Who is this article for?

Ideagen Maritime Health Provider users who want to learn how to manage the Ideagen Maritime Health Provider application.

Provider Admin permissions are required to add users, groups and access

Overview

This guide outlines steps for how medical providers can use the Ideagen Maritime Health Provider Application to conduct Pre-Employment Medical Exams (PEME) for crew members joining ships, patient referrals or other healthcare visits. This process enables providers to streamline patient management, document submissions, communication, appointments, and invoicing within their clinic.

Medical providers can review the articles in the following sections step-by-step to guide them through each phase of utilising the Ideagen Maritime Health Provider application for medical visits.

Table of Contents

1. Getting Started with Ideagen Maritime Health Provider
2. Managing Patients 
3. Managing Appointments
4. Advanced Search and Customisations
5. Processing Patient Documents
6. Updating Patient Statuses
7. Submitting Invoices
8. Coordinating Transportation
9. Checking Out Patients
10. Support

1. Getting Started with Ideagen Maritime Health Provider

The Ideagen Maritime Health Provider application is employed to process medical documentation during medical visits for crew members employed on ships. Before you begin processing documentation, it's important that the necessary users and groups are added to your clinic and the appropriate permissions are assigned. This will establish the internal clinical team's ability to manage tasks for patients, documents, and the application efficiently. Please click on the articles below for a comprehensive step-by-step guide to begin the process. 

1. Add Users with Permissions: To manage access effectively, add users with the right permissions. Identify user roles and assign necessary rights to protect sensitive information while allowing users to efficiently perform necessary tasks in the system. This step is essential for providing specific access only when required.
2. Add Groups with Permissions: Creating groups with specific permissions simplifies user management. Grouping users by roles streamlines permission assignment, enhances collaboration, and reduces errors, ensuring all members have the access they need.

2. Managing Patients

Once you've set up user accounts, groups, and permissions, start managing patients in the application. This enhances your workflow and patient care. Please refer to helpful articles by clicking the links below for guidance.

• Crew Member Search: This article provides detailed instructions on how to effectively search for crew members within the application, ensuring you can quickly locate the right patient to process.
• Adding Patients: If you can't find the patient or they aren't in your application, you can manually add them once their employer has created their patient chart. This article offers a concise guide on adding new patients, including tips for accurately capturing all necessary information.
• Assigning Patients: When a patient arrives for their appointment, it may be necessary to assign them to another user in your system. This article details the steps to allocate patients to specific team members, ensuring clear responsibilities and appropriate care for each patient.

3. Managing Appointments

Efficiently managing appointments in the Ideagen Maritime Health Provider system is crucial for a smooth experience for healthcare providers and patients. This includes key aspects of scheduling, tracking, and modifying appointments that are outlined in the articles below.

1. Patient Self-Booking Availability Scheduler Setup: The Patient Self-Booking Availability Scheduler allows healthcare providers to set appointment slots for consultations, treatments, or follow-ups. It's user-friendly for managing availability and calendars. Patients and authorised Ideagen Maritime Health users can view and book these slots. Please refer to this article for the detailed setup instructions.
2. Managing Appointments: In the event that a patient is unable to attend an appointment, or if there is a need to amend the date or time or to cancel, these options are available. Please click on this article to learn how to manage appointments effectively.

4. Advanced Search and Customisation

To improve your workflow efficiency and easily locate documents, refine patient searches, or find other details related to the patient such as ships, appointments, etc., use the filtering options. These tools help you organise and locate detailed information. Please review the article linked below for guidance on using these features to refine a search.

• Using Filters to Customise Searches 

5. Processing Patient Documents

Crew members must provide medical documentation for pre-employment examinations and other healthcare visits such as referrals that you must process. To help you manage this process, we have created articles on how to view, submit, and handle these essential documents effectively.

1. Viewing Patient Documents and Adding Comments: This article offers instructions for accessing and viewing patients' medical documents that are shared with your clinic. Knowing how to find and review these documents is crucial for accessing important information.
2. Reviewing and Adding New Comments: This article will explain how to review existing comments on shared documents and how to add new comments if necessary. Effective communication regarding patient's medical documents can help clarify any issues and ensure that all requirements are met.
3. Submitting Documents in Ideagen Maritime Health Provider: Here, you will find a comprehensive guide on how to submit patient's medical documents through the Ideagen Maritime Health Provider platform to the crew member's employer for review and approval. Proper submission is vital to avoid delays, so it's important to follow the outlined steps.
4. Managing Rejected Documents: This article will guide you on what to do if a patient's documents that you submitted are rejected. Understanding the reasons for rejection and how to address them is crucial for resubmitting the documents successfully and processing patients effectively.
5. Viewing Document History: In this article, you will learn how to check the history of your submitted documents for patients. This feature allows you to track any changes or updates made to patient documents, ensuring transparency and accuracy in patients' documentation.

6. Updating Patient Statuses

Keeping patient statuses accurate and up-to-date helps organise patients in your system and offers employers clarity on each patient's stage in the clinic, whether they are waiting for an examination or pickup. Please review the article below to access the instructions on how to update the status of a patient.

• Updating Patient Statuses

7. Submitting Invoicing

After processing medical examinations, reviewing documentation, and submitting necessary documents, providers may need to send invoices for payment. Please refer to the article below for a comprehensive step-by-step guide on the process.

• Submitting Invoices

8. Coordinating Transportation

For crew members in need of transportation assistance, healthcare providers may employ the Ideagen Maritime Health system to facilitate coordination. Review the following article to obtain further information regarding how to coordinate transportation for patients.

• Coordinating Transportation

9. Checking Out Patients

After the patient finishes their appointment and all documentation is successfully submitted and sorted out with the company, the patient can be formally checked out of your clinical workflow. This step is crucial as it marks the end of the visit and ensures proper communication of important information. For more details on how to complete this process, please review the article linked below.

• Checking a Patient out of the Provider Clinic

10. Support

If you experience issues within the Provider application, please submit a support ticket to our Support team for further assistance.