How To

This page is here to answer common questions about how to use or do various things in Mobile Lactation Consultant. Mobile Lactation Consultant has built-in context sensitive help however many questions are not specific to a particular area in the app so we answer them here.

Questions

1. How are repeat clients handled?
2. How can a client be inactivated or deleted?
3. How can a document template be edited or added?
4. How to merge two clients together
5. How to send a report to the Pediatrician
11. How to create and send an insurance claim
6. How to send a superbill for the client
7. How to send a care plan to the client
8. How to send an invoice to the client
9. How to chart twins
10. How to use your finger print to login
11. How to configure your iPad to automatically update to the latest version of MLC

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How are repeat clients handled?
There are two main approaches to handling repeat clients. First and formost the previous record should remained signed off (locked) and untouched under the Inactive tab.

The most straight forward approach is to have the client visit your client portal again and fill out all their information from scratch. This approach ensures that the client record has up-to-date information from the client address to their current medications.

The second approach is to open their previous record under the Inactive tab and press the "Copy Client" button located on the same menu as the Email and Print buttons. This feature creates a new client record and copies only the information under the Mom, Infant and Health tabs in the Client Info section. The new client record will appear under the Lactation tab. Then the "Send Client Access" button can be pressed to email the client a unique portal link and auto generated password. The client can access the link from any device to update their info under the Mom, Health and Infant tabs. Alternatively they can utilize your iPad during their first visit to update this information.


How can a document template be edited or added?
Editing a Template
A document templated can be edited by tapping on any document thumbnail under the Templates tab and choosing "Edit Template". This does not allow a templates text to be edited but it does allow the fillable text fields, check boxes, inital or signature boxes to be moved or added anywhere. To edit the text or layout would require a fully licensed copy of Adobe Acrobat Standard or Professional. These licenses are expensive and probably not worth the investment. The recommended approach is to add a new template.

Adding a Template
Create your document in Microsoft Word or some other word processor and then save the document as a PDF file. Then email the PDF to yourself and open that email on your iPad/iPhone, tap on the attachment and choose to open it in Mobile Lactation Consultant. Then under the Templates tab press "add template" and choose the document you just sent over. Microsoft Word versions of our consent forms are available under the Files section in our closed facebook community.



How to merge two clients together
Sometimes you end up with two of the same client with some information in one record and different information in the other record and you want to merge the two. This can happen if you created a client record for them at their first visit and then later they went to your client portal to create a new record. This rarely happens now though because we added the ability for clients to login to an existing record in the client portal. You can press the "Send Client Access" button located on the same menu as the Print and Email buttons to email instructions on how to login to an existing record to a client.

To merge two records first decide which record you want to merge into and which record you want to merge from. It doesn't really matter which direction you go but we typcially recommend merging the record that you created into the record that the client created. Once you pick which record you want to merge into, open that record and double tap in the client record number field located in the Basic tab to copy it to the clipboard. Then open the record you are merging from and press the "Merge Client" button located just under the Print and Email buttons. Then double tap in the record number field to paste the record number you previously copied. Choose which categories you wish to merge and press Done. The merge feature does not delete the source record. It is recommended that you simply inactivate the source record instead of deleting it incase there is still data in it that is important which you did not merge over.


How to send a report to the Pediatrician
The most common way to approach this is to open the visit record under the Visits tab and press the Email button located on the action menu. The action menu is accessed by pressing the button on the toolbar that looks like a square with an arrow pointing upwards. This will cause the Data Export screen to appear. Under the Data export screen set the "include letterhead" field to Yes. This will cause a nice letter head with your company name, address, phone number, fax and NPI to be included at the top of the exported document. Then you can type in a message in the title field such as "Please find the report for your patients recent lactation consultation below. Feel free to call me at the number above with any questions". Then choose the "Open Visit Simplified" or "Currently Open Visit" category. The first one exports only the comments sections of the visit record whereas the second one includes everything from the visit record. Then press the Done button. The email composer window will appear with your report attached as a PDF. Enter the To email address and press send. To fax the document we recommend subscribing to a service such as HelloFax.com which will allow you to simply enter the [faxnumber]@hellofax.com in the email address field. They will then fax the attached PDF for you and send a confirmation email once it is done.

The following is a video tutorial of how to create a report as already described above


How to create and send an insurance claim
Mobile Lactation Consultant now has the ability to submit professional and institutional claims electronically or by paper to any payer. It is free use the paper billing however there is a fee of $80/month to be able to submit claims electronically. Please contact us to activate electronic claims for your practice. To add a claim opena any client record and press on the Tasks & Billing->Insurance Claims tab. Then press "add claim" in the upper right corner and choose "add professional claim" unless you are billing for facility usage in which case choose "add institutional claim". The next step is to choose the claim type of Paper or Electronic. Then choose the Payer. The Payer information is pulled from the Financial Information section in the client's intake. Then choose your diagnoses and procedure codes. Then press "Print Claim". You will have the option to print on CMS 1500 special paper or directly onto plain paper.

