Clinician Workflow in Omnipractice

Steps

Step 1: Log in to OmniPractice as a clinician. You’ll land on the main interface—the calendar view—where all your appointments are displayed.

Step 2: Review and customize your calendar. Access a variety of customization options to tailor the calendar to your workflow.

Step 3: Open the Clients list. If your practice uses client assignment, view clients assigned to you here. This section helps you quickly access client charts and details.

Step 4: Explore AI Notes, Notes Audit, and AI Group Notes. These features let you create, review, and manage both individual and group session notes efficiently.

Step 5: Check your notifications and messages. The notifications panel tracks updates, while the messages section—including templates—helps manage communications and note/consent document workflows.

Step 6: Use the Prompts section. Here you’ll find prompts for note generation ready for reuse, speeding up documentation.

Step 7: Access Reports. Use the AI Reports tool to generate instant reports (like unsigned notes from last week or completed appointments this month). Standard clinical and telehealth-related reports are also available.

Step 8: Go to Settings for configuration. Adjust clinical details and calendar preferences. Connect Google Calendar, enable two-way sync, and set the default video platform for telehealth sessions. Admins may have configured much of this, but personal adjustments are quick to make.

Working With the Client Chart

Step 1: Navigate to the Clients section and click any client name to access their chart.

Step 2: Explore the tabs customized for your practice. These can include:

• Master Overview (sessions, appointments, notes, scored measures in one timeline)

• Sessions (view all past/upcoming sessions, including group appointments and notes)

• Task List (shows tasks assigned to you)

• Forms (create/send forms from your team library)

• Allergies and Vitals (add/view allergies, enter vitals)

• Diagnosis (search/select and save diagnoses, choose DSM-5 criteria, mark active/inactive)

• Clinical Notes (view/add appointment or standalone notes)

• Treatment Timeline and Medication (track plans and prescriptions)

• Files (upload/request files from clients)

• Scored Measures (assign, schedule, or complete outcome measures, set frequency)

• Archive Data (old client notes/data migrated from other systems)

• Info/Settings (client details)

• Payments (track payments, check insurance eligibility)

Step 3: Navigate between multiple client profiles (if assigned) using the drop-down menu at the top of the chart. Track client statuses like active or discharged right from the chart.

Scheduling and Managing Appointments

Step 1: In the calendar, either click on a time slot to schedule or view appointments already scheduled by your office coordinator.

Step 2: Use the Create button to add individual or group appointments, or register a new client.

Step 3: Choose the client and session type mapping—this auto-fills details like service codes, session duration, and note templates.

Step 4: Select modifiers if needed, pick a note template, and set appointment time and location. Mark the appointment as recurring if relevant, and add a memo or other quick details.

Step 5: Save the appointment. It appears on your calendar, fully linked to the correct codes and note template.

Step 6: To start the session, open it and click Record Session. For telehealth, use the appropriate meeting link. Choose between recording ambient voice or the video meeting as needed, enabling audio sharing when recording.

Step 7: Once the session is over, end the recording. The session is transcribed automatically within seconds. The transcript and summary appear alongside your note template.

Step 8: Click Generate with AI to auto-fill your template, using the transcript and any AI prompt you’ve attached. You can attach the previous note context for richer documentation. Attach raw PDFs if necessary.

Step 9: Use the right-side panel to view session and client details while drafting notes, ensuring all context is easily accessible.

Using the Calendar Filters and Managing Notes

Step 1: Filter your calendar by color, office location, service type, session type, appointment status, note status, and assigned clinician or client. Color coding (like orange for pending notes) helps visualize what needs attention.

Step 2: Customize these filters in the calendar settings to match your personal workflow preferences.

Step 3: Access Notes Ordered to see all your notes, filtered by pending, logged, signed, and more. Open any pending note directly for quick review and completion.

Reporting, Templates, and Prompts

Step 1: Use Reports for quick, AI-powered insights or standard reporting—track your productivity, see who’s missing notes, or analyze telehealth usage.

Step 2: Manage your note and consent templates in the Templates section.

Step 3: Save and reuse custom prompts to boost the efficiency of AI note generation.

Modifying and Canceling Appointments

Step 1: To cancel or edit an appointment, edit the appointment details and select the new session type—like ‘cancel no charge’—and all related notes and service codes update automatically. No manual adjustment needed!

Conclusion

OmniPractice EHR makes clinical workflows faster and more accurate. With easy navigation, AI-powered note tools, calendar customization, and instant access to reports, you’ll stay organized and compliant—with more time for patient care. For questions or help, contact support@omnipractice.ai.