Maintain Protocol Codes

With the Maintain Protocol Codes function you can review information for a specific code, add new codes to the table, change the information for existing codes, print the table, and inactivate or reactivate a code.

Protocol codes store specific information regarding procedures for care as required by employers for services such as physicals, drug screens, and workers' compensation visits. You can define up to four addresses for each protocol and up to fifteen Additional Information fields whose labels are configured in the Protocol Integration function.

Upon accessing this function, the Maintain Protocol Codes screen displays containing blank data fields.



Data Field Information
Prompt Response Req Len
Protocol Code Type the code you want or click the magnifying glass to search the table. This code cannot begin with a zero. 4
Protocol Description Type a description of the protocol code. 40
Employer Type the employer code or click the magnifying glass to search the table. 8
Employer Address Line One Type the address for the employer. If you selected an existing employer code, the information from the Employer Code Table for that employer will default in this field.   40
Line Two Type any additional address information. If you selected an existing employer code, the information from the Employer Code Table defaults in this field.   40
City, State, Zip Type the city, select the state from the State list, and type the zip code. If you selected an existing employer code, this information defaults from the Employer Code Table.   15 / 3 / 10
Contact Type the name of the contact person for this employer. If you selected an existing employer code, the information from the Employer Code Table defaults in this field.   40
Phone Type the telephone number for this contact. If you selected an existing employer code, the information from the Employer Code Table defaults in this field.   14
Fax Type the fax number for this contact. If you selected an existing employer code, the information from the Employer Code Table defaults in this field.   14
Address B Line One Type the address to be used for additional services for this Protocol.   40
Line Two Type any additional address information to be used for additional services for this Protocol.   40
City, State, Zip Type the city, select the state from the State list, and type the zip code to be used for additional services for this Protocol.   15 / 3 / 10
Contact Type the name of the contact person to be used for additional services for this Protocol.   40
Phone Type the telephone number for this contact.   14
Fax Type the fax number for this contact.   14
Address C Line One Type the address to be used for additional services for this Protocol.   40
Line Two Type any additional address information to be used for additional services for this Protocol.   40
City, State, Zip Type the city, select the state from the State list, and type the zip code to be used for additional services for this Protocol.   15 / 3 / 10
Contact Type the name of the contact person to be used for additional services for this Protocol.   40
Phone Type the telephone number for this contact.   14
Fax Type the fax number for this contact.   14
Address D Line One Type the address to be used for additional services for this Protocol.   40
Line Two Type any additional address information to be used for additional services for this Protocol.   40
City, State, Zip Type the city, select the state from the State list, and type the zip code to be used for additional services for this Protocol.   15 / 3 / 10
Contact Type the name of the contact person to be used for additional services for this Protocol.   40
Phone Type the telephone number for this contact.   14
Fax Type the fax number for this contact.   14
Insurance Carrier Type the insurance carrier code you want or click the magnifying glass to search the table.   5
User Name Type the name of the User who created this Protocol Code information.   15
Email Type the e-mail address of the User who created this Protocol Code information.   36
Effective Date Type the effective date for this protocol or click the calendar icon to select a date. 10
Additional Information: Type any applicable instructions that correspond with this field. You control the name of the field (Field Description) from the Protocol Integration function.   80 x 3
Additional Information: Type any applicable instructions that correspond with this field. You control the name of the field (Field Description) from the Protocol Integration function.   80 x 3
Additional Information: Type any applicable instructions that correspond with this field. You control the name of the field (Field Description) from the Protocol Integration function.   80 x 3
Additional Information: Type any applicable instructions that correspond with this field. You control the name of the field (Field Description) from the Protocol Integration function.   80 x 3
Additional Information: Type any applicable instructions that correspond with this field. You control the name of the field (Field Description) from the Protocol Integration function.   80 x 3
Additional Information: Type any applicable instructions that correspond with this field. You control the name of the field (Field Description) from the Protocol Integration function.   80 x 3
Additional Information: Type any applicable instructions that correspond with this field. You control the name of the field (Field Description) from the Protocol Integration function.   80 x 3
Additional Information: Type any applicable instructions that correspond with this field. You control the name of the field (Field Description) from the Protocol Integration function.   80 x 3
Additional Information: Type any applicable instructions that correspond with this field. You control the name of the field (Field Description) from the Protocol Integration function.   80 x 3
Additional Information: Type any applicable instructions that correspond with this field. You control the name of the field (Field Description) from the Protocol Integration function.   80 x 3
Additional Information: Type any applicable instructions that correspond with this field. You control the name of the field (Field Description) from the Protocol Integration function.   80 x 3
Additional Information: Type any applicable instructions that correspond with this field. You control the name of the field (Field Description) from the Protocol Integration function.   80 x 3
Additional Information: Type any applicable instructions that correspond with this field. You control the name of the field (Field Description) from the Protocol Integration function.   80 x 3
Additional Information: Type any applicable instructions that correspond with this field. You control the name of the field (Field Description) from the Protocol Integration function.   80 x 3
Additional Information: Type any applicable instructions that correspond with this field. You control the name of the field (Field Description) from the Protocol Integration function.   80 x 3

After you Save the code, the information refreshes on the screen.

Inactive Codes - If you select a code that has been inactivated, CGM webPRACTICE displays the existing information for the code but the data fields will be unavailable and you cannot make any changes. Reactivate will be the only active function in the Action Column. You must reactivate the code before you can change any of the data stored for the code.

If you are the System Manager for CGM webPRACTICE, you should limit access to the Maintain function to select staff members. You should also provide guidelines (customized to your practice) to these staff members for entering table data in a consistent manner. This should protect the integrity of your table information.

Use the Action Column functions to edit or create codes. To create new codes or edit existing codes in the table, a user must have the Allow Table Update check box selected in Maintain Users under System, User Management, and be given the appropriate security level. For additional information about security levels, see the Function Security Menu under System, User Management. For setting up user codes, see Maintain Users. If the Maintain function is accessed and the user is not authorized to 'Allow Table Update', the New, Inactivate, Reactivate, and Save functions in the Action Column will be unavailable. These functions will appear dimmed on the screen and the user will only be allowed to Review codes. If the user does not have the appropriate security level to access the Maintain function, codes can also be reviewed using the Review Protocol Codes function.

Action Column Functions
The Action Column functions are provided so you can perform multiple functions quickly and efficiently from within the Maintain function.

Select - Displays a new screen with blank data fields so you can select another code.

New - Displays a new screen with blank data fields so you can enter the information for a new code.

Next - Displays the next code in the table. If you are viewing the last code in the table and click Next, CGM webPRACTICE returns to the main Tables menu. If you make changes to the table and click Next, the changes will not be saved. You must click Save to save the changes before proceeding to the next table item.

Previous - Displays the previous code in the table. If you are viewing the first code in the table and click Previous, CGM webPRACTICE returns to the main Tables menu. If you make changes to the table and click Previous, the changes will not be saved. You must click Save to save the changes before proceeding to the previous table item.

Print - You can print all or part of the contents of the table.

Inactivate - Immediately inactivates any active code currently displayed on the screen. When you inactivate a code in the table, it is not actually removed from the table but is assigned an inactive status. CGM webPRACTICE needs to retain information about the inactivated code for any data that was previously entered with that code. After a code has been inactivated you cannot use it for any data entry operation. An entry will be logged in the Changes to Table category in the System Log under System, File Maintenance, Look-Up Functions.

Reactivate - Immediately reactivates any inactive code currently displayed on the screen and allows it to be used in data entry again.

History - Displays the change history for the code currently displayed on the screen.