Keep Referring Physicians in the Loop: Automatically

Move-Rx makes it really easy to keep referring physicians in the loop regarding a patient’s exercise program.  The easiest and most automatic way of doing it is by entering the physician’s email address in the Patient’s information.

The address that you enter in the “CC Email” box gets everything that the patient gets from Move-Rx.  So every prescription you send out goes there.  If you put the referring physician’s email in there, they get it automatically.  You don’t have to worry about sending something separately.

This is different than the other two types of ccEmails that Move-Rx can send out:  There is the one that is linked to every sent prescription which is intended for your address so you can get a copy of everything sent out by you; and there is the prescription-specific ccEmail that you can specify on a prescription-by-prescription basis.  You can read more about ccEmails in Three Layers of Carbon Copies (CC Emails).

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Generic Exercises with Weight (and Duration)

If you use Move-Rx to create generic (not patient-specific) handouts of common exercise sets, you probably want to write in weights and durations that are specific to the person getting the hand out.  Normally, when you drop an exercise in the selection box you are asked what weight you want to put in the text.

When you enter “2” in the box you get “2” in the text:

For generic handouts, where you want to write in the weight as you hand the patient their copy, leave the box blank and click the Okay button.  You will get this:

The blanks are there for you to enter the appropriate number.  The same thing happens with durations, too.

Remember, that you can change the unit of measure in preferences so if you want Kg instead of Lb, click the “Manage my account” link (upper right corner), then the Preferences tab and under Units and Labels, set the units you use most.  You can change them on the fly using the exercise editor on a case-by-case basis.

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Prescription Durations

You might have noticed that there is a category in the Prescription Builder called “Duration”.  Prescriptions can be set to expire by date.  When the expiration date arrives, the prescription is no longer available to the patient.  Instead of their program they are shown a screen that tells them that their prescription has expired and to call you if they need help. Below is a screen shot of an expired prescription.

It is easy to set the start and expiration dates for a prescription by opening the Duration tab when you are setting up the prescription.  The start date, end date and number of days are shown.

Today’s date is automatically selected for the start date.  You can change it by clicking the select button and clicking the desired date on the calendar.  The end date can be selected in the same way – by clicking on the desired date on the calendar (below) or by entering the number of days.  If you enter the number of days, the end date is automatically calculated for you.

On the calendar, click the white arrow in the upper right corner to advance the month or the white dot in the upper left to go back to the current month.  Dark gray days are not available (they are in the past), lighter gray are in the next month (and are selectable).  The current day is outlined.

There is another parameter that affects availability of a prescription: the “Grace Period”.  The Grace Period is a configurable number of days that a prescription is available to the patient after the expiration date.  It allows for schedules to change without having to worry about the prescription expiring.  It is common to have a patient miss an appointment or otherwise have to re-schedule.  If they are not able to come in to the clinic as scheduled, you might want them to continue with their exercises until they can.  The Grace Period allows for extra time for just these circumstances.  In other words, if you set the expiration to be on the 10th and have a grace period of five days, the prescription will not expire until the 15th.

You can configure the Grace Period as well as the default Duration under the Preferences tab.  If you don’t ever want to set a duration, you can also set – by default – “Use Maximum Duration” which will automatically make the prescription available for a year (366 days).  See Prescription Builder, Duration under the Help tab for more information on durations and setting preferences.

Why would you want to set an expiration date?  For most patients you probably don’t want them doing the same exercises forever.  When they are active patients, you also probably want to see them on a regular basis.  You are likely to want them to change what they are doing after each clinic visit.  Expiring prescriptions are a way to keep them from deciding that they can just do those exercises forever and it encourages them to call you to get an update (including, if appropriate, another clinic visit).

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Make it Sound Like You

We built Move-Rx to be really easy to customize without being overbearing in terms of options and configuration.  One of the fastest and easiest ways to make Move-Rx more like you is to customize exercise titles and descriptions.  You can do it as you are prescribing so it is really fast and transparent to the task at hand.

To edit an exercise title or description select the exercise (drag it over into the program box) and then click on it.  The editor will open giving you the ability to type directly over the existing title and description.  The numbers on the bottom left corners of each box indicate how many characters you have remaining.

