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Health Information Exchange

Enterprise Access User Help Guide

Version 4.2

Siemens Healthcare Dignity Health User Help Guide Version 4.2

of 96 Confidential Document Version: 0101

Dignity Health User Help Guide - 4.2.docx

Table of Contents

HIE – Enterprise Access Introduction ............................................................................................. 4 1 Support .......................................................................................................................................... 5 2

Email Support ....................................................................................................................... 5 2.1 System Access and Password Management .................................................................................. 6 3

Log In .................................................................................................................................... 6 3.1 Physician Co-Sign ................................................................................................................. 7 3.2 Log Out ................................................................................................................................. 7 3.3 Change Password ................................................................................................................. 8 3.4 Forgot Password ................................................................................................................... 8 3.5

Results Module .............................................................................................................................. 9 4 Results Inbox ........................................................................................................................ 9 4.1

Face Sheets ................................................................................................................................. 12 5 Patient Archive Search ................................................................................................................. 13 6

Create a New Patient .......................................................................................................... 14 6.1 Document Tree ............................................................................................................................ 16 7

Print Document Tree ........................................................................................................... 19 7.1 Flow Sheets ................................................................................................................................. 19 8 Patient Summary .......................................................................................................................... 23 9

External HIE ................................................................................................................................. 24 10 Global Search .............................................................................................................................. 25 11

Global Secure Messaging ................................................................................................... 27 11.1 Secure Messaging ....................................................................................................................... 28 12

Secure Message Inbox ....................................................................................................... 28 12.1 Create and Send a New Secure Message .......................................................................... 31 12.2 Reply and Forward Secure Messages ................................................................................ 35 12.3 Secure Message Drafts....................................................................................................... 35 12.4 Secure Message Scanning Documents .............................................................................. 36 12.5 Secure Message Scan Installation ...................................................................................... 38 12.6 Secure Message Global Distribution List ............................................................................. 39 12.7

Document Delivery Module .......................................................................................................... 42 13 Upload Patient Documents ................................................................................................. 42 13.1 Document Delivery Inbox .................................................................................................... 43 13.2

Snippets ....................................................................................................................................... 47 14 Snippets Admin ................................................................................................................... 47 14.1 Secure Message Snippets .................................................................................................. 49 14.2 Patient Charting Snippets ................................................................................................... 50 14.3

Outpatient Orders ......................................................................................................................... 51 15 Create Order ....................................................................................................................... 51 15.1 Standing, STAT and Routine Order .................................................................................... 54 15.2 Test Codes – Lab Orders .................................................................................................... 56 15.3 ICD Codes .......................................................................................................................... 57 15.4 Submit Laboratory Order ..................................................................................................... 59 15.5 eSignature .......................................................................................................................... 59 15.6 Place an Oder on Hold ........................................................................................................ 60 15.7 Medical Necessity Checking ............................................................................................... 60 15.8 Cancel Order ...................................................................................................................... 62 15.9

Change Order Location .................................................................................................... 62 15.10 Print Patient Labels .......................................................................................................... 63 15.11

Processing the Orders Inbox ........................................................................................................ 64 16 Process Orders Inbox ......................................................................................................... 64 16.1 Orders Inbox Search Filters ................................................................................................ 64 16.2 Order Status Overview ........................................................................................................ 67 16.3




Patient Scheduling and Comments ..................................................................................... 68 16.4 Return Order for Action ....................................................................................................... 69 16.5 Order In-Process................................................................................................................. 69 16.6 Order Filled ......................................................................................................................... 70 16.7 Cancel Order ...................................................................................................................... 70 16.8 Change Order Location ....................................................................................................... 71 16.9

Print an Order .................................................................................................................. 71 16.10 View and Attach Files ....................................................................................................... 72 16.11 Archive Order ................................................................................................................... 72 16.12 Order Notifications Summary ........................................................................................... 74 16.13

Provisioning Patient Portal ........................................................................................................... 74 17 Patient Access Terms and Conditions ................................................................................. 74 17.1 Create New Patient Portal Account ..................................................................................... 75 17.2 New Patient User Registration ............................................................................................ 77 17.3 Patient Portal Search .......................................................................................................... 79 17.4 Edit User ............................................................................................................................. 80 17.5 Edit Record Requests ......................................................................................................... 81 17.6 Reset Patient Portal Password............................................................................................ 84 17.7 Disable Patient Portal User ................................................................................................. 84 17.8

Report Module.............................................................................................................................. 85 18 Audit Reports ...................................................................................................................... 85 18.1 Physician Membership Report ............................................................................................ 87 18.2 Manage Reminders ............................................................................................................. 87 18.3 Orders Supervisor Report ................................................................................................... 88 18.4

My Account .................................................................................................................................. 88 19 Install Scan Control ............................................................................................................. 88 19.1 User Preferences ................................................................................................................ 89 19.2 Manage Security Questions ................................................................................................ 90 19.3 Manage eSignature Password ............................................................................................ 91 19.4 Snippets Admin ................................................................................................................... 92 19.1

System Downtime Access ............................................................................................................ 92 20 Downtime Log In ................................................................................................................. 92 20.1 Downtime Patient Search .................................................................................................... 93 20.2 Downtime Patient Summary ................................................................................................ 93 20.3




HIE – Enterprise Access Introduction 1

The MobileMD HIE (Health Information Exchange) Enterprise Access solution includes the following major features:

1. Results Inbox –Receives real time patient documents routed to your practice. This information can include lab results, radiology reports, transcribed documents, cardiology reports, pathology reports, face sheets and emergency department alert messages. Users can print, filter, assign, make notes, view and remove items from their inbox.

2. Patient Archive Search– Provides authorized users to the ability to search for information previously routed to the facilities inbox, by patient, result type, or other attributes of the result.

3. Global Search – Provided authorized users the ability to search the global repository for patient medical records at other connected hospitals, practices, etc.

4. Secure Messaging (optional) – Provides users the ability to communicate with and forward clinical documents to other practices and hospital groups. Includes a referral form for referring patients to other practices.

5. Outpatient Orders (optional) – Provides users the ability to create outpatient orders (e.g. Radiology, Rehabilitation, Laboratory) to be sent to participating hospitals.

6. Patient Charting (optional) – Provides users with the ability to capture patient data, such as vital signs, patient family history, procedures, demographics, health insurance information, prescribe prescriptions, create orders, and send the captured data to the HIE to be stored in the patients document tree.

7. Document Delivery (optional) – Provides users the ability to route documents from a practice to a hospital department in support of patient event-centric workflows (e.g. Surgical Scheduling, Labor and Delivery, etc.). To be replaced by Secure Messaging.

8. Mobile Application (optional) – Provides users the ability to view patient results, documents and visits from a connected mobile device.

9. Tablet Application (optional) – Provides the users the ability to view patient results, orders, documents, and visits from a tablet device.

10. Patient Portal (optional) – Provides patients the ability to access personal medical records, results, request appointments, schedule appointments in real-time and request prescription refills.

11. Audit Reports (optional) – Allows authorized users to run reports on activity on a particular patient or a particular user within their practice.

12. Downtime Access (optional) – Allows hospital users to search and view patients when there is a system outage or update that may not allow normal access into the HIE Portal.

13. Change Password – Provides users with the ability to change their passwords. Note; passwords also have automated expiration periods. Users are alerted when their passwords are required to be changed.

14. Forgot Password – Provides users with the ability to reset their password in the event that they have forgotten it. The password self-help feature requires a user to answer three security questions before resetting their password.




Support 2

MobileMD maintains an operations support desk for technical support and for responding to issues regarding the HIE. MobileMD offers email support and phone support.

Email Support 2.1

MobileMD offers email support for email questions and/or issue descriptions. This email address is monitored by the MobileMD Data Center support staff Monday through Friday, from 8:00 AM to 9:00 PM EST.

MobileMD telephone support (877) 210-3491

Market Areas - Hospitals / Facilities Support Email Address

Sacramento Mercy Hospital of Folsom Mercy General Hospital Mercy San Juan Medical Center Methodist Hospital of Sacramento Woodland Healthcare Mercy Imaging Centers

[email protected]

Reno Saint Mary’s Regional Medical Center

[email protected]

San Joaquin Saint Joseph’s Medical Center Mark Twain

[email protected]

Bakersfield Bakersfield Memorial Hospital Mercy Hospital

[email protected]

Bay Area St. Mary’s Medical Center St. Francis Memorial Hospital

[email protected]

Central Coast Marian Medical Center French Hospital Medical Center Arroyo Grande Community Hospital

[email protected]

Arizona Chandler Regional Medical Center Mercy Gilbert Medical Center St. Joseph’s Hospital and Medical Center

[email protected]

Southern Nevada St. Rose Dominican Hospitals - Rose de Lima St. Rose Dominican Hospitals - San Martín St. Rose Dominican Hospitals - Siena

[email protected]

Merced Mercy Medical Center Merced

[email protected]

San Bernardino Community Hospital of San Bernardino St. Bernadine’s Medical Center

[email protected]

mailto:[email protected]













Sequoia Sequoia Hospital

[email protected]

Southern California California Hospital Medical Center Glendale Memorial Hospital & Health Center Northridge Hospital Medical Center St. Mary's Medical Center - Long Beach

[email protected]

North State [email protected]

When sending an email support request to MobileMD, please include the following information:

a. Description of issue or type of support requested, including screen shots to illustrate the issue. Please DO NOT include screenshots with Protected Health Information (PHI).

b. User’s name, email and phone number to contact.

