• You return the completed/signed End User License Agreement (EULA) and submit payment of setup fee
• WRS sends a Welcome Email, introducing your WRS Implementation Specialist. This person will be your guide throughout the implementation process
• WRS sends a Client Information Form that you complete and send back to WRS (via email or fax)
• WRS uses this information to create your WRS practice
• WRS forwards you practice login information
• You can then log-in and access your WRS practice
• WRS conducts a kick off meeting with your practice leadership (network, office, EMR and Billing)
• You register and attend unlimited live webinar trainings and/or self-guided training courses
• WRS sends your contact information to Phicure, our preferred clearinghouse (billing clients only)
• Phicure clearinghouse signup & implementation is conducted with your practice (billing clients only)
• Once clearinghouse provider enrollment is complete, you will send a cross-section of initial claims to Phicure (billing clients only)
• Phicure will notify you of modifications needed (billing clients only)
• When testing is completed, Phicure moves your claims to the live system and are sent to the payors for processing (billing clients only)
• WRS offers ongoing support electronic support ticketing, email and phone

The following recommendations are based upon extensive experience with medical office workflow and with the intent of improving the productivity of your office while spending the least necessary amount on hardware and network setup. If you have any questions about the reason for certain recommendations, please contact Waiting Room Solutions. System recommendations include:

WRS provides the flexibility of charting by keyboard, point and click templates, voice recognition, transcription, handwriting recognition or scanning in a paper note or form. Each provider needs to decide which method of recording the patient history will best fit the anticipated workflow after EMR Go-Live. For each provider the following questions should be answered:

• Will you be charting in the exam room with the patient, or outside the exam room in an office or hallway?
• Can you efficiently type?
• Does your typical patient encounter lend itself to a templated history?
• If you want to use voice recognition, are you going to do this in front of the patient?
• What portion of the encounter note will be filled out by patient intake information, medical technician, nurse or physician assistant?
• If you are going to use a tablet PC in the office, can you efficiently view all patient information and chart the various sections of the encounter note.

Our implementation specialists will help analyze these questions with the providers and practice leadership.

• Minimum 1gb Random Access Memory (RAM)
• Minimum 2GHz Pentium processor
• Minimum 17” LCD Monitor, resolution 1024×764 or higher
• Dual VGA or VGA/DVI card with dual monitorsetup strongly recommended for most workstations. This is very strongly recommended for exam rooms and for billing personnel who will be resubmitting rejected claims and posting payments. Set monitor settings to the maximum resolution and enable extended desktop for dual monitors. Right Click on Desktop>Display Properties>Settings>Check “Extend my Windows desktop to this monitor.” Forlimited space, monitors can be mounted on the wall.
• Wireless Tablet/Laptops with minimum screen size of 12” or larger (optional, with a minimum, consistent wireless
  connection of 54mbps)

• Two Networked Laser Printers. One printer (or tray) should be set up to print prescriptions and another printer (or tray) should be set up for plain paper. The prescription printer should be situated where the doctor can easily sign the prescription after the exam room encounter. The other printer should be at the front desk.
• High Speed Document Scanner ($300-$800, if you are scanning old charts) preferably networked (advised for scanning & uploading documents). If you are not starting with any paper, then a less expensive document scanner can be used. The associated scanning software on the workstation should scan the document to PDF. It is recommended that the software be set to scan to a lower resolution and each page should be less than 100kb in storage size. This will save time on scanning, uploading and viewing the scanned documents. Larger size files also consume space on the local workstation or file server as well as the client’s table-space within WRS. It is recommended that this scanner be placed either at the front desk or next to the file room or space where the charts are stored.
• Insurance Card Scanner (advised for scanning insurance cards for storage in WRS). WRS partners with Accuant and we can provide you information on purchasing a devise. It is vitally important that the insurance card be scanned in to permit efficient claim follow-up and accuracy of claim data by billing personnel.
• File Server (advised forlarger practices – more than 3 providers –for document management and fax server). A Network Associated Storage (NAS) server will enable scanned and faxed documents to be viewed from any workstation on the network. The Buffalo Terastation (www.buffalotech.com) is an affordable NAS server that should hold all of the practices documents.
• Dymo LabelWriter 400 Printer Thissmall label printer (www.dymo.com) can be used to create patient specimen labels by right-clicking on a patient name and selecting Print Label. Relevant patient demographic information can be printed on a label and attached to a patient specimen. Drivers need to be placed on each machine for the label printer.