Once you have changed the title or the description, the Save Custom* and Undo buttons will be available.  You now have the choice of saving the changes you’ve made so that this exercise always appears with your changes or just using the changes you’ve made for this patient’s program.  Another way to think about it is if you have a particular name you use for an exercise then you should change it permanently by clicking the Save Custom button.  If, on the other hand, you have one patient who likes to call it a particular name you can change it just for them by clicking the Okay button – it won’t get saved permanently.  If you do save it permanently and you want to see what the original was, click the Default button.  If you mess up and want to start over, click the Undo button.

To permanently go back to the original you have to go to the Manage Exercises tab to clear the custom version.

While you are editing the exercise, you can change the side of the exercise (left/right, if appropriate), change the image back and forth between the photo and the line drawing or preview the video.

The ability to customize titles and descriptions of exercises allows Move-Rx programs to start sounding like you.  Patients will appreciate the continuity between what you tell them in the clinic and what they read on their program.

For much more on customizing exercises, see Prescription Builder, Exercise Editor under the Help tab.

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*The Save Custom capability can be disabled in the Preferences tab.  For more information see Account Management, Preferences  under the Help tab for more information.

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Why Do I Have to be in a Clinic to Save a Prescription?

Why do I have to be in a clinic to save a prescription?  We get asked this from time to time.  Move-Rx will allow you to share information about patients and saved protocols (or programs) only with certain people who are affiliated with an organization – in this case, a clinic.  The clinic is a logical unit that gives you a way to share information with a limited group.  If you don’t have a clinic affiliation, we have no way to limit who can see patients and saved protocols.

There are ways around this, of course, like you can set up a “protocol” that is a complete prescription.  Or, you can set up prescriptions and not save them at all – you can still print them out (but you can’t email them and the patient won’t have access to a web page with their exercises in video.)

You can always set up a “clinic” that is no clinic at all – all you need is a name and a unique ID and you are done.  Then, you can save patients and prescriptions, send emails, and send patients to a web page where they can watch their exercises being performed.

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Understanding Greetings

When you are prescribing a program to a patient, or saving a patient in the patient management section of Move-Rx, you have the option of providing a “Greeting”.  What is a Greeting and why would you use it?

You can enter a separate Greeting for a patient if you don’t wan them to be addressed using their first name.  You may have an older patient that prefers to be called “Mrs. Soandso” or “Mrs. Jones” instead of their first name.  Or, someone may have a nickname that you would rather use with them.  If you enter a Greeting, it will be used instead of the patient’s first name in emails, print outs and on their personal web page.

The web page with a Greeting.

Web page without a Greeting.

Handout with a Greeting.

Handout without a Greeting.

The Greeting in an email.

Email without a Greeting.

Entering a Greeting is entirely optional.  If you don’t enter a greeting, the first name (and last name in the case of handouts) will be used.  If you don’t put in any name, it will say “Hello,” or nothing at all.

For more information on using the Greeting field, see Prescription Builder, Patient, New Patient or Patient Management, New Patient under the Help tab.

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The Prescription Life Cycle

One of the most important design goals of Move-Rx was to provide a complete start-to-finish program creation and delivery tool that was easy to use for clinicians, and easier to use and effective for patients.  We didn’t want to abandon accepted concepts but we did want to advance the state of the art for the benefit of clinicians and patients alike.  We think we’ve gotten pretty close to that with our “Prescription Life Cycle”.

Home exercise programs start with your careful evaluation of the patient.  Then, you set goals based on that evaluation and the patient’s personal goals.  Next, you have to educate the patient about what they need to do to attain those goals.  Lastly, the patient then has to execute the prescribed activities to make progress.  The cycle repeats until the goals are attained.

Move-Rx fits in that process starting when you create their exercise program and deliver it to them.  Our innovative prescription builder lets you do that quickly, or if the condition is a common one, pre-built programs can make generating a program even faster.  Move-Rx then allows you to provide the accepted standard of a patient handout delivered in the clinic.  We advance the state of the art by also allowing you to deliver the handout via email (no more lost handouts) and give the patient a way to log in to their own program and watch their prescribed exercises being performed (no more “I didn’t remember how to do it” excuses).

