In this video, I walk you through the multi-sites feature available in your OSCAR Pro system, which allows you to manage multiple clinics from a single EMR. I explain how to enable multi-sites, set up new sites, and assign providers to those sites. Additionally, I cover how to manage schedules and appointments effectively across different locations. Please make sure to contact support to enable multi-sites if you haven't done so already.
00:00 Hi there! Today we're going to be going over the multi-sites feature that is available within your OSCAR Pro
System. The multi-sites will affect certain areas of your OSCAR system based off of the location that you are working
within.
00:17 Multi-sites allows you to have multiple clinics or locations all managed within your one EMR. In order to have
multi-sites enabled, you do need to have that request go through our accounts team so please contact support for
us to issue that request through accounts.
00:38 Once you have multi sites enabled, first we would need to set up the site. That site is going to be set up under
your administration panel.
00:47 So we're going to go through administration up along the top. Then we are going to go into system
management on the left, and we will begin.
00:57 Next we going into satellite sites admin. This will list any current multi-sites that you have enabled on your
system, and then you'll also see that we have the add new site button up at the top.
01:11 That will load for us to give our site a name. So we're going to give the site name at the top will be a short
code of what you see when you are selecting the site location in any drop downs.
01:23 The full name can have additional details if required. The theme color is going to, when you click into that box,
it'll open up a little bit window where you're able to choose and pick a color that you wish to have associated with
your site.
01:41 That will be displayed for you again anywhere where the site is located, and it'll be a visual aid for you.
01:49 Once you've selected the appropriate color that you wish to use, we're going to click And finally, just that
province in your postal code.
01:58 And save. You'll see that now we have that enabled and it will show here you'll have that the yes beside it as it
being active.
02:07 Should you need to edit any of this information at any point in time, you would navigate again to that
administration panel, your system management and the satellite site's admin.
02:18 From here you would be clicking on the link underneath site name in order for that to open up for you to make
any adjustments that are required.
02:28 After making your adjustments, we would click the save. Once a site has been enabled, we do need to assign
that site to providers.
02:40 So any existing providers that need access to that site, we're going to go under administration. We're going to
go into user management on the left, and we're going to go into search edit delete provider records.
02:56 From here you would be able to search for a provider. That can be done by either last name or provider
number.
03:03 You can also just click the search in order to get all of your active providers. Once you have loaded a provider
to update, we're going to click on the blue ID. have the number on the far left in order to open up the provider. You'll
see the sites assigned are going to be listed up at the top of the record.
03:24 Any sites that have the check mark beside it will be sites that they have access to. Any sites that do not have
the check mark beside, they would not be able to access.
03:36 Any updates that you have completed on the provider record, we're going to scroll down to the bottom and
click our update record button to save our changes.
03:46 That would need to be done for any existing providers that need to have access to a new site. When you are
creating a new provider record for your multi-site clinic, the sites would be assigned at the moment of creation.
04:02 So the first step would be add a provider record underneath your user management. That'll open up the
window here and we will see, again, sites assigned.
04:12 So when you're filling out the new provider record by entering in the provider number, their first name and
last name, you would also want to check off any of the sites that they would need access to.
04:25 After filling in the provider record, you would have your add provider record button at the bottom to save the
record.
04:32 Once the provider record has been created, the next step would be to add a login record on the left-hand side.
04:39 That'll open up your window in order for you to assign a username and password to that provider. The final
step would be assign role to provider, again, along the left.
04:51 From here, you would be able to indicate that user's access when they are logging into your Oscar system. To
see that in more detail, you can check out our help portal for that video.
05:04 Now that we have providers that have been assigned to our new site, The next step would be ensuring that the
providers that are on schedule have a schedule template.
05:16 That schedule template will indicate what site they are working at per day. This step will aid when booking
appointments as well as completing your prescriptions, your lab requisitions, or any billing.
05:33 For providers that already have a scheduled template. The site is assigned to that day. Which is need to be
updated.
