Creating practice search rules

Create a practice search rule to flag patients that meet certain parameters. After rules are created and made active, they run on a nightly basis. You can view the results from (see Viewing and managing patient rule matches).

Steps

1.

From the Wolf EMR home page, click Practice Search. The Practice Search window opens.

2.

Perform one of the following actions:

To create a new rule, produce a practice search that defines the parameters patients must meet to be flagged by the rule. See Creating a provincial incentive billing practice search.

To use a pre-configured rule, click Open a Previously Saved Search. The Open Saved Search or Rule window opens, with a list of searches and rules. Click the rule you want to use.

Note: Wolf EMR comes with a number of pre-configured rules for chronic disease and complex care management. In your list of practice searches, you can easily identify these rules, as they start with CDM (such as CDM DM Billing Incomplete), or CC (such as CC H250 DM/CVD No Billing).
You may have to modify the parameters to match your clinic’s workflow.

4.

In the Save Current Search As window (if you created a new rule) or in the Open Saved Search or Rule window (if you are using a pre-configured rule), using the following table, enter or modify the rule’s properties.

Field	Description
Save Item as Rule	Select this check box to make the practice search a rule.
Text to display for patients who match this rule	Type the text to appear when a patient is flagged by this rule. This text appears as the Rule Text within the Rule Matches window, available from the WorkDesk. See Viewing and managing incentive billing rule matches and Viewing and managing patient rule matches. Ensure that the text is descriptive of the required action to take.
Rule Priority	Select a priority for the rule. The range is between 1 and 9, with 1 being the highest priority and 5 being the default. When you view the rule matches, you can filter the list based on priority level. For example, you can choose to view only Priority 1 rules.
Default Action	Specify the default action for this rule, which will be pre-selected in the Rule Matches window.
Security Group	To assign a specific role or team to address the rule matches, select a role or team. You can choose one only if a security group has been created for the role or team (see Creating security groups). Tip: If a group of billing staff manage CDM and/or complex care billing, create a specific security group for these staff members (such as a security group called “Billing”). When you create a CDM billing rule, you can then assign “Billing” as the role for the rule. When the billing staff view the clinic’s rule matches, they can filter the list to display only rule matches assigned to “Billing”.
Scheduled to run on	Displays the time and frequency the EMR will search for and identify patients who match the rule. You cannot edit information displayed in this field. All rules run nightly.
Active	Select to activate the rule. The rule will execute on a nightly basis until you clear this check box.
Portal Notifications (This area appears only if the patient portal is enabled for your clinic)	If you use the patient portal, and you want patients who match the rule to receive a notification on the patient portal: 1. In the Portal Notifications area, select the Display Rule Match in Portal check box. 2. Click Notification Settings. 3. In the Portal Notification Settings window, in the text area, type the notification message that patients will see in the patient portal. 4. If you want patients to receive an email indicating that a notification is present in the patient portal, select the Send Email Alert check box. 5. Click Save.

6.

Perform one of the following actions:

If you are creating a new rule, click Save as New.

If you are modifying and/or activating a pre-configured rule, click Exit Menu.

After the rule is activated, it executes (that is, produces a list of rule matches) on a nightly basis after clinic hours. The rules does not automatically execute as soon as you save it.

Tip: You can manually run a rule (that is, produce a list of rule matches) at any time. In the Open Saved Search or Rule window, select the rule you want to run, and then click Open Selected. In the Practice Search window, click Execute the Rule Engine.
When you execute a rule, it can take a long time to complete, and as the rule is being executed, Wolf EMR may slow down for you and other clinic users. For this reason, it is recommended that you execute rules after clinic hours.