The best way to understand how it all works and how it can impact your patients is to try it out on yourself.  Build yourself a prescription.  Send it to yourself in email.  Log on as a patient and see what the web page looks like and how the videos and descriptions come across.  Once you have done that, you will understand the complete Move-Rx prescription life cycle and you’ll be better able to leverage it with your patients.

It is important to remember that Move-Rx doesn’t replace your expertise and isn’t available for consumers to self-diagnose.  It does project your professionalism and your commitment to your patient’s outcome while at the same time reinforcing your “brand” and connection with your patients.

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Using Clinic CC Addresses

Here are a couple ideas for using a clinic-specific cc email address.  For each clinic that you are affiliated with you can assign your own email address and one other CC address that will receive every email that you send out under that clinic.

Supervisors
Lets say that you are a student doing a clinical internship.  Your supervisor in the clinic wants to keep tabs on what you are doing with your patients.  You could put this person’s email address in the CC Address for the clinic and they would automatically get anything that you prescribe for your patients.

Administration
If you want to save a hard copy of all the programs you send out to patients, or a copy of each email that gets sent out, but you want your admin in the office to do it for you, you could put their email address in the CC Address for the clinic and everything you send out would automatically go to them.  They would then be able to print the program and file it or save the email or program and store it in your EHR system.

For more about setting up clinics and CC addresses, go to Account Management, Clinic Information under the Help tab.

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Projecting Your Brand

In any competitive business, it is important to establish your brand and spread general knowledge of it wherever and whenever you can.  Therapists are in competition with each other.  There may be a large and growing patient pool but there are “better” patients to have and attract.  “Better” patients being those that you are particularly interested in.  Once you attract those patients you want to keep them coming back.  Your “brand” is integral to the process.

Your brand starts with your name.  Next is your clinic name and probably a logo.  You want patients to remember your name and where to find you.  The logo might help them remember.  Your name, clinic and logo should be on everything that you give or send to your patients.  I’ve seen several very large organizations deliver really awful programs to people with no indication of where they got them.  When a patient is looking for you, are you going to make it easy for them or hard?

Move-Rx gives you a simple way to extend your brand using the exercise programs you prescribe.  Once you have set up your clinic (you set up your clinic, right?*), every printed program and daily log, email and web page that your patient sees will have that information on it.  When they walk out of the clinic with your name and contact information you are extending your brand.

Handouts have your contact information....

... so does your patient's custom web page ...

... and emails to the patient, too.

You are also differentiating yourself from your competition.  Your professional branding and program distribution makes you stand out.  When your patients’ friends are looking for a recommendation, you will stand out from the rest and it will be easy for your patients to recommend you.  And everyone knows that word-of-mouth marketing is the best there is.

We designed Move-Rx to project YOUR brand – not ours.  Other than our web address, patients don’t even know we exist.  From their prospective, the web pages, handouts, and emails all come from you.  Set up your clinic and start projecting your brand.

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*It’s easy to do.  Click the Help tab and look for Account Management, Clinic Information.  See also Using Multiple Clinics and Clinics For All!

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How Many Email Accounts Do You Have?

How many email accounts do you have?  I’m probably (definitely) not normal because I have dozens.  Literally.  They all have some purpose, though, mostly to keep my various activities separate.  Move-Rx allows you to use multiple email accounts and helps you keep track of them.  How?

Let’s say you are a busy clinician who works part time in the local hospital and part time in a private clinic.  In this scenario you could have three different email accounts:  1) your personal account that you used to sign up for Move-Rx; 2) an account at the hospital, and; 3) an account at the clinic.  When you see a patient at the hospital you don’t want them to get email from your clinic account or your personal account and the same is true for your clinic patients.

When you set up or affiliate with a clinic in Move-Rx you can include an email address for that clinic.  When you prescribe under that clinic (see Using Multiple Clinics) the email address you have assigned will be used as the source of the email to the patient and also in your contact information.  If you don’t assign an email to the clinic your original email will be used.  You can also assign specific CC email addresses for each clinic you are affiliated with.

For more information on setting up clinics and emails, see Account Management, Clinic Information and Personal Information under the Help tab.

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