Category Archives: CPRS

Computerized Patient Recordkeeping System:

Part 4: Installation

•Prepare your task bar to receive the Macro:
Step 1:Go to your  taskbar and right click on it.
(you can click on images to enlarge)

  • Step 2:  (Resurrecting the Quick Launch Tool bar)
  • Task bar win7
  • Right-click on an empty part of the Taskbar to get the context menu as shown above. Unlock the Taskbar if it is locked and then navigate to the Toolbars => New Toolbar menu item.
  • You will see the The “New Toolbar – Choose a folder”  dialog box.
  • Copy  the green line below exactly as it is starting with %appdata
  • %appdata%\Microsoft\Internet Explorer\Quick Launch
  • and paste it as shown (1) then click the ‘select folder’ button (2).
  • new_toolbar
  • The Quick Launch tool bar should appear on the right side of the taskbar.


If you drag the Toolbar re-sizing handle (red arrow above) all the way to the left until it touches the start button, the entire  Quick-Launch Toolbar will relocate and to the left side of the task-bar just like in windows XP.
Almost there.
Next right-click the Quick Launch bar and turn off the Show Text and Show Title options ; see below ;
You can also click on view and pick option for larger icons.

Step 3.  Open CPRS (Load a test patient ).

Determine if you are classified a ‘Provider’ or not.


•Step 4 : Locate new encounter area, type in the Clinic Location and copy the entire line
(Right click , Copy) :

•Step 5 : Go to the  Telephone Script Generator  page.

Step 6 : In the notes tab click New note , locate or  type in the name of the associated note title and  copy it.


•Step 7 : back to the  Telephone Script Generator  page
•Step 8 :
•Click Start button => Run => and paste the ENTIRE line on the script generator that starts with “Notepad.exe:  Pick the 1st or 2nd line depending on your Operating system.
xp or sevn
•Say YES to ‘create file ’. question

•Step 9: Copy entire generated script from the web-page and paste it into the empty notepad file you just created.

•Step 10 : save the script : Say Yes to save changes

Finally Done!

•Check your Quick Launch area for new blue ‘S’ shaped Icon:
•If visible, Installation was  a successful.
•To test the script, Open CPRS , pick your test patient .

Go to the quick launch area and single-click on the Blue Icon.

Disclaimers/notes of caution:

•-The Macro was tested on a limited number of computers and there may be noticeable variability in performance from one to another.
•The following may cause it to malfunction:
–Older  bloated computer
–Heavy multitasking
-Running the macro for the first time.

So, It’s a work in progress. Need ideas to improve.

Ideas are Welcome. You can post ideas or responses on this forum.

Part 3: Windows Scripting

Q: Why script ?

1- You  find yourself typing the same thing, in the same sequence , over and over again in order to get a certain task done


2- A script can reduce some of this repetitive work and can save you a great deal of time.

 The Greenville CPRS macro

The macro is a small text file, saved with a “.vbs” extension.

It will pair a Clinic location with a Note Title

For example :

- WJB G TELEPHONE-X       …… and



-This does not require installation of a commercial product but the mechanism already exists as part of the Windows Operating system.

What It does.

1-With a one click, It will enter the new Clinic location , switch to the Notes tab,  and pick your Note.

2- Its even better if the note has a proper CPRS template attached so that proper documentation is further encouraged.


Part 2: Defining the problem

Barriers and solutions to proper documentation 

1- Not knowing how to document .

-In-service  programming updates from Health Information Management Services are critical. (HIMS)  and through forums like this one.

2-  Clinic location names can be long , non intuitive and cumbersome to enter .

-A shortcut or macro  can aid and speed up entry of clinic location

3- Picking appropriate or designated note title  example:


-A shortcut or macro  can take care of the repetitive and cumbersome parts of entering the appropriate  note title.

4-Need to have the proper elements of a telephone note. 

-A  HIMS – approved CPRS template can be attached to the chosen note title.

Part 1: Encounter capturing

-Proper and accurate encounter completion is needed.

-Accurate encounters help with revenue collection and workload  credit tracking among other things.

-Telephone contacts , although non-billable, are counted as workload and can affect the budget for your institution.

-’Telephone contact’ cannot be for administrative issues but  has to involve medical decision-making

-Telephone contact is  “a call between clinical professional staff and patient” to:

-Coordinate medical/clinical advice
-Initiate therapy or a new plan of care
-Discuss test results in detail
-Provide medication refills or adjust medications
-The note must contain a problem (i.e. history) and a solution ( e.g. treatment plan)

 If the call was administrative only then enter

-an addendum, -a historical note  -or an administrative note

-This includes call to family and even conversations with other professionals on the case.

 Steps for Proper Documentation

1-Create a new visit by selecting the ‘correct’ clinic location

2- For Telephone encounters, use a Telephone clinic location

3-This will ensure that No bill will be generated.

So how does the way I enter encounters affect the patient?

•Example: Physician  (Provider) contacts patient at home (reduces his Insulin)
Patient is ‘happy’
•Physician documents call
•Creates New/Visit but selects ‘Primary Care Clinic’
• (Should have picked Telephone Clinic)!!
•Visit is categorized as 1st party co-pay based on stop code
•Patient gets a co-pay bill :
Patient is ‘not happy’