Please do not include Patient Health Information that includes Patient Name, Date of Birth, Social Security Number, etc. If this information is necessary to describe the issue, please call our support line.

System Access and Password Management 3

Log In 3.1

Step Action Screen Shot

1

Launch Internet Explorer and enter: https://hie.dignityhealthmember.org

Select the appropriate site from the provided list.

2 Enter the username and password provided and select Logon.

3

The password is set to allow a user 3 logon attempts. The user will be locked out of the account after 3 unsuccessful logon attempts. Use the on-line self-help feature to change the password to have the password reset or select Contact Us link to email the appropriate support account.

4 Pop-ups are required to navigate the system. Click here for Pop-Up questions and instructions to allow pop ups.

First Time Login




https://hie.dignityhealthmember.org/

http://windows.microsoft.com/en-US/windows7/Internet-Explorer-Pop-up-Blocker-frequently-asked-questions




1

The screen will default to the Terms and Conditions Agreement. Select Agree to continue.

2 You will be logged off of the system. Access is pending and requires a physician to co-sign.

Physician Co-Sign 3.2


1

Launch Internet Explorer and enter: https://hie.dignityhealthmember.org

Select the appropriate site from the provided list.

2 Enter the username and password provided and select Logon.

3

After successful login, the screen defaults to a list of users requiring co-sign.

Click the checkbox next to the user’s name(s) and then select Co-Sign.

4 The screen defaults to the designated landing page of the HIE.

Log Out 3.3


https://hie.dignityhealthmember.org/




1 Select Log Off tab found in the top right corner of the screen.

2 The system will log the user out automatically upon idle use of Clinical Portal.

Change Password 3.4


1

From any of the screens within the application, click the Change Password link.

2

Enter current password and new password twice.

Select OK to continue.

Note: users cannot re-use their passwords, so the new password must be unique. All passwords are required to start with a letter, contain at least 6 characters, and contain both letters and numbers. The password may contain special characters (!@#$%).

Forgot Password 3.5


1

Enter user ID in the log on screen and select Forgot your password?

2

Complete the security questions (captured during the first log on session).

Enter new password and then confirm password.

Select Update Password to complete.




Results Module 4

This section of the help guide provides detailed steps for using the MobileMD Health Information Exchange Results module. The following sections will walk you through how to use the various features of the Results module.

Results Inbox 4.1


1 Select the Results tab on the menu toolbar.

2

Patient Search

Search for a patient’s results and reports in the inbox by entering the patient’s name in the Filter Search fields and selecting Apply Filters.

3

Filter the Results Inbox Documents

Select from options available in the drop down lists to refine search results. To select search items in a category; Document Types, Document Categories, Facilities, Physicians, etc.; hold down the Ctrl key and click the intended items.

Filter options include:

Physician - Use this filter to show documents routed to one or more physicians.

Assigned To - Use this filter to show work items assigned to a practice user, if your practice is using this feature.

Patient Class - Use this filter to show results from a patient class, such as inpatient.

Document Type - Use this filter to show one or more document type, such as Chemistry.

Facility - Use this filter to show documents originating from one or more hospital facilities.

Date Range - Use this filter to show only documents from a specified date range.

Document Category - Use this filter to show documents from one or more specific categories such as LAB.

Results Status - Use this filter to show documents from a specific status, such as Final.

4

Select Apply Filters to execute the search filters.

Select Clear Filters to clear the search filters.

Select Save Filter to save the currently selected search criteria as the default search filters for subsequent use.

To remove a Saved Filter, select Clear Filter and then select Save Filter again. Otherwise, the filter will still be in place at the next log on.

5

View Patient Document

Select the highlighted patient name to view the document.




6

Sort the Inbox

Select the column headings to sort the inbox. Clicking the column header twice changes the sort order from ascending to descending.

7

Select number of items displayed in the Inbox

Select the dropdown arrow next to results per page. Select the number of items to display from the available options listed. The page will refresh and display selected number of results.

8

View Selected

Select the result checkboxes and then select View Selected to view multiple items at once.

9

Print Selected

Select the result checkboxes (max 25 items in a print batch) and then select Print Selected to batch print multiple results at once.

10

Print w/o Breaks

*Note – Feature is only available when records for the same patient are selected. Select the result checkboxes (max 25 items in a print batch) and then select Print w/o Breaks to batch print multiple results at once.

11

Assign Selected

Select the result checkboxes and then select Assign Selected.

Select the dropdown arrow in the Select field and then select a user from the options displayed.

Select Assign to This User to assign the results.




12

Unassign Selected

Select the result checkboxes and then select Unassign Selected. The user is removed instantly.

13

Uncheck Selected

Select Uncheck Selected to remove multiple checks from checkboxes.

14

Remove Selected

Select the result checkboxes and then select Remove Selected. The results are removed instantly.

*Note - Items are removed from the Inbox view but will always be available in the patient’s Document Tree.

15

Enter comments

Select the Comments icon and enter comments for a specific result or report.

The most recently entered comment is displayed in the inbox. Users can view older comments by clicking the Comment icon.

16

View Visit Face sheet

Select the Face sheet icon to view the visit face sheet related to any result. The Face Sheet summary, including most current patient demographics, along with any available visit-related data is displayed in a separate dialog window. See Face Sheets.

17

New Secure Message

Select the Secure Messaging icon. A New Secure Message box is displayed in a separate dialog window. See Create and Send New Secure Messages.

18

Access Document Tree

Select the Document Tree icon. Users can access all documents routed to the results inbox over time for a particular patient by accessing the patient’s Document Tree. See Document Tree.

19

Flow Sheets

Select the Flow Sheet icon. Users can access clinical results in a graph format and view additional information regarding test results. See Flow Sheets.




Face Sheets 5


1

Select the Face sheet icon located in the Results Inbox.

*Face Sheets can also be accessed from the Patient Summary Page.

2

Patient Summary Page

The patient face sheet is also available from the Patient Summary view.

Select the Patient Summary

icon. Scroll to the Visit section and select the Face Sheet icon.

3

The screen defaults to the Face Sheet. The information displayed is available for print.

Select Print at the bottom of the page.

4 A grey Face Sheet icon indicates the face sheet has expired and the face sheet is not available for selection. The standard time for a Face Sheet to expire is 90 days or more (can be configured to 120 days or more).

5 Select Print at the bottom of the screen to print the Patient Summary screen.

Select Close to close window.




Patient Archive Search 6


1

Enter the patient’s name in to the Patient Archive Quick Search field and press Enter or select Go to execute search.

The Quick Search bar auto directs the page to the search query results.

2 Or select the Patient Archive tab in the menu bar.

3

Enter patient attributes into the open search fields to complete a patient search. Select Search to execute query.

4

Or complete a Document Search. Select the Document Type or by enter document and result attributes into the open search fields. Select Search to execute query.

5

Notes:

Only a Patient Search OR a Document Search can be used during a search. The user is unable to complete a search using both patient attributes and document attributes.

If a Document Search was completed, the patient Document Tree will only display the Document Type filtered in the search query.

To view an entire collection of a patient’s documents and results, complete a Patient Search to view the Document Tree.




6

The Patient Archive Search results display patients matching the search criteria entered.

Selection options include Document Tree, Print Tree, Patient Summary, Secure Messaging, Create Order, External HIE, and Patient Charting (see Patient Charting Manual for instructions).

Create a New Patient 6.1


1 Perform a Patient Archive Search.

2

If the patient is not found in the search results, select Create New Patient.

3

The screen defaults to the Find Patient search screen requiring additional information about the patient. Complete the open text fields; required fields are designated by an asterisk.

Select Search to execute query.

4

Patient verification is completed against the patient repository to search for existing patient profiles. If existing patient’s profiles are found at the time of search, the user is unable to create a new patient.

If an existing patient profile is found, click Select to continue. The patient is displayed in the Patient Archive Search Results.




5

If zero patient matches are returned, the user can create a new patient. Select Click to Create New Patient.

The screen defaults to the Create/Edit Patient window.

6

Enter the patient’s demographic information.

Required fields are

designated by an asterisk.

Pleas enter accurate

patient information.

Select Save to continue.

7

Existing Patient with Similar Demographics Patient verification is completed against the patient repository to search for existing patient profiles.

