To be able to settle done services with the NFZ, visits realized in clinics covered by contracts with the NFZ should be coded. Visits coding is to account for services provided during the visit (the lists of possible services are included in the contracts with the NFZ). Visits coding is realized by selecting the "Visits coding " functionality from "NHF" menu. After selecting this functionality there is displayed the search engine of today realized visits in clinics located in the units which are accessible by the logged user. The first step is to choose a clinic and click "Search" button. You will see a list of visits realized that day in the clinic (or message of the absence of such visits). At every visit there is a button to assign services to this visit. This button can take one of two colors:

• blue – when at the visit is not any service
• green – when at the visit is at least one service

In the search engine of realized visits there are in addition following navigation buttons:

• <<< - allows to view realized visits on a month earlier than the current presented day
• << - allows to view realized visits on a week earlier than the current presented day 533
• < - allows to view realized visits on a day earlier than the current presented day
• "Change date" - allows one to view any day, which should be indicated in the date field before pressing the "Change date" button
• “Today” - alows one to view today's day
• > - allows to view realized visits on a day later than the current presented day
• >> - allows to view realized visits on a week later than the current presented day
• >>> - allows to view realized visits on a month later than the current presented day

Clicking on any of the above buttons changes the view of realized visits for the appropriate day for which the button leads.

After pressing the "Services" button at a selected visit, the list of services realized during the visit opens in a new window. If there is any realized services, the list will be empty. Above the list there are displayed a basic information about the visit (including diagnosis and procedures, if the doctor entered any during the visit) and under the list is the total number of points (resulting from the contract with the NFZ) for realized services and "Add" button to add a new service to visit.

After pressing the "Add" button, the process of assigning services to visit begins. This process consists of two steps. At first step there is displayed the form of choice: staff realizing service, agreement, the point of agreement and a document entitling the patient to benefits. In case of visits appointing to the doctor, in the field of staff realizing the service is entered staff realizing the visit (if the field "Realizer of services reported to NFZ" in the data of staff realizing the visit is empty) or staff from the field "Realizer of services reported to NFZ" (if the field in data of staff realizing the visit is not empty). In case of visits appointing for equipment, field of staff realizing the service is empty. If there is only one contract with the NFZ under which a visit can be settled then it is already selected in the form. Similarly, if there is only one point of agreement whereby a visit can be settled then it is also directly selected. In case of rehabilitation services agreement and point of agreement are filled accordingly to code of service appropriate for the rehabilitation service. For the coded service, indicate the set of services to which this service will be assigned - in the case of the first coded service during the visit, it will always be a "new one" (a new set is created automatically), in the case of coding subsequent services within the same visit, there are both the possibility of classifying the service into the new set as well as to the set previously created when coding the previous services during this visit. The document conferring the right to benefits may be the electronic confirmation derived from eWUŚ system, a statement of the patient's insurance or documents confirming the insurance of the patient – here is also by default selected automatically one of the documents authorizing a patient, valid for a day of visit.

In case of these visits prearranged to the doctor for which staff realizing the service is different than that displayed in the form and in case of all visits arranged for the equipment there is needed to indicate staff who realized the service, by clicking on the icon with a question mark on a green background visible at the "Staff" field. Then a search engine of staff is opened in a new window. Search of staff is possible by any combination of the following criteria:

• First name
• Surname
• PESEL
• NPWZ

After entering the search criteria and pressing the "Search" button there is displayed a list of employees that meet the search criteria and at each one there is the "Select" button.

After pressing the "Select" button at the appropriate staff, the search window is closed and staff data appears in the "staff" field.

To go to the next step of the process of assigning service to visit, use the "Next" button ("Back" button to return to the list of services realized during the visit). After pressing "Next" button there is displayed the form of data service (under the form, next to the information about the visit, there are also displayed information entered in the first step of entering the service). This form differs slightly depending on the type of benefits which relates to a contract with the NFZ indicated in the first step of the process of assigning service to visit. The following screen shows the form with all possible fields and buttons (the case presented on the form is artificial, but aims to provide every possible situation - in fact, depending on the type of contract, some fields and buttons will be visible and the other hidden).

To add a service please fill out the service data form and confirm the data by pressing "Add" button. At filling a form there is a number of different types of mechanisms:

