitioner Data

On the application (page 1) / Table / Field(s) / Notes
First / Basic Information / First Name
Middle / Basic Information / Middle Name / Change width of middle name to 1 character (initial) and click the Apply button
Social Security Number / Basic Information / SS #
Date of Birth / Basic Information / DOB / Change date format (your choice) and Apply
Any other name…? / Basic Information / Maiden/Other Name
Birthplace City / Personal Data / Place of Birth City
Birthplace State / Personal Data / Place of Birth State

Choose a practitioner for previewing:

1.In file menu, choose “set default preview practitioner”.

2.Search for the practitioner Charles Abbott and double-click to select him.

3.When the system returns you to your application, click the icon (or use keyboard shortcut f9).

4.In the menu bar, click the icon when you are finished previewing. This will return you to the mapping markup page

1.2 Mapping Checkboxes

On the application (page 1) / Table / Field(s) / Tab / Object Type / Yes Value
Gender: Male(checkbox) / Basic Information / Gender / Display Type / Check Mark / Male
Gender: Female(checkbox) / Basic Information / Gender / Display Type / Check Mark / Female
Degree: MD (checkbox) / Basic Information / Professional Suffix / Display Type / Check Mark / MD
Degree: DO(checkbox) / Basic Information / Professional Suffix / Display Type / Check Mark / DO

1.3 Mapping Addresses

On the application (page 1) / Table / Field(s) / Filter query field / Operator / Filter query value
Home Street Address / Address / Street / Address Type / = / Home
City, State, Zip / Address / City, State, Zip / Address Type / = / Home
Home Phone Number / Address / Phone / Address Type / = / Home
After you map the phone, click in the “format” drop down and choose “phone”. Click Apply
On the application (page 1) / Table / Field(s) / Filter query field / Operator / Filter query value
Primary Practice Location: Institution/Group/Clinic Name / Address / Name/Street1 / Address Type / = / Primary
Street, City, State, Zip, / Address / Street, City, State, Zip / Address Type / = / Primary
On the application (page 1) / Table / Field(s) / Filter query field / Operator / Filter query value
Billing Address / Address / Street / Address Type / = / Billing
Street, City, State, Zip / Address / City, State, Zip / Address Type / = / Billing
On the application (page 2) / Table / Field(s) / Record # / Filter query field / Operator / Filter query value
Second Practice: Institution/Group/Clinic Name / Address / Name/Street1 / 1 / Address Type / = / Additional
Street, City, State, Zip / Address / Street, City, State, Zip / 1 / Address Type / = / Additional
Third Practice:
Institution/Group/Clinic Name / Address / Name/Street1 / 2 / Address Type / = / Additional

1.4 Mapping Group Additional Data(Group NPI, Languages, After hours)

On the application (page 1) / Table / Field / Record # / Addr Query
Filter Query Field / Addr Query
Operator / Addr Query
Filter Query Value / Query Tab
Filter Query Field / Query Tab
Operator / Query Tab
Filter Query Value
Group NPI / Group IDs / ID Number / #1 / Address Type / = / Primary Office / ID Type / = / NPI Number
Languages Spoken at this location / Group Languages / Language / #1 / Address Type / = / Primary Office / (None) / (None) / (None)
Languages Spoken at this location / Group Languages / Language / #2 / Address Type / = / Primary Office / (None) / (None) / (None)
Emergency After Hours Number / Group Practice Information / After hours number / #1 / Address Type / = / Primary Office / (None) / (None) / (None)

1.5 Mapping Other IDs – Using Quick Filters

  1. In the menu bar, Click the icon to go back to page 1.
  2. On the left side, click on the Other IDs Table. This will open the tree view to all of the fields in that table.
  3. Double-Click the ID Number field
  4. On the Query Tab, Click the drop down called “Quick Filters”
  5. Choose “Medicare”
  6. Click on the image where you want to place the field
  7. Repeat steps 3-6 for the “Medicaid” Number.