If existing patient’s profiles with similar patient demographics are found at the time of search, you will

receive a warning message. The system is warning the user that a similar patient with similar

demographics already exists but will still allow the user to create the new patient. It is at this step in the

patient creation process that possible duplicate patients are created. Please confirm that all

information entered is valid and correct. If an existing patient profile is displayed, select cancel to

validate the patient demographics.

If the information entered is truly unique to the patient being created, select OK to create a new

patient.

8

Existing Patient with Matching Demographics

If existing patient’s profiles with matching patient demographics are found at the time of search,

you will receive a warning message. The system is warning the user that a patient with matching

demographics already exists and will not allow the user to create the new patient.

Select Ok to continue. The screen defaults to the Patient Archive search results page.




9

If no existing patients are found, a pop-up displays a message indicating the patient has been successfully created.

Select Ok to continue.

10

The patient is displayed in the Patient Archive Search screen.

Document Tree 7

The Document Tree can be accessed from the Results Inbox, Patient Archive Search and Global Search.


1

Select the Document Tree

icon to view patient documents.

2

Select the Document Tree icon located in the Results Inbox.

The screen will default to the Document Tree page.

3

Select the Plus/Minus boxes to expand/collapse single document folders.

Expand all folders at once by

selecting the Expand icon.

Collapse all folders by selecting the Collapse icon.




4

To view a single document, scroll over the document name and click the document.

Or select the Document icon.

The document is displayed on the left hand screen.

5

Select one or more of the checkboxes to view multiple documents.

Select the Create PDF of

Selected Documents icon.

6

Select one or more of the checkboxes to view multiple documents.

Select the Print the Selected

Documents icon.

7

To Print documents in the Document viewer, scroll over the document viewer page and select the Print icon located on the dialog screen.

8

Ascending/ Descending Sort

Sort the Document Tree view ascending or descending by selecting the Sort icon.

9

Find documents listed in the patient’s document tree by completing a Filter Search.

Select the Filter icon.

Select the Category, Date or Visit from the dropdown.




10

Category Search

Select Category from the dropdown window in the View section.


Enter the date into the From field and the To field.

Select Apply Filter to execute search.

11

Date Search

Select Date from the dropdown window in the View section.


Enter the date into the From field and the To field.


12

Visit Search

Select Visit from the dropdown window in the View section.


Enter the date into the From field and the To field or enter the Account Number.


*Some of the documents uploaded through Document Delivery may be of several different formats and may not be viewed in Multiple Document View mode.

13

Select the Patient Summary icon to display patient

information. See Patient Summary.

14

Select the View Flow Sheets icon to view Flow sheets that graph patient progress of laboratory values over a

period of time. See Flow Sheets.

Additional information regarding the Document Tree:

Batch printing one or more documents is especially helpful for printing large print jobs. The documents will be queued for PDF Conversion and available for saving or printing by selecting PDF




Create Queue.

PDF files must be printed by using the print icon located on the document viewer.

Refresh the Document Tree to ensure the most recent delivered documents are available in the inbox by clicking on the Refresh icon.

Select Unselect to uncheck selected documents.

Print Document Tree 7.1


1

Select the Print Tree icon from the Patient Archive Search to display and print a list of the documents contained in the

patient Document Tree.

2

A dialog screen will create a list of the documents contained in the patients Document Tree.

Click the right mouse button and choose Print from the menu or select Ctrl-P.

Select the red X in the corner to close the window.

Flow Sheets 8


1

Select the Flow Sheet icon located in the Results inbox or Document Tree. The screen will default to Flow Sheets.

2

Select the Document Tree icon from the Results Inbox or complete a Patient Archive Search for the intended patient.

Select the Document Tree icon.

Select the Flow Sheet icon.




3

Category Flow Sheet

Select Category in the Flow Sheet View.

4

Select the dropdown arrow in Flow Sheet Category the available category options.

5

Select the intended radio button for the Date Filter; Date Range or Time Period, and then enter the Start and End Date.

6

Select the intended radio button for Sorting options - Newest to Oldest, Oldest to Newest.

7

Select the intended radio button for the Aggregate display.

8

By selecting Yes, the test results from all test locations are grouped and displayed together in one row.

By selecting No, the test results from multiple test locations are isolated by laboratory and displayed in one row.

9

Select Apply to execute search.

Select Clear to clear search filter options.

Select Save to save search filer as the default search setting.

10

Panel Flow Sheet

Select Panel in the Flow Sheet View.




11

Select the dropdown arrow in the Panel section and select from the displayed Panels.

12 Enter the Date Filter; Date Range or Time Period.

13 Enter the Sort Filter; Newest to Oldest or Oldest to Newest

14

Select Apply to execute search.

Select Clear to clear search filter options.

Select Save to save search filer as the default search setting.

15

View Results

Abnormal results are displayed in red.

Normal results are displayed in black.

Click the intended test result value to show test comments.

16

A dialog window will display the test date, test name, test result, lab range and comments.

Comments cannot be added, deleted or edited.




17

View Results in a Graph

Select the Flow Sheet icon in the Graph column to view a test result in a graph.

18

A dialog window displays the test results in a graph.

Select the Print icon to print the graph.

Select the ‘X’ in the window to close.

19

Select the Info icon for a test result row item (Only available on Category Test Results).

A web page browser will open and redirect to Medline Plus Connect.

20

The Medline Plus page displays information related to the selected test.

If no information is displayed, complete a Search Query.

21 Select CTRL-P to print.

Select ‘X’ to close window.

22

Export Flow Sheet Results

Select the Export to Excel.

Results will generate an excel worksheet.




Patient Summary 9


1

Select the Patient Summary

icon from the Patient Archive Search screen.

2

The Patient Summary screen displays patient demographics, Medical Record Number and Visit information.

3 Scroll to the Visit section and select the Face Sheet icon.

4

The screen defaults to the Face Sheet. The information displayed is available for print.

Select Print at the bottom of the page.

5 A grey Face Sheet icon indicates the face sheet has expired and the face sheet is not available for selection. The standard time for a Face Sheet to expire is 90 days or more (can be configured to 120 days or more).




6 Select Print at the bottom of the screen to print the Patient Summary screen.


External HIE 10

The External Exchange allows preauthorized users to search and retrieve patient documents within other connected networks.

The feature is accessible within the Patient Archive Search Results and/or Global Search Page.


1

Select the External HIE icon.

The screen will default to the External Exchange window.

2

To search in only one External Exchange, select the External

Exchange icon next to the applicable network. Screen will default to the provision window.

3

To search in multiple External Exchange’s, select one or more check boxes for the applicable HIE’s.

4 Grey check boxes indicate the exchange is not available for selection or searching.

5 Select Load Selected HIE. Screen will default to the provision window.




6

Select the radio button for the reason of the search.

For Other, enter text into the open text field.

Select Ok to continue. Screen defaults to the search results.

7 If no records exist in a selected exchange, a message is displayed in the window.

8

Select the applicable patient from the search results and then select the Document Tree icon to view documents. Screen defaults to the patient’s Document Tree.

If the intended patient is not found, the location may not have documents for the patient.

9

Select a document by clicking the document icon or select the document name.

The document can be viewed on screen or printed. Scroll onto the document display window and select the Print icon.

10 An External Exchange search can also be completed within the Global Search module. Please see the Global Search section for directions.

Global Search 11


1 Select the Global Search tab in the main navigation bar.




2

Enter the patient’s Last Name and Date of Birth OR the last 4 of patient SSN. Select Search to execute query.

3

Select the reason for accessing the Global Search for the patient. When selecting Other, the user is prompted to enter additional information in the open text field below.


4

The search query returns a list of patients matching the search criteria. Select the appropriate patient and then select the Document

Tree icon to view patient documents




5

Select the Plus/Minus box to expand folders.

To view a single document, click the document name.

To view multiple documents, select one or more of the checkboxes. Then select View

Selected Documents Icon.

6 To view all Document Tree options, please see the instructions in Document Tree.

Global Secure Messaging 11.1


1

Complete a Global Search. Select the Secure Messaging icon.

2 A New Secure Message is displayed on the window.

3 Skip to Step 3 of the Secure Messaging instructions for full instructions.




Secure Messaging 12

The Secure Messaging module allows a configured practice to communicate securely with other configured practices and hospital departments. Send documents, HIE patient records, general correspondence and referrals.

Secure Message Inbox 12.1


1

View the Secure Message Inbox by clicking on the Secure Message tab in the navigation tool bar.

2

Secure Message Search Filter options include:

Filter the Results Inbox Documents

Select from options available in the drop down lists to refine search results. To select multiple Document Types, Document Categories, Facilities, and Physicians, use the Ctrl key and click the intended items.


Patient First & Last Name - Use this filter to display messages from a specific patient.

Status – Use this filter to display Secure Messages with the same status. i.e. Drafts, Sent, etc.

Secure Message Type - Use this filter to display the Secure Message type. i.e. Discharge Planning, Referral, General Correspondence etc.

