Juvonno Operations Guide – Front Desk
Overview
How it works
Our partner for digital charting is Juvonno!
To minimize disruption, we are initially implementing Juvonno solely for digital forms and digital charting. This will significantly enhance digital file management, eliminating the need for paper and will operate as a handshake with Booker. You can simply think of Juvonno as your new file cabinet.
Logging in
The majority of your time on Juvonno should be on your iPad. Think of Juvonno as your file cabinet, and the iPad as your clipboard. You may want to consider using the desktop to access Juvonno if you need to upload a document to a client's file. Other than that, it is faster and simpler to use the tablet.
Calendar
For a Front Desk user, the calendar will be the landing page at login. This calendar will be populated with appointments that are automatically and instantly cloned from the clinic’s Booker account.
How to Navigate
Appointment Status
Once the client has arrived in the clinic, they should be checked in through Booker. Once they have, the status change will populate over to Juvonno immediately.
Once you’ve checked the client in on Booker, the appointment will show as Arrived.
When the treatment is paid for in Booker, it will show as Completed.
Any appointments that are cancelled in Booker will show as Cancelled.
Appointments that are closed as No Show-Don’t Charge will appear as No Show.
Introducing Digital File Management with Juvonno
Client Profile
Within the client profile there are 3 document types that you may find: Intake Forms, Chart Notes, and any Uploaded Documents that need to be saved in the client’s file.
Searching for a client with Patient Lookup
The quickest way to find a client by name is using Patient Lookup.
- Click the Patient icon on the left-hand side bar.
- Simply type the client's name into the search bar and click on it to open the Patient Lookup Sidebar
From here you can get a quick overview of the clients’ profile, take quick actions, or access the full profile by clicking on the client's name.
Opening a Client Profile from the Calendar
Click on the appointment and on the pop out select Open Patient Profile.
From here you have access to the completed intake forms, chart notes, and any uploaded documents for the client.
Opening the Client Profile
Intake Forms
There are 2 kinds of Intake Forms:
- Administrative Forms
- Health History Forms
Administrative Forms
This should be completed before the client arrives for their treatment, or whenever a client updates their insurance information.
Should be completed when the client wants to enter into a membership.
Should be completed by the client, when they want to cancel their membership.
Should be completed by the clinic when the client transfers their membership.
Should be completed by the client when a request to release the client's chart notes is made.
Health History Forms
When a client books an appointment for a service, Juvonno sends an email to the client automatically when no Health History for the booked service has been completed.
The ideal would be that all clients complete the intake forms prior to arriving for their appointment. To this end the front desk team should contact all clients who have not started their intake forms. This should be done the day before the appointment is booked.
The intake can be reshared with the client at this time.
Understanding Intake Forms
Sharing the Intake Form via email
- From the calendar, click on the appointment of the client that will be completing the intake form.
- Confirm the client’s email address and select the required Intake Forms.
- Then Send Email.
Note: Juvonno will generate an email asking the client to complete the Shared Forms. Because of this, no Message should be included.
Sharing an Intake by Email
You will be able to track the intakes completeness in Booker under Notes on the View Appointment screen.
Sharing Intake Forms in person
If the client arrives for the appointment and has not yet filled out a health history form, then they will need to fill one out in the clinic.
- From the calendar, click on the appointment of the client that will be completing the Intake Form and select Share Intake Form.
- Select On Your Device, then choose the appropriate intake form(s) using the dropdown menu
On your Device allows patients to complete intake forms using a clinic's device or by scanning a QR code.
QR Code
Selecting Generate QR Code allows a client to scan and complete the intake form on their personal device. Please note that you must first select the forms you want to share, and then press Generate QR Code.
Pass to Patient
- Select Pass Device to Patient and the client can complete the selected Intake form(s) on the clinic’s tablet
- The system will confirm
- Doing so will open the intake form in a new tab for the patient to fill out
- It will also securely lock your session until you input your password to unlock it
Finishing a Partially Completed Intake Form
If a client arrives for the appointment and has started, but not finished, their health history form, then they will need to finish it in the clinic.
- Click on the appointment of the client with the In-progress form so that a menu appears.
- Select Open Patient Profile.
- From the Intake section, click the teal Menu box next to the name of the form the client needs to finish.
- Select Edit Intake.
- You will then be asked whether it is you or the client who is filling out the form. Select Patient.
- The form will open in a password protected session and you can have the client complete the form. Once the form is completed, Click Save
Chart Notes
Viewing a Chart Note
- Click on the appointment and select Open Patient Profile from the menu
- From the client profile select Charts.
- From here you can navigate to the required chart note.
Viewing a Chart Note
Uploading a Document to a Client Profile
- From the client profile, select Charts
- Select +Add
- Navigate to Documents Tab
- Click Choose File
- Upload the required Document
Managing Client Documents
Massage Addict Digital Charting Policy
This policy outlines the procedures and guidelines for digital charting within Massage Addict, ensuring the accuracy, confidentiality, and security of Client records in compliance with Canadian healthcare regulations and applies to all Franchise Partners, employees, contractors, and practitioners involved in the provision of massage, chiropractic, acupuncture, and reflexology services at Massage Addict.
Digital Charting System:
- Massage Addict will use Juvonno for all treatment records.
- Treatment records in Juvonno may consist of client health history forms, consent forms, copies of reports received by practitioner, discharge notifications and notes.
- Administrative forms kept in Juvonno may consist of membership agreements, health benefits assignment forms, and release of record consent forms.
Access and Security:
- Access to Juvonno is restricted to authorized personnel only.
- Each user must have a unique login ID and password, which must not be shared.
- Passwords must be changed every 6 months.
- The system will automatically log out users after 60 minutes of inactivity.
- Juvonno will only be accessed in clinic on designated Juvonno devices.
Data Entry and Accuracy:
- All entries must be made in real-time or as soon as possible after the client interaction.
- Practitioners must ensure that all information entered is accurate, complete, and up to date.
- All charting is to be “Locked” upon completion. Any corrections or amendments must be made using the “Note” function which will provide a date/time stamp complying with digital charting regulations.
Confidentiality:
- Client information is confidential and must be protected in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA).
- Unauthorized access, use, or disclosure of client information is strictly prohibited.
Record Retention:
- Digital records must be retained for a minimum of 10 years from the date of the last entry or as required by provincial regulations.
- Records of minors must be retained for 10 years after they reach the age of majority.
Training:
- All staff must receive training on the use of Juvonno and the importance of maintaining confidentiality.
Audit and Monitoring:
- Any breaches of this policy will be investigated, and appropriate corrective action will be taken.