1.6 Mapping Specialty Data

On the application (page 4) / Table / Field(s) / Filter query field / Operator / Filter query value
Specialty (Primary) / Board/Specialty / Specialty Description / Specialty Order / = / Primary Specialty
Sub-Specialty / Board/Specialty / Specialty Description / Specialty Order / = / Secondary
Specialty
Primary Specialty Board / Board/Specialty / Board Entity_Name / Specialty Order / = / Primary Specialty
Date Certified
(for Primary Specialty) / Board/Specialty / Initial Cert Date / Specialty Order / = / Primary Specialty
Secondary Specialty Board / Board/Specialty / Board Entity_Name / Specialty Order / = / Secondary Specialty
Date Certified
(for Secondary Specialty) / Board/Specialty / Initial Cert Date / Specialty Order / = / Secondary Specialty

1.7 Mapping Hospital Affiliation Data

On the application (page 5) / Table / Field(s) / Filter query field / Operator / Filter query value
List hospital to which you primarily admit your patients / Hospital Affiliation / Hospital Entity_Name / Primary Hospital / = / Yes
Hospital (name) / Hospital Affiliation / Hospital Entity_Name / Primary Hospital / Yes
Location/Address
(city and state) / Hospital Affiliation / Hospital City and Hospital State / Primary Hospital / Yes
Effective Date / Hospital Affiliation / Start Date / Primary Hospital / Yes

1.8 Utilizing Mapping Tools: Copy Fields

  1. Click the Copy Fields icon
  2. Click each Hospital field
  3. Click Paste
  4. In the Properties box that pops up, change the record #
  5. Click to place the next row
  6. Repeat until you have all rows filled on application.

1.9 Mapping Education & Training Data

On the application (page 5) / Table / Field(s) / Filter query field / Operator / Filter query value
Medical/Professional School / Education / School Entity_Name / Education Type / = / Medical Training
City, State, Zip
(for medical school) / Education / School City, State, Zip / Education Type / = / Medical Training
Degree / Education / Degree / Education Type / = / Medical Training
On the application(page 5) / Table / Field(s) / Filter query field / Operator / Filter query value
Internship:
Institution Name / Training / Institution Entity_Name / Training Type / = / Internship
Residency:
Institution Name / Training / Institution Entity_Name / Training Type / = / Residency
Fellowship:
Institution Name / Training / Institution Entity_Name / Training Type / = / Fellowship

1.10 Mapping Licensure Data

On the application (page 7) / Table / Field(s) / Filter query field / Operator / Filter query value
State License / Licensure / License Number / State / = / NH
Date Obtained / Licensure / Issue Date / State / = / NH
Expiration Date / Licensure / Expiration Date / State / = / NH
On the application (page 7) / Table / Field(s) / Filter query field / Operator / Filter query value
Federal DEA Number / DEA/CSR / License Number / CSR State / = / US
State CDS Number / DEA/CSR / License Number / CSR State / US
On the application (page 7) / Table / Field(s) / Filter query field / Operator / Filter query value
Have you been or are you currently licensed in any other state?
License Number / Licensure / License Number / State / NH
State / Licensure / State / State / NH
Date Obtained / Licensure / Issue Date / State / NH
Expiration Date / Licensure / Expiration Date / State / NH
Use the Copy Fields icon to copy the four fields above two more times, changing the Record # each time.

1.11 Mapping References Data

On the application (page 7) / Table / Field(s)
Name / References / First/Middle
Name / References / Last Name
Street Address / References / Street
City / References / City
State / References / State
Zip / References / Zip
Phone / References / Phone (c5)
On Format tab Apply phone format, Change width to 13
Use the Copy Fields icon to copy these references fields two more times, changing the Record # each time.