3 Select the highlighted patient name to view the Secure Message.

4

If the message contains attachments, the documents are displayed in the Attachments section.

Select the attachment to open and view.




5

Select Print to print the document.

Select Close to close the document.

6

Secure Message options are Reply, Forward, Archive, Print or Close. Select the intended message option to continue.

* All the details of the prior message are included with the replied or forwarded message.

7

Change Message Status

Select the intended item checkbox.

Select Change Status at the bottom of the screen.

*Changing the status is optional but may be useful to communicate simple information to the sending or receiving practice.

8

Select from the available message status options.

Select OK to change status.

Select Close without changing the message status.

9

Archive Selected

Select the intended item checkbox.

Select Archive Selected at the bottom of the screen.

10 Select Uncheck Selected to unselect any checked items in the inbox.




11

Reply to a Secure Message by clicking on the Reply icon located in the patient’s item row. The original message will be included in the reply.

Forward a Secure Message by clicking on the Forward icon located in the patient’s item row. The original message will be included in the forwarded message.

Create a new Secure Message by clicking on the Secure Message icon located in the patient’s item row. A New Secure Message box will open.

View Document Tree for a patient by clicking on the Document Tree icon located in the patient’s item row.

12

Secure Message Drafts

To save a secure message as a draft, select Save Draft at the bottom of the message.

To retrieve the saved message, select the Draft tab located in the Secure Message Inbox.

13

Sent Items

Select the Sent Items tab. The inbox displays Secure Messages sent.

Select the intended item checkbox and then select Archive Selected to move the items into the Archived Items Inbox.

Select Uncheck Selected to unselect any checked items in the inbox.

*The Status of a sent message cannot be changed.




14 Select the Archived Items tab to view archived messages.

Create and Send a New Secure Message 12.2


1

Select the Secure Messaging

icon to create a New Secure Message.

Secure Messages can be initiated from the Secure Messaging Inbox, Results Inbox, Patient Archive Search Results and Global Search.

2

A New Secure Message will open and display the patient information automatically.

3

Select the drop down arrow in the Secure Message Type and select the type of message.




4

Select the Form type by clicking on the highlighted form name.

*Note: Secure Message Types have Forms associated with the type of email. Some messages may not have any associated forms.

5

Complete the Secure Messaging Form.

Select OK to save and continue with the Secure Message.

*Note: Forms are specific to the practice or hospital. Please carefully read the form and complete the open text fields.

6

Select the highlighted TO: to select one or more recipients for the message.

7

Select the drop down arrows under Select Recipients – Select an Address Book.

Select from the options available.

SAMPLE FORM




8

Select the drop down arrows under Select Recipients – Select an Office.

Select from the options available.

9

When the office has been selected, an additional dropdown is displayed

Select the drop down arrow next to Select a Recipient to add individual persons.

Select the recipients from the available options.

Repeat step to add multiple recipients.

10 To remove a recipient, select

the red X.

11

To add a recipient as a Favorite, select the red heart icon.

12

Add Favorites

Select the recipient’s name.

Select Add Recipient.

Select Remove Favorite to remove a saved Favorite.

13

When recipients have been added, select OK to continue to Secure Message.




14

Select the dropdown arrow in the On Behalf Of field (optional).

Select the intended ‘behalf of’ user from the practice personal displayed.

15 Enter a subject in the Subject line.

16 Enter a message in the Message body.

17

Select Attachment tab to add an Attachment to a message.

Select Upload Document.

Select the document from computer files and then select Open.

Repeat steps to attach additional files.

Uploaded documents are

auto saved to the secure

message.

18 Select a Document Type for the uploaded document.

19

Attach documents from the Document Tree using the Patient Chart tab.

Select the intended item checkbox to add items to Secure Message.

20 When all components of the Secure Message have been completed, select Send.

To cancel the message without saving, select Cancel to delete the message.




To save the message for completion at a later time, select Save Draft.

21 An alert email is sent to the recipient practice or hospital group notifying them of a new message.

*All users configured to receive the e-mail will receive it, regardless of the addressee.

Reply and Forward Secure Messages 12.3


1

Reply to messages by selecting the intended message from the Secure Message Inbox. Click on the

Reply icon.

Forward messages by selecting the intended message from the Secure Message Inbox and then

click the Forward icon.

2 Enter a message into the Message text box.

3

Select the highlighted form name to open, view and edit the form.

Complete any updates or add any information needed.

Select OK to save and close the Secure Message form.

4

Select Save Draft to save message. Saved message will be available in the Drafts tab within the Secure Message Inbox.

Select Send to send and close the message.

Select Cancel to close the message without saving or sending.

5 An alert email is sent to the recipients email notifying them of a new message.

*Only users configured to receive the e-mail will receive it.

Secure Message Drafts 12.4





1

At any time during the composition of an email, select Save Draft to save the message.

2 Messages are saved to the Drafts tab in the Secure Message Inbox.

3

Select the highlighted patients name to open, view and complete a saved message.

Complete the Secure Message.

4 Select Send to send completed message.

Secure Message Scanning Documents 12.5


1 Select the Secure Message tab in the menu bar.

2 Select the Secure Message icon to create a new message.




3 Select the Secure Message Type.

4

Select the Attachments tab.

Select Scan Document and screen will default to New Secure Message Scan.

5 If the scanning control has NOT been installed, please see the Secure Message Scan Installation.

6

Select the Scanner.

Enter a File Name into the open text field.

Select Start Scan.

Scanned document will be displayed on the left side of the New Secure Message Scan window.

Select Save to transfer the scanned documents into the Secure Message.

7

Screen will default to the Secure Message. Select the Doc Type by clicking the dropdown arrow and selecting from the available options displayed.

The Doc Type selection options will depend on the type of Secure Message.

8 The user can view the scanned document from the patients Document Tree after the Secure Message has been sent,

9 Remove Documents Scanned Documents

Click the document or select multiple documents by holding the CTRL button while clicking on the item.

Select Remove Selected to remove unwanted items from the scanner.




10 Scanner Settings

The user can adjust the scanner settings by clicking the box next to Show Scanner Settings. A dialog window will display the settings specific to the scanner.

11

Some common setting options are:

Change the size of the scan.

Change the settings for color document scans.

Change the scan Resolution.

Select Scan or Cancel to continue.

12

Select Image Editor to change the document. Use the menu bar or action buttons to edit the document. Some available editing options are, but not limited to:

Browse documents - Forward and Back buttons.

Rotate the document - Rotate Right or Rotate Left.

Zoom in or zoom out - Plus and minus buttons.

Crop the image - Ctrl + Alt + C.

Undo edits - Ctrl + Z.

Save edits - Ctrl + S or Save icon.

Secure Message Scan Installation 12.6


1

Scanner Prerequisites

A scanner with TWAIN drivers must be installed prior to scanning documents into a Secure Message.

The Scan Control requires administrative rights on the PC for installation.

The user must be authorized as a Secure Message Scan Access user.

2

Installing Scan Control

Navigate to and select the My Account tab in the menu bar.

Select Install Scan Control tab.

3

If the scanning control has NOT been installed, the message will state:

Select Install to begin installation of the scanning control software.




4

Please follow browser instructions to download and install the scanning control.

Click the highlighted dialog bar at the top of the screen to reveal a dropdown menu.

5

Click on Run Add-on or click

on Install (depending on the browser being used).

A Security Warning dialog box will appear. Select Run or Install in the dialog box.

6

After the software has been installed, the Scan Control message will state that the scan control has been installed.

Verify that the correct scanner is displayed under Installed Scanner Drivers.

Please close and restart the browser page.

7

Installation from an Secure Message

Open a new Secure message.

Select the Secure messages Type form the dropdown options and then select the Attachments tab.

Select Scan Document.

8

Select Install Now in the dialog box.

Any information entered into the Secure Message will be lost.

Select Okay to continue.

Skip to step 4 in Installing Scan Control to continue.

Secure Message Global Distribution List 12.7





1 Select the Practice Management tab and then select Distribution Lists.

2 Select Add New to create a new list.

3

Enter a Distribution List Name.

Select the Secure Message Type.

Select the Group.


4 Select an Office by clicking on the office name. The recipients will auto populate the next column.

5

Select the intended Recipients from the Select Recipients column.

Select Add button to add the person to the distribution list.

6 Selected recipients are displayed in the Recipients for Select Distribution List.

The Distribution Lists is auto saved in real time. There is no visible save button.




7

Edit Distribution List Name

Select the dropdown arrow and select a Distribution list from the available options displayed.

Then select Edit.

Enter a new Distribution Name.


8

Add or Remove Recipients

Select the Distribution List.

Select the intended office from Select an Office column.

The individuals associated with the office will appear in the Select Recipients column.

9

Add recipients by clicking the name and then selecting the Add button.

Remove recipients by clicking the name in the Recipients for Selected Distribution List and the selecting the Remove button.