The following video demonstrates this feature :


How to send a superbill for the client
MLC now has a new superbill document template included in Templates section. To access it open any client record and press "add document" under the Documents tab of any client record. Then choose the LC Superbill template. A thumbnail of the document will appear in the client's document list now. Touch on the thumbnail and check which procedure or diagnoses codes are applicable for the visit, enter the dollar figures and press Save. Then press the Email button located on the action menu. The action menu is a button that looks like a square with an arrow pointing upwards out of it on the toolbar. In the Data Export screen that appears set the "include letterhead" field to Yes and optionally enter a comment in the title field such as "Please submit this superbill to your insurance company for reimbursement. Call me anytime at the number above with any questions". Then choose the "LC Superbill" from the documents section and press Done.

The following is an example of what the superbill will look like :
Lactation consultant superbill


How to send a care plan to the client
Using document templates and export feature
The primary method of sending a care plan is to create a document template for each of your care plans. The template should be marked as "non-standard" so it doesn't get automatically added to new clients as they are created. That could be confusing for clients when they visit your client portal and are directed to review and sign any consent forms and financial agreements you may have added as standard documents also. At the end of each visit when you are prescribing your care plan to the client, you can make notes in the visit comments field of which care plans you provided the client. For example: 1. Mother given techniques to increase her milk production. 2. Mother is to take time off to allow her nipples to heal. Etc.

You can also add a reminder section that contains all your care plans. This can be done by customizing your reminders under the Settings->Reminders tab. Then you can touch on the reminders icon located in the upper left corner of the screen while a visit record is open and choose which care plans you want to provide the client. These items will then also be recorded under the "completed reminders" field in the visit record. After that step the client's document tab can be opened and you can press the Add Document button and choose one or more of your care plans and add them. You can then navigate back to the Visits tab, open the visit record and press the Email button on the action menu to open the Data Export screen. Then choose the care plan documents you just added under the client's document section and the "open visit simplified" category which only includes the various notes sections from the visit. Alternatively you can choose "currently open visit" to include all the details from the visit in the export. It is also recommened to set the "include letterhead" field to Yes. Then press done, enter the client's email address and press Send.

Instead of creating separate plan documents some users will a single and very large document template that contains all the care plans. Then place check boxes at the top of the document that will be checked to indicate to the client which sections they need to review. Although the check boxes are purely optional as the plan of care instructions are normally notated in the Plan comments of the visit record that normally included in the export.

Using Message feature
Many of our users create a separate Message template for each of their care plans by going under the Settings->Message Templates tab. Then after each visit one of these care plans can be sent to a client by going under the Visits->Messages tab and then choosing the appropriate Message template. Then optionally a document attachment can be added. Then press send and the client will receive the care plan in their email. You will also be sent a copy of the email. If the client responds to the email, their response, and any responses you have, will be all copied under the Messages tab even though you are responding back and forth by email.

With any of these approaches its a good idea to offer them a paper copy also. Some moms would rather open the PDF on their phone however some will prefer a printed version.


How to send an invoice to the client
Sending an invoice to a client can be done easily with our client billing feature. Open any client record and navigate to the Tasks & Billing tab. Open the Billing side tab and then press "add new entry" at the top. Enter any new fees the client incurred and any payments they made. Their outstanding balance will be auto-calculated once you press Save. Set the "due by" field if you like which will cause this billing entry to appear under the Practice level Billing tab where all outstanding balances can be viewed. With the billing record still open press the action icon on the toolbar and choose Email. In the Export Data screen that appears set the "include letterhead" to Yes and press on "Currently Open Bill" and press Done. To test how it will look choose the "Open In" option on the action menu instead of "Email" and open the document in a PDF compatible app such as iBooks.

The following video demonstrates this feature :


How to chart twins
When the client fills out the client intake through the client portal or on your iPad they will set the "twins?" field located under Baby tab to Yes. This will cause some of the forms throughout the app to change to accommodate charting for twins. On the Infant tab a new section named "Second Infant" will appear which will capture the second infant's name, DOB and birth weight. A new field called "newborn name" will appear under the lactation visits form. This will enable you to create a separate visit record for each infant and differentiate between the two. It is important to have separate visit records for each infant because there is very little overlap between visit records for separate children. Most of the questions and exams on the visit form are infant centered and not mother center. It's also very possible that the mom is only seeking consultation with regards to issue with one of the infants and not both.


How to use your finger print to login
Never bother entering your password again! With the new touch id feature available on the iPad and iPhone you can now login quickly to Mobile Lactation Consultant. To enable this feature first login into MLC with the user account that you want associated with your finger print. Then open the Settings->Users tab and press the "Set Touch ID" button at the top of the screen. You will be asked to press your finger on the home button and enter your password again for MLC. That's it, now log out and use your finger print to log back in!

The following video demonstrates this feature :


How to configure your iPad to automatically update to the latest version of MLC
There are three things gauranteed in life - death, taxes and a new MLC update every two weeks or less. Instead of having to manually update MM to the latest version you can configure you iPad/iPhone to automatically update to the latest versions as they come out. To do so open the iPad Settings app, scroll down and press on the "iTunes & Appstore" option and then set the "Updates" field to on by sliding it to the green position.


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