List Processor

The DMS List Processor menu provides the following functions/sections for working with lists in CGM webPRACTICE:
A list definition is a series of parameters that will create a list of patient accounts that meet the specified criteria. After a list has been created, it may be used to generate labels and form letters.

There are three different types of lists that can be generated.

DMS List Summary Screen
When you first access this function, the DMS List Summary Screen will display every list that has been previously created.

The Last Created column will contain the word manual if the list is a manual list. It will display the date the list was last created if the list is either user defined or automatically generated with a function in CGM webPRACTICE. You can edit a list by clicking anywhere in the row containing the list information to select it. To create a new list, click New List in the Action Column.

Manual List
Creating a New Manual List
After you click New List in the Action Column, the DMS List screen will immediately display containing blank data fields for entering a new list.

Enter a list name and description for the list. The file drawer will automatically default to MR, which contains the patient data. Select Manual for the Type of List.

Data Field Information
Prompt Response Req Len
List Name   20
List Description You need to enter a mandatory description of the list 31
File Drawer Select the name of the desired File Drawer 6
Type of List Select type of list by clicking on manual or defined buttons 1

When the Manual List Generator screen displays, you can select the patient accounts you want this list to contain. The Manual List Generator screen functions in the same manner as the standard Patient Look-up function. After you have selected a patient account, the message 'Patient name has been added to the list.' Repeat this process until you have added all the patients to the list.

Click Cancel when you are done selecting patients. The list will display all the patients you have selected for the manual list. At this point you have several options:

Save - Save the list.

Add - You can enter additional patients into the list.

Save As - Allows you to save the list into another name. This option is very helpful if you want to use your original list of patients and make some additions or deletions while keeping the first list in tact, for later use. The system will prompt you to assign the new list a name and description. This will create a new list with all the patients from the original list included. Next, you can add or delete patients from this new list.

Delete - Allows you to remove a patient from a list. Click on the patient you wish to remove. The system will ask you if you wish to delete the selected file. Click OK to delete the patient, otherwise click Cancel. The current list will be redisplayed.

Delete the Entire List -If you do not have a patient name selected and click Delete, the system will delete the entire list. This deletion happens instantaneously! You need to be careful and make certain that if you just want to delete a patient from within the list, you have the patient name highlighted, prior to clicking Delete. The List Processor screen will be displayed again allowing you to select another list.

User Defined List
A defined list creates a list based on the parameters you specify. For example, you can create a list that only contains female patients. Once you specify the parameters, the entire system database is scanned and only the patient accounts that match your criteria are included in the list.

To create a new defined list, click New List in the Action Column.

Enter a list name and description for the list. The file drawer will automatically default to MR, which contains the patient data. Select Defined for the Type of List.

Data Field Information
Prompt Response Req Len
List Name   20
List Description You need to enter a mandatory description of the list 31
File Drawer Select the name of the desired File Drawer 6
Type of List Select type of list by clicking on manual or defined buttons 1

The List Processor screen will display so you can specify the parameters for the defined list.

Click Add New Parameter to open up the parameter definition section. Next, you will select the data field, operator and operand necessary to set up your list parameters.

The data field tells the system WHAT fields you want to pull from the database. These data fields collectively are called the data dictionary. The field names should be self-explanatory. For example, PatientNameLast, would be the patient's last name. Click the arrow on the list box to display the available codes.

Next, you need to select the Operator. This tells the system HOW to compare the data that is being looked at in the data fields. The operator commands are basic mathematical instructions.

The last step in setting up a parameter definition is to enter the Operand. The operand is the actual data you are comparing the data field(s) against. So, if you want to create a list of all the females in your database:
You can enter one parameter or multiple parameters. To add additional parameters, click Add New Parameter again. Continue in this fashion until all parameters have been entered.

The last step required to create a defined list is entering the Parameter Relationships. This indicates what the relationships between the different parameters should be when your list is compiled. If all the parameters MUST be true in order to be included in the list, click And All. For example, if this sample had two separate parameters that must be true in order to include the patient account in the list, the parameter relationship would be 1AND2.

If there were multiple parameters and you only require one of them to be true in order to include the patient account in the list, you would use the exclamation point (!), which indicates OR (i.e. 1!2).

If you had three parameters and only two of the parameters must be true in order include the patient account in the list, you would enter 1AND2!(1AND3). This indicates that parameters 1 and 2 must be true OR parameters 1 and 3 must be true.

Once the parameter definitions and the parameter relationships have been entered, click Save to continue.

Once the list has been saved there are several options available:
Create List
After a list definition has been saved, the list must be created. The create process actually creates the list of patient accounts based on the parameters that have been entered. Click Create List to proceed.

If a list has been previously created you will be notified and asked if you wish to overwrite that list.

Data Field Information
Prompt Response Req Len
File Number to Begin Enter the file number at which to begin creating the list.   10
File Number to End The file number at which to end list compilation, or press ENTER for the last.   10
Include Closed File Check this box if you wish to include closed files in this list.   1
Create Using List Enter a valid List Name if you want to create a list from a list.   20

You need to indicate the beginning and ending files (or patient accounts) to be processed. The system will default between 1 and 99999999, which typically includes every patient account in the system. If your account numbers are larger than 99999999, you will need to change the ending number.

Click Include Closed File if you want to include closed files. A closed patient file is a patient account that has been inactivated. Click Save to proceed otherwise click Cancel to exit this function. The system will display the message New List for Definition list name is being generated in background.

Click OK to acknowledge the message and continue the process. The list will be generated in the background and you will be returned to the menu. The time required for the create process varies based on the parameters and range of patient accounts to be processed. Once the creation has completed, a date will be displayed in the Last Created column.

List Generated by a Function in CGM webPRACTICE
Lists can be generated by report functions. Just about every report has the capability of generating a list of patients. For example, when the doctor's schedule is printed, CGM webPRACTICE can automatically create a list of the patient accounts that are contained in that schedule. That list could then be used to generate DMS letters, labels, or to run other reports based on that list.

To have a function create a list, you need to enter the function name into the DMS Report Integrations.

Each function in the system has an associated mnemonic value that translates to a particular function. Click Search to display and select the desired function. The system will ask you if you want to generate a list whenever these reports are printed.

For example, if you have entered the Print Appointment Schedule report, the system will prompt you for a list a name and description whenever a schedule is printed.

If you don't want to create a list, click Proceed, otherwise enter the List Name and Description and click Save. The system will create the list of the patient accounts that are contained in that schedule.

If you do not want the option of creating a list, remove the function from the DMS Report Integrations.

You can also generate a report based on a list. Currently there are four functions capable of doing this. They are:

For example, you could enter the function Patient, Lists, Sorted Lists, Ins Carrier in the DMS Integrations and then create a list containing all your Medicare patients. Once that list is generated, you could turn around and print the Daily Register based on that list. This would allow you to print a Daily Register for your Medicare patients that include all the standard data - charges, payments, adjustments, new patient counts, etc.