10 Using the Distribution list in an Secure Message

For users authorized to access Secure Message, select the Secure Message icon from the Results Inbox, Secure Message Inbox, Patient Archive Search Results and Global Search.

11

Select the drop down arrow in the Secure Message Type field and select the type of message.

Select the highlighted form and carefully read the Secure Message Form and complete the required open text fields.

12 Select the highlighted TO: to select one or more recipients for the message.




13

Select the drop down arrow for Select Recipients – Select an Office.

Select Distribution List.

14

Select the drop down arrow for Select Recipients – Select a Recipient.

Select the Distribution list name from the available options.

15 Select Ok to continue.

Complete the Secure Message.

Document Delivery Module 13

Note: The Document Delivery Module is being phased out in favor of the more flexible eShare module.

Upload Patient Documents 13.1


1

Preform a Patient Archive Search for an existing patient.

Select Add Document.

Select Create New Patient if adding documents for a new patient.




2 Click Find an Event to upload documents to a selected patient event.

3

Click Select to choose an existing patient event to upload documents to.

Select the Create a New Event link at the bottom of the grid to locate the event.

4

Select the Event Type to create a New Event.

Enter required fields identified with an asterisk (*).


5

Enter Document Description and Document Type.

An asterisk identifies required fields.

Select Browse to find the file from the local directory.

Select Upload to upload documents to the Patient Event.

Repeat steps to add additional documents.

Document Delivery Inbox 13.2





1

Select the Document Delivery tab and then select Document Delivery Inbox.

2

Click Select Events to filter the patient events and their associated documents.

3

Filter Events by selecting one or more of the filter fields: Event Status, Event Type, Event Start / End Date, Facility.

Select Apply Filters to filter the results.

Select Save Filters to save and apply the filter criteria for subsequent visits to this page.

Select Clear Filters to remove all filter criteria.

4

Enter patient search criteria within any of the available search fields.


Select Clear to remove search results.

5

Select one or more checkboxes and select View Event Docs to view only documents associated with a specific patient event.




6

The page refreshes to display the documents associated with the selected events.

7

Select the Document icon to view documents associated with the selected events.

8

Select Deselect Events (show all) link to clear the selected events filters.

9

Users can Filter Searched Events by entering search criteria within any of the available filter fields available search fields.

Patient Last Name

Patient First Name

Date of Birth

Document Upload Start Date

Document Upload End Date

Document Type

Practice Name

Provider Last Name

Select Apply Filters to filter the grid using the selected criteria.

Save Filters saves and applies the filter criteria for subsequent visits to this page.

Clear Filters removes all filter criteria.

10

Change the status of a document by selecting the status entry and then changing the radio button.

11

Select the individual documents and then select Change Status to change the status of multiple documents.

Select the Document Status from the drop down list.




12 Select the Re-Index icon to change document index values.

13

Select the Add another document icon to add another document to patient event.

14

Position the mouse pointer over the Information icon to view Document and Event information.

15

Select the intended documents and select Assigned Selected to assign document(s) to internal users.

16

Select the internal user to assign the document(s) to and select Assign.


17

Documents with assigned comments are indicated by a

yellow Comments icon.

Position the mouse pointer over the Comments icon to view the most recent comment.

18

Select the Comments icon

to add a new comment to a document.

Enter comments in the Add Comment box and select Save Comment or Close to return without saving the comments.




Snippets 14

The purpose of Snippets is to provide users with a shortcut to commonly typed phrases and messages. Creating and using a snippet can cut down on workflow processing times.

To use a snippet, enter the shortcut name and then enter (…). ex. Name…, sign… ph...

A Snippet can be used in any open text field.

Snippets Admin 14.1


1 Select My Accounts and then Snippets Admin from the navigation menu.

2 Select Create New Snippet… Screen defaults to the snippet editor.

3

Enter a Snippet Title.

Enter a Snippet Shortcut name. The shortcut name is what you enter to use the text auto fill.

4

Enter Snippet Text. This field is the auto fill text displayed used when the shortcut is entered.




5

Prefilled Brackets

Prefilled Brackets pull information from the system and insert the data based on the bracket selected.

Select the dropdown arrow under Prefilled Brackets and select from the options displayed to use system prefilled fields.

6

Select Save to complete the snippet or cancel to close without saving.

7 Your newly created snippet is displayed on the Snippets Admin page.

8

Edit Snippet

Select intended snippet and then select Edit in the snippet row.




9

Screen defaults to the Snippet Editor.

Enter edits and corrections to the snippet.

When corrections are complete, select Save to continue.

Or select Cancel to close without saving changes.

10 Test Snippets

Select Test in the intended snippet row.

11 The screen displays what the snippet will display.


12

Delete Snippets

Select Delete.

Select Ok to confirm or Cancel to cancel delete request.

Secure Message Snippets 14.2


1 Select the Secure Message tab from the navigation menu.




2 Select a patient and then select the New Message, Forward or Reply icon.

3

Complete the secure message information fields: Secure message Type, Form, To field, Subject field, etc.

4 For full Secure Message instructions, please see Secure Messaging.

5

In the message section, enter a Snippet Shortcut followed by (…) and then press Enter. The snippet text auto populates the message field.

6

Complete the secure message.

Select Send, Save Draft or Cancel to continue.

Patient Charting Snippets 14.3

Within the context of a patient visit, there are numerous fields that snippets can be applied to. A snippet can be used in any field that allows typing.

We are using just one example of the endless options within the Patient Charting module.


Signature Snippet = sig…




1 Select the Patient Charting tab from the navigation menu.

2 Search for and select a patient.

3 Select Visit.

Or select Create a New Visit.

4

From the side menu, select Plan and then Notes.

Select Edit.

5

Enter the snippet shortcut into the text filed followed by (…).

The snippet text auto populates the text field.

Select Save or Cancel to continue.

Outpatient Orders 15

The purpose of the Orders module is to provide practices with an electronic means to submit outpatient orders to specific departments within the hospital, and to provide a mechanism by which to provide updates regarding the submitted orders.

Create Order 15.1





* Order Forms are specific to the practice or hospital. Please carefully read the form and complete all required fields defined by an asterisk and any open text fields.

1

Perform a Patient Archive Search for an existing patient.

Select the Create Order icon.

2

A new Order can also be generated by selecting the Orders tab from the navigation menu.

Select Create Orders.

Select Patient Search.

Enter patient attributes to complete a search.

3

If submitting an Order for a new patient, click on Create New Patient and follow instructions in Create New Patient.

4

Select the Physician submitting the Order and the Location of the Order to be filled.

5

A list of available Orders for the selected location is displayed.

Select the checkbox for the intended Order.

*Multiple Order forms can be selected. A pop-up window will display each individual form selected.




6

When the checkbox of an order is selected, a table is displayed on the right hand side of the page. The table displays upcoming Orders within the last 200 days.

The intention is to view the table and confirm that the order will not be a duplicate.

7 Select the Order icon to view the order.

8 Select the Information icon to view the order details.

9

When confirmation that a duplicate order is not being completed, select Create Order to continue.

10

The screen defaults to the order form.

Complete the Copy To: and Attending Physician sections, if applicable.

Complete any open text fields in the Patient information section.

*The order form does auto-populate information when available. Confirm the information populated is correct.




11

Complete the Primary Insurance section.

Complete the Secondary Insurance section, if applicable.

Standing, STAT and Routine Order 15.2



Standing Order – Daily

1

Select the radio box next to Standing Order.

Enter the Order Effective Date, Order End Date.

Select the Recurrence Pattern – Daily.

2

Every____ day(s): Select the radio box next to Every__Days and then enter the number of days between each test. ex. 1,2,3,4, etc. The To Be Drawn Date will auto populate using the date the order was created as the first draw date.

3

Every Week: Select the radio box next to Every Week.

This setting is for the same day of the week as the start date. ex. If the lab was created on a Monday, the standing order will be effective every Monday until the Order end date.

Standing Order – Weekly

1

Select the radio box next to Weekly.

Enter the number of weeks the test is to recur in Recur every___Week(s) on: field.




2

Click the checkboxes for the intended days the order is to be completed.

The To Be Drawn Date: will auto fill with the first draw date of the order.

Standing Order – Monthly

1

Select the radio box next to Monthly. There are 2 frequency options to select from: Day ___of every___ month(s), The _____ of every ___Months.

2

Day ___of every__ month(s):

Select the radio button next to Day__of every month(s). This option calculates the draw date for the same date of the month. The day of the week can shift depending on the date of the day requested.

For example, if you enter Day_5_of every_2_ month(s): the system will calculate the draw date is to be filled on the fifth day of every two months.

3

The ___ of every ___Months:

Select the radio button next to The _____ of every m__month(s). This option allows you to define the week or day of the week with more control over the time frame.

Click the first dropdown arrow and then select from the options available.

Click the second dropdown arrow and then select from the options available.

The To be Drawn Date: is auto-populated based on the selections.