• Main diagnosis ICD-10 - at entering a code, name or shortcut of the diagnosis there is displayed a list of suggestions - proper diagnosis should be selected by clicking the appropriate item from the list of suggestions
• Additional diagnosis ICD-10 - at entering a code, name or shortcut of the diagnosis there is displayed a list of suggestions - proper diagnosis should be selected by clicking the appropriate item from the list of suggestions
• Synchronize diagnoses by the visit with the above - request to update the diagnoses by the visit (after checking this box, the codes of the diagnoses during the visit will be identical to those shown in the service); the field is available only to users with appropriate permissions
• Advice type - type appropriate for the place of realization of visits (surgery or patient's home)
• Service code - code of realized service (benefit) according to the codification and naming from a contract with the NFZ; at entering a service code (you can also enter the service name or shortcut) there is displayed a list of suggestions, select the correct service by clicking on the appropriate item from the list of suggestions; after selecting a service from the list of suggestions there will be automatically filled the name of service, multiplicity of the service, ministerial code of service (if for the selected service is specified default value of ministerial code of provision) as well as the code and multiplicity of ICD-9 procedure (if for selected service there is specified default value of code of procedure); in case of rehabilitation service, code is filled according to the service code proper for the rehabilitation service
• Service name - field only for viewing (cannot be edited manually) filled automatically when you enter service code
• Multiplicity of service - determines how many times a particular service was realized during the visit, default 1, when changing service multiplicity, there will change automatically multiplicity of the medical procedures consisting for this service
• Ministerial code of provision - code of provision that corresponds to the service in accordance with Regulation of the Minister of Health of 20 June 2008 on the scope of the necessary information collected by service providers, the detailed method of recording this information and its transmission to persons required to fund benefits from public funds as amended
• Surgery type - type of admission of the patient; by default field filled with one of two values "adoption scheduled on the basis of a referral " or " adoption planned without a referral" depending on whether the visit was realized on the basis of a referral
• Placing of provision - place in the mouth where the provision was realized; location can be determined by identifying the parties in the oral cavity or through selecting a dentition; at entering location (you can also enter the name of the location) there are displayed prompts, select the appropriate location by clicking an item from the list of suggestions; This field is only available for dental services
• Rehabilitation cycle - number of rehabilitation cycle; the field is filled automatically and displayed only for information; This field is only available for rehabilitation services
• Group session - number of group session; the field is filled automatically and displayed only for information; This field is only available for the benefits of session type, realized only in psychiatric, psychological and addiction treatment clinics
• Week of pregnancy - the period in which occurred the current (on day of visit) week of patient’s pregnancy; the field is available only for gynecological and obstetric services
• Patient additional privileges - the type of patient’s additional privileges specified at service
• DiLO card numer (for rapid oncological treatment) - number of card of Diagnosis and Treatment of Cancer (should be entered only at the benefits of rapid oncological treatment); if card number was entered while planning visit then this field is automatically filled with the numer
• Date of insertion into queue on DiLO card (for 5.01.28.0000002) - date of registration of the patient in the waiting list based on the card of Diagnosis and Treatment of Cancer (can be valid only for the 5.01.28.0000002 service, if it is not entered, is treated as no registration in the waiting list)
• Code of continuing treatment method (for first-time services) - code specifies the commissioned method of further treatment for first-time services
• Date of issue of referral - date of issue of referral which was the basis for the realization of visit (the field is visible only for visits realized on the basis of a referral and filled default by date which was written on referral)
• NPWZ of referring doctor - the number of license to practice of doctor referring for the visit (the field is visible only for visits realized on the basis of a referral and filled default by number which was written on the referral)
• REGON of referring doctor unit - REGON number of unit of doctor referring for visit (the field is visible only for visits realized on the basis of a referral and filled default by number which was written on the referral)
• VII part of the ministerial code of referring doctor unit - VII part of the ministerial code of unit of doctor referring for visit (the field is visible only for visits realized on the basis of a referral and filled default by code which was written on the referral)
• VIII part of the ministerial code of referring doctor unit - VIII part of the ministerial code of unit of doctor referring for visit (the field is visible only for visits realized on the basis of a referral and filled default by code which was written on the referral)
• Healthcare provider type - type of healthcare provider doctor referring for visit (the field is visible only for visits realized on the basis of a referral and filled default by type which was written on the referral)
• Procedures ICD-9 - list of realized medical procedures that consisting on the realization of the service; each procedure is described by two values: the code and multiplicity; while entering the code of procedure (you can also enter the name or shortcut of procedure) there is displayed a list of suggestions, proper procedure should be selected by clicking on the appropriate from list of hints; after selecting procedures from a list of suggestions, field of multiplicity of the procedure is automatically filled with that value, which is the multiplicity of service rounded down to an integer; after cleared procedure from the field of code, field of multiplicity of the procedure is also cleared (automatically); under the list of procedures there is "More" button allows to view more fields to entering a greater number of procedures (the blank fields are ignored at approving the form); in case of benefits of ambulatory specialist care, under the list of procedures there is also the "Match service" button which clicked will automatically match the highest scoring services to the entered procedures – there will be automatically filled the "Service code" field and automatically will be done all the steps that are done while filling the "Service code" field (for benefits of ambulatory specialist care, filling the form of data begins with the entering procedures and usage of the "Match service" button to automatically adjust the service to specified procedures).
• Synchronize procedures during the visit with the above - request to update the procedures during the visit (after checking this box, the codes of the procedures during the visit will be identical to those shown in the service); the field is available only to users with appropriate permissions
• Codes of prevention program effects - reported for certain benefits of Prevention Program of Tobacco-related Diseases and TB Prevention Programme; a description of each of the codes is displayed in the form of a balloon when you hover the mouse over a selection box (checkbox) for this code
• Code of special settlement - at selecting a code of special settlement, there will automatically be filled a special settlement’s multiplier (if the code of special settlement has specific multiplier, otherwise the value of the multiplier has to be entered manually)
• Multiplier of special settlement - field filled automatically at selecting a code of special settlement if the code of special settlement has specific multiplier (for other codes of special settlement, field is completed manually); the "More special settlement codes" button allows one to enter more codes and multipliers of a special settlement - each subsequent click of this button displays another pair of fields "Code of special settlement" and "Multiplier of special settlement"
• Additional realizing staff - to enter the data of additional staff performing the service (e.g. in psychiatry, addiction treatment, coordinated care in POZ) click the "Add additional realizing staff" button and then three fields will be displayed allowing you to enter the data of additional staff performing the service, if there is a need to add more additional staff performing the service, use the "Add additional realizing staff" button again
• Corrected visual acuity (on the Snellen scale) in the case of left eye cataract surgery - corrected visual acuity for the left eye registered withinin specialistics in the case of left eye cataract surgery
• Posterior capsule rupture in the case of left eye cataract surgery - determination of whether the posterior articular capsule of the left eye has rupture is registered withinin specialistics in the case of left eye cataract surgery
• Occurrence of endophthalmitis in the case of left eye cataract surgery - determination of whether endophthalmitis in the left eye is registered withinin specialistics in the case of left eye cataract surgery
• Corrected visual acuity (Snellen scale) in the case of right eye cataract surgery - corrected visual acuity for the right eye registered withinin specialistics in the case of right eye cataract surgery
• Posterior capsule rupture in the case of right eye cataract surgery - determination of whether the posterior articular capsule of the right eye has rupture is registered withinin specialistics in the case of right eye cataract surgery
• Occurrence of intraocular inflammation in the case of right eye cataract surgery - determination of whether intraocular inflammation of the right eye is registered withinin specialistics for right eye cataract surgery
• Pain sensation, Exercise tolerance functions, ... - results of the patient's assessment of the functioning of the patient before and after the rehabilitation cycle according to the ICF classification (shown at the last visit of the rehabilitation cycle)
• Provision of lifesaving - used for marking lifesaving provisions
• Patient is a student - it is used to determine whether the patient was a student on the day of the visit
• Correcting coefficient - correcting coefficient for first-time services in the specialistics
• Non-settlement provision - used for marking benefits that are not settlement with the NFZ (eg. in case of overlimited benefits or benefits entered for information on the internal needs of the healthcare facility)
• Remember data - field is used to store data entered into the form; If checked and the service is added, then when you try to add another service, the system automatically completes the form of service with memorized data (the mechanism is applicable at entering similar services, when it's easier to change the stored data than enter the data again)

