Five “Aha Moments” to Increase Efficiency with NextGen EHR

Carmen Soto  | July 15, 2019

Five “Aha Moments” to Increase Efficiency with NextGen EHR

by CARMEN SOTO | July 15, 2019

One of the best parts of my job is helping customers find an “aha moment” with their Electronic Health Records (EHR) or Electronic Practice Management (EPM) solution. Whether that moment happens with the business, clinical or IT staff, seeing users get excited about NextGen technology makes it all worthwhile.

I started these blogs to share answers to the top questions we hear from NextGen users so that everyone in our healthcare community can benefit. Previously, I shared time-saving keyboard shortcuts and tips to reduce clicks in your NextGen EHR/EPM. And before that, I explained how to review and fine-tune your EHR/EPM settings for major efficiency gains and time savings.

Five NextGen FAQs

Here, I’ll offer new tips to increase efficiency and security for your practice, staff and patients by answering five frequently asked questions (FAQs) related to NextGen. Some features may differ based on the version you are using. We strongly recommend upgrading to NextGen 5.9.2/8.4.2 now if you haven’t already. Contact us if you need help with a NextGen upgrade strategy.

FAQ #1: How can I stop users from creating new duplicate person charts?

In the System Administrator module, click on the Prac. Rights tab. Under Operations, click on Create Duplicate Person. Set Practice Rights to No to stop staff from creating duplicate persons. If a user attempts to create a duplicate, an Override button will display.

The Override button will only allow an authorized user (someone who has the Rights set to Yes) to override the security by entering login credentials. The overriding user’s name will be included in the Duplicate Screen Bypassed significant event.

Note: This Right only applies when users create new persons. If a user updates a person that is then flagged as a duplicate, the Right does not apply.

You can run the Potential Duplicate Persons report under Reports > General.

FAQ #2: How can I mark certain encounters private for a minor when we don’t want the parent to know, in order to fulfill HIPAA requirements?

Use Case Management to secure these types of confidential encounters. Under the law, only certain kinds of encounters (for example: pregnancy or sexually transmitted infection) must be protected.

Under Patient History, open the case in question and click Mark case as private.

FAQ #3: How can I hide an employee’s chart from another employee?

While we tend to focus on maintaining the privacy and security of patient data, it’s equally as important to ensure employee data is protected.

Inclusion/Exclusion Lists

In the System Administrator (SA) module, click on the General tab. In the Inclusion/Exclusion List:

  • Go to the employee setting in SA and add the other employee name(s) to the exclusion list.
  • Use the Inclusion list if you want a specific user to only have access to a specific set of charts (this is commonly used for auditors).

Privacy Levels

All users and patients are automatically assigned a privacy level of 0 (the most limited access). A privacy level of 5 provides the highest access. Users can only access charts of patients who have a privacy level that is less than or equal to their own.

To set privacy levels: In the System Administrator (SA) module, click on the General tab.  Then assign your employees’ privacy level at a 1 in their EHR medical record chart (configured through the patient demographics template – this requires template customization knowledge to make the field available for editing). Consider setting certain employees a higher privacy level – for example, set providers at a level 2. In this example, these settings would allow only providers to view employee charts.

FAQ #4: Is there a way to copy previous Review of Systems (ROS) and/or Physical Exams (PE) by provider or date into today’s encounter?

ITelagen offers this functionality as a separate billable service for all NextGen Core Specialty templates except for Ophthalmology. It allows you to copy forward the PE/ROS from any previous encounter. You can also view and edit the PE before copying it forward.


We can work with you to build this functionality for any specialties that are not already included. Please contact for further information.

FAQ #5: Is there a way to bulk enroll all our patients into the patient portal?

ITelagen’s Patient Portal Bulk Enrollment service allows a practice to automatically enroll patients with valid email addresses in the Patient Portal without any interaction with the patient.  Various combinations of patient criteria can be used to identify certain patients for bulk enrollment.  For example, if only patients that have been seen after a certain date should be enrolled, only those patients will be included in the enrollment.  Also, if you are moving from a third-party Patient Portal to a NextGen Patient Portal, you may want to only include those patients that are enrolled into the third-party Patient Portal. You can learn more about our bulk enrollment service here.

Better Technology. Better Outcomes.

These blogs are just one example of how ITelagen helps our customers be more successful through the optimal use of technology. Explore our complete portfolio of solutions here and contact us for a free consultation.

Are there other questions you have about NextGen EHR, EPM or any other healthcare technology solutions? Send them to us here and we’ll reply quickly. Your question may even be the topic of my next blog!