Stat Order




Stat Orders are given the highest priority for processing Analysis and reporting. If less urgent test is ordered as STAT, a backlog may develop and orders will be processed in the order of receipt, thereby delaying the orders that are true emergencies.

1

Select the radio button next to Stat Order.

Select the To Be Drawn By: Hospital or Doctor/Practice.

Enter the To be Drawn Date.

Routine Order

Routine orders are processed after STAT or urgent orders.

1

Select the radio button next to Routine Order.

Enter the To be Drawn Date and continue completing the Order form.

Test Codes – Lab Orders 15.3



1

Select Insert New Test to enter a known test code.

Enter the correct test code.

Select the Tab key on the computer keyboard. The description is auto-populated.

Repeat steps to add multiple test codes.

2 Search for Tests

Select Search for Test.

3

The top 25 frequently ordered tests are displayed in Lab Test Lookup or select View Favorites.

Highlight the test and then select Add Test.




4

Select the method of search; By Code or By Keyword.

In Search Value field, enter full or partial word or enter test code name.


5

Select the intended test from the Search Results.

Select Add Test.

6

Added tests are displayed at the bottom of the screen.

Enter Comments into the open text field, if applicable.

7 Select Done when all intended tests have been added.

The screen defaults to the Order form.

8

Enter Test Comments, if applicable.

Select Remove to remove any unwanted tests.

ICD Codes 15.4


1

Select Insert New ICD to enter a known test code.

Enter the correct code.

Select the Tab key on the computer keyboard. The description is auto-populated.

Repeat steps to add multiple




ICD codes.

2 Select Search for ICD to enter ICD9 codes.

3 Select Search method; ICD, CPT, By Code or By Keyword.

4

Enter the search value.


5

At any time during the search process, hit View Favorites to view the most commonly used ICD’s

6

Select the intended ICD code name in Search Results.

Select Add ICD.

Repeat the above steps to add multiple ICD’s.

*CPT codes - only apply to procedures ordered on non-Lab Orders.

7

The added ICD’s are displayed at the bottom of the page.

8 When the intended ICD’s have been added, select Done to close the Medical Code Lookup box.

The screen defaults to the Order form.

9

Selected ICD9 Codes will display.

Select Remove to remove any incorrect ICD 9 codes.




Submit Laboratory Order 15.5

Please Note: Facilities and hospitals have multiple types of Order forms. This section provides instructions for submitting a patient Laboratory Order.


For Facilities requiring an eSignature, please skip down to step 5.

1

Select Order to send the order for processing.

Select Hold to save an order or to place an existing order on Hold.

Select Cancel to Cancel an order without saving.

2

If the Test and ICD code do not pass Medical Necessity, please see Medical Necessity Checking.

A pop-up confirms the order is submitted.


3

Close the Order Form Viewer by clicking the red X in the upper right corner of the form.

4 The Order Status is changed to Ordered in the Process Orders Inbox.

eSignature 15.6

The following instructions are for Facilities requiring an eSignature. If your location does not require an eSignature, please skip down to the next section.


1

Select Order to send the order for processing.

Select Hold to save an order or to place an existing order on Hold.

Select Cancel to Cancel an order without saving.




2

Select Sign and Submit to submit an Order.

If the Test and ICD code do not pass Medical Necessity, please see Medical Necessity Checking.

3

The Ordering Physician must enter the eSignature password (configured during setup).

Select Sign to continue.

Screen defaults to the Order form.

4 To cancel an Order, select Cancel.

Place an Oder on Hold 15.7


1 Select Hold to place an Order to save and completed at another time.

2

The Order will be saved to the Orders Inbox with an active status of Hold.

Complete an Order Inbox query for the specific patient or orders with a status of Hold.

3 Select the patient’s highlighted name to open a saved Order.

Medical Necessity Checking 15.8





1

When a patient’s insurance is Medicare/Medicaid, Medical Necessity Checking is performed at the time the Order is Signed & Submitted.

If the requested tests do not correspond with the ICD code and are not listed as a covered procedure, the procedure is denied as not Medically Necessary.

2 Select Sign and Submit to Submit an Order.

3 An Advance Beneficiary Notice of Noncoverage (ABN) form will generate.

4 Select Display ABN to view the ABN Form.

5 Print and provide the form to the patient.

6

The patient is required to complete the form and provide a signature to authorize the uncovered test.

7

Select Return to Form to return to the Order form.

Select the Submit button to continue with the order.

Sample




8

A pop-up confirms the order is submitted.


Cancel Order 15.9


1 Navigate to and select Orders and then Process Orders from the menu bar.

2

From Process Orders screen, select the highlighted patient name.

Or complete a Search query for the intended patient.

3

Select Cancel to cancel a previously ordered test.

The Status will change from Ordered to Canceled in the Process Orders screen.

4 A pop-up confirms the order is canceled.


Screen defaults to Process Order Inbox.

5 The Order Status is changed to Canceled in the Process Orders Inbox.

6 Note: Once Canceled, the order status cannot be changed by the practice unless Returned to Practice by the hospital.

Change Order Location 15.10

Note: Many Orders are configured for a single location, in which case the Change Location function will not be available.





1 Complete a Search query for the intended patient.

2

Select on the highlighted patient name to open the Order.

3 Select Change Location at the top of the Order form.

4

Select the New Location and click OK.

Select Cancel and/or Close to close the window without any action.

5

A pop-up window will confirm the location change was submitted successfully.


Note: If Scheduled, this action will cancel order and place order for new location.

Print Patient Labels 15.11

Labels can only be completed AFTER an Order form has been submitted or placed on Hold.


1 Complete a Search query for the intended patient.




2

Select the highlighted patient name to view the order.

3

Navigate to and select Print Labels at the bottom of the page.

The screen will default to preformatted patient label.

To print, select the Print icon or Ctrl+P.

Note: An alternative method for printing is to right mouse click on the order form and select PRINT. Click OK in the print dialogue box.

Processing the Orders Inbox 16

Process Orders Inbox 16.1

The following steps will guide the user through viewing orders that have been Submitted, placed on Hold, Canceled etc. in the Orders Inbox.

Note: Order Forms are specific to the practice or hospital. Please carefully read the form and complete all required fields defined by an asterisk and any open text fields. Not all fields described below may apply.


1 Select Orders and then Process Orders from the menu bar.

2

From the Process Orders Inbox you can:

Search for orders by Patient Name, Order Date, Order Status, Form Type, Facility and much more.

Set and save filters to display specific groups or types of orders.

View order details by clicking patient name.

Enter scheduling information and notes for physician to view. Notes entered in the Scheduling Notes section will show in the workflow screen.

The Process Orders Inbox can be filtered to show specific Orders that require action. See Order Statuses Overview.

3

Note: Orders may be changed as needed. If an order is filled, and a change occurs, the order can be subsequently opened and marked as returned to the practice for action or canceled. Once an order is marked as Return to Practice, only the practice can change or edit the order. Once an order is canceled, the order can no longer be changed by the practice without being returned to the practice by the hospital.

Orders Inbox Search Filters 16.2





1

Filter the Orders Inbox Documents

Select from options available in the drop down lists to refine search results. To select multiple Document Types, Document Categories, Facilities, and Physicians, use the Ctrl key and click the intended items.


Patient First and Last Name – Use this filter to locate the patient’s Orders form.

Form Status – Use this filter to show Orders with the same status.

Physician - Use this filter to show documents routed to one or more physicians.

Form Type - Use this filter to show one or more document type, such as Chemistry.

Facility - Use this filter to show documents originating from one or more hospital facilities.

Date Range - Use this filter to show only documents from a specified date range.

2

Enter intended search filters into the open fields.

Select Apply Filters to execute the search filters.

Select Clear Filters to clear the search filters.

Select Save Filter to save a default search filters for subsequent use.

*Note: to remove a Saved Filter, select Clear Filter and then select Save Filter again. Otherwise, the filter will still be in place at the next log on.

3

View Order Form


4

Sort the Inbox





5

View Order History

Select the View Order

History icon.

The screen defaults to the history page.

Select Close to continue.

6

Print Selected

Users can select one or more items (max 25 items in a print batch) by checking the item checkboxes and then selecting Print Selected.

7

Uncheck Selected

Users can uncheck all selected items by selecting Uncheck Selected.

8

Archive Selected

Users can remove selected items from the inbox by checking the item checkboxes and then selecting Archive Selected.

Archived orders can be viewed in the Archived Items tab.




9

Change Status

Users can change Order status’s on one or more Orders at a time but the orders must be in the same status. ex. Ordered, In Process etc.

Select the intended checkboxes and then select Change Status.

10

The screen defaults to the Change Status page.

Select the dropdown arrow and select from the status’s available.

Enter the Collection By, Date and Time.

Select Change Status.

11

The screen defaults to the confirmation page displaying the Order number and the status From and To.

Order Status Overview 16.3

The Status identifies the step in the workflow process in which the order currently resides. The status also manages who can access a document for changes.