1.12 Mapping Insurance Data

On the application (page 7) / Table / Field(s)
Name of Carrier / Insurance / Carrier Entity_Name
Policy Number / Insurance / Policy Number
Dates of Coverage / Insurance / Coverage From
Dates of Coverage / Insurance / Coverage To

1.13 Mapping Attestation Questions

On the application

/

Table

/

Field

/

Filter Query field

/

Operator

/

Filter Query Value

Has any disciplinary action every been instituted against your license..?

/

Attest Questions

/

Response

/

Question Code

/

=

/

Any disciplinary Actions Against you?

1.14 Mapping Provider Release Info

On the application (page 9) / Table / Field(s)
Name (Please Print) / Basic Information / First Name
Name (Please Print) / Basic Information / Last Name
Name (Please Print) / Basic Information / Prof Suffix

1

Section 2: Page Menu

2.1 Page - Go To Page

  1. On the Page menu (Not the Icon), select “Go To Page”
  2. Type in “4”
  3. Click “OK” (or enter)

Hint:you can also use the keyboard shortcut F6

2.2 Page - Straighten Page

  1. On the Page menu (or the Page icon), choose “Straighten Page”
  2. A “straighten page” box will pop up. Your cursor becomes a crosshair, draw a straight line relating to your scanned image (not to the actual screen) from left to right on the application.
  3. Click “apply” and “OK” if the image is straight or Click “cancel” if you need to try again.

Hint:you can also use the keyboard shortcut F7

2.3 Page –Append Pages

  1. On the Page menu (or the Page icon), choose “Append Pages”
  2. The system automatically chooses “blank page” to be inserted “at the end”
  3. Click the button. This will add a blank page to the end of your application.

Hint:with this function, you can also:

Append an existing page(a TIF, BMP, or JPG already scanned in and saved somewhere on your computer)

Append an acquired Image (you must have a scanner connected to your computer for this)

2.4 Page – Copy Page

  1. On the Page menu (Not the Icon), select “Go To Page”
  2. Type in “6”. (This should be the work history page)
  3. On the Page menu (or icon) Choose “Copy Page”
  4. When the Copy page window appears, put a 6 in the “copy page” field and a 10 in the “insert after page” field
  5. Save your changes by clicking the save icon (or by going to the file menu and selecting “save”)

2.5 Page – Delete Pages

  1. On the Page menu (Not the Icon), select “Go To Page”
  2. Type in “8”
  3. On the Page menu (or icon) Choose “Delete Pages”
  4. The system automatically selects the “Current Page” option
  5. Click the OK button
  6. When it asks if you are sure, click YES.

Section 3: Tools Menu

3.1 Tools – Rope Select

1. Go To Page 10

2. On The Tools menu or icon choose Rope

3. With your cursor draw a serrated box around Work History

4. Click the Cut Icon.

3.2 Tools – Create Text

  1. On the Tools menu (or icon) choose “Create Text”
  2. A “Label” box will pop up – type “additional work history continued from page six”
  3. Choose your font size as large and click the box next to “bold”
  4. Click “OK”
  5. This will place text in the upper left corner of your page. Use your cursor to move the text under the “name and address of entity” section
  6. Save your changes by clicking the save icon (or by going to the file menu and selecting “save”)

3.3 Tools – Highlighter

  1. On the Tools menu (or icon) choose “Highlighter”
  2. This will place a highlighted box in the upper left corner of the document
  3. Use your cursor to move over your newly created text and adjust it to fit over the entire sentence
  4. Save your changes by clicking the save icon (or by going to the file menu and selecting “save”)

3.4 Tools – Manual Align

  1. Go to Page one
  2. On the Tools menu (or icon), Choose “Manual Align”

Hint:you can also use the keyboard shortcut F4

  1. Select the following fields :LAST NAME, FIRST, MIDDLE
  2. Click “align tops”
  3. Choose the Manual Align tool again
  4. Select the following fields: HOME STREET ADDRESS, HOME PHONE NUMBER, SOCIAL SECURITY NUMBER
  5. Click “align sides”
  6. Save your changes by clicking the save icon (or by going to the file menu and selecting “save”)

3.5 Tools – Connect