EncaptureMD is designed to work equally well for a single office practice or a health system. Your account installation specialist will help you choose the optimum setup. This is a guideline to help you with the process. These are only suggestions. The
- For the small office with a single location, this will be easy and only take a few minutes.
- For the larger groups or hospitals with multiple labs, multiple procedures and even multiple locations, understanding your institution's hierarchy is important.
Essentially, you will need to know
- How many locations do I have?
- How are they organized?
- What procedures are done in each location?
- If you're using the Scheduling module, you'll also need to know how many rooms in each lab
Another way to think about this is:
- What procedures do you do?
- Where do you do them?
- Who does them?
When you set up users and groups, you'll need to know who works at the various locations
Note: you must have Administrator privileges to perform these actions.
A simple office layout
This is the most basic layout. It may seem overkill if you only have 1 office, but if you grow, this will make it very easy to add another office or create a division of labor.
Hospital System Hierarchy
This is a typical hospital system. There are 2 hospitals and one clinic. Each performs a different set of procedures. Any number of Locations and Labs can be created.
- Staff can work in one or more labs.
- Administrators can be granted access over any part of the tree. They can be limited to a lab, granted access to a location and all its labs or be granted access to the whole system.
- For scheduling, each lab contains rooms. Rooms can be shared between labs.
NOTE: It is important to sketch out the hospital hierarchy in detail and discuss before implementing. The EncaptureMD implementation team will assist with this.
Optimizing the Hierarchy
EncaptureMD allows for configuration at each level. The highest levels are over-ridden by the lower levels. This can simplify set up but also provides great flexibility in customizing reports, report formatting, access and more.
Example 1:
"I am a solo practitioner who reads echocardiograms and vascular studies in only one location. I want my reports to have the same header, demographics section and footer."
In this scenario, I can define the report formatting at the highest level. I can put both the echo and vascular applications in the same lab.
Example 2.
"I am part of a small group that has 2 locations and reads echocardiograms at both locations and vascular studies only at the first location. One doctor works at both locations but only reads echocardiograms and there is a second doctor who reads vascular studies at the main location"
In this scenario, we define one organization, 2 locations.
The header would contain the main logo of the organization and footer would contain the address, phone number, etc of the specific location. Doctor A has permissions to Echo in both locations. Dr. B has permission to read Vascular at Front Street. At this level, it is not necessary to have individual labs for echo and vascular studies, but it can be set up that way.
With larger organizations, using multiple labs may become necessary. This structure is very flexible and can provide proper customization for all organizations.
Design Philosophy
We suggest
- Keep it as simple as possible
- Stay as consistent as possible across the Organization only changing the minimum possible between locations or labs
- While CSS (style sheets) can be varied by location and lab, only do this if absolutely necessary.
There are multiple ways to achieve a proper working system. The EncaptureMD Implementation team can assist with this design. As your practice or organization grows, the hierarchy can change and grow with it.
Building the hierarchy in the EncaptureMD Account Manager
Access the account manager from the Admin menu. If you do not see the Admin menu, you do not have the proper privileges. Another Admin or EncaptureMD support will have to provide access.