Statuses and Actions allowed:

Ordered – both hospital and practice can take action.

In-Process – hospital has control of order, practice cannot take action.

Modified – order has been modified.

Cancel Order - practice request to hospital to cancel order.

Scheduled – hospital has control of order, practice cannot take action.

Hold - practice has control of order. The order has not been submitted and is considered to be in ‘save’ status.

Hold – For Approval – practice has control of the order and is awaiting approval before order is submitted.

Canceled - Controlling party canceled order.

Action Requested – hospital has returned order to practice for action, practice has control of order, and hospital cannot take action.

Order Filled – hospital has filled order.




Patient Scheduling and Comments 16.4

*Note: this section applies to hospital department workers only.

Please note: not all forms have a section for scheduling an appointment. This feature is available on Radiology/Image Services form.


1


2

Navigate to Appointment has been Scheduled for section.

Enter the Scheduling information into the open text fields.

Enter comments into Scheduling Notes, if required. Notes can include additional patient information, incorrect test code, etc.

3

Select Schedule to complete.

A dialog window will confirm order is scheduled.


Note: Orders may be changed as needed. If an order is scheduled, and a change occurs, the order can be opened and marked as In Process, Cancelled or Returned to the practice for action. The location can also be changed, if the patient decides to go to a different location for the testing. See Change Order Location.




Return Order for Action 16.5


Please note: not all forms have a section for scheduling an appointment. This feature is available on Radiology/Image Services form.


1


2

Enter comments into Scheduling Notes, if required.

Notes can include additional patient information, incorrect test code, etc.

3

Select Return for action to complete.

A dialog window will confirm order sent back to practice.


Order In-Process 16.6



1


2

Enter comments into Scheduling Notes, if required.

Notes can include additional patient information, incorrect test code, etc.




3

Select In-Process to complete.



Active Status will change to In-Process in the inbox.

Order Filled 16.7



1


2

Navigate to the bottom of the page and select Order Filled to complete.



Active Status will change to Order Filled in the inbox.

Cancel Order 16.8


1 Select on the highlighted patient name to open the Order.

2

Enter Comments into either Practice or Hospital Comments sections; depending on your location.

3

Select Cancel Order.

Note: The Cancel button may be in a different location depending on the type of order.




4 Pop-up message confirms order is canceled.


5 The Order Status is changed to Canceled in the Process Orders Inbox.

6 Note: Once Canceled, the order status cannot be changed by the practice unless Returned to Practice by the hospital.

Change Order Location 16.9

Many Orders are configured for a single location, in which case the Change Location function will not be available.


1


2

Select Change Location located at the top of the Order page.

3

Select the New Location and click OK.

Select Cancel and/or Close to close the window without any action.

4

A pop-up window will confirm the form was submitted successfully.


Note: If Scheduled, this action will cancel order and place order for new location.

Print an Order 16.10


1

Select the highlighted patient name to view the order.




2

Navigate to the bottom of the order and then select Print Order.

Note: An alternative method for printing is to right mouse click on the order form and select PRINT. Click OK in the print dialogue box.

View and Attach Files 16.11


1

Select the highlighted patient name to view the order you want to print.

2 Select Attachments & Previous Order Versions.

3

Enter a Description and then select Browse.

Browse through computer files and select the intended file to attach.

Select Open.

4 Select Upload and complete the order form.

5 Close window by selecting the ‘X’ in the upper right corner.

6 The order form will show a paperclip icon as the attachment in the Form Type column located in the Orders Inbox.

Archive Order 16.12


1 Select Orders and then Process Orders from the menu bar.




2 Select the Archive tab to view the archived Orders.

3

View Order Form


4

Sort the Inbox


5

Print Selected

Users can select one or more items (max 25 items in a print batch) by checking the item checkboxes and then selecting Print Selected.

6

Uncheck Selected

Users can uncheck all selected items by selecting Uncheck Selected.

7

Unarchive Selected

Users can check the item checkboxes and then select Un-Archive Selected. The items will return to the Orders Inbox.




Order Notifications Summary 16.13

The following table provides a summary of the different email alerts that can be generated based on an orders status change.

Status Alert Event Description Email Recipient Email Alert Type

Ordered

When the Practice submits a complete Order to the

Hospital. Hospital User

Ordered Email Alert

Action Requested

When the Hospital returns the Order to the Practice with a request for more

information.

Practice User Action Requested Email Alert

Modified

When the Practice re-submits the Order

following an Action Request.

Hospital User

Modified Email Alert

Scheduled

When a Hospital reschedules an appointment.

Practice User

Scheduled Email Alert

Cancel Order

When the Practice requests an Order be

canceled after it is returned for action.

Hospital User

Cancel Email Alert

Provisioning Patient Portal 17

The following sections will guide you through the steps to provision and grant patients with access to the Patient Access Portal.

Patient Access has been updated to Patient Portal with 4.2 Software Release.

Patient Access Terms and Conditions 17.1


1

The patient must agree and sign the Terms and Conditions of use determined by the granting HIE before using the portal.

2 If the patient does not agree to these Terms of Use, they select Disagree/Decline and do not use the Patient Portal.

3 The Terms and Conditions is both an AGREEMENT between the Facility providing the Patient Portal and the Patient.

GENERAL HOSPITAL REGIONAL MEDICAL CENTER




Create New Patient Portal Account 17.2


1 Select the Patient Portal tab located in the menu bar.

2

Search for patient by entering patient identifying information. i.e. Last Name, First Name, Date of Birth, Last 4 of SSN, Gender or Zip Code.

Select Search to execute query

Note - Search Results will only display enrolled Patient Access Accounts.

3

If patient is NOT found, select Create New Person.

*The Create New Person button will not display until a search has been completed.

If patient is found, continue to section Patient Access Account Search.

4

Enter patient User Demographics.

5

Enter patient Contact Information.

Select Preferred Contact Method.




6

Select Link New Accounts. Screen defaults to Patient Record Lookup.

7

Select the checkbox next to Same as Provisioned User.

Or enter the patient’s Last Name and either DOB, MRN, SSN or Gender and Zip Code.


Screen defaults to search results.

8

Select the Patient Summary icon to view the Patient Summary page from the Search Results.

9

Face Sheets

In the Visits section of the Patient Summary, select the Face Sheet icon to view patient information.

Select Close to return to the Patient Record Lookup.

10

Continuity of Care

Available within the Patient Summary are Continuity of Care Documents.

Select the Continuity of Care icon to view the document.

11 Select Close and return to the search results.

12

To link a patient to a patient account, click Select at the beginning of the patient row.




13

A confirmation is displayed communicating that the account is successfully linked to the user account.

Select Complete to finish.

The screen defaults to the Patient Provisioning page.

14 To link additional Medical Record Numbers to the patient, repeat the above steps.

15

Select the drop down arrow under Relationships to define the relationship to the patient.

16

Select Create Provision to link the accounts to the Patient.

The screen defaults to the confirmation page.

17

The Confirmation page contains the Patient Portal Account User Validation Key Code.

Print the User Validation Key Code and provide a copy to the patient.

The patient will be required to enter the Validation Key Code to complete the registration process at home. It is very important that they receive a copy of this confirmation. Without the Validation Key code, the patient will not be able to complete registration and access their account.

Select the Print icon located on the dialog screen.

Select Complete to close page and continue.

New Patient User Registration 17.3

This section details the patient’s steps to access their newly created Patient Portal account.





1

A secure email containing a link to the Patient Portal is sent to the patient’s primary email address provided at the time of registration.

To complete the registration process, select Click Here within the email.

The screen defaults to open a new page in the internet browser.

2

Enter the secure User Validation Code provided on the confirmation page.

Select Submit to continue.

*if the validation code confirmation page is lost, contact the registration provider for a new Validation Code.




3

A username is prepopulated in the Suggested Username field.

You can accept the suggested username or create a new username.

Select Create to continue.

4

Enter a personalized Password.

Enter same password into the Confirm Password field.

Select Create to continue.

5 A pop-up window confirms the provisioning request is successfully completed and the page defaults to the Patient Portal logon screen.

6

The username is auto populated.

Enter the newly created password and select Logon.

The screen defaults to the Patient Portal home screen.

Patient Portal Search 17.4


1 Select the Patient Portal tab located in the menu bar.




2

Search for patient by entering patient identifying information. i.e. Last Name, First Name, Date of Birth, Last 4 of SSN, Gender or Zip Code.


Note - Search Results will only display enrolled Patient Portal Accounts.

3

Search results are displayed at the bottom of the page.

There are four Administration options available: Edit User, Edit Record Requests, Reset Password and Disable User.

4 Select Create New Person if patient is NOT found.

Edit User 17.5


1 Complete a Patient Portal Search.

2

Select Edit User to update the user’s profile. This would the User Demographics and Contact information.




3

Complete updates to the patient’s User Demographics and Contact Information.