05:41 We are going to go under administration. We're going to go into schedule management on the left. And we're
going to go into schedule setting.
05:53 From here, we're going to select the provider that already has a schedule created just to update our sites.
That'll load for us here.
06:05 Now we can see that we have a date range entered and we have a schedule assigned per day. But you can see
that there is an additional drop down and it says none on each of the days entered.
06:17 The none drop down will indicate your site locations. Now you can see that Lisa May did not have the first clinic
assigned in their provider record. So first clinic is not an option to be assigned while they are working. So from here
we are able to assign the appropriate sites per day. And click our next to apply it. The next window that loads will
have a month view. The month view will allow you to be able to individually select a day should a date be different.
07:00 So for instance, if I was working on the 26th at a different site, just for that one day, I'm able to click on that
schedule template that'll open up additional window in order for me to select a different site for that particular day.
That also allows me to indicate a different template.
07:17 Or additionally indicate that I am not available. Should I not be working on that day. If you do make any
individual day change, then you just want to click your save button.
07:30 Next, we'll finish applying your schedule. For any new providers that have joined your site, underneath
schedule setting, you're able to create a new template by clicking on template setting.
07:43 Alternately, if they're using one of your public templates that have been created, you would just be able to
select the provider and apply that template.
07:50 Alternately under template setting, that'll open up the window in order for you to create a new template based
on your period durations and entering in which template codes you wish to have per hour.
08:05 Once your template has been created, you're able to click your save down at the bottom and then apply that
to your providers.
08:13 Again, for more details on how to create your schedule template, you can check out our help portal there. Now
that we have a site assigned, if I load my schedule with my demo site, you'll see that we can have our schedule that's
displaying along the side for us.
08:31 With regards to your schedule navigation, the top dropdown in the top right corner, your that would be a list
of providers at your clinic.
08:45 For multi sites, you'll also have a clinic dropdown that is available for you. By selecting a different site, the
group will show the providers that are available in it.
08:58 At this time, Lisa May is the only one assigned to demo so we can see Lisa's May solo schedule as well as the
group of providers that she is included in.
09:11 If we switch that, for instance, to second clinic, that's going to give us a different group drop-down of different
providers that have access to that site.
09:23 Depending on your navigation and which sites you are loading and provider, you would want to manage. If we
to drop-downs, now you'll see that we switch this to second clinic. So Lisa May has now lost her schedule template
for the day. If we have that at all clinics, that'll also load their schedule template based on that date that they are
associated with.
09:49 Now to get into booking some appointments. Having your schedule template set up for the provider, with a
site indicating per day of where they are working. When you do click on a time slot in order to book your
appointment, that is going to load with the location already indicated for us.
10:10 So you'll see that we clicked on the time slot of 10 a.m. And the demo location has already automatically
loaded for us.
10:20 From here, we would be able to search for our patient in order to book in an appointment. Just going to select
a patient here. And then we can, for instance, use types as well. And add our appointment. Now I had manually
switched it to the second clinic, but I'm just going to swap that back to our demo and add appointment in here.
10:47 Now you will also see from here that beside the scheduled appointment to the very far left of the schedule,
there is a color bar.
10:57 Now you'll see the first appointment at the top has the turquoise color beside it, and then our new
appointment that we've just created has the little fuchsia color beside it. With our all-clinic drop-down, those colors
are associated to the different sites, so we can see that James was booked under the training site, whereas Lisa test
was booked under our demo site.
11:21 If, for instance, I do just actually select a site in order to load that schedule, you'll see that James has
disappeared. They will only be visible on my schedule if I go back to all clinic. Now, a location on a appointment can
be updated and edited by clicking on the patient's name.
11:43 By clicking on the patient's name, you'll see that the location is there and it is a drop down. So we are able to
update that. For instance, for today, as we are working in the demo site, that I can update that and update
appointment. Now, when booking appointments, if a particular provider is only associated with one or two sites,
those would only be the sites available when booking. I select a new provider here, and I click on a time slot. You'll
see that they only have the first clinic available to them.