• Email Client. For faxes sent to an email account, it is easiest to use an email client like Microsoft Outlook or Mozilla Thunderbird. This software should be set up on all workstations that will be uploading electronic fax documents to the WRS EMR. We will provide you with setup parameters after your online fax account is established.
• Dragon Medical (optional, for voice recognition w/ EMR)
• Java Runtime Environment. Java Runtime Environment (JRE2) must be downloaded on workstations that will be using the WRS dictation module. The software can be found at www.java.com/en/download/index.jsp. This is used for the voice transcription program on the HPI page.
• Google Chrome
  • Pop-up blocker disabled (Tools>Pop-up Blocker>Turn off Pop-up Blocker) and add www.waitingroomsolutions.com added to Trusted Sites
  • To ensure correct printing from within WRS:
    • Under Tools|Internet Options|Advanced Printing… select Print Background Colors and Images
    • Under File|Page Setup… set the top, bottom, left, right margins to .25 each
  • Yahoo toolbar or other pop-up blockers should also be disabled or configured to allow wrshealth.com as an allowable site.
• Remove Adware & Spyware. Machines should be checked to ensure they are free of any spyware, adware, malware and/or potential viruses (Norton or comparable recommended)
• Remove Extraneous Software. Remove and/or disable extraneous software (i.e. streaming media) that may slow down or otherwise affect workstation and/or internet performance

To do this you will need to your WRS Implementation Specialist and let them know your expected time frame for billing Go-Live. WRS will also communicate this information to the clearinghouse and work with them to get your practice up and going.

Note: Although processing commercial payer enrollment can be completed within 2 weeks, Medicare and BC/BS frequently take longer. If you want to Go-Live with WRS within an anticipated 6 week time period, you will need to get your enrollment paperwork (especially Medicare and BC/BS) back to the clearinghouse as soon as possible.

*Fee Required – please speak with your WRS Implementation Specialist to discuss.
CSV File – Preferred delimiters^&&^ (carrot, amp, amp, carrot) – preferred if you can set delimiter, any length^ (carrot) – preferred if you can set a delimiter, 1 character, (comma) – not preferred, but usable. Note that some records may be lost in the conversion

Field Name	Required	Max Length	Format	Options
Last name	Y	64
First name	Y	64
Middle name	Y	64
Prefix	N	16
Suffix	N	16
DOB	Y	10	MM/DD/YYYY
SSN	Y	11 (9 numeric)	999-99-9999
Gender	Y	1		M or F
Street 1	N	128
Street 2	N	128
Street 3	N	128
City	N	64
State	N	3
Zip	N	5
Extended Zip	N	4
Home Phone	N	14 (10 numeric)	(999) 999-9999

Administration (Practice Setup)

• Practice contact information
• Practice locations
• Practice Tax ID Number (supplied on client information form)
• Name, Title, NPI & DEA numbers for all providers(supplied on client information form)
• Practice NPI number(supplied on client information form)
• Healthcare Provider Schedules
• Practice appointment types
• Fee Schedule(s)
• Practice Users (Names & Positions)
• Participating and commonly accepted insurances (provider and group pin numbersfor each)
• Super Bill or List of Common CPT/ICD-9 Codes
• Pharmacy List
• Physician exam forms
• Resume (CV) of each provider
• Practice Logo (117 by 117 pixels)
• Photos of providers (200 x250 pixels)