A pop-up window will confirm any changes to the patient’s profile.

Select Complete to continue.

Edit Record Requests 17.6



2 Select Edit Record Requests.

3

The screen displays the user’s information and the Patient Record Request history.

Actions that are grayed out and inactive for selection indicate the patient has completed the registration process.

Actions that are black and are available for selection indicate the patient has NOT completed registration.

Modify Expiration

1

Select Modify Expiration.

The screen defaults to the Passcode Expiration window.




2

The Passcode is the unique Validation code provided to the patient at the time of registration.

The expiration date of the Passcode is established by your HIE; typically 30-90 days.

3

Select a New Expiration Date on the calendar.


4

The new expiration date is saved in the Record Request Expiration Date column.

Lost Validation Code

1 Select Lost Validation.




2

A new and unique User Validation Key Code is generated.

Print the User Validation Key Code and provide a copy to the patient.

Select the Print icon located on the dialog screen.

Select Ok to close page and continue.

Resend Email

1 Select Resend Email.

2

The New User email is generated and sent to the user’s primary email address.

3

Select OK on the confirmation pop up window to continue.

Cancel Request

1

Select Cancel Request.

Screen defaults to Record Request pop-up window.

2 Canceling a pending linked record request is permanent and cannot be reversed.




The Secure Registration Email and User Validation code are instantly deactivated.

Please confirm that is the intention of the user prior to selecting Yes.

3

Select Yes to continue with cancelation.

Select No to continue without cancelation.

4

Screen defaults to confirmation pop-up.


Reset Patient Portal Password 17.7



2 Select Reset Password. The password is reset instantly.

3 User can also reset password from the Patient Access Admin Page by clicking Edit Record Requests and then selecting Reset Password.

4

A pop-up confirms the password is reset. An email is sent to the patient’s primary email address.


Disable Patient Portal User 17.8



2 Select Disable User to deactivate the patient’s portal account.




3

A pop-up will confirm that the user is permanently disabled from the Patient Account.

Select Yes to continue.

Select No to close window with no action.

4 User can also disable user from the Patient Access Admin Page by clicking Edit Record Requests and then selecting Disable User.

5 The user is deactivated immediately.

Report Module 18

Audit Reports 18.1

The following steps will guide the user through running patient, user and global audit reports. The following describes some of the basic audit reports.

User authorization is required for access to additional Reports.

The Reports Module is only available to users with authorization.

Each Report has different text fields to complete. Please read carefully and complete the text fields.

Global Reports can be run on all users within a group practice.

If you are a member of a parent group, you will see Global Search activity for all users in your group and sub-groups.

All Global Search activities are displayed.


1 Select the Reports tab, and then Audit Reports.

2 Users with Audit Reports privileges will be able to run reports for Active Users, Global Reports, Patient Reports and User Reports.

3 Reports allow users to view all of the activity within their practice, and within Global Search, if applicable, for a patient, including searching, viewing, printing, comments and assign to.

4

Click on the intended report in the Select a Report column.

Each report has Report Ranges for gathering data and customizing the report results.

Complete the open fields and select Search to execute




query.

5

Patient Reports

Select A-Patient Report.

Enter patient information into the open text fields.


6

To view a patient report, select the highlighted patient name.

The search results are displayed below.

7

Encrypted Spreadsheets

Encrypted Spreadsheets are available for creation.

Scroll to the bottom of the page to begin.

Select the checkbox at the bottom of the report results to create an encrypted zip file.

Enter a Password and select Submit to complete.

8

A pop-up window will ask if you would like to Open, Save, or Save As.

Select the intended option and follow the prompts to continue.

9

To export the spreadsheet without encryption protection, select Export icon to export results without password protecting the report.




Physician Membership Report 18.2


1

Select Reports and then select Physician Membership tab.

2 The results are automatically displayed.

3 Select Export icon to export the report.

4

To upload a Membership File, select Browse.

Follow the prompts to select the file.

Select Import File to continue.

5 The file is displayed on the screen.

Manage Reminders 18.3

Manage Reminders is an option that allows the practice to email, call or send reminders to patients about upcoming appointments or procedures to complete.


1 Select Reports and then select Orders Supervisor.

2 The reminders are automatically displayed.




3

Click the checkbox next to Include Sent Reminders to display completed reminders.

Select the dropdown arrow next to Filter by Type and select from the reminder types displayed.

The results will auto populate below.

Orders Supervisor Report 18.4


1 Select Reports and then select Orders Supervisor.

2 Select Run Report to execute a query.

3

The report shows order detail for orders that are inactive for over 1 day.

4 Select the column headers to sort results.

My Account 19

My account tab allows the user to customize some aspects of the HIE. It provides access to install Scanning capability, customize User Preferences, Manage Security Questions, manage eSignature passwords, and create Snippets.

*Please note: Not all of the options displayed are available to all users. Each option requires authorization to access.

Install Scan Control 19.1





1

Select the My Account tab and then select Install Scan Control.

2 Select Install.

3 Please follow the prompts and browser instructions to download and install the scan control.

4 After the installation, please restart your browser.

User Preferences 19.2


1 Select My Account and then select User Preferences.

2

User Preferences allow you to customize the view of the navigation bar. There are view two options: Classic NavBar and Dropdown NavBar

3

Classic NavBar Displays the navigation options across the navigation bar.

4

Dropdown NavBar Displays the navigation options in a dropdown menu.

5

Select the desired NavBar display and select Save to continue. The browser will refresh and change to the display selected.

Inbox Filters




1

Select the Inbox Filters tab on the User Preferences page. The Inbox Filter tab allows you to reset the saved query filters for the Secure messaging, Orders and Results inbox.

2

Check or uncheck any of the boxes available. Select Clear Saved Filters to remove the saved query. The page refreshes and the saved filters are removed.

Manage Security Questions 19.3


1

Select My Account and then select Manage Security Questions.

2

Security questions allow you to recover a forgotten password. A minimum of 2 questions must be answered.

Delete a Security Question

1

Select Delete to remove a security question. The question is removed instantly.

Add a New Security Question

1

Select Add New to pick a new or different security question.




2

Select the dropdown arrow in the Select Question field. Select a question from the options displayed. Enter the Answer and then enter again to confirm. Select Save Answer to complete.

3

Changes to Security questions will not be complete until it is Finalized. Select Finalize.

4

Enter your Password and then select Continue to finalize your answer. The page refreshes and the answer is finalized.

Edit a Security Question

1 Select Edit.

2

Enter edits into the Answer field and then enter again to confirm. Select Save Answer to continue.

3

Select Finalize. Enter your Password and then select Continue to finalize your answer. The page refreshes and the answer is finalized.

Manage eSignature Password 19.4





1 Select My Account and then select eSignature.

2 The modules that allow you to use an eSignature are displayed on the page. The Password can be the same for each module an eSignature is required.

3

Enter a password into the Password field. Re-enter the same password into the confirm Password field. Click the checkbox to allow or not allow others to sign for you. Select Save to continue.

4

A pop-up window confirms the eSignature password is established. Select OK to continue.

Snippets Admin 19.1


1 Select My Account and then select Snippets Admin.

2 Please see the Snippets section for full instructions.

System Downtime Access 20

This section will provide users with instructions for using the HIE in a system outage, upgrade or downtime at a hospital.

Downtime Log In 20.1





1

Select the downtime hyperlink provided by the hospital.

Enter domain username and password.

Select Logon.

Downtime Patient Search 20.2


1 During Downtime, users can search for patients and display patient medical records by referring to prior sections Patient Archive and Global Search for detailed user instructions.

2

View the Patient Summary while in the patient’s Document Tree.

Select the Patient Summary icon located in the top right corner of the Document Tree Page.

Select the red X to close the page.

Downtime Patient Summary 20.3


1

Display patient information by selecting the Patient Summary icon.

2

The Patient Summary contains patient key Demographic information.

3

The Patient Summary contains the Medical Record Number.




4 The Patient Summary contains Visit information.

5 View the Face Sheet by selecting the Face Sheet icon.

6 If the Face Sheet is more than 90 days old (some sites configured at 120 days or more), position the mouse over the icon will display the message, Expired face sheet.

7

Select Print to print the Face Sheet.

Select Go Back to return to the Patient Summary sheet.

Select Close to close the screen.

8 The Patient Summary contains Continuity of Care.

9 The Patient Summary contains Allergies.

10

The Patient Summary contains Current Medications.

11

The Patient Summary contains up to 3 days of patient Vitals.

12

The Patient Summary contains patient Height / Weight.

13

The Patient Summary contains patient up to 24 hours of patient Intake / Output.




14

The Patient Summary contains patient Medication History.

15 Select Print.

Select Close.




Edition Notice

Copyright © 2013 Siemens Medical Solutions USA, Inc. and its suppliers. All rights reserved.

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The information contained in this manual is subject to change. Revisions and updates will be issued from time to time to document changes and/or additions.

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