12:15 That indicates that the provider of demo access only has access to the first clinic. So all appointments that we
book under this provider- will automatically be associated with first clinic.
12:30 Now if we load a provider that has no site access, there will be no options to book the location for.
12:39 If I click on a time slot, you'll see that the location is empty. There is no location that we are able to update and
you're still able to search and book an appointment.
12:55 Just gonna grab a patient here and add that appointment in. Now you'll see that there is no color line beside
the book appointment as no location or site has been assigned to it.
13:09 We can edit that by clicking on the patient's name and that'll open up the edit window. You will see location
will show as none selected.
13:19 The provider itself would need to be updated so no access would need to be updated in order to assign a site
to them first. Once a site is assigned to them, then we'd be able to update the appointment accordingly. Just going
to go back to our demo site.
13:41 And back to our default schedule. Now, also when booking appointments, you have appointment types that
you're able to utilize. Appointment types can be set up according to location as well.
13:56 Underneath your administration panel. We're going to go into schedule management and appointment type
list. You'll see here that you'll have a location dropdown when creating new appointment types.
14:13 You would be able to edit any of your existing appointment types to associate a particular site with it. For
instance, if I wanted to update appointment type name, I can click edit.
14:28 That's going to load it up at the top for us. And I can choose my demo site and click my save.
14:38 When creating any new appointment types, you're again able to select that site in order to assign it. Now, if
we come back here to our appointment screen, and I click on a time slot to book a new appointment. Underneath
our appointment type, we'll see the appointment type name that we have linked to our demo.
15:04 The additional types that are available here are ones that are open to all sites that don't have a site filter.
15:10 If you do wish to have only types associated to a particular location be available, then you would need to
update all appointment types associating with them different locations.
15:22 Now, we're going to go on to prescriptions based off of your clinic and location. You would want to have your
region and clinics address and information populate on your prescription.
15:39 In order to have the appropriate locations information populate, you would need to open up your
prescriptions module from your scheduled appointment.
15:50 Your scheduled appointment is linked to a site, and that site information will load accordingly when opened.
15:58 For instance, if I click on the rx shortcut from our scheduled appointment, that is associated with our demo site.
When that opens up, you'll see that our location is automatically showing as demo. Again, the location site is a drop
down. So it is always something that you can select. But to have it automatically populate, we want to ensure that we
are loading it from a scheduled appointment that has the site assigned.
16:30 Additionally, if I was from the clinical chart. So opening that up with the e. Now from here, going into my
medications on the right. That will also load for us our location automatically. Alternately, if I am in a patient search.
So if I click on the.
16:54 I search up at the top. And I search for our patient. If I click on the RX from here, this is not associated to an
appointment.
17:03 Or a provider. You'll see that our location is automatically loading as select location. And I would have to
manually select the appropriate location going this route.
17:17 Also, if for instance, we are in the clinical chart or from your inbox and reviewing your documents or labs. If we
utilize the RX short cut from this, it will also load as select your location.
17:38 Only the specified routes of using your scheduled appointment with- the site will automatically load that
information for you. So again, I'm just going to go into that RX that's going to load for us automatically with our
demo.
17:56 Just going to complete a re-prescription here. You can check out our help portal with regards to videos and
articles on how to create prescriptions.
18:07 On the fax and print window, you will see that we have our appropriate demo. So address that is displaying for
us. But from here as well, you do have another location drop down where you are able to, again, indicate that if you
went a route that is not associated with your appointment.
18:27 The workflow with your multi sites is important. And again, in order to populate that information automatically
So, similar to your prescriptions, your requisitions, your e-forms would require multi-site tags in order to populate
the appropriate multi-site location clinic information on your forms.
18:52 In order to have the multi-site tags, if you were a previous normal clinic, single clinic and then switching to
multi-sights. You would need the multi-sights tags added to your system. And support can help you with that, just
contact support, and we can adjust those tags for you.
19:13 Once your e-forms have been adjusted to accommodate the multi-site information, we would be clicking on
that e from your scheduled appointment that is associated with the site.
19:26 From that e, we are then going into our e-forms. Going to open up our- our sample one here that has
multi-sights in it. And you'll see that it's populating for us our demo address on the form. Permitting that you are
again opening it up from that route, it will automatically populate that information.
19:49 If you again just go into our patient search. I click on the e from here. And again I go into those eforms and
select the same eform. You'll see that that address is loading blank as we are unsure as to which location we are
seeing that patient at.
20:15 So it is important again in order to have it populate automatically to have your scheduled appointment
associated with a location.
20:23 Now, finally, one of your areas with regards to your site locations, it actually affects just the billing section for
Ontario, with regards to BC sites, your multi sites would be affecting those requisitions and your prescriptions and
your appointments. But the billing is affected just inside of the Ontario sites.
20:51 will make click on the B from our scheduled appointment. That's going to load for us automatically our site
that has been assigned, our billing site from here.
21:02 Again that site will automatically load for you if you are again billing from the scheduled appointment with the
site associated with it.
21:10 So the B will load for us. You'll be our within your e-chart. And you have finished your note taking and are
using the dollar sign in order to sign and save and then bill.
21:21 That route as well. It will load for you your automatic site. Now, if we are billing from an alternate route, that is
not necessarily associated with a scheduled appointment. That will not automatically load for you. Again, for instance,
if I am in a patient search. And I click on the B.
21:45 That will load blank for the site. Sorry, the site is loading based on our MRP of our patient going this route.
21:53 And so it is loading with that for a site. With regards to Lisa May billing, I would need to manually select our
demo site and then select that provider accordingly.
22:08 In fact, if we go in through the master record, and we go in to create invoice, this route as well is not going to
automatically load for us.
22:19 It is loading Lisa May, as they are set as that MRP, but Lisa May's first alphabetical site is second clinic.
22:28 Then we're able to select a different one accordingly. Now, that site location can be used to run your invoice
reports as well as an additional filter to keep track of your revenue.
22:44 We go under administration, and we go into billing along the left, and we're going to go into invoice reports
close to the bottom.
22:53 From here, you will see an all clinics option. Once you have selected your clinic, you would then be able to
select your particular provider underneath that clinic.
23:03 You will see that there is no option for me to run a report for first clinic as my provider record does not have
access to that first clinic.
23:15 Now, if you are opening up an invoice or trying to access billing, that is not associated with the site that you
are assigned to you will receive an error message. I'm going to go into James chart with the master record and go
into their billing history from here.
23:34 If I click on an edit option, on a previous bill, you'll see that we're getting a sorry billing access denied as these
bills were created under first clinic.
23:47 click OK, that's going to load for us the invoice. We can see 1844 as the invoice number, but we can also see
that it is fully blank.
24:02 As we do not have access to that site, we're not able to view those details of the billing on the invoice page.
24:14 Now one final handy feature with regards to your multi-sights is still being able to assign a particular provider
per site underneath your preferences for ticklers.
24:30 Preferences are specific to each user, so by going under your preferences, that's going to load for you, your
tickler section where you're able to default recipients.
24:45 If you work at one location mainly, you are able to, for instance, set a default tickler location. Additionally,
under each site, you're able to associate a particular provider that you would like to always associate your ticklers for.
25:02 Once you have assigned all of the different providers per site, you are able to scroll down and click your
update in order to save those changes.
25:11 Now, when I am working within those different sites, that particular provider would be loading for me when
creating a tickler.
25:22 This would be concluding, today's video on navigating your Oscar system while using multi-sights feature. To
obtain any additional information on multi-sights, please contact support.
25:37 Thank you for your time. You can check at our help portal for additional videos and articles. Thanks.