Etelmed EMR Module

Standard Operating Procedure (SOP)

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Module ID: EMR-01 Audience: Admin, frontdesk, doctors, billing Version 2.1
Scientifically Proven. Trusted by Doctors. Phone: 754-200-0574 Email: info@medicalartstelehealth.com 3801 North University Drive, Suite 313, Sunrise, FL 33351

1. Purpose

This SOP defines the process for creating and managing patient records, encounters, prescriptions, and billing in the Etelmed EMR module, including synchronization with integrated systems such as eTelMED.

2. Scope

  • Admin setup for users, coding references, and facility configuration.
  • Frontdesk actions for patient registration and appointment scheduling.
  • Doctor actions for encounter creation, SOAP notes, vitals, and prescriptions.
  • Billing/admin actions for fee sheet, CPT/ICD code entry, and charge review.

3. Responsibilities

Role Responsibility
Admin Create users, configure CPT/ICD codes, and manage clinic-level settings.
Frontdesk Register patients, define provider availability, and schedule appointments.
Doctor / Physician Document encounters, SOAP notes, vitals, assessments, and prescriptions.
Billing / Admin Staff Manage fee sheet details, coding accuracy, and payment verification.

4. Procedures

4.1 Admin setup

  1. Login as Admin and open Admin -> Users.
  2. Create doctor user records with required demographic and facility fields.
  3. Assign access control role as Physician (or combined role if needed).
  4. Configure CPT entries in Admin -> Coding -> CPT Codes.
  5. Save code, description, and standard fee for encounter usage.

4.2 Frontdesk operations

  1. Search patient records; if not found, create a new patient.
  2. Enter mandatory demographics and save to sync with eTelMED.
  3. Set doctor in-office availability from calendar time slots.
  4. Create appointments by selecting patient, provider, date, and time.

4.3 Doctor operations

  1. Select patient from dashboard and create a new encounter.
  2. Capture visit type and reason for visit.
  3. Complete SOAP form: subjective, objective, assessment, and plan.
  4. Enter vitals and save auto-calculated values such as BMI.

4.4 Billing and coding

  1. In encounter, open Administrative -> Fee Sheet.
  2. Select ICD diagnosis code and CPT procedure code.
  3. Verify default pricing and adjust only if policy allows.
  4. Save fee sheet to commit billable encounter data.

4.5 Prescription management

  1. Open patient prescription workflow and select linked pharmacy.
  2. Add medication details: quantity, dosage, form, route, and directions.
  3. Save prescription and complete payment as applicable.
  4. Send eRX through eTelMED and confirm successful transmission status.

5. Notes and Best Practices

  • Confirm CPT/ICD master data before physician workflow starts.
  • Set provider availability before creating appointments.
  • Use SOAP format consistently for structured clinical documentation.
  • Review encounter documentation before closing each visit.
  • Tag test accounts and demo pharmacies clearly to avoid data confusion.
Keep EMR entries complete and chronological to preserve medical history integrity.