From main menu on the top left of operation window, choose File and then Open, then you will see the following window. This window contains two tabs titled "Patient Record & Treatment Protocol" and "Featured Treatment Protocol", respectively. Click on the Tab of 'Patient Record and Treatment Protocol' to see the patient profile if it is on another tab.
Fig. A. Patient Profile and Treatment Protocol
Create New Patient Profile: Enter the appropriate data into the fields within the 'Patient General Information' frame. After the patient's first name entered, IAA will automatically guess the gender of the patient, and check the appropriate check box. Double-check to make sure that the Gender is accurate and continue with other entries. After you entered the last name and move to middle name, IAA will ask you "Is this a new patient?" You answer yes, then it will automatically check the new patient check box, and generate a Patient # with the combination of today's date and first-last name (e.g., 2006-05-28_LisaSmith). The record # will be the current date and time.
In case you enter a previous visited patient, in other word, today is not the first visit day, the first visit day is some day ago, then you uncheck the Auto check box, and manually enter the patient # and record # with the correct date and time in the same format (to keep the same format is important for you to sort the data correctly afterward and also critical for the system to manage the data efficiently). Remember, IAA system uses the date string in a yyyy-mm-dd order for easy sorting. Scientifically it is a efficient way to keep the order of date string.
Check through all items to make sure they are all correct. Now you are ready to click the Save button to store the patient profile. As soon as it is saved, the newly saved patient profile will be updated to the patient profile list. The first record for this patient is also created. It may be empty in content, but you can fill in its content later and press Save/Update button to update this record.
Modification of a Saved Patient Profile: Load the patient's profile by selecting the name of the patient you want to modify. Make any modifications in the 'Patient General Information' frame, but do not change the First Name or Last Name. Otherwise it will be saved as a new patient. When done, click the Save button to update it.
Patient Record: Diagnosis and Treatment Information
A patient record includes patient diagnosis and treatment information (history, symptoms, diseases, concerns, diagnosis, treatments, acupoints, herbs and notes) and account payment information. The record is associated with a date/time stamp (Record #), indicating the date and time that the record is created.
Save New Record: Once a treatment session is finished, IAA is ready to create a new record for the session under the patient name/profile. The record includes two parts:
1) Patient Diagnosis and Treatment Information: As shown in Fig. A., patient treatment information for the session includes history, symptoms, diseases, concerns, diagnosis, treatments, acupoints, herbs and notes.
A. History and Symptoms Tab: a description text box and a series of physiological and pathological parameters.
Fig. 2. Patient's history, symptoms, diseases, concerns and physiological and pathological parameters
The physiological and pathological parameters include: Heart Rate, Heart Rhythm, Blood Pressure, Respiratory Rate, Temperature (F/C), Cold/Fever, Gynecological Problems (if apply), and Medications currently taken.
B. Doctor's Diagnosis Tab: a description text box, a series of Diagnosis parameters and ICD-9 code and CPT code.
Fig. 3. Doctor's Diagnosis: description and a series of Diagnosis parameters and ICD-9 code and CPT code
The diagnosis parameters includes Left Wrist Pulse, Right Wrist Pulse, Yin, Yang, Cold, Heat, Interior Exterior, Deficiency, Excess, Wood, Fire, Water, Metal and Earth.
C. Treatment Tab: a description text box, a series of Treatment Principles and Methods.
Fig. 4. Treatment: description and a series of Treatment Principles and Methods.
The treatment principles include Tonify, Sedate, Harmonize, Release and Other (as specified in the description box).
The Treatment Methods include Acupuncture, Moxibustion, Herbs, Acupressure/Tuina, Cupping, Electronic Stimulus, Guasha, Heat and Others (as specified in the description box).
Payment Account
2) Patient Account Information and Payment Information: As shown in Fig. B., upon clicking 'Account' tab, Account Information and Payment Information appear. Account Information section contains information about the existing session's account information including session price, total amount, paid amount and balance, etc. Payment Information contains information about payment type, card #, card holder's name, billing address, etc.
Fig. B. Patient Account Information
When filling in products or inventories into the shopping cart, you may open up the inventory data sheet for convenient products / herbs selection. To do so, click the flashing Green Arrow
, then you will see a popup panel shows two tables: Available Inventories to the left and Products in Shopping Cart to the right. The inventory table is connecting to the Inventory Database, so all available inventories are listed for user to choose. When checked the selection box for any of the inventories, it will be added to the shopping cart if it is not in the list yet. The stk# represents the number of the item available in stock. In the right panel, when selecting or unselecting an item, it will be added or removed from the shopping cart, respectively. The price, amount, subtotal, grand total and balance will be automatically updated whenever the chosen products or their quantities are changed. Please note that the quantity for each item will be automatically selected as 1 when the item is initially selected. To change the quantity, use the drop down list. If user wants to see more detailed information about the inventories, click the Inventory button, it will bring up the Inventory Data Sheet where new inventory can be added and existing items can be updated.
When sections 1) and 2) above are filled in, click the 'Save/Update' button, IAA will save the record into the database. The record is named with an unique record number: the current date/time stamp.
Update Record: If a record has already been created, and a part of the information needs to be modified, click the record number in the record list, modify the desired fields, and then click 'Save/Update' button to update. IAA may ask whether to 'Save as New Record or Update the Selected Record' if the current date/time stamp is different from the selected record number.
Delete a Patient's Profile and Records: Please note that only Master User have the privilege to delete data. If you want to permanently delete a profile and all records of the patient, select the patient's name in the Patients' Profiles list, and press Delete key on your keyboard. If you want to delete only one of the records, select the record in the Patient's Records list, and press delete key. Before deletion, IAA Pro will confirm with you to make sure you really want to delete. Please make sure you delete any profile or record with careful attention. It is suggested that you do not delete data unless you want to remove the records that were previously added for demo purpose. Otherwise you may backup your database and save it as a different file name first, then delete previous data to keep your database organized in periodical manner. For example, keep data within a year in one database file and start another new database file at the beginning of a new year.
If this is the case, as a new year starts (e.g., Jan. 1, 2009), you start a new database and keep it separately from the past year's database. To do so, simply do something like this:
1. Go to the database folder: ...\IAA\Databases
2. Rename the database file "Customer IAA Data.adb" as a different name (e.g., Customer IAA Data_2008.adb)
3. Rename the empty database file "Customer IAA Data_Empty.adb" to "Customer IAA Data.adb" for use of the new year.
4. Make a copy of the empty database file and give the same file name "Customer IAA Data_Empty.adb" as default, so you will always have one empty database for next year to use.
Please note that IAA Pro does not provide deletion function to delete multiple records or profiles because it makes user too easy to make mistake and loss data. Instead, IAA Pro provides empty database that can be used at the beginning of a year (for example) or certain period of time. This will help organize database with certain time period. The single deletion with Delete key on keyboard is only for special case when you need to delete. There is also no Delete button on the user interface for the same consideration.
Payment Information: Payment Information is saved together with the patient record and also stored in a separate database, therefore you can choose a pre-stored payment method from the comb box list 'Card # / Account #' for future session payment. If that is the case, simply check the option of 'Payment Info' (indicated with the hand pointing icon).
Sort and Search Patients' Profiles and Records: Click on the maximize icon on the top of the lists of patient profiles and records, you see a maximized window that allows you to manage the lists. In this window, you can sort the profiles and records by clicking on the list titles. To narrow down the range of dates, the profiles or records created, simply change any number in the comb boxes. You may enter a name, date, phone #, SS#, and press search icon to search the data (See Fig. C).
Fig. C. Sort and Search Patient Data
Invoice and Receipt
IAA creates and prints professional invoice and receipts right away when account information and payment information are ready. Click the Invoice/Receipt icon located within the Account Information section, the invoice/receipt sheet is created as shown in Fig. D.
Fig. D. Invoice and Receipt
Click the Printer icon on the invoice/receipt sheet, IAA will print out the invoice/receipt in a pre-designed format. Please make sure the printer is connected to the computer and correctly installed before printing.
Retrieve, Export and Print out Patient Profile and Treatment Records: Click on the patient name in the profile list. All records regarding this patient will be listed next to the profile list. Click any records in the list, and it will be loaded into the window. If you want to export and print out the patient records, click the button Export / Print. This will prompt up the option of 'Export Selected Records' or 'Export All Records of this Patient'. Choose the appropriate one, and IAA will export the records to an ASCII text file and open the file for you to get ready to print out.
Fig. E. Export Patient Data