After completing the form and approving data by the button, system validates it and if they are wrong displays a message that they need to be corrected and if they are correct, service is assigned to visit. The service displays on the list of realized services during the visit, and gets the "entered" status with "to send" annotation, which means that the service should be included in the report of I phase (of SWX file) to forward to the NFZ.

At each service realized during the visit there may be three buttons:

• Edit - button displays the form of service’s data and enables for their modification; button becomes unavailable at the time of service’s data transmission to the NFZ, and again becomes available after receipting feedback about the service from the NFZ; after modifying data of service and approving them, service gets again the "entered" status with "to send" annotation, to transfer the changes in data of service to the NFZ
• Delete - enables the removal of the service; if the data of service has not yet been transferred to the NFZ, service is removed from the system; if the data of service was already at least once transferred to the NFZ, the service is not removed only receives the "to remove" status (as marked services are transferred to the NFZ to be able to remove from the NFZ systems, and only after receiving the NFZ confirmation of the removal of a service, it is also removed from the jHIS system - automatically); button becomes unavailable at the time of transmission data of service to the NFZ, and again becomes available after the receipting feedback about the service from the NFZ
• View - displays a preview of the form of service’s data without possibility of editing data of service

"Add" button visible below the list of services allows for adding additional services according to the previously described process, whereby depending on the types of benefits there are limits of the amount of services possible to report within a single visit (eg. in case of benefits of ambulatory specialist care within the visit can be reported only one service).

"Close" button closes the window of services listed during the visit. At visits, where there were reported any services, "Services" buttons change color from blue to green.

NOTE!

The mechanism of Medical Events requires the compliance of the list of diagnoses and procedures indicated by the doctor during the visit and the list of diagnoses and procedures demonstrated during the service performed during this visit. If, when trying to save the service data, the system reports an error of discrepancy between diagnoses / procedures during the service and the visit, these data should be made consistent, but the doctor performing the visit must first correct the data of diagnoses / procedures during the visit, and only then can an analogous correction be made with the service performed as part of the service and visit. this visit. If there is a need to change the diagnosis at an appointment where only one diagnosis has been shown, then the doctor should first add a new (changed) diagnosis to the appointment and then remove the existing one (this is due to the fact that there must be a diagnosis when the